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Minutes of the Market Management Committee held in the Council Chamber of the Town Hall on Thursday 20 June 2024 at 6.30 pm

PRESENT:

North Ward:

Councillor D Bushby
Councillor K Hind

East Ward:

Councillor Mrs J Gubb
Councillor J Hellyer
Councillor Mrs L Hellyer

South Ward:

Councillor Ms R Clarke (Chairman)

West Ward:

Councillor C Hawkins

Market Complex:

Mrs K Austin

IN ATTENDANCE:

Mr R Coombes (Deputy Town Clerk)
Mrs C Parsons (Website / Social Media officer)
Ms A Jackson (Marketing / Branding Presentation)
1 x Tenant
1 x Public

15. APOLOGIES FOR ABSENCE

N/A.

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

There were no declarations of interest.

17. PUBLIC PARTICIPATION SESSION OF 15 MINUTES DURATION

A Tenant explained their Notice to Quit.

A member of the Public spoke in support of the Tenant and the need for the Town Centre to have more independent shop outlets.

Councillor Hawkins proposed a suspension of standing orders, seconded by Councillor Hind, to debate “a non-agenda item,” in relation to the outgoing tenant.

The Chairman directed that the subject would be discussed in Part II (12.a. To receive any terminations of leases by tenants…) and did not call for a vote to be made.

18. MINUTES

Proposed by Councillor Bushby and seconded by Councillor Hind, the Minutes of the Meeting held on 23 May 2024 were approved and signed as a correct record.

(Vote – For: 5, Against: 0, Abstention: 2)

19. ACCOUNTS

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

RESOLVED: That the lists of payments for 23 May 2024 be approved.

(Vote – For: 7, Against: 0)

20. CHAIRMAN’S / MARKET ADMINISTRATOR’S REPORT

The Chairman confirmed that he would attend the Market on Saturday and again on Sunday, Bide-food Festival.

The Chairman confirmed her continued Market Complex visits / walk throughs.

The Clerk will establish a date from members to attend Holsworthy Market.

Mrs Austin confirmed that it is a lovely flat area with an amazing offer.

The Town Clerk has been given the go ahead to submit a Heritage grant application for a structural survey, of the Market Complex.

21. MARKETING / BRANDING STRATEGY PRESENTATION

a. The Chairman welcomed Ms Abi Jackson, the Apothecary 8/9 Butcher’s Row, to the Meeting and invited her to make her presentation.

b. Ms Jackson thanked the Chairman, and introduced her presentation, which is attached forming part of these Minutes, by explaining her twenty years’ experience of working within the brand / advertising industry. (She had been observing the issues (within the Complex), noting commentary on and off line, since taking up her tenancy; there has been a lot of negativity.)

c. The Chairman thanked Ms Jackson and invited questions. Points included:

• Development of Market Hall as an Event Venue / Community Hall.
o The Facility does need to be used.
• Improve reputation through working together.
o Solid strategy – attract / approach dedicated businesses consider incentives.
• Councillor Bushby commended Ms Jackson for an excellent presentation. He asked how and when the process could be engaged in terms of identifying strengths, setting out and abiding (branding) protocols (division needs to stop).
o Ms Jackson identified the need for a broad cross section of stakeholders for a first meeting to include tenants, Committee members, community managers noting outside interested parties who had made positive observations.

The inaugural meeting should allow for consideration of the Complex to play to its strengths, finance, social media, calendar (of Events), break down problems / issues / challenges in order to overcome them.
• Councillor Bushby asked if there was a (consultation) cost.
o Ms Jackson explained that she would not charge, she has her own business to commit to, market and run, but there would be a consequent benefit from an invigorated Butcher’s Row / Complex.
o It would be a full time job for one; it will require joint working.

It was proposed by Councillor Bushby and seconded by Councillor Hawkins, and

RESOLVED: That the Committee engage with Ms Jackson to coordinate and implement a strategy to revitalise Butcher’s Row and the Market Complex.

