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Market Management Committee Meeting Minutes - 23 February 2017


PRESENT:   

North Ward:   

Councillor T Johns

East Ward:   

Councillor Mrs R Craigie
Councillor J McKenzie

South Ward:   

Councillor D Brenton (Chairman)
Councillor B Wootton

South (Outer)Ward:   

Councillor D Howell (Mayor)

Market Hall:    

Mrs J Fisher
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.

132  APOLOGIES FOR ABSENCE

Mr N Morgan (Butchers Row).  Message left on telephone answer machine but received after meeting.

133  DECLARATIONS OF INTEREST ON ITEMS ON THE AGENDA

There were no declarations of interest.

134  PUBLIC PARTICIPATION PERIOD

A member of the Public encouraged the Council to request section 106 funding from the Atlantic Expansion for bus provision to the Market.  He noted that the now redundant service had not been well signposted, the Buses were not liveried and, the Bus Stop sign formerly outside the Market had been removed.

Councillor Brenton confirmed a TDC meeting to discuss section 106 monies.

He indicated coaches from Atlantic Village could not negotiate Honestone Street.  Whilst Mrs Fisher observed that a smaller bus could be engaged Councillor Brenton confirmed the need for a solution.

Mr Monk had spoken to Mrs Rachel Raper who had advised that IntaGR8 were obtaining a sixteen seater mini bus that would (only) be used two days a week.  He speculated on using the vehicle to shuttle people from the Quay to the Market.

Councillor Howell felt this presented a fabulous opportunity although drivers and insurance would have to be considered.

135  MINUTES

The Minutes of the Meeting held on 12 January 2017 were approved and signed as a correct record.

(Vote – For: 6, Against: 0)

136  MATTERS ARISING

There were no Matters raised.

137  ACCOUNTS

It was proposed by Councillor McKenzie, seconded and

RESOLVED:  That the list of payments be approved.

(Vote – For: 6, Against: 0)

138  MARKET ADMINISTRATORS REPORT

The Market Administrator advised that:

a.   The Phoenix Morris Men will possibly be performing on Saturday, 18 March 2017.

b.   A Bideford College Pupil had been recorded on the Market CCTV setting off the Fire Alarm on Monday, 20 February 2017.  He had been accosted by one of the Market Tenants the following day prior to him being recorded in the vicinity, again when the Alarm was sounded.  Case numbers were provided following “101” calls; the Police confirmed that they would visit the College (one of their number did recognise the pupil from a previous visit). 

c.   A Pannier Market page contribution had been requested by Mrs Tonia Quance in support of the Otter Book – Bideford, An Otter Tale.

The Chairman invited the Members to consider providing a written piece.

139  FUTURE MARKET HALL HIRE DATES

•    Sunday, 25 June 2017 – Festival of Ceramics, Tracey Benton.
•    Sunday, 20 August 2017 – Taste of Torridge Food & Drink Festival, BTC.
•    Sunday, 3 September 2017 – Bideford Positive Living Fair, R Young-French.
•    Sunday, 24 September 2017 - Vintage & Handmade, Tracey Benton.
•    Sunday, 19 November 2017 – Artisan Market, Tracey Benton.
•    Sunday, 17 December 2017 – Winter Wonderland, Tracey Benton.

Councillor Howell advised that the Taste of Torridge was not confirmed.

He had been at a meeting with Tracey Benton (Megan Hurford and the Market Administrator) and believed their programme was very interesting.  He looked forward to the outcome of the first Event.  Both he and Mr Monk indicated that they should like to see Market Hall Traders / Tenants involved, where appropriate.   

140  NABMA RETAIL MARKET HEALTH-CHECK

Mr Monk believed that it would be good to obtain an outsider’s view and felt that the NABMA representative should be invited. 

Members confirmed that the Council should take up the opportunity for a NABMA free health check.

Councillor Howell believed that a special meeting should be called following the visit.

The Chairman also wished observations to be made on the immediate area outside the Market.

141  MARKET COMPLEX – GLASS DOORS

The Chairman confirmed a meeting with Windows Direct for Tuesday, 28 February 2017.

Mr Monk intimated that effective doors would reduce the demand to fire up the Heaters.  He reminded Members of the two quotes / “offers” that he had obtained, with drawings.

The Chairman alluding to concerns over the intermittent ignition / starter process stated that simply the Heaters should not be used.

142  RADIANT HEATERS – CRITERIA FOR USE

Mrs Fisher confirmed that the heating was usually on for two hour periods at the behest of cold traders!  She stated that in starting the heaters she had not experienced the intermittent issue.  The issue was believed to be more prevalent where there was dampness in the air.

The Chairman advocated a watching brief, where the current practice prevails.

