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Minutes of the Market Management Committee Meeting held via Zoom, on Thursday 6 October 2020 at 6.33 pm

PRESENT:

East Ward

Councillor Mrs L Hellyer
Councillor J McKenzie (Chairman)
Councillor J Craigie

West Ward

Councillor Mrs K Corfe
Councillor C J Hawkins

Market Hall Mrs G Morgan

IN ATTENDANCE:

Mr R Coombes (Deputy Town Clerk)

165.    APOLOGIES FOR ABSENCE

Mr Sidwell, personal.

166.    DECLARATIONS OF INTEREST ON ITEMS ON THE AGENDA

There were no Declaration of Interest proffered.

167.    PUBLIC PARTICIPATION PERIOD

There were no members of the public in attendance.

168.    MINUTES

Item.157. Reports form Committee Tenants. Mrs Morgan indicated that the statement, “strangely sales have been better than expected,” was a personal reflection and not representative for other Tenants / Traders. The Clerk will amend accordingly.

The Minutes of the Meeting held on 23 July 2020 were approved and signed as a correct record.

(Vote – For: 5, Against: 0)

169.    ACCOUNTS

It was proposed by Councillor McKenzie, seconded and

RESOLVED: That the lists of payments for 31 August and 6 October 2020 be approved.
(Vote – For: 5, Against: 0)

170.   CHAIRMAN’S / MARKET ADMINISTRATOR’S REPORT

Members had been advised of a request made by a photographer, who, “specialises in cosplay photography,” to hold an Urban Angel style photoshoot the following day, 7 October.

Whilst they generally expressed agreement the Clerk advised that he had requested further detail on the event including public liability insurance, risk assessment and timing details.

171.   HOSTING OF COMMUNITY FRIDGE RUN BY A COMMUNITY GROUP

The Clerk advised that an approach had been made by the Projects Officer, Food Waste Prevention, DCC, to establish if the Council would consider hosting a Community Fridge run by a Community Group in the future. She intimated that to include the Pannier Market in her plans for a National Lottery funding bid would be really helpful.

Discussion was led by Mrs Morgan who had canvassed the Hall members and it was felt given there had been support for the previously aborted initiative an opportunity could be offered to a Community Group, run under the same conditions with a six month trial.

The Chairman believed that the reduction in food miles, waste and carbon footprint sat well with the Council’s Climate Emergency position.

Members indicated support, the Chairman concluding that the Projects Officer be advised that the Bideford Pannier Market would be prepared to host a Community Fridge, run by a Community, Group in the future. There would be an opportunity to trial for six months; insurance would need to be in place, operating procedures, risk assessment etc. in place.

172.   TENANT / TRADER COMMITTEE REPRESENTATION

The Chairman indicated his preference for two tenants / traders to represent the whole Complex.

Mrs Morgan asked if one would be drawn from the Market Hall and the other the Butcher’s Row / Market Place Shops.

The Chairman in confirming believed that one should not exclusively represent the area they worked from i.e. the two would represent the whole, seeking to avoid an “us and them,” situation.

Councillor Mrs Hellyer believed it to be a good idea, that there would be an interchange between their respective areas of trading but wanted all tenants / traders to have an opportunity to express an interest in the position.

Mrs Morgan, alluding to this not being a “normal” year felt that the current representation / discussion was working well. She confirmed that she was happy with the status quo. She asked when the changes would be made.

The Clerk advised that representative nominations / elections were held later after the Annual Council Meeting. He confirmed that throughout the COVID-19 period he had been E mailing all tenants in the three areas and the Market Hall traders, most recently advising of door and gas engineer visits.

Mrs Morgan indicated that she was happy to extend (her time in the Representative role) and represent the Complex until the next election.

Proposed by Councillor McKenzie, seconded and

RESOLVED: That the Committee representation for the Market Complex is reduced to two tenants / traders, one drawn from the Market Hall the other from Butcher’s Row / Market Place Shops. This is trialled by the two present representatives, until the next election.

(Vote – For: 5, Against: 0)

173.    ENTERING OF PREMISES

The Chairman read the following report, produced by the Town Clerk, that had been circulated to Members.

