Minutes of the Market Management Committee held in the Council Chamber of the Town Hall on Thursday 18 April 2024 at 6.30 pm
PRESENT:
North Ward:
Councillor D Bushby
East Ward:
Councillor Mrs J Gubb
Councillor Mrs L Hellyer
South Ward
Councillor Ms R Clarke (Chairman)
Councillor S Inch
West Ward
Councillor C Hawkins
Market Complex
Mrs K Austin
IN ATTENDANCE: Mr R Coombes (Deputy Town Clerk)
106. APOLOGIES FOR ABSENCE
Councillor J McKenzie (East Ward - personal).
107. DECLARATIONS OF INTEREST AND ANY REQUESTS FOR DISPENSATION ON ITEMS ON THE AGENDA
There were no declarations of interest.
108. PUBLIC PARTICIPATION SESSION OF 15 MINUTES DURATION
There were no public members.
109. MINUTES
Proposed by Councillor Mrs Hellyer and seconded by Councillor Mrs Gubb, the Minutes of the Meeting held on 7 March 2024 were approved and signed as a correct record.
(Vote – For: 6, Against: 0)
110. ACCOUNTS
It was proposed by Councillor Inch and seconded by Councillor Ms Clarke and
RESOLVED: That the list of payments for 18 April 2024 be approved.
(Vote – For: 6, Against: 0)
111. CHAIRMAN’S / MARKET ADMINISTRATOR’S REPORT
The Clerk advised that DTAL had run two Markets, with a further two this Saturday and a first Tuesday to be held on 23 April 2024.
Mrs Austin indicated that the footfall was improving.
The Boxing Club are scheduled for Saturday 18 May 2024.
The Chairman confirmed that she continues to attend and engage with the Market and Butcher’s Row Tenants.
TTVS will be hiring the Hall for a “Volunteers Day;” the Chairman will cover the hire cost.
112. PUBLIC LIABILITY INSURANCE
Members considered information in relation to Public Liability Insurance cover tenants / traders should obtain when working in the Market Complex. (Detail had been obtained from the NABMA legal adviser, NMTF, the Council’s insurer Zurich; the Clerk also advised on the policy of a thriving Devon market on their minimum level.)
Discussion included the difference in risk.
Councillor Bushby indicated that a fall from a bouncy call could have life changing implications requiring a life time of medical care and would require a high(er) level of cover.
It was proposed by Councillor Bushby and seconded by Councillor Ms Clarke and
RESOLVED: That the basic level of Public Liability required for all those tenants / traders working / trading at the Bideford Pannier Market Complex would be £5 million. Where the / activity product presents a higher risk the minimum level of cover will be £10 million.
(Vote – For: 6, Against: 0)
113. BASIC FEASIBILITY STUDY – CULTURAL HERITAGE FUNDING
Members had received information on the Cultural and Heritage funding opportunity to provide for a Basic Feasibility Study of the Market, through TDC.
The Chairman explained that the charge to the Council would be no more £2,000; the cost could well be waived given that TDC is “majority-funding this study as part of its wider regeneration and placemaking work.”
It was proposed by Councillor Bushby and seconded by Councillor Ms Clarke and
RESOLVED: That the Council commit to paying £2,000.00 towards the cost of commissioning the feasibility study for the Bideford Pannier Market.
(Vote – For: 6, Against: 0)
114. WORKING GROUP
Councillor Mrs Hellyer could see no benefit in continuing the Working Group, an additional meeting reporting to the Committee.
Councillor Bushby concurred; items can simply be addressed on the Market Agenda.
The Clerk advised that the newly purchased tables had been a great success; Mrs Austin confirmed.
He provided costings for additional tables, including the thicker 18 mm top version.
Councillor Bushby spoke on the merits of the thicker version for heavier items.
It was proposed by Councillor Mrs Hellyer and seconded by Councillor Bushby and
RESOLVED: That the a further ten of the original tables are purchased with ten of the eighteen millimetre top versions. Two trolleys (one earmarked specifically for the eighteen millimetre top versions) be purchased, also.
