Posted in document archives - Market Management Minutes

Minutes of the Market Management Committee Meeting

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held in the Council Chamber, Town Hall, Bideford, on
Thursday 4 March 2010 at 6.00 pm

PRESENT:

North Ward:    Councillor Ms E L Farrington  
East Ward    Councillor Mrs C B Church       
South Ward:    Councillor C Bone
Councillor A T Inch
Councillor P J Pester (Chairman)
       
IN ATTENDANCE:

Councillor D C Fulford
Mr G B McLauchlan (Town Clerk)
Mr R Coombes (Market Administrator)
3 x Market Tenants
       
124

APOLOGIES FOR ABSENCE

There were no apologies received.
       
125    DECLARATIONS OF INTEREST ON ITEMS ON THE AGENDA

Councillor Ms Farrington declared a prejudicial interest in agenda items 9. (Partner is a tenant in Butcher’s Row).
       
126

PUBLIC PARTICIPATION PERIOD

A tenant in Butcher’s Row spoke of their concerns at the number of tenants who do not comply with the 30 hour trading agreement and the negative effect that it has upon drawing potential customers to the Market.  The conclusion drawn from having canvassed opinion, from a poll in excess of one hundred people, suggested that both the Market Hall and Butcher’s Row closed early and always appeared to be “half closed”. Further, people were reluctant to take their visiting friends and relations there as a result of this.  The tenant also advised that Torrington employ a system of fines to those tenants whose attendance is derisory.
       
127    MINUTES

The Minutes of the meeting held on 4 February 2010 were approved and signed as a correct record.

(Vote: – For: 4,  Against: 0)       
128

STEERING GROUP

Discussion centred on advertising, the Town Clerk advised that the Council’s website is in the process of being revamped, the Banner: siting issues and the final acceptance that responsibility lies with the Market traders/tenants.  Concern was also raised regarding the duplication of products sold by a number of traders/tenants.

The Market Administrator advised that the May Newsletter of the Council would include an article generally on the Market, specifically on the painting and decorating and the introduction of the new stalls.  Given the excellent response received regarding Manor Court from the readers of the Newsletter he asked the Steering Group to investigate whether an incentivised offer to those readers would be supported and financed by the traders/tenants.  The intention being to increase footfall and sales by offering a money off coupon redeemable in the Market/Butcher’s Row.

(Councillor Bone joined the Meeting)
       
129    BUTCHER’S ROW GATE SECURITY

The Market Administrator informed the Committee that there had been a number of reported instances recently that had found Butcher’s Row being left insecure (at the Market Street entrance) during the silent hours.  He further advised that he had checked the CCTV recording for the night of 2 March until the morning of 3 March 2010.  A person, recognisable to the Market Administrator, was recorded entering Butcher’s Row, from the Market Street entrance at 8.56 pm and leaving from the same entrance at 9.33 pm.  There was no further activity until 6.23 pm on 3 March 2010 when a tenant (also recognisable) was seen entering from the Portabello entrance and exiting at 6.45 pm, leaving the gates open.  The next tenant to enter did so through the now open gates at 7.15 pm.

Discussion followed regarding the policy of opening and closing Butcher’s Row with the onus falling upon those occupying tenants.  Proposed by Councillor Inch, seconded and

RESOLVED: That a strongly worded letter be written to the Butcher’s Row tenants reinforcing their responsibility for securing the Row.  That further indiscretions could result in serious consequences upon an individual’s insurance. Further, that it was incumbent upon those tenants to fully inform their insurance company of the security arrangements regarding their tenancy.

(Vote – For: 5,  Against: 0)
       
130    MARKET HALL - NEW STALLS

The new market stalls will be delivered on 31 March 2010.  Councillors Ms Farrington, Inch and Pester confirmed that they would help the Council officers in assembling the Stalls.  Councillor Ms Farrington stated that due consideration needs to be given on the layout.  The Town Clerk reinforced that each stall used would attract a rental charge, of thirty five pounds, and that additional displays would be strictly limited, in order that the overall effect would not be compromised.  Discussion followed on the storage and potential of the old stalls.  Councillor Inch expressed a need to publicise the initiative.  Proposed by Councillor Ms Farrington, seconded and

RESOLVED: That the traders be advised that the Hall is to be totally cleared at the end of trading on Tuesday 30 March 2010 in order to facilitate the introduction of the new stalls.

(Vote – For: 5,  Against: 0)
       
131    BUTCHER’S ROW TRADING HOURS

The Market Administrator reminded the Committee of the 30 hour agreement that the tenants of Butcher’s Row sign up to and the implications to the community by those that pay only lip service to it.  He further stated that the quiet quarter start to the year was also reflected in Mill Street, where there are five vacant premises and those that are trading often close at 4.00 pm.

