Draft Market Management Committee Meeting Minutes - 13 April 2017


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 (Mayor)

Market Hall    

Mr J Monk

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.

155  APOLOGIES FOR ABSENCE

Councillor J McKenzie (East Ward – personal), Mrs J Fisher (Market Hall) and Mr N Morgan (Butchers Row). 

156  DECLARATIONS OF INTEREST ON ITEMS ON THE AGENDA

There were no declarations of interest.

157  PUBLIC PARTICIPATION PERIOD

There were no members of the public present.

158  MINUTES

The Minutes of the Meeting held on 23 February 2017 were approved and signed as a correct record.

(Vote – For: 5, Against: 0)

159  MATTERS ARISING

There were no Matters raised.

160  ACCOUNTS

It was proposed by Councillor Howell, seconded and

RESOLVED:  That the list of payments be approved.

(Vote – For: 5, Against: 0)

161  MARKET ADMINISTRATORS REPORT

There was no submission.

162  KENWITH COMPANY OF ARCHERS

Members had received correspondence requesting, in the first instance, that the Kenwith Company of Archers resumes their use of the Hall from mid-September 2017 and secondly that they may also return to two evening sessions a week.

It was proposed by Councillor Howell, seconded and

RESOLVED:  That the Kenwith Company of Archers may continue to hire Pannier Market Hall from mid-September 2017 under the same terms enjoyed during the last season; restricted to once a week.  The Archers are welcome to extend the hours of use, during the one session (a week).

(Vote – For: 5, Against: 0)

163  POSITIVE LIVING DAY

Members had received correspondence from Rose Young French regarding the terms of the hire of the Market Hall for the Positive Living Day to be held on Sunday, 3 September 2017

It was proposed by Councillor Howell, seconded and

RESOLVED:  That the hire fee for the Positive Living Day is waived.

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

164  OTTER BOOK ENTRY

Committee Members had previously been advised on an invitation for a Market entry to the Otter Book - Bideford, An Otter Tale.

The Chairman indicated that he would liaise with Rose Arno, editor of the Bideford Buzz magazine.

165  MARKET HALL GLASS DOORS

The Chairman gave a review of a quotation that he had received following a meeting with a local contractor in the Market Hall.  He intimated that the price would be reduced should the automatic option be removed.

Members discussed funding and budget streams; it was felt that just one set of doors would require automatic operation.  Also, the importance of obtaining a design to base further quotations.  Mr Monk indicated that the Doors should be housed within the current Fire Exit frames.

It was proposed by Councillor Brenton, seconded and

RESOLVED:  That the Committee progress the initiative with a view to obtaining a design and quotations.

(Vote – For: 5, Against: 0)

166  INFORMATION BOARDS

Councillor Howell had liaised with the firm responsible for the Discovering Bideford signs; he advised that he would circulate photographs once received.  The costs would be £94.00 for wall mounted boards and £134.00 for “extended” car park signs.  While a proof would be forwarded he noted that not all signs would be updated, given their respective siting.

The Market Administrator reminded Members that the full Council would have to be in agreement regarding the addendums.

The Chairman thanked Councillor Howell for continuing the work.

167  NABMA REGIONAL MEETING – BRIDPORT: 24 MAY 2017

Members noted the Regional Meeting presentation opportunity.

168  TOWN TO MARKET VEHICLE OPPORTUNITIES

The Chairman advised Members that the Ilfracombe Dotto bus, run under contract by Filers, and provided by North Devon Council at a cost of £170,000, was too expensive and not feasible for Bideford.  Councillor Howell, whilst alluding to the second hand market did indicate that the running costs would also be prohibitive.

Members discussed alternatives including vintage buses, delay on IntaGR8 minibus provision (which, as previously minuted, may offer a transport opportunity), possible regulation hurdles, and a local taxi offer: Jubilee Square to Market for a pound. 

The Chairman confirmed he would investigate the potential of a Vintage Bus; the Market Administrator would contact Torridge Volunteer Cars.  Councillor Mrs Craigie having speculated on a voucher / reimbursement scheme would explore further.

169  COMMITTEE TRADERS / TENANTS

Mr Monk exclaimed concern at the number of unmanned stalls as a result of the policy to allow traders, when not trading, to leave their items uncovered.

Discussion followed on the potential to install more Studio Units; Councillor Howell requested an indication of the revenue generated following the Art Crafts installation in the last year.

170  ADVERTISING WORKING GROUP

Following Mrs Fisher’s request for a budget opportunity to plan for Entertainment throughout the year at the last meeting, it was proposed by Councillor Howell, seconded and

RESOLVED:  That £500.00 is made available from the Promotion budget stream, for immediate Event Funding, and further funding as the Market Event Plan is developed.

(Vote – For: 5, Against: 0)

Councillor Mrs Craigie highlighted that the (laminated) information board attached to the Town Hall needed to be amended where it referred to the Market Trading days; she asked that the Market Administrator seek to update it accordingly.

The Chairman expressed concern at the amount spent on advertising generally and specifically with the Gazette; Mr Monk confirmed that local people had seen the advertisements.  Councillor Mrs Craigie intimated that the Gazette advertisements could be used to promote special events.  Councillor Howell ventured that the My Town supplement could provide editorial opportunities (Mr Monk confirmed).

The Market Administrator noted that the advertisements made no reference to the Council, that the private businesses (who had engaged in social media) were benefitting from the use of public money and that the proposed programme of advertising had a budget overspend of £2,000.00.  He added that the trader led website, whilst informative, gave no reference to Town Council nor provided opportunities for new traders / tenants to make application.

Mr Monk argued against duplication and the need for up to date information.  The Market Administrator indicated that the Council website information could be scaled down and a link made to the other website.

Discussion followed on the Gazette / My Town six week lead in and a plan of entertainment to be put together by Mrs Fisher in time to benefit from an advertising push.

The Market Administrator warned that the cost should be reduced by a third; Mr Monk agreed to find savings.  Councillor Howell indicated that the Council needs to see a return (for its investment) and while endorsing restricting the cost to the budget the position should be reviewed in August / September 2017.

It was proposed by Councillor Howell, seconded and

RESOLVED:  That the advertising should be restricted to within the budget set at £4,000.00 with a review in August / September 2017.

(Vote – For: 5, Against: 0)

171  CONFIDENTIAL ITEMS TO BE TAKEN IN PART II

Proposed by Councillor Wootton, 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)

172  PART II (CLOSED SESSION)

173  TERMINATIONS OF LEASES BY TENANTS/APPLICATIONS RECEIVED FOR TENANCIES OF PREMISES.  FUTURE OF 8 – 11 BUTCHERS ROW.  ADVERTISING OF VACANT UNITS

a.   The Market Administrator advised that the new tenant for Butchers Row Unit 5 had pulled out after a week citing personal circumstances. 

Members had two applications for consideration of the Market Hall Workshop Unit 3.

Proposed by Councillor Howell, seconded and

RESOLVED: That the former Butchers Row Unit 5 tenant is given a full refund and that Ms de Noronha be invited to take on the tenancy of the Workshop Unit 3.

(Vote – For: 5, Against: 0)

b.   Members agreed to visit Units: 8 – 11 on Tuesday, 25 April 2017 at 11.00 am.

174  UPDATE ON RENT ARREARS

The Market Administrator advised that there was one late payment.

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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