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Market Management Committee Meeting Minutes - 11 August 2016


PRESENT:   

North Ward   

Councillor T Johns

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)
7 x Tenants / Traders

Prior to the start of the Meeting the Deputy Town Clerk confirmed that everyone had appended their details on the Fire Register.

32.  APOLOGIES FOR ABSENCE

Councillor J Day (South Ward – personal) and Mrs J Fisher (Market Hall – personal).

33.  DECLARATIONS OF INTEREST ON ITEMS ON THE AGENDA

There were no declarations of interest.

34.  PUBLIC PARTICIPATION PERIOD

A market trader gave a positive appraisal of the state of the Market Hall praising the “regeneration” initiative and confirming that the Artisans and Stall Holders were working together.  She indicated that “the word” was being spread through social media and customers; she did note though, that a recent customer had not realised the change of operating hours.  The Market Trader reiterated that the Hall was pulling together, investing in advertising and creating a portfolio of posters / photographs.

Referring to Agenda item 8.a. she expressed concern at the offer of a Festive ice rink (including additional decorations / traders, Santa’s Grotto and entertainment) for the week running up to and including Christmas Eve.  The Trader was worried about health and safety, noise, the dimensions and the challenge to Market Trading.  Traders would feel obliged to trade until late for fear of leaving their stock.  She believed that Jubilee Square or the area outside the Baptist Church would be better suited as a potential site.

In addition she bemoaned the need for traders to constantly pack things away – a greater challenge for the “older people” following events and the impact of opening the Market on a Monday to reset the Market Hall. 

The Trader voiced her opposition to agenda item 14. (ad hoc Sunday Food Markets). 

In raising her opinions / voice she felt it was important that the opinions of the Stall Holders were considered.

A second trader expressed concern over entertainment within the Market Hall. While he warmed to a recent balloon maker and face painter he was opposed to other packages which had impacted upon the room / space, saw the public leave and stimulated reckless children with indifferent parents resulting in potential damage.

Councillor Howell spoke about the draw of entertainment packages noting that a significant amount of money had been raised for the Mayor’s Charity.

The Trader noted that the Hall was more full stressing that there was not sufficient room for Entertainment to run alongside a trading market.

Given the need for three traders to move from the pitch that they currently enjoyed, as a result of the Council hosting a civic event, he wondered whether a compensation payment could be made.  (Having previously raised the point with the Chairman it was confirmed that there was no provision.)

35.  MINUTES

The Minutes of the Meeting held on 30 June 2016 were approved and signed as a correct record.

(Vote – For: 4, Against: 0)

36.  MATTERS ARISING

Minute Number 22.b.  Empty Tables – one month trial of Tenant / Trader product advertising.
Mr Monk advised that the trial had worked well, improved the Market look, was shared by all and should continue.

It was proposed by Councillor Brenton, seconded and

RESOLVED:  That the shared empty table initiative should continue.

(Vote – For: 5, Against: 0)

37.  ACCOUNTS

It was proposed by Councillor Howell, seconded and

RESOLVED:  That the list of payments be approved.

(Vote – For: 5, Against: 0)

38.  CHANGE OF FUTURE COMMITTEE MEETING DAYS

In order to avoid confliction with Bideford Bridge Trust Meetings, Members discussed changing the day of Market Meetings and the start time.

Proposed by Councillor Howell, seconded and

RESOLVED:  That Market Management Committee Meetings continue to be held on Thursdays but commence at 6.30 pm.

(Vote – For: 5, Against: 0)

39.  CHRISTMAS FESTIVITIES

a.   Bideford Festival Committee offer week running up to and including 24 December 2016.  The Chairman stated that the Market was not a suitable venue believing that Jubilee Square would be a better alternative and very popular.  He noted that the Market was trading better and had become a victim of its own success.  The priority remained market trading although support would be encouraged for community interest.  Mr Monk opposed cherry picking where groups sought to benefit from the Market without commitment.  Councillor Howell challenged the logistics and the overall beneficiaries of the Event noting that in house entertainment sought to stimulate trade for the Market Traders.

It was proposed by Councillor Brenton, seconded and

RESOLVED:  That the Bideford Festival Committee are thanked for the interest and support to the Community but that the offer is not pursued.

(Vote – For: 5, Against: 0)

b.   Bideford Rotary, Christmas Grotto: 10 December 2016.  Mr Monk advised that the item should be revisited at the next Meeting following a meeting of the Bideford Rotary where the item will be discussed.

It was proposed by Councillor Brenton, seconded and

RESOLVED:  That the item is revisited at the Market Management Meeting to be held on 22 September 2016.

