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 February 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:

Mr R Coombes (Market Administrator)
2 x Market Tenants
4 x Members of the Public

110

APOLOGIES FOR ABSENCE

There were no apologies received.

111 DECLARATIONS OF INTEREST ON ITEMS ON THE AGENDA

No declarations were received at this time.

112 PUBLIC PARTICIPATION PERIOD

The Chairman of the Steering Group stated that a letter written by a Market trader was a complete surprise to the members of the Steering Group and other tenants and was not endorsed by them.  Open discussion followed with the three Committee members that were both District and Town Councillors categorically stating that there was no rift between the Councils.  It was suggested that the Chairman could write to the Gazette given that the adverse publicity did not help anyone.

There followed an introduction and briefing from representatives of Petroc and the Devon and Cornwall Probationary Service, stakeholders in the Community Project centred on the redecoration of the Pannier Market.

(Councillor Inch left the meeting)

113 MINUTES

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

(Vote: – For:  4,  Against:   0)

(Councillor Inch returned)

114

115 STEERING GROUP

The Chairman advised that the Steering Group had not had a meeting this year.  Issues raised by the traders were presented to the Committee and will be discussed at the meeting to be held on Thursday 4 March 2010.  

ORDER OF BUSINESS

Proposed by Councillor Ms Farrington, seconded and

RESOLVED: That the order of business be changed so that agenda item 6 be taken in Part II (Closed Session) as it contains tenders.

(Vote – For:  5,  Against:  0)

116 MARKET TRADERS’ LETTER

With reference to Standing Orders the Chairman outlined the rules governing the amendment to or change in policies.  Both Councillors Mrs Church and Inch felt very strongly about the plight of the market trader in the continuing challenging economic times and expressed sympathy at the expressed “hardship.”  The Members explored avenues in which their support could best cushion those businesses that were not sufficiently viable throughout the year to sustain themselves during the quietest months.  They would though, monitor the situation.  Councillor Ms Farrington was sure that the new table initiatives and payment thereof would provide the Market with a positive, rejuvenated platform and the necessary stimulus to satisfy traders and public.  Proposed by Councillor Mrs Church, seconded and

RESOLVED: That a letter should be delivered in acknowledgement expressing the Committee’s concerns and hope for the future.

(Vote – For:  5,  Against:  0)       

117 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)       
118 MARKET ADMINISTRATOR’S REPORT

The Market Administrator advised that:

a. A briefing on the use of fire extinguishers and general fire safety was given to 14 tenants and traders at the Pannier Market on 26 January 2010.  Feedback from those that attended was good.  A number of tenants felt they had sufficient knowledge/past training and did not attend.

b. Chef’s Corner was staged in the Market Hall on 30 January 2010.

c. A Market trader has again written to the press.  She has suggested that there has been, “wrangling” regarding the traders’ Banner and that there is “squabbling and point scoring between the Town and District Councils”.  This is not the case; the traders and tenants know the conditions under which they can display the Banner on The Quay.  These conditions were flouted over a three week period which resulted in the Chairman of the Committee, a Town and District Councillor, being asked to remove it.  The trader has been advised that a licence can be applied for a permanent siting.

d. The Chairman of the Committee has been in contact with a Senior Planning Officer at Torridge District Council with a view to commissioning and erecting the signs and brackets (a Steering Group initiative).

e. He will be attending a four day IOSH Managing Safety Course in April.  The course covers: assessing risks, controlling risks, understanding responsibilities, identifying hazards, investigating accidents and incidents, measuring performance and protecting our environment.

119 CONFIDENTIAL ITEMS TO BE TAKEN IN PART II

Proposed by Councillor 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)

120 TERMINATIONS OF LEASES BY TENANTS/APPLICATIONS RECEIVED FOR TENANCIES OF PREMISES

The Market Administrator advised that:

a. A letter has been received from the tenant of 22/23 Butcher’s Row stating that they will be giving notice to vacate.  The tenant further stated their intention to move out during 8/9 February 2010.

b. Correspondence has been received from the tenant of 1A Butcher’s Row advising that she will be vacating in February, less than a year into her Tenancy Agreement.
c.    A letter has also been received from the tenant of 27 Market Place indicating that they wish to vacate.

d. Having considered the applications and presentations for the advertised and vacant units it was proposed by Councillor Pester, seconded and

RESOLVED: That Mr John Butler be offered 22/23 Butcher’s Row.  Mrs Dawn Tithecott be offered 22 Market Place and Mr Andrew Bailey be offered 27 Market Place.

(Vote:  5,  Against:  0)

(Councillor Bone left the meeting)


121 CAFÉ RENTAL VALUATION

The Committee considered the commissioned report written by the Chartered Surveyor from Seldons Solicitors and Estate Agents.  Proposed by Councillor ?, seconded and

RESOLVED: That in adopting the report the members wished to invite the current occupant to a meeting, prior to the next Committee Meeting, to discuss the implementation of the recommendations.

(Vote:  4,  Against:  0)

122

123 UPDATE ON RENT ARREARS

The Market Administrator advised that one tenant has successfully completed the first part of their three part repayment plan.  Another tenant has yet to pay January’s rent.  A further tenant has made no payment since 23 December 2009.  Having considered their respective positions it was proposed by Councillor Ms Farrington, seconded and

RESOLVED: That a further letter be passed to the tenant who failed to pay January’s rent reminding them of their obligation to pay as part of their agreement.  A letter is also to be sent to the second debtor requesting further clarity on their circumstances and reaffirming the seriousness with which the Council regards their situation.

PANNIER MARKET COMMUNITY PROJECT

The members discussed the implications, including financial (where a loan may be required from the Council) of the Community Project to redecorate and provide minor maintenance work on the Pannier Market.  It was felt that the initiative will give the people of Bideford heart in knowing that the Council is committed to the Market, its tenants and traders.  They expressed enthusiasm at the opportunity to work with Petroc, the Devon and Cornwall Probationary Service, Bideford Job Centre and RGB Bideford.
In reviewing the three presented scaffolding quotations it was proposed by Councillor Pester, seconded and

RESOLVED:  That in agreeing the project the Committee accepted the quotation made by M A P Scaffolding Services.

(Vote – For:  4,  Against:  0)

The business of the meeting having been completed, the Chairman thanked the members for their attendance and the and the meeting concluded at 8.55 pm.

Signature of Town Mayor:………………………………….  Date:……………………..........................

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