“Members are requested to agree upon a procedure for entering individual shop units/premises where work is required, to provide clarity for both tenants and staff. It is suggested that this is broken down into emergency and non-emergency situations. The draft procedure below is intended as a starting point:

Emergency Situations:

The Market Administrator (in conjunction with the Committee Chair and tenant if time allows) may authorise immediate remedial action. Such action will later be reported to the Market Management Committee, and the tenant provided with information regarding the occurrence and why immediate action was required.

Planned Maintenance / Improvements:

Major Maintenance /Improvement requiring an expenditure above £££££ will be agreed in advance by the Market Management Committee. Regular Maintenance work below this figure, will be scheduled by the Market Administrator, (sometimes following consultation with the Maintenance Team Supervisor).

Tenants will be given prior notice if work is required on their premises or would affect their unit. Verbal communication will be confirmed with a follow up email. If the tenant has concerns or reservations about the proposed work, then the Market Administrator, will seek to address these in the first instance, and reach a compromise situation, where both parties are happy. Should this not be possible, then the issue will be referred back to the Market Management Committee for a decision, before any work commences.

Maintenance activities must be planned well in advance, to ensure undue delays do not occur.”

Councillor Craigie expressed agreement; Councillor Mrs Hellyer stated that it had been well written and covered everything.

Discussion followed including what prompted the clarification and the appropriate figure above which the Committee should be in agreement.

Proposed by Councillor McKenzie, seconded and

RESOLVED: That the procedure for entering premises be adopted, circulated to stakeholders; expenditure in excess of £500.00 to be referred to the Committee.

(Vote – For: 5, Against: 0)

174.   PAYMENT OF COVER DURING ABSENCE OF THE MARKET OFFICER

Members considered the absence period that did not have a concluding date. The length of payment / commitment was unknown; to agree to cover the cost would set a precedent. It was also noted that the Market Officer had been subsumed into the overall Maintenance Team structure.

Proposed by Councillor McKenzie, seconded and

RESOLVED: That the Council meet the cost of covering the daily operation of the Pannier Market, in the absence of the Market Officer.

(Vote – For: 5, Against: 0)

175.   SIGNING OF THE LEASE CEREMONY

Members considered the traditional Ceremony in the light of COVID-19 restrictions.

Proposed by Councillor Corfe, seconded and

RESOLVED: That a cheque of £250.00, drawn from the Market Account, be presented to the Bideford Foodbank, by the Mayor, in lieu of the costs spent providing for the traditional Signing of the Lease Ceremony. That the occasion is publicised.

(Vote – For: 5, Against: 0)

176.   TENANT / TRADERS REPORT

Mrs Morgan indicated that the Council vehicles had been parked outside the Southern Entrance doors making it very difficult for the traders when loading and unloading on Market Days.

The Chairman asked if the area was clear between certain times e.g. 7.00 am – 10.00 am and 2.00 pm – 4.00 pm, would that be helpful; Mrs Morgan confirmed that it would be.

Discussion followed on the merits of and previous difficulties with a bollard, residents parking, keeping the area clear to encourage visitors as well as helping the loading and unloading.

The Chairman concluded that the Maintenance Team be requested to keep the area clear for loading and unloading on Tuesdays and Saturdays, to aid the Market Traders.

177.   CONFIDENTIAL ITEMS TO BE TAKEN IN PART II

Proposed by Councillor McKenzie, 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 were instructed to withdraw.

(Vote – For: 5, Against: 0)

178.    PART II (CLOSED SESSION)

THERE IS A SEPARATE CONFIDENTIAL SET OF MINUTES FOR THE CLOSED SESSION (179 – 182).

183.   RETURN TO STANDING ORDERS

Proposed by Councillor McKenzie, seconded and

RESOLVED: That the meeting returns to Standing Orders.

(Vote For: 5, Against: 0)

The Chairman, having established that there was no further business to discuss, thanked the Members for their attendance and concluded the Meeting at 7.59 pm.

Pannier Market Accounts for approval at the Market Management Committee Meeting on 31 August 2020

Pannier Market Accounts as at 31 August 2020

Pannier Market Accounts for approval at the Market Management Committee Meeting on 6 October 2020

Pannier Market Accounts for approval as at 6 October 2020

 

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