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Market Management Committee Meeting Minutes - 30 June 2016


PRESENT:   

East Ward:   

Councillor Mrs R Craigie

South Ward:   

Councillor D Brenton (Chairman)
Councillor B Wootton

South (Outer) Ward:   

Councillor D Howell (Town Mayor)

Butcher’s Row   

Mr N Morgan

Market Hall   

Mr J Monk

Market Street Shops   

Ms S Logan

IN ATTENDANCE:

Mr R Coombes (Deputy Town Clerk)

Prior to the start of the Meeting the Deputy Town Clerk confirmed that everyone had appended their details on the Fire Register and further read the Building Evacuation procedure, to the assembled.

14.  APOLOGIES FOR ABSENCE

Councillors J Day (South Ward – personal) and T Johns (North Ward – personal).

15.  DECLARATIONS OF INTEREST ON ITEMS ON THE AGENDA

There were no declarations of interest.

16.  PUBLIC PARTICIPATION PERIOD

There was no public participation.

17.  MINUTES

The Minutes of the Meeting held on 19 May 2016 were approved and signed as a correct record.

(Vote – For: 4, Against: 0)

18.  MATTERS ARISING

a.   Minute Number 7.d.  To consider a practical solution to displaying outside unit where the integrity of the Studios and a clear suitably clear thoroughfare is maintained.  Resolution not practical.  Tenants have explored alternatives and have found small tables that would work at modest cost.

It was proposed by Councillor Brenton, seconded and

RESOLVED:  That eight small tables are purchased for the Market Hall Units.

(Vote – For: 4, Against: 0)

b.   Minute Number 7.f.  Banner.  Mr Monk reiterated the request for a simple car park advertisement. 

(Ms Logan joined the Meeting.)

Councillor Howell re-stated his intention to investigate a simple addition to the Discovering Bideford Boards, giving key information.

Ms Logan advised that the Artisan Food Market take up was poor noting that traders would not support the Event without advertising.

Members discussed banner dimensions, the ability to withstand adverse weather conditions and cost.

It was proposed by Councillor Brenton, seconded and

RESOLVED:  That a budget of one hundred pounds be set for obtaining two advertising Banners.

(Vote – For: 4, Against: 0)

19.  ACCOUNTS

It was proposed by Councillor Brenton, seconded and

RESOLVED:  That the list of payments be approved.

(Vote – For: 4, Against: 0)

20.  MARKET HALL WORK SHOP UNIT INITIATIVE

a.   Commitment to hours of operation / trading.  Concern had been expressed that the hours of trading had not been adhered to although there had been an obvious improvement, of late.  Members indicated that the Tenants must remain committed to the Core Hours (that they had agreed to).

Mr Morgan noted that the double doors leading from the centre of Butcher’s Row to the Market Hall on occasion were secured before close of trading times.  The Chairman intimated that the doors should be secured on and after trading had ceased, not before.

b.   To confirm replacement for Market Hall studio representation.  The Chairman welcomed Mr Monk who had agreed to join the Committee following Ms Cobb’s withdrawal.

ORDER OF BUSINESS

Proposed by Councillor Brenton, seconded and

RESOLVED:  That the order of business be changed to address agenda item 8 in Part II (Closed Session).

(Vote – For: 4, Against: 0)

21.  LANDIVISIAU TWINNING ASSOCIATION RECEPTION

Councillor Howell advised that seventeen (French) Civic Party personnel would be visiting Bideford, in addition to the Landivisiau Twinning Association members.  He wished to provide a show in the Market, during the Council’s hosting, that, part funded between the Bideford (Twinning) Association and Council would see the hire of a vintage bus, “period” French and English “players”.  The Hall will be decorated with French and Union Jack Flags, the Town Band will play and Country Cottage Bakery will produce a commemorative cake.

He inferred that during the signing of an agreement a unique gift will be presented.  The Association Members will be encouraged to remain in the Market before retiring to the Durrant House Hotel for 12.30 pm.

22.  MARKET PROMOTION – OPTIMUM UTILISATION

a.   Promoting the Market.  Ms Logan noted there are signs for the Market Hall Studio Units and those for Butcher’s Row Units but no signs promoting the Market Street Shops; she believed people were missing the shop fronts.  She requested that the Market Hall Studio Unit signs on the stairs up to the Market Hall be replicated for the Market Street Shops on the stairs down (exiting to the street).

Discussion followed on the potential to advertise on the outside of the building although Councillor Howell warned that given the Listed Grade II status any sign could not be permanent and would need to be removed at the day’s end.  Further points included a “free reader” offer, business cards, “brown” signs and the potential to advertise at Bideford Football Club.  Mrs Fisher advised that there was an opportunity to advertise for a year at £140; the Chairman believed it was worth investigating whilst advocating simple art work.  Further consideration was given to the spectators and the belief that many local people are not aware of the Market product.

Ms Logan and Councillor Howell led debate on the benefits of social media although concern was raised regarding an account associated with the Market.  Ms Logan warned against negative publicity (photograph of an empty market would not invite further interest); Councillor Howell agreed to approach the hosts with a view to opening up the account.  The power of Twitter and tweets was recognised. 

It was proposed by Councillor Brenton, seconded and

RESOLVED:  That Councillor Howell approach the owners of the current Market associated social media with a view to enhancing the product.