(Vote – For: 6, Against: 0)
115. TENANT / TRADER REPRESENTATIVE
The Chairman invited Mrs Austin to address the Committee.
Mrs Austin thanked the Chairman and requested:
a. That the Notice Board sited at the top of the Butcher’s Row steps is refreshed with simple, inexpensive cork tiles. Members expressed agreement.
b. That the acrylic notice holders at the Market Street entrance to Butcher’s Row (largely redundant) are available for the Tenants to promote their businesses / offer.
Members, led by Councillor Bushby, agreed that there siting were to benefit the Market / businesses. Mrs Austin would share the responsibility amongst her fellow tenants to manage them.
c. That the newly purchased Devon Flags are positioned.
d. The Childs Play Area be reinstated. The Clerk stated that the Committee fully supported the utilisation of the Child’s Play Area. (It had been withdrawn during the Skaters Wednesday evening sessions for the month of March.)
e. That DTAL are provided with Market Hall Dates for further bookings. The Clerk confirmed liaison and availability of dates.
f. Mrs Ausitn introduced discussion on a Pannier Market website that could provide up to date detail for individual tenants, with links, to their respective shop units / business / offer. The Clerk advised that the newly commissioned Council website would be launched soon and that a Market page would provide such a vehicle. Detail can also be provided to Discover Bideford website.
Mrs Austin spoke on the benefits and powerful reach that social media provided; her business had grown exponentially.
It was noted that a former tenant still had administration rights to a Butcher’s Row media; the Chairman would engage.
116. PART II (CLOSED SESSION)
Proposed by Councillor Mrs Gubb, seconded and
That in view of the confidential nature of the business about to be discussed, the meeting moves into Part II and any members of the public and press be removed.
(Vote – For: 6, Against: 0)
117. CHAIRMAN’S REPORT
Members had sight of two scaffolding quotations for the cavernous area at the entrance to Butcher’s Row from Market Street (bottom stairwell).
It was proposed by Councillor Mrs Hellyer and seconded by Councillor Bushby and
RESOLVED: That Robbie D Scaffolding is engaged to provide internal birdcage scaffolding to allow full access to re-decorate walls and beams with all debris netting to be used for the safety of the public.
(Vote – For: 6, Against: 0)
118. TENANT / TRADER
a. Applications.
It was proposed by Councillor Ms Clarke and seconded by Councillor Mrs Gubb and
RESOLVED: That Mrs Austin be offered the tenancy for 5 6 Butcher’s Row effective 19 April 2024.
(Vote – For: 6, Against: 0)
Members having considered those applications received to date agreed to defer a decision on Shop Units 13 / 14, stating that they should continue to be advertised as both two single units and a double unit opportunity.
The Chairman led discussion on the desire to populate the Units with tenants that would attract visitors with purchase / sale opportunities. Simply manufacturing / creating not for sale items would not encourage visitors / sales (to the wider Market Complex offer).
Members considered an application from the Tenant of Market Place 27 to extend into Market Place 26, should the new and present Tenant confirm willingness to move into Market Place 25 once the Shop Unit becomes available.
Councillor Bushby insisted that, iaw the Tenancy Agreement, where the Units are “knocked through,” (the Clerk confirmed that 25, 26 and 27 were once all one open and combined Unit), the Tenant commits to returning the Units to their present state, as required, on subsequent vacation i.e. “if so required by the Council to reinstate all such approved alterations and modifications at the end of the term and also at the end of the term to make good any damage caused by the removal of any tenants or trade fixtures and fittings to the reasonable satisfaction of the Council.”
It was proposed by Councillor Mrs Hellyer and seconded by Councillor Bushby and
RESOLVED: That subject to agreement from the current Tenant of 26 Market Place to move into Market Place 25, when vacated, Mr Wade be offered 26 Market Place. That he commits to reinstating any changes made.
(Vote – For: 6, Against: 0)
b. Tenant matters / debt recovery.
The Committee discussed the merits of Court action to recover outstanding tenant debt including the processes and relative modest cost.
It was felt important to pursue action, in the recovery of “public money.”
The business of the meeting having been completed, the Chairman thanked the members for their attendance and the meeting concluded at 7.50 pm.
