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Minutes of the Market Management Committee held in the Town Hall on Thursday 30 September 2021 at 6.30 pm

PRESENT:

North Ward

Councillor J Herron

East Ward

Councillor Mrs J Gubb (substitute for Councillor D Ratcliff)
Councillor Mrs L Hellyer
Councillor J McKenzie

West Ward

Councillor C Hawkins

Market Tenants: Ms M Hurford

IN ATTENDANCE:

Mr R Coombes (Deputy Town Clerk)
Mr C Farris (Development Officer)

34.     APOLOGIES FOR ABSENCE

Councillor D Ratcliff (West Ward – personal).

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

There were no declarations of interest.

36.     PUBLIC PARTICIPATION SESSION OF 15 MINUTES DURATION

There were no public members present.

37.     MINUTES

Proposed by Councillor McKenzie and seconded by Councillor Hawkins, that the Minutes of the Meeting held on 19 August 2021 were approved and signed as a correct record.

(Vote – For: 4, Against: 0, Abstention: 1)

38.     ACCOUNTS

The Clerk drew Members’ attention to serial numbers seven and eleven, items supporting the Late Night Shopping offer.

It was proposed by Councillor Mckenzie seconded, and

RESOLVED: That the lists of payments for 30 September 2021 be approved.

(Vote – For: 5, Against: 0)

39.     CHAIRMAN’S / MARKET ADMINISTRATOR’S REPORT

There was no report.

40.     DEVELOPMENT OFFICER.

a.       Update. The Development Officer reported that there has been a flurry of requests and interest in the Market Hall (including Late Night Shopping, 7 October 2021) and tenancy interest for the Studio / Butcher’s Row Shop Units.

He indicated that there will be twelve events in the Market Complex with the end of November early December looking particularly busy including the Christmas Food and Drink (Welcome Back Fund) Event scheduled for 28 November; appealing to families it will be a ticketed event but entry will be free. The Christmas Lights’ Switch-On Fayre will be held on 5 December and a Tourism Committee led Children’s Party to be held on 12 December 2021 (intention confirmed by Councillor Mrs Gubb, Chairman of the Committee). Provision of a Santa’s Grotto is being investigated – four of the Events should like to utilise one.

There have been enquiries for next year, from the Boxing Club, 19 March 2022 and a Community Feast earmarked for 26 March 2022.

Councillor Mrs Hellyer made a provisional enquiry on behalf of the Baptist Church’s Christian Concert (free event) on either 14 or 21 May 2022; the Development Officer confirmed that the price would be £35.00 for three and half hours.

St Helens School Church of England School, Abbotsham, will be hiring the Hall on 3 December for their Christmas Fayre.

Nick Wyke Music will be filming a video in the Hall on the morning of Sunday, 3 October 2021, again half a day; the Market Officer will open and close the building for him.

b.      Welcome Back Fund update including 26 September 2021, Meet the Makers Event.

The Welcome Back Funded Meet the Makers Event was held over the over the weekend 25/26 September 2021. Reviews were mixed but those that participated thoroughly enjoyed the workshops. Ms Hurford concurred having held two on the Saturday, which was busy, but less so on the Sunday, when she visited. The short lead time may have proved a challenge.

c.      Children’s Party – 12 December 2021.

With the Chairman of the Tourism Committee having confirmed the desire to host a Children’s Party in the Market Hall on 12 December 2021, it was

Proposed by Councillor Mrs Hellyer, seconded and

RESOLVED: That the Council hosts a Children’s Party, in the Market Hall, on Sunday, 12 December 2021.

(Vote – For: 4, Against: 0)

d.    Community Cinema Equipment including screen and chairs.

The Development Officer spoke about hosting Cinema Nights / screenings in the Market Hall. The acoustics have been tested and are very good. An opportunity exists to hire the equipment and a local operator.

He should like to arrange the screening of The Guernsey Literary and Potato Peel Society film, partly shot outside the Market / Grenville Street. Ticketed entry would cover the hire and other associated costs in making the provision and see a genuine funding opportunity.

Councillor Mrs Hellyer recounted enjoyable Littleham and Weare Giffard cinematic experiences that included ice cream and refreshments provision.

The Development Officer indicated that there were a number of local short films that could be screened prior to the main film.

Discussion followed that included comfortable seating (including storage, logistics and the opportunity for use for other functions), viewing and screen options / costs.

The Development Officer advised that there is a Film Media Bank which has 15,000 titles for hire – The Guernsey Literary and Potato Peel Society film would cost £83.00 to screen.

Proposed by Councillor Mrs Hellyer, seconded and

RESOLVED: That a screen and chairs are purchased with a budget of up to and including £4,000.00.

(Vote – For: 5, Against: 0)

Further discussion ensued on themed nights: Star Wars, Rocky Horror Show, film tourism e.g. Aqua Man, and the opportunity to involve stall holders generally raising the profile of the Market. 

41.     MARKET HALL CLOSURE DURING FESTIVE HOLIDAY

Ms Hurford expressed support for the closure, an opportunity for her to personally have a dedicated break.