(Vote – For: 4, Against: 0)

The Market Administrator confirmed that the Market Leaflet would be published soon.  The Chairman indicated that a number should be retained for home distribution.
Councillor Mrs Craigie advocated the formation of an Advertising sub-committee that she would be happy to lead for a cohesive policy to best promote the Market Complex.  Ms Logan and Mr Monk agreed to form the Group with Councillor Mrs Craigie.

It was proposed by Councillor Mrs Craigie, seconded and

RESOLVED:  That an advertising sub-committee staffed by Councillor Mrs Craigie, Ms Logan and Mr Monk is formed to consider the best manner in which to promote the Market and make recommendations to the Market Management Committee.

(Vote – For: 4, Against: 0)

Councillors Howell and Brenton referred to a presentation they had received from the Barnstaple Town Manager who had observed that Bideford was doing well with a fantastic group of people making a difference showing that the Town takes a pride in itself.

b.   Empty Tables within the Market Hall.  Mr Monk confirmed that the Market remained pretty full during Saturday trading although during the week there were a number of empty stalls.  He suggested that provision could be made where Complex tenants / traders would advertise their unit with an item indicating price and from whence it was sold. 

Members referred to the layout and the importance of the first impression for visitors.

It was proposed by Councillor Brenton, seconded and

RESOLVED:  That empty stalls can be used to promote the products of the Market Complex tenants / traders where items can be left with tickets giving price and tenant / trader details.  The initiative will be trialled for a month, on a daily basis (each cleared at cease trading) with no one trader or tenant having exclusive rights.
(Vote – For: 4, Against: 0)

23.  MARKET HALL SUMMER ENTERTAINMENT

Mrs Fisher requested funding support to provide entertainment for five Saturdays during the summer.  She advised that a tenant, Mr Galen Wood, who has association with Living History South West, could facilitate Treasure Hunts that would link the various stalls / shop units with clues; participants would receive a prize / gift.  She also had in mind an acoustic duo and face painting.

Councillors Howell and Brenton were content for the aforementioned tenant, dressed as a Viking pedlar to talk to visitors about the tenants / traders and Market experience (during what would be Heritage Day).

Concern had been raised at the Market Administrator requiring risk assessments and appropriate insurance. 

The Market Administrator confirmed the need for the appropriate documentation.  Councillor Howell believed that the Council should cover events.  In reply the Market Administrator stated that those hiring the Market Hall had to include all documentation and similarly the Council could not risk assess individuals;  he confirmed that (Rob Pudner’s) Entertainingly Different provide the Town Clerk with full risk assessments and insurance cover details (for their performances in the Town and in the Market).

It was proposed by Councillor Brenton, seconded and

RESOLVED:  That a budget of £400 is made available for summer entertainment.  

(Vote – For: 4, Against: 0)

24.  MARKET HALL HIRE

a.   Bideford Gardeners Flower Show: 21 August 2016.

It was proposed by Councillor Brenton, seconded and

RESOLVED:  That the Bideford Gardeners Club may hire the Hall from 07.30 am to 8.00 pm on Sunday, 21 August 2016 at a cost of fifty pounds and completion of the Hire Agreement paperwork.

(Vote – For: 4, Against: 0)

b.   Light up a Life: 17 December 2016.

It was proposed by Councillor, seconded and

RESOLVED:  That Children’s South West may hire the Hall for Light up a Life from 05.00 pm to 9.00 pm on Saturday, 17 December 2016 on completion of the Hire Agreement paperwork.

(Vote – For: 4, Against: 0)

25.  COMMITTEE TRADERS / TENANTS

There were no issues raised.

26.  CONFIDENTIAL ITEMS TO BE TAKEN IN PART II

Proposed by Councillor Brenton, seconded and

RESOLVED: That in view of the confidential nature of the business about to be discussed, it is advisable, in the public interest, that the public be excluded for the remainder of the meeting; the tenants / traders were instructed to withdraw. 

(Vote – For: 4  Against: 0)

27.  PART II (CLOSED SESSION)

28.  STAFF APPRAISAL

There is a confidential minute associated with this agenda item. 

29.  TENANT CLAIM FOR DAMAGES

Members had received details of damaged items caused through water ingress, from a Butcher’s Row tenant.  They noted that the Market Officer had subsequently affected a repair to the water source; the Tenant had express appreciation.

It was proposed by Councillor Brenton, seconded and

RESOLVED:  That a payment of £200.00 is offered to the Tenant.  

(Vote – For: 3, Against: 0)

30.  TERMINATIONS OF LEASES BY TENANTS/APPLICATIONS RECEIVED FOR TENANCIES OF PREMISES

The Members considered applications for the two recently vacated work shop studio units and Market Shop Unit, 22 (the notice, 30 September 2016 having just been received).

Proposed by Councillor Brenton, seconded and

RESOLVED:  That the Units are offered:

•    Market Hall Studio Unit 2: Ali Kemp and Annette Joyce.
•    Market Hall Studio Unit 7: John Piper.
•    Market Street Shop Unit 22: Melanie Maddocks.

(Vote – For: 3 , Against: 0)

31.  UPDATE ON RENT ARREARS

There is a confidential minute associated with this agenda item. 

The Chairman, having established that there was no further business to discuss, thanked the Members for their attendance and concluded the Meeting at 7.54 pm.




















 














 




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