143  ELECTRICITY CHARGE – MARKET STALL HOLDERS

The Market Administrator advised that he had spoken to South Molton Council who confirmed an electricity charge of three pounds per day for a Market Stall holder, adding that they had received no complaint.  The charge took into account the convenience, maintenance and provision of the service and was not simply the cost of electricity.

He reminded Members that prior to setting the current charge the Market had invested £1,144.00 to supply and fit seven double sockets on the pillars (including twin earth cable and RCD).

Mr Monk felt that the Stalls remained dark and to use LED lights the cost did not reflect the specific usage.

Discussion ensued where it was confirmed that no charge would be levied against those using the socket at the kitchen facility simply to boil a kettle.

Proposed by Councillor Howell, seconded and

RESOLVED: That for a trial period of three months, electricity for the Market Hall traders will be charged at one pound, per trader, per day.

(Vote – For: 5, Against: 1)

144  INFORMATION BOARDS

The item will be addressed at the next meeting following further work between Councillor Howell and Mr Monk.

145  OPENING HOURS

Mrs Fisher lamented the loss of three customers through the later (Saturday) opening times.

Discussion followed including the Market Officers working hours, his cleaning schedule and the opportunity for the Portobello Entrance Doors to be opened half an hour earlier on Saturdays.

Proposed by Councillor Brenton, seconded and

RESOLVED: That the Opening Hours for:

•    Winter (January – March): 09.00 - 15.00.
•    Summer (April – December): 09.00 – 16.00.
•    Market Officer to open Portobello Entrance Doors on Saturdays at 08.30 hours, throughout the year.

(Vote – For: 6, Against: 0)

146  PROMOTION OF BIDEFORD PANNIER MARKET

Members expressed disappointment at the leaflet distribution report provided by Take One.  They questioned the demand for the leaflets and sought an explanation for the poor performance.

Councillor Howell advocated a Market Research initiative, later in the year – perhaps Easter – between the hours of 11.00 and 13.00 in Mill Street / Jubilee Square, where members of the public would be asked if they knew of the Market, where it is etc.

147  COMMITTEE TRADERS / TENANTS

Mrs Fisher requested a budget opportunity to plan for Entertainment throughout the year.
Members agreed to a commitment of £500 from the Promotion’s budget and further future funding, as the Event Plan is developed.

148  ADVERTISING WORKING GROUP

Mr Monk advised that he had reduced the number of advertisements.  He introduced a schedule for the next financial year including leaflet drops in the Bideford area – 13,400 – including Northam, Appledore, Westleigh, Instow and Westward Ho!

 Discussion followed including distribution (of a leaflet) through Archant / Gazette and the Postal Service.

Members agreed to revisit the proposals at the next Meeting.

149  CONFIDENTIAL ITEMS TO BE TAKEN IN PART II

Proposed by Councillor Johns, 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: 6, Against: 0)

150  PART II (CLOSED SESSION)

151  STAFFING ISSUES

There is a confidential minute associated with this agenda item. 

152  RADIANT HEATERS

The Market Administrator advised the Members that although P J Phillips had submitted a quotation, which had been accepted by the Committee, and invited to complete the work (on the intermittent ignition firing) he had failed to respond.  Postal correspondence had been returned (“addressee gone away”), telephone approaches and E Mails remained unanswered.

He asked Members to consider the alternate quotation presented by WEM Co.

The Chairman asked whether Gasmark had been approached – negative.

Proposed by Councillor Howell, seconded and

RESOLVED: That Gasmark be approached for a quotation; the Chairman / Market Administrator consider their response and, as a result, invite either Gasmark or WEM Co to complete the work, whichever proves most favourable.

(Vote – For: 6, Against: 0)

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

a.   To receive any terminations of leases by tenants / traders and give consideration to applications received for tenancies of premises and confirm rent level.
The Market Administrator advised that Mr Galen Wood had given three months’ notice to leave the Market Hall Workshop Unit 3.
Two applications had been received for Butchers Row Shop Unit 5.

Proposed by Councillor Brenton, seconded and

RESOLVED: That Mrs J Moore be invited to take on the Tenancy with a view to selling healthy jacket potatoes, homemade soup, quiches, fruit smoothies, homemade cakes for light lunches.

(Vote – For: 6, Against: 0)

b.   To consider and resolve upon the future of Units: 8 – 11 including refurbishment and reconfiguration.  (Vacant expected 31 March 2017.)
Members believed that once the Units were finally vacated it would be more appropriate to make an assessment on the works needed / refurbishment for the future of the Units.

c.   To establish criteria for the advertising of vacant Shop / Studio Units.
Members confirmed that a notice should be placed in the Unit, on the Notice Boards and Social Media when advertising the availability of future Shop / Units.

154  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 8.15 pm.


 





















 














 




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