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Market Management Committee Meeting Minutes - 29 September 2016


PRESENT:   

North Ward   

Councillor D McGeough (sub for Councillor Howell)
Councillor T Johns

East Ward   

Councillor J McKenzie

South Ward:   

Councillor D Brenton (Chairman)
Councillor B Wootton

Butcher’s Row   

Mr N Morgan

Market Hall    

Mrs J Fisher
Mr J Monk

IN ATTENDANCE:

Mr R Coombes (Deputy Town Clerk)

3 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.

55.  APOLOGIES FOR ABSENCE

Councillors Mrs R Craigie (East Ward – illness), D Howell (South Ward (Outer) – personal) and Mrs S Logan (Market Street Shops).

56.  DECLARATIONS OF INTEREST ON ITEMS ON THE AGENDA

There were no declarations of interest.

57.  PUBLIC PARTICIPATION PERIOD

There was no participation from the Public.

58.  MINUTES

The Minutes of the Meeting held on 11 August 2016 were approved and signed as a correct record.

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

59.  MATTERS ARISING

There were no Matters Arising.

60.  ACCOUNTS

It was proposed by Councillor McKenzie, seconded and

RESOLVED:  That the list of payments be approved.

(Vote – For: 5, Against: 0)

61.  CHRISTMAS FESTIVITIES

a.   Bideford Rotary, Christmas Grotto: Mr Monk advised that the Rotary could not offer a Christmas Grotto; a volunteer would be sought to fill the role of a “wandering Santa.”

b.   Festive Programme.  Mr Monk confirmed that he had spoken to Councillor Howell although they did not share the same views regarding the format for the (three) Saturdays running up to Christmas.

Mrs Fisher favoured the Belly Dance troupe made up of local people who are well supported and will be a draw, for the Signing of the Lease (Saturday, 3 December 2016).  She also felt that walk about routines from Rob Pudner’s agency and Dave Hendy (magician / face painting) would also prove popular (and not overly amplified).

Mr Monk guarded against loud music, which drives customers away, stating that the commercial Market Hall was not a place for singing and dancing; he also expressed caution about stimulating children to the point where they excitedly run around.

The Chairman remarked that the change to the Market provided different entertainment considerations where formerly the Hall area was more flexible.  He supported the shorter item that would not be too intrusive and obstruct the traders.  He encouraged the Market representatives to bring a programme (of events / entertainment) to the Committee for the next Meeting.

He confirmed that a budget of up to £1,500.00 was in place.

It was proposed by Councillor Brenton, seconded and

RESOLVED:  That the Market Representatives formulate a programme of events / entertainment for the Festive period to be considered at the Meeting to be held on 3 November 2016.

(Vote – For: 5, Against: 0)

62.  CHRISTMAS / NEW YEAR – OPENING DATES

The Market Administrator explained that Christmas Eve was not a public holiday, that the Market would ordinarily trade on the Saturday (24 December 2016) but that the Tuesday 27 December 2016 was a public holiday and that the Market would not trade (on the public holiday).  Otherwise the Festive (public holiday) season would not impact upon the trading days.

It was proposed by Councillor Brenton, seconded and

RESOLVED:  That the Market is closed only on Tuesday, 27 December 2016 and that otherwise it would trade as normal (during the Festive season).

(Vote – For: 5, Against: 0)

63.  MARKET HALL OPENING TIMES

Members had been given copies of a proposal to change the Market Opening times signed (for and against) by Market Hall Traders / Tenants (April to December 9.00 am – 4.00 pm and January to March 9.00 am to 3.00 pm).

Mr Monk indicated that there were a variety of opening times and the intention was of simplification / standardisation.  He noted that this past summer people were turned away at 3 o’clock on a Wednesday and Thursday.

Mrs Fisher indicated that she personally supported an earlier start given that during her twenty five tenure of the Market Café demand remained for her cuisine. 

The Chairman indicated that any change could impact upon the Market Officer given his need to open up earlier / later to accommodate (new) traders setting up and ensure that the Market is ready for the next trading day / secure.

Discussion followed on the possibility of the Café opening earlier and implications for the security of the Hall.

It was proposed by Councillor Brenton, seconded and

RESOLVED:  That the January to March opening hours be introduced with a review considered prior to further change.

(Vote – For: 5, Against: 0)

64.  CAR PARK ADVERTISEMENTS

Members had been advised of the opportunity to advertise again with the Local Map Company Ltd for a further two years at £300.00 per annum for an “8 x 4” advert on fourteen (Torridge car park) site locations.

Proposed by Councillor McGeough, seconded and

RESOLVED:  That the offer of £300.00 per annum, for two years is accepted for a 8 x 4 advertisement.

(Vote – For: 5, Against: 0)

65.  MARKET ADMINISTRATORS REPORT

a.   Businesses of Bideford (BoB) have requested support for the Wicked Week Leaflets / Maps – 10,000 of each will be distributed.  Following discussion the Chairman indicated that BoB should provide an indication of the sum they should like.

b.   Market Trader, Mrs Commins will not now be holding a Big Coffee Morning Event in aid of MacMillan on Friday, 30 September and Saturday, 1 October 2016. 

66.  WINTER SEASON – KENWITH COMPANY OF ARCHERS – ONE DAY SHOOT

The Chairman confirmed that following a meeting the Archers would reduce the number of days to one a week and that they were actively seeking to build their own Winter training facility.

