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Minutes of the Market Management Committee Meeting held in the Council Chamber of the Town Hall, Bideford, on Wednesday 7 March 2018 at 4.30 pm

PRESENT:

North Ward

Councillor T Johns

East Ward

Councillor Mrs R Craigie
Councillor J McKenzie

South Ward

Councillor D Brenton (Chairman)
Councillor B Wootton

Market Hall

Mrs J Fisher
Ms M Sparkes

Butchers Row

Mr N Morgan

IN ATTENDANCE:

Mr R Coombes (Deputy Town Clerk)
Mr B Sidwell (Market Trader)

127.      APOLOGIES FOR ABSENCE

Mrs J Fisher (Market Hall – personal) and Mr A Bailey (Market Street – personal).

128.      DECLARATIONS OF INTEREST ON ITEMS ON THE AGENDA

There were no declarations of interest.

129.     PUBLIC PARTICIPATION PERIOD

There was no participation from the public member.

130.    MINUTES

The Minutes of the Meeting held on 18 January 2018 were approved and signed as a correct record.

(Vote – For: 5, Against: 0)

131.    MATTERS ARISING

Item 121. The Chairman confirmed that he had met with the Conservation Officer who indicated that the existing doors should be partially glazed which would prove a cheaper option but would not need (planning / listed building) consent. They had noted though that the doors remained open.

Mrs Sparkes believed that the intention was to close the Market doors, to eliminate the draught. The open (for business) doors meant that the Hall was, as a consequence, colder with a demand for heating.

The Chairman referred to Tavistock Market’s approach to the challenges noting a past shared working relationship which could be regenerated.

Mrs Sparkes stated that with open doors any heating was wasted.

The Chairman indicated that the Conservation Officer had referenced underfloor heating panels, prevalent in Cathedrals, which would prove more effective than the ancient radiant heaters that forced heat down.

Discussion followed on the benefits of glass doors that could remain closed, keep the heat in and allow visitors to see and access the Market Hall. The Conservation Officers position, whether she was against glass doors, whether the Committee could continue pursuing and whether Tavistock Market was also listed.

The Chairman led the Committee in expressing a desire for an organised visit to the Tavistock Market.

While Councillor Mrs Craigie expressed frustration at the seeming inertia she questioned the validity of previous quotations.

The Chairman intimated that they were not all the same design. He added that grant monies were available to effect changes and that Tavistock had drawn funds to enhance their Market.

 132.     ACCOUNTS

It was proposed by Councillor McKenzie, seconded and

RESOLVED: That the list of payments be approved.

(Vote – For: 5, Against: 0)

133.     CHAIRMAN’S / MARKET ADMINISTRATORS REPORT

a. The Market Administrator advised that a contractor had carried out an inspection on Monday 5 March 2018 in and around Unit 9, to investigate the dry and wet rot; a report will follow.

b. Upon advice from Mrs Fisher and our insurers he will request copies of tenants’ insurance details – signing as having relevant insurance is not sufficient.

134.     LIGHT UP A LIFE – SATURDAY 15 DECEMBER 2018

Members confirmed that the Pannier Market would host the North Devon Hospice and Children’s Hospice South West on the Evening of Saturday 15 December 2018.

Proposed by Councillor McKenzie, seconded and

RESOLVED: That the Pannier Market would host the North Devon Hospice and Children’s Hospice South West on the Evening of Saturday 15 December 2018.

(Vote – For: 5, Against: 0)

135.     EASTER / CHRISTMAS FAIR IN COLLABORATION WITH THE TOURISM COMMITTEE

Councillor Mrs Craigie explained that the Tourism Committee had organised a number of activities in the Town during previous summers although they were not altogether successful, weather being a factor.

The Tourism Committee would like to explore an opportunity to pool resources and work together with the Market Management Committee and the Businesses of Bideford to affect a Victorian themed Christmas Fair throughout the Town, including the Market.

Ms Sparkes confirmed that the Market Hall traders would welcome the initiative. The Chairman intimated that the Traders should confirm their support for the theme. They would need sufficient notice, monies could be budgeted.

Councillor Mrs Craigie spoke about advertising and promotion. Councillor Johns, fully supportive, advocated a joint meeting.

The Chairman wondered if an Elizabethan theme should be considered.

Councillor Mrs Craigie advised that the Council were pursuing a Land Train project (grant application) and the Tourism Committee were producing a Video of the Town and would welcome any snippets / photographs of the Town (and Market); the Chairman promoted the Arts and Craft industry within Butchers Row, Market that could be captured.

Proposed by Councillor McKenzie, seconded and

RESOLVED: That a joint Meeting of the Tourism and Market Management Committees is convened.

(Vote – For: 5, Against: 0)

136.     FUNDING FOR FUTURE MARKET HALL EVENTS

The Market Administrator stated that Mrs Fisher had requested that a figure of £2,000.00 is made available to support entertainment / events for the Easter, summer, and winter festive periods.

Proposed by Councillor Brenton, seconded and

RESOLVED: That £2,000.00 can be drawn upon to support entertainment / events for the Easter, summer, and winter festive periods.