(Vote – For: 5, Against: 0)

(Ms Logan arrived.)

c.   Budget for Christmas Festivities.  Councillor Howell indicated that the Tourism Committee had budgeted for a seasonal Event package and questioned the need for further monies.

Concern was expressed over recent entertainment and that there should be a check on what would be appropriate.

The Chairman invited Councillor Howell and Mr Monk to discuss the Festive Season with Mrs Fisher considering ideas for the next Meeting.

It was proposed by Councillor Howell, seconded and

RESOLVED:  That Councillor Howell, Mr Monk and Mrs Fisher discuss Christmas Festive options to be raised at the Meeting to be held on 22 September 2016.

(Vote – For: 5, Against: 0)

40.  BANK HOLIDAY WEEKEND – LANDIVISIAU TWINNING

The Chairman advised that the Bideford Landivisiau Twinning Associations are celebrating their fortieth anniversary.  He alluded to the related items that are hung on the Market Hall wall and spoke of the opportunity for the French to visit the building.

Councillor Howell advised that the Landivisiau Mayor would be accompanied by sixteen councillors.  He declared that it was a Civic Event and that the Council were proud to run the Market.  With seventy to a hundred Twinning visitors in attendance, for up to one and a half hours, the Tenants and Traders could only benefit.

Councillor Howell stated that the Market is a Market and there are only a few of its kind.  Traditionally market traders generally clear and pack up their hired pitches at cease of trading (South Molton and Barnstaple are examples); the Bideford trader is fortunate that they are not required to do so; it is a bonus not to have to clear.  Councillor Brenton concurred noting that Bideford traders did have to clear away in the past.

Councillor Howell informed Members that the Market would host their Hog Roast / Barn Dance on 28 August 2016 rather than as originally planned in Woolsery.

41.  MARKET ADMINISTRATORS REPORT

a.   Businesses of Bideford have requested the setting up of Stalls in Butcher’s Row on 6 December 2016 in front of Shop Units that do not partake in the extended opening.

Mr Morgan wondered where and how it was envisaged that the Stalls would be placed in Butcher’s Row.  Concern was raised that the Unit windows would be obscured.  Both Mr Monk and Councillor Howell stated that the Butcher’s Row Tenants should be encouraged to remain open.

The Chairman indicated that with the expectation of increased footfall the thoroughfare would be busy.  Concern was expressed at the health and safety aspect by narrowing the walkway.

Mr Monk speculated on what would the “December sixth” traders would be selling noting that the Market was much more busy with less spare capacity.  While seven stalls were deemed to be available any free stalls on the day should only be given, subject to availability.

Councillor Howell saw it as an opportunity to promote the Market in December.

Councillor Brenton led Members in supporting the Bideford late night shopping Event adding that all stakeholders should be encouraged to take part.

b.   Market Trader, Mrs Commins expressed a desire to organise a Big Coffee Morning Event in aid of MacMillan on Friday, 30 September and Saturday, 1 October 2016.  She had requested a couple of trestle tables in the area in front of the Café (Jeanette advised) to run a cake sale and tombola and or raffle.

On confirming that the Market Café tenant had acquiesced Members indicated support for the initiative (subject to the appropriate documentation).

42.  RAILING ON OUTSIDE WALL BETWEEN OLD BAND ROOM AND GAS MARK STORAGE ROOM DOORS.

Members had received information on the fall taken by a visitor and the authority given from the TDC Property Manager (Market Landlord) to install a railing on the outside of the Market Building.

Led by the Chairman Members discussed the overall safety aspect of the road junctions immediate to the area of concern where drivers disregard the “No Entry” sign and drive contra to Grenville and down Bridge Streets.  Whilst the practise was an overt rejection of the law DCC were proposing to give lorries the green light.

Councillor Mrs Craigie called for a meeting with DCC to discuss the slippery pavement, signage and coach access / parking area.  Whilst the Chairman encouraged Councillor Mrs Craigie to consider the item within her led Council Transport Working Group he stated that the issue should be placed on a future (DCC) HATOC agenda (Members expressed their support).

Mr Monk noted from the Bideford Town Centre Partnership that Mr Dave Slocombe was the DCC Locality Officer.

Councillor Wootton, noting the correspondence from the injured party, wondered if the offending steps could be painted.  Councillor Mrs Craigie, believing it to be a good idea, agreed that highlighting the edges would be beneficial.

Councillor Howell considered the merits of a site meeting with both the County Councillors and the local Highways Officer.  Members raised other instances where individuals had fallen on the pavements surrounding the Market.  Both the Chairman and Councillor Howell noted the degradation of the Buttgarden and Grenville Streets.