It was proposed by Councillor Brenton, seconded and

RESOLVED:  That the Kenwith Company of Archers continues the hire of the Pannier Market Hall from 20 September 2016 under the same terms enjoyed during the last season, albeit restricted to once a week.

(Vote – For: 5, Against: 0)

67.  MARKET HALL TRADERS’ RENT FOR JANUARY 2017

The Market Administrator advised Members of an historical goodwill incentive that enabled market hall traders to enjoy a free trading month (January). 

Proposed by Councillor Brenton, seconded and

RESOLVED:  That the rent for the month of January 2017 is waived for those Bideford Pannier Market Hall Traders.

(Vote – For: 5,  Against: 0)

68.  RENT REVIEW

The Market Administrator stated that the rent should be reviewed on an annual basis. 

The Chairman indicated that a review should be considered with a probable adjustment given that costs (maintenance / fuel) have risen.

Councillor Johns advised caution, not wishing to adversely impact upon the positive impetus coursing through the Market; he advocated that a review be held in the new financial year.

Mr Monk advocated a change to the casual rate; in his experience he felt that five pounds per stall was very cheap.

Proposed by Councillor Brenton, seconded and

RECOMMENDED:  That the overall rental rates remain the same for the next financial year including the stall concession enjoyed by the Market Hall Studio Tenants and occupier of Shop Unit 28.  That each tenant / trader is advised accordingly.

(Vote – For: 5,  Against: 0)

69.  ADVERTISING WORKING GROUP UPDATE

Mr Monk provided the Members with an Advertising (Budget) Proposal.

He stated that he had held meetings with the Gazette, Journal and Link magazine whilst also obtaining the Domain Name for the Bideford Pannier Market (.co.uk). 

Discussion followed on the proposal (including 2017/18), distribution of the leaflets, Face book boosting (adds more hits in the thousands), the lost (Quay) Banner (removed at the behest of TDC) and populating the Council Events Calendar.

It was proposed by Councillor Brenton, seconded and

RESOLVED:  That the advertising proposal from October 2016 to March 2017 be adopted at a cost of £1,960.16.

(Vote – For: 5, Against: 0)

70.  ‘DRAFT’ BUDGET 2017/2018

The Market Administrator presented the ‘Draft’ Budget for consideration by the Committee. 

Councillor McGeough noted the Bank Charges and advised that negotiation with the Bank could draw more favourable terms.

Proposed by Councillor McGeough, seconded and

RECOMMENDED: That the Draft Market Budget 2017/2018 be supported by the Council.  

(Vote: – For: 5, Against:  0)

71.  MARKET HALL WORK SHOP UNIT INITIATIVE

There was no update.

72.  COMMITTEE TRADERS / TENANTS

Mr Morgan advised that he had approached the Wi-Fi provider given that some areas of the Market received a poor signal.  The Market Administrator confirmed Mr Allen had advised that he would be providing a booster for the main transmitter.

Mrs Fisher confirmed that the free Wi Fi was proving popular with the public as well as the Tenants / Traders.

73.  MARKET (INNER) DOORS - PROPOSAL

Mr Monk had provided one quotation and one estimate for two pairs of swing (clear single glazed safety) doors and one pair of similarly glazed sliding doors.  He noted that there was reluctance by “the trade” to visit / quote without certainty that they would be subsequently engaged. 

The Chairman reminded Members that the Building was Grade II listed and that TDC remained the Landlord.

Councillor McGeough felt that further quotations needed to be obtained.

The Chairman agreed that the Market Hall was a cold draughty place and that the old radiant heaters proved expensive especially when any heat generated was simply leaving the building. 

There was a feeling that the remit should be tightened and revisited in the New Year.

The Chairman asked that Members consider examples of a similar nature.

It was proposed by Councillor Brenton, seconded and

RESOLVED:  That the item be revisited in the New Year.

(Vote – For: 5, Against: 0)

74.  NABMA REPORT

In her absence the Chairman advised that Councillor Mrs Craigie would provide a report at next Meeting.

75.  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)

76.  PART II (CLOSED SESSION)

77.  BAND ROOM RAILING QUOTATION

It was proposed by Councillor Brenton, seconded and

RESOLVED:  That Mr Burton is invited to fashion and fit a hand rail to the wall between the old Band Room Door (entrance) and the Gasmark Storeroom at a cost of £100.00.

(Vote – For: 5, Against: 0)

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

Members had previously been advised that:

•    Ms A Kemp, Studio Unit 2, will end her shared tenancy on 30 September 2016; Mrs A Joyce will become the sole tenant, effective 1 October 2016.
•    Miss T Benton, Studio Unit 5, will cease trading on 30 September 2016; Mr T Hawkins will vacate Unit 6 and move into a shared tenancy agreement with Miss S Cobb, effective 1 October 2016
•    Ms P Harris to leave Studio Unit 8, effective 31 October 2016.
•    Mrs T Hills to leave Shop Unit 28 effective 31 October 2016.

Members noted that Miss Cobb and Mr Hawkins had expressed a desire for a larger Unit i.e. 8, but given the uprated electricity supply would defer any decision until after an advertising push (social media, North Devon Art) to see whether any applicant could benefit from it (small kiln).

79.  UPDATE ON RENT ARREARS

The Market Administrator confirmed that the rental payments were up to date.

The Chairman, having established that there was no further business to discuss, thanked the Members for their attendance and concluded the Meeting at 7.43 pm.


















 














 




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