(Vote – For: 5, Against: 0)

137.     SHUTTLE BUS / COACH FRIENDLY STATUS

Mr Sidwell advised that the Driver of the shuttle bus had agreed to continue at the same rate of £30.00 per day. Diesel, the only other attributable cost, is £7.50 a week. It will cost £2,200.00 to operate the Saturday Service for the coming year. With the Trader Bonus Ball scheme able to raise half of the cost at £1,100.00 he requested that the Committee meet the remainder.

Members indicated compliance.

In support of an application for Bideford to attain “coach friendly” status Members were asked to consider supporting an additional Shuttle Bus day, Tuesday had been negotiated, at a cost of £1,950.00. The combined total cost to the Council would be £3050.00. He added that the insurance and licenses have been put in place by Intagr8.

Part of the work to support the application would see an amendment to A39 signage, (Councillor Hellyer). The Kingsley Statute attributed a post code which will assist coach drivers in coordinating the satellite navigation devices.

Both Councillors Johns and Mrs Craigie indicated support highlighting the link from the Town to the Market. Mr Sidwell confirmed that the average carriage number was between 15 and 20 passengers to date.

The Chairman indicated that it had proved to be the most effective method in regularly transporting people to the Market.

Proposed by Councillor Johns, seconded and

RESOLVED: That £3,050.00 be provided to support the running of the Trader led Shuttle Bus initiative on Tuesdays and Saturdays from April 2018 to the end of March 2019.

(Vote – For: 5, Against: 0)

Councillor Johns thanked Mr Sidwell and all those working together on the Initiative for their diligence and application.

138.     EXTENSION OF PRS / PPL LICENCE PROVISION TO INCLUDE BUTCHERS ROW

The Market Administrator reminded Members that from the last Meeting a request had been made to extend the PRS / PPL cover to include the Butchers Row thoroughfare (not individual tenants who wish to broadcast their choice of music in their respective Units). To effect the change now would see:

• PRS increase of £133.38.
• PPL increase of £23.94.

Mr Morgan indicated that, upon questioning, the music would not necessarily be played all the time, perhaps during festive occasion. He believed that Tenant who raised the request had the capability to pipe the music through the thoroughfare. The Market Administrator suggested that speakers could be linked to the office system.
Proposed by Councillor McKenzie, seconded and

RESOLVED: That the PRS / PPL coverage be extended to the Butchers Row thoroughfare.

(Vote – For: 5, Against: 0)

139.     DEVELOPMENT PLAN WORKING GROUP

a. The Market Administrator advised that the Working Group had convened on a number of occasions and that the initial plan to rearrange the Stalls had gone very well and was supported by the traders.

A Karen Ann Cornish had organised an Arts / Crafts Market - 18 Stalls – for Saturday 3 March 2018 but had to postpone until Saturday 7 April 2018.

Other groups had been approached to use the Exhibition space.

b. The Market Administrator spoke to Members about producing a dedicated one off Market Newsletter, along the lines of the standard Council Newsletter. He explained that the publication costs were £815.00 and the distribution through the Gazette of 6,300 would cost £243.00.

Ms Sparkes requested Market Shuttle Bus information be included.

Proposed by Councillor McKenzie, seconded and

RESOLVED: That the Market Administrator work with the Tenants / Traders to compile and publish a dedicated Market Newsletter.

(Vote – For: 5, Against: 0)

140.     COMMITTEE TRADERS / TENANTS

Ms Sparkes confirmed that the rearrangement of the Market went smoothly and that the Market welcomed anything that would draw visitors.

She requested that the Kenwith Company of Archers shoot be established for this season.

141.     MARKET HALL INNER DOORS

Referring to Minute 131. discussed earlier, Members confirmed their desire for an arranged visit to Tavistock Market that would include those available Committee Members (councillors and traders).

Proposed by Councillor Brenton, seconded and

RESOLVED: That a visit to the Tavistock Market is arranged for the Committee Members, minibus hire / vehicle mileage paid as appropriate.

(Vote – For: 5, Against: 0)

142.     CONFIDENTIAL ITEMS TO BE TAKEN IN PART II

Proposed by Councillor Brenton, 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 / traders were instructed to withdraw.

(Vote – For: 5, Against: 0)

143.     PART II (CLOSED SESSION)

144.     CHAIRMAN’S REPORT – CONFIDENTIAL MATTERS

There was no report.

145.     TERMINATIONS OF LEASES /APPLICATIONS RECEIVED FOR TENANCIES OF PREMISES

The Market Administrator advised that Mr J Morley had given Notice to quit the Market Hall Shop Unit, 6; he will take a stall in the Market, though.

Ms Tracey Benton had also given Notice to quit Butchers Row Shop Unit 8.

Three applications were considered for Market Street Shop 22 and Four for Butchers Row Unit 8.

Proposed by Councillor McKenzie, seconded and

RESOLVED: That Mr D Sharkey and Mr J Herron are offered Shop 22 and Unit 21 respectively. (Mr Herron subject to satisfying TDC food safety regulations.) The vacated Butchers Row Unit 1a would be returned to Market storage use, but reviewed in six months. Unit 8 will serve as a “pop up” Unit during maintenance works.

(Vote – For: 5, Against: 0)

(Resolution incorporates Town Council amendment (Meeting 8 March 2018).

146.     UPDATE ON RENT

There was nothing to report.

The Chairman, having established that there was no further business to discuss, thanked the Members for their attendance and concluded the Meeting at 5.50 pm.

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