Discussion covered the importance of Butcher’s Row being open for business, the variation in trade throughout the year, lack of support for a fining scheme, the belief that traders were the best to judge when to trade, the importance of honouring the agreement and commitment to the success of Butcher’s Row.  Proposed by Councillor Pester, seconded and

RESOLVED: That Butcher’s Row tenants display their hours of business and honour those hours.  Notices are to be displayed when advising of absences i.e. leave, sickness, family bereavement etc.  Where it becomes apparent that the advised hours are not being met then a warning leading to termination of an agreement will be introduced.

(Vote – For: 5,  Against: 0)
       
    (Having previously declared a prejudicial interest Councillor Ms Farrington left the room taking no part in the discussion or vote).
       
132

NEW TENANCY AGREEMENT AND LICENCE

Members had previously received copies of the new Tenancy Agreement and Licence. Following brief discussion it was proposed by Councillor Bone, seconded and

RESOLVED: That the new Tenancy Agreement and Licence be adopted for future tenancies.

(Vote – For: 4,  Against: 0,  Out of room: 1)

(Councillor Ms Farrington returned to the room).       
133

134    CAFÉ RENTAL CHARGE

The Market Administrator advised that further advice had been received from the Café’s rental review author regarding setting a price for reduced hours.  Concern was expressed at the potential loss of revenue at restricting the opening of the premises to just two days a week.  Councillor Ms Farrington intimated that as the new Market initiatives bear fruit there could be a need to open the Café for potentially five days a week in the future.  Proposed by Councillor Ms Farrington, seconded and


RESOLVED: That the rate of £165.00 per month, based on the professionally received advice, be set for the Market Café with effect from 1 August 2010 (opening hours restricted to Market Days only).  The tenant will be required to enter into a tenancy agreement at that time.

(Vote – For: 5,  Against: 0)

IOSH MANAGING SAFETY COURSE       

135    
Members had previously been advised of the 4 day course, to be held on 6/7 April and 13/14 April 2010.  Following brief discussion it was proposed by Councillor Pester, seconded and

RESOLVED: That the Committee support the attendance of the Market Administrator on the IOSH Managing Safety Course.

(Vote – For: 5,  Against: 0)

ACCOUNTS

Proposed by Councillor Farrington, seconded and

RESOLVED: That the list of payments be approved and form part of these Minutes.

(Vote – For: 5,  Against: 0)
       
136    MARKET ADMINISTRATOR’S REPORT

The Market Administrator advised that:

The Christmas Light’s Committee have expressed an interest in holding a Barn Dance in the Market Hall during June 2010.  They should like to be given an indication of the hire cost.
       
137    CONFIDENTIAL ITEMS TO BE TAKEN IN PART II

Proposed by Councillor Ms Farrington, 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; they were instructed to withdraw.

(Vote – For: 5, Against: 0)
    
PART II (Closed Session)
       
138    SCAFFOLDING TENDERS FOR THE COMMUNITY PROJECT

The Committee, having been advised that the quotation submitted by M A P Scaffolding Services had subsequently been withdrawn by the firm, reviewed the assembled quotations.  It was proposed by Councillor Inch, seconded and

RESOLVED: That subject to written confirmation that staged invoices be presented during the course of the project and that no additional rental fees be inserted, the Committee accepted the quotation made by Advanced Scaffolding (SW) ltd.

(Vote – For: 5,  Against: 0)
       
139    TERMINATIONS OF LEASES BY TENANTS/APPLICATIONS RECEIVED FOR TENANCIES OF PREMISES

The Market Administrator advised that:

A previous applicant had again expressed an interest in Unit 1 A in order to sell new and nearly new clothes.

RESOLVED: That the applicant is thanked for his interest but was unsuccessful.

(Vote: 5, Against: 0)
        
140

UPDATE ON RENT ARREARS

a.    Further correspondence has been received from a tenant in arrears, responding to a letter requesting clarity on their circumstances.  A payment plan has been offered.  Proposed by Councillor Ms Farrington, seconded and

RESOLVED: That a letter be sent to the tenant in arrears advising that they vacate their premises by 31 March 2010 and that they pay their outstanding rent and utilities  by no later than 14 April 2010.  Failure to comply will result in Court proceedings.

    (Vote – For: 5,  Against: 0)

b.    A trader, having had a meeting with both the Town Clerk and Market Administrator over the demand for rental in the month of January 2010, felt sufficiently aggrieved to request that their case be put before the Committee.  Proposed by Councillor Inch, seconded and

RESOLVED: That the trader be advised that they remain in arrears for January’s rent; the payment is required by no later than 31 March 2010.

(Vote: 5,  Against: 0)
        
The business of the meeting having been completed, the Chairman thanked the members for their attendance and the meeting concluded at 8.20 pm.

Signature of Chairman:……………………………………..  Date: ……………………………………