It was proposed by Councillor Brenton, seconded and

RESOLVED:  That the necessary quotation is obtained for a railing (installation) and DCC contacted regarding painting / highlighting the steps. 

(Vote – For: 5, Against: 0)

43.  KENWITH COMPANY OF ARCHERS

Mr Monk approximated twelve traders would expect to move their stalls, twice a week in order to accommodate the Archers.  He warned against loss or damage to stock as a result of moving the stalls, albeit they are mounted on wheels.  He suggested that three traders would leave the Market because of the disturbance. 

Members noted that the opening hours and the Studio Shop Units initiative had changed the landscape.

Mr Morgan suggested that the number of targets would be reduced; nonetheless the Archers equipment impacted heavily on the storage within the Market.

Councillor Brenton believed a site meeting on a trading day with the Chairman / Secretary would be beneficial.

It was proposed by Councillor Brenton, seconded and

RESOLVED:  That a site meeting with the Chairman / Secretary of the Kenwith Company of Archers, Councillor Brenton and the Market Administrator would be arranged.

(Vote – For: 4, Against: 0, Abstention: 1)

Members contemplated the future referencing strategic and marketing plans, advancing the Arts and Crafts as a premier North Devon attraction but mindful of any development that could adversely impact upon the recent good work.

44.  WORKING GROUP: MARKET HALL REGULATIONS / CODE OF CONDUCT

The Chairman indicated that the addressing of the Regulations should be deferred to enable Members to properly examine the previously circulated examples of alternate regulations.  He entrusted Councillor Mrs Craigie with engaging NABMA delegates at the forthcoming Conference to gain an appreciation on how problems such as time keeping are considered and enforced at other Markets. 

Councillor Howell spoke in terms of identifying who the responsible person was in relation to ensuring that the hours are honoured.  Mr Monk expressed concern that the workshops were not best presented when the doors remained closed, not inviting public interest.  The Market Administrator stated that the original concept was to provide Arts and Crafts artisans with a unit in which they could create their work, the Shop element being secondary.  Councillor Howell indicated that the Shop Units provided an opportunity for the customers to see Artisans at work.

The Market Administrator advised that he had spoken to Mrs Elise Cann, Market Trader, with a view to participating in reviewing and updating the regulations.  Should the opportunity present she had agreed to work within a Working Group.

It was proposed by Councillor Brenton, seconded and

RESOLVED:  That Councillor Mrs Craigie, Mrs Cann and the Market Administrator form a working group to update the Market Regulations and Code of Conduct.

(Vote – For: 5, Against: 0)

45.  AD HOC SUNDAY FOOD MARKETS

Ms Logan advised that the Artisan Food and Craft Markets envisaged for the third Saturday of each month had proved not to be viable albeit in the face of the successful development of the Market.

Having traded at the Barnstaple Real Food Events and attended various successful Devon and Somerset Markets she expressed a desire to hire the Market Hall (would need all the space: three metre square gazebos and big kitchen equipment) and organise three to four seasonal Markets;  she had earmarked Sunday, 27 November 2016 for the first Event.

Councillor Mrs Craigie spoke of the Tourism Committee’s intention to hold a Taste of Torridge Event (the 7 August 2016 scheduled Event having been cancelled) in the New Year.  Ms Logan noted the importance of booking in advance.

Councillor Howell believed it to be a good idea remarking that South Molton do a number of Country and Christmas Markets.  Ms Logan advised that Exmoor run three a year.

Councillor Mrs Craigie spoke of the difficulty with parking.

Mr Monk mentioned the benefit of working together.

The Chairman indicated support and saw the potential for increased visitors to the Market.

Ms Logan, having confirmed the hire charge of £200 with the Market Administrator prior to the Meeting, indicated that whilst the Studio Units would be welcome to open the Event would need all the space.

It was proposed by Councillor Brenton, seconded and

RESOLVED:  That Ms Logan has the opportunity to hire the Market Hall, at a cost of £200.00, for food events, modelled on the Barnstaple Real Food Events.  It is noted that the Market Hall will need to be cleared; the first date: 27 November 2016.

(Vote – For: 5, Against: 0)

ORDER OF BUSINESS

Proposed by Councillor Brenton, seconded and

RESOLVED:  That the order of business be changed to address agenda item 15 in Part II (Closed Session).

(Vote – For: 5, Against: 0)

46.  ADVERTISING WORKING GROUP – UPDATE

Councillor Mrs Craigie advised that the three members had not met together although they had embarked on a number of initiatives including:

•    Two signs advertising Wi Fi.
•    Three Banners:
o    Bideford Quay
o    Westward Ho!
o    Appledore.
•    Poster initiative.
•    Leaflets distributed to hotels / shops.
•    North Devon Journal:
o    Free reader offer: tea / coffee.
o    Ms Logan’s Unit – mini biscuit.
o    What’s on? (Also organised with Link publication.)
o    Meeting planned with Advertising representative.
•    Internal signs (Market Officer) in progress.
•    Meeting with Burton Art Gallery with a view to mutual working relationship.
•    Facebook / Social Media:
o    Ms Logan has offered working sessions.
o    Minxy’s Sweets are onside.