(Vote – For: 7, Against: 0)

Members discussed the constitution of the meeting to consider, develop, engage and implement the Marketing / Branding initiative.

It was proposed by Councillor Ms Clarke and seconded by Councillor Mrs Gubb, and

RESOLVED: That the inaugural meeting will commence at 5.30 pm on Thursday, 1 August 2024, made up of Committee members and identified stakeholders prior to the formal Market Management Committee Meeting (scheduled to commence at 6.30 pm).

(Vote – For: 7, Against: 0)

22. MARKET HALL:

a. Deposit Payments for future bookings.

Councillor Mrs L Hellyer led discussions that included:

o The process of hiring the Hall should not be made harder.
o Deposits for Commercial Booking / Event.
o Payment in full to confirm bookings.
o Occasions where Events have been pulled that could have allowed for other bookings; potential loss of income.

It was proposed by Councillor Ms Clarke and seconded by Councillor Mrs Gubb, and

RESOLVED: That the item is deferred.

(Vote – For: 5, Against: 2)

b. Market Hall Public Liability.

Members considered further information provided by the Council’s insurer, Zurich, and the Solicitor at NABMA.

It was proposed by Councillor J Hellyer and seconded by Councillor Mrs L Hellyer, and

RESOLVED: That the minimum level of insurance cover for the hiring of the Market Hall is set at £10 million.

(Vote – For: 7, Against: 0)

23. TENANT / TRADER REPRESENTATIVE

The Chairman invited Mrs Austin to address the Committee.

Mrs Austin in thanking the Chairman confirmed that she had canvassed tenants eliciting the general request for more advertising, more marketing, a suggestion that the Town Crier is engaged to promote Hall Events and a date for the removal of the scaffolding.

The Clerk confirmed that the scaffolding is scheduled for removal on 21 July 2024.

Councillor Mrs Hellyer requested that the Banner, advertising “Market this Saturday,” is removed when there is not a market scheduled.

24. PART II (CLOSED SESSION)

Proposed by Councillor Ms Clarke, seconded and

RESOLVED: To exclude members of the public and the press to progress matters of a confidential nature under the Public Bodies (Admissions to Meetings Act) 1960 and Local Government Act 1972, ss 100 and 102.

(Vote – For: 7, Against: 0)

The Chairman invited the Market Tenant to remain.

25. CHAIRMAN’S REPORT

Members considered a letter received from the Managing Director of the Devon Traders Association Limited on 31 May 2024.

It was proposed by Councillor Ms Clarke and seconded by Councillor Mrs L Hellyer and

RESOLVED: That a responding letter is sent to the Managing Director of the Devon Traders Association Limited, 3 / 4 Butcher’s row providing for a final warning in relation to her conduct towards Landlord and fellow tenants.

(Vote – For: 7, Against: 0)

26. TENANT / TRADER

a. Terminations / Applications.

Members had noted and accepted the Notice to Quit given by the Tenant of 26 Market Place.

It was proposed by Councillor Ms Clarke and seconded by Councillor Mrs Gubb and

RESOLVED: That Mr Wade be offered the Tenancy to Market Place Shop Unit 26 on vacation by the present tenant. That he commits to reinstating any changes made.

(Vote – For: 7, Against: 0)

b. Tenant matters.

Members discussed an outstanding debt repayment plan.

It was proposed by Councillor Ms Clarke and seconded by Councillor Mrs Gubb and

RESOLVED: That the debtor confirms their structured payment plan noting that any deviation would lead to Court Action to recover any outstanding payment.

(Vote – For: 7, Against: 0)

The business of the meeting having been completed, the Chairman thanked the members for their attendance and the meeting concluded at 8.10 pm.

 

Table of Accounts presented at Market Management Committee 200624

 

Minute Number 21:  Butcher's Row Presentation

 

 


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