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Minutes of the Market Management Committee held via Zoom on Thursday 1 April 2021 at 6.30 pm

PRESENT:

East Ward:

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

West Ward

Councillor Mrs K Corfe
Councillor C J Hawkins

Market (Hall) Tenants: Mrs Morgan

IN ATTENDANCE: Mr R Coombes (Deputy Town Clerk)

216.    APOLOGIES FOR ABSENCE

No apologies were received.

217.    DECLARATIONS OF INTEREST AND ANY REQUESTS FOR DISPENSATION ON ITEMS ON THE AGENDA

There were no declarations of interest.

218.    PUBLIC PARTICIPATION SESSION OF 15 MINUTES DURATION

There was no public participation.

219.    MINUTES

Proposed by Councillor McKenzie and seconded by Councillor Hellyer, the Minutes of the Meeting held on 25 February 2021 were approved and signed as a correct record.

(Vote – For: 5, Against: 0)

220.    CHAIRMAN’S / MARKET ADMINISTRATOR’S REPORT

The Chairman confirmed that the newly appointed Development Officer, Mr Chris Farris, will commence work on 19 April 2021.

221.    ACCOUNTS

It was proposed by Councillor Mrs Hellyer, seconded by Councillor Craigie and

RESOLVED: That the lists of payments for 31 March 2021 be approved.

(Vote – For: 5, Against: 0)

222.    CHARITY STALL

Members had sight of a report detailing the desire and the conditions under which a Market Hall Studio Unit Tenant would like to run and manage a charity stall.

The Chairman provided further supplementary detail that included:

• Charity: Air ambulance or the Council's chosen charity.

• On the stall: bric-a-brac that can be sanitised; only quality items.

Other items once restrictions allow:

• A few books and a few puzzles (they will be checked to ensure they are complete).

• Good quality toys but again limited; must be able to be sanitised and cleaned. Donations given to Studio Unit 5 or 6 (tenants).

• Signs clearly keeping in line with COVID-19 rules on touching.

• The stall will be packed away every night.

Mrs Morgan indicated that she was happy to work with the Tenant in the day to day management. Items would be vetted, suitable to be cleaned and that the payments would be donations, citing Air Ambulance collecting boxes, ensuring that money would not change hands.

She suggested that the Charitable beneficiary could be changed annually; a change of beneficiary would help more people. She indicated that “Over and Above,” the North Devon Healthcare Registered Charity was a popular alternative.

The Chairman welcomed the Tenant led initiative and team effort from the Market.

It was proposed by Councillor McKenzie, seconded by Councillor Mrs Hellyer and

RESOLVED: That Miss Hilton may run and manage a Charity Stall, in support of the Air Ambulance, beneficiary to be changed each year. The items will be cleaned and best presented; the stall will be packed away each night.

(Vote – For: 5, Against: 0)

223.   TENANT / TRADER REPORT

Mrs Morgan raised the following points:

1.    Advertising the opening of the Market.

2.    Requested that the “old barrow,” be placed in the area outside the southern entrance as a means of promoting the Market but also discouraging parking; it would be decorated.

3.    Replacing the lost “Market Open Sign,” that was placed on the outside railings. She noted that with the cleaned flagstones and the pollarded trees it was important to try and make it as pretty as possible and encourage visitors.

Councillor Mrs Hellyer, in answer to the Chairman, confirmed that placing the barrow outside would not present a problem.

The Chairman believed that it would look lovely and agreed for the barrow to be positioned outside the southern entrance during the day.

The Clerk explained that the Development Officer will take ownership of the advertising from the start of his engagement. With the advertising budget, he has the opportunity to put together a cohesive campaign that will promote and drive the Market, inform that it is open for business and seek to attract new traders.

He noted that during the interview process candidates had spoken about the social media presence and that much was invisible given that items were often being repeated. The Development Officer will be able to build on this and produce his own work; he is well versed in social media.

Given that the opening is subject to Government directives, delaying advertising until the Development Officer has taken post allows for any changes; the May bank holidays will soon be upon us along with potential visitors.

Mrs Morgan agreed that any flyers or campaign could be lost in the wake of any delay to reopening.

The Clerk confirmed that the railing sign had “disappeared.” The Chairman believed there was an opportunity for a collaborative in house effort to produce a new one.

Discussion followed on the roll out of the new Leases. The Clerk confirmed that everyone had received a soft copy, that the exercise had been very useful as exchange of correspondence had provided for the correcting of anomalies. It also provided for the Tenants to confirm their products / line of business. He will liaise with the Chairman in providing for the signing of the individual agreements (with the Tenants).

224.    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)

225.    PART II (CLOSED SESSION)

THERE IS A SEPARATE CONFIDENTIAL SET OF MINUTES FOR THE CLOSED SESSION (226 – 227).

228.   RETURN TO STANDING ORDERS

Proposed by Councillor McKenzie, seconded and

RESOLVED: That the meeting returns to Standing Orders.

(Vote For: 5 Against: 0)

The business of the meeting having been completed, the Chairman thanked the members for their attendance and the meeting concluded at 7.53 pm.

 

Pannier Market Accounts for approval as at 31 March 2021 Market Management Committee 1 April 2021

 

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