Councillor Mrs Craigie with a view to discussions with the North Devon Journal and the hope to create a web site (small, for the Pannier Market) requested a budget.

The Market Administrator stated that the Working Group was formed to consider the best manner in which to promote the Market and make recommendations to the Market Management Committee.  He reminded Members that the approved Payment List included payment for an advertising banner that had not been previously resolved upon; he also noted that the Banner was not in the Council Corporate Colours and did not include the Council Crest.  He spoke of the importance of using the colours that identified the Council linking with the website, Market Leaflets, Newsletter, all publications and formal advertisements; the Market, too is liveried in burgundy and cream.

Councillor Howell concurred adding that the Pannier Market is intrinsically linked with the Council.  A trick will be lost – brand recognition is important – stick to the colours. 

Councillor Mrs Craigie bemoaned the delay in obtaining authority for payments.

Whilst alluding to the need for a market plan, in terms of budgeting Councillor Howell advised that the “delay” was not as a result of bureaucracy simply that the Council must be seen to act responsibly with public money.

The Chairman noted that with the Leaflets the Market does spend a considerable amount on advertising – essentially promoting other people’s businesses – and that a control (along with a Business Plan) needs to be in place; there needs to be a justification when making retrospective payments.  He considered a review of what and where we are advertising but added that individuals should not spend personal money (on Council projects); in the event of recent payments the Market will honour their expenditure.

Councillor Mrs Craigie requested that £100 be made available to develop the poster / banner campaign.

Councillor Howell reiterated a need for a plan.

Ms Logan spoke about a discussion paper, that had previously been circulated, which included action areas including Social Media.  She suggested that should 50 – 70 tenants / traders operate on the Pannier Market Facebook the “reach” could expand to 4,000 / 5,000 people.

Councillor Howell advocated encouraging more people to take part; the Working Group should work together, developing their ideas including:

•    Facebook: friend / post
•    Twitter
•    # tag

and also identify money needed for the next Meeting (22 September 2016, 6.30 pm).

It was proposed by Councillor Brenton, seconded and

RESOLVED:  That one hundred pounds is made available to cover the costs incurred to date.

(Vote – For: 4, Against: 0, Abstention: 1)

47.  MARKET HALL WORK SHOP UNIT INITIATIVE

Mr Monk observed that some members of the public often tripped out of the Studio Units.  He had taken advice and suggested that the step is cut out.

The Market Administrator confirmed that red and white reflective tape had been attached, in the short term, and that Shed Scene had been contacted (mindful of any changes affecting the integrity of the building).

48.  COMMITTEE TRADERS / TENANTS

Mr Monk stated that the Market was brilliant, boosted further by the Saga Representative sending their holiday visitors (to the Market).

Councillor Howell noted that people were expelled at three o’clock.  He, Councillor Mrs Craigie and Mr Monk felt there was merit for a change in the hours.

The Market Administrator stated that recent history dictated any change would have to see all Market Traders canvassed; a later start / finish would not suit everyone; the Market Officer’s hours would have to be considered, also. 

Councillor Mrs Craigie and Mr Monk agreed to consult the Market Traders with the item to be discussed at the next Meeting.

Ms Logan noted that when a recent Face Painter operated in the Market her commerce increased three fold.

49.  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: 5, Against: 0)

50.  PART II (CLOSED SESSION)

51.  MARKET REGENERATION PROPOSAL

Members had previously had sight of the proposal / introduction.

It was proposed by Councillor Brenton, seconded and

RESOLVED:  That the individual is thanked for their offer although it would not be taken up.

(Vote – For: 5, Against: 0)

52.  CEILING QUOTATIONS FOR MARKET STREET SHOP 27

Members considered two quotations.

It was proposed by Councillor Wootton, seconded and

RESOLVED:  That the Quotation from W C D Building and Maintenance for £1,280 is accepted and that they are invited to complete the work, at the earliest opportunity.

(Vote – For: 4, Against: 0, Abstention: 1)

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

There were no terminations.

54.  UPDATE ON RENT ARREARS

There remains one tenant with outstanding rent.  They have confirmed their intention to make good the arrears.
The Chairman, having established that there was no further business to discuss, thanked the Members for their attendance and concluded the Meeting at 7.57 pm.

















 














 




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