It was confirmed that whilst the Hall would be closed for trading, Butcher’s Row tenants still had the opportunity to access and trade from their respective units during the period.

Proposed by Councillor Hellyer, seconded and

RESOLVED: That the Market Hall will be closed for trading from cease work on Friday, 24 December 2021 and reopen on Tuesday, 4 January 2022.

(Vote – For: 5, Against: 0)

42.     NEW YEAR’S EVE FAMILY EVENT – 12 NOON TO 5.00 PM

Members noted the holding of a New Year’s Eve Family Event (12 noon to 5 pm), including costume workshops, leading to a fancy dress / carnival parade through the Town by South West Event Management Solutions.

The Clerk reminded Members that the Council had supported previous Events in the Market recognising the wider family community offer on New Year’s Eve.

43.    KENWITH COMPANY OF ARCHERS WINTER SEASON

Members noted the continuing annual hire of the Hall by the Kenwith Company of Archers during their winter season. Their intention currently is to meet on Tuesday and Thursday evenings; the Clerk confirmed they are aware of the current late night shopping on the first Thursday of each month.

(Councillor Herron left the Meeting.)

44.    TRADING: CHRISTMAS LIGHTS’ SWITCH ON / BIDEFORD LATE NIGHT SHOPPING

Members agreed to continue the practice of allowing for Market trading on Sunday, 5 December, 12 noon to 5.00 pm during the Town’s Christmas Lights’ Switch On Event.

Members agreed to support a Bideford Late Night Shopping Event with extended trading although, to date, no one had been able to establish if, and when, one was being held.

Proposed by Councillor McKenzie, seconded and

RESOLVED: That

a.     Market Trading will be extended to include Sunday, 5 December 2021, from 12 noon to 5.00 pm during the Town’s Christmas Lights’ Switch On Event.
b.     The Market will have extended trading during the Town’s Late Night Shopping Event, subject to confirmation.

(Vote – For: 4, Against: 0)

45.    TENANT TRADER REPORT

a.     To note resignation of Mrs Morgan and receive a report from Ms Hurford.

Councillor Mrs Hellyer noted Mrs Morgan’s commitment to Meetings attendance and to the Market Hall. She was sorry that she had resigned and should like a Note of thanks to be recorded – Members concurred.

The Clerk will invite volunteers from the Complex to come forward and organise an election, if necessary.

Ms Hurford gave a critique on the Meet the Makers Event, noting the short lead in time, and wondered if an annual event could be organised.

There was discussion on a different approach, engaging the local knowledge and generally there being improved ties between Town businesses and the Market; Ms Hurford championed a Town Manager. Further dialogue included the various organisations and their representation including the Chamber of Commerce, the Bideford Town Centre Partnership etc.

Ms Hurford sought to improve the Butcher’s Row offer suggesting that Unit 1a, currently used by the Market Officer, could be converted to a disabled toilet with washing facilities. (The Chairman instructed that the Maintenance Supervisor be asked to consider the feasibility.)

Ms Hurford enquired after the Defibrillator request. The Clerk confirmed that he had made an initial contact with SWAST and that he would follow up in the light of the Council’s own initiative including a maintenance package. The Chairman and Councillor Hawkins reiterated their commitment to fund the initiative.

Ms Hurford asked the Committee to consider a curated approach when selecting new tenants; she felt that the Arts and Crafts element should be celebrated.

Councillor Mrs Hellyer noted that visitors to the Market would need a broader offer than simply luxury items week on week. She highlighted the need for everyday items to draw sales including fruit and vegetables items that are bought regularly.

b.     Tenant led Event budget funding.

The Development Officer explained that providing a budget figure to the Butcher’s Row / Market Hall tenants, from the funding streams allocated to him, would enable them to Plan ahead for Events, with confidence to tailor the promotion and associated costs over a given period.

Caught on the hoof, Ms Hurford suggested £150.00 for twelve months with an increase during the summer months. Asked whether the figure would cover the Market Hall Ms Hurford envisaged an additional separate figure.

Discussion followed where the Clerk spoke about public money supporting private business, match funding and tenant contributions. Ms Hurford alluded to a Bonus Ball initiative that would see a generation of funds and prize. The Development Officer had thought in terms of a budget of £700-£800 for both the Hall and Butcher’s Row.

Further discussion involved general promotion, accounting for payments and Ms Hurford having made up front payments indicating a subsidy of the initiative she had set in place. It was understood that it was still early days for both the Market Representative and the Development Officer to budget and plan for (future) events.

Members agreed to defer the item until Meeting when the Budget will be set.

46.     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: 4, Against: 0)

47.     CHAIRMAN’S REPORT

There is a confidential minute associated with this item.

48.     TENANT / TRADER

There is a confidential minute associated with this item.

49.     RETURN TO STANDING ORDERS

Proposed by Councillor McKenzie, seconded and

RESOLVED: That the meeting returns to Standing Orders.

(Vote For: 4, Against: 0)

The business of the meeting having been completed, the Chairman thanked the members for their attendance and the meeting concluded at 8.42 pm.

 

Table of Pannier Market Accounts as at 30 September 2021

 

 

 

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