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Minutes of the Market Management Committee Meeting held in the Council Chamber of the Town Hall, Bideford, on Thursday 12 April 2018 at 6.30 pm

PRESENT:

North Ward

Councillor T Johns 

Councillor D McGeough

East Ward

Councillor Mrs R Craigie

South Ward

Councillor D Brenton (Chairman)

Councillor B Wootton

Market Hall 

Mrs J Fisher

Ms M Sparkes

Butchers Row

Mr M Dendle

IN ATTENDANCE:

Mr R Coombes (Deputy Town Clerk)

Mr B Sidwell (Market Trader)

147. APOLOGIES FOR ABSENCE

Councillor J McKenzie (East Ward – work), Mr N Morgan (Butchers Row – personal) and Mr A Bailey (Market Street – personal).  

148. DECLARATIONS OF INTEREST ON ITEMS ON THE AGENDA

There were no declarations of interest.

149. PUBLIC PARTICIPATION PERIOD

There was no participation from the public member.

150. MINUTES

The Minutes of the Meeting held on 7 March 2018 were approved and signed as a correct record. 

(Vote – For: 5, Against: 0)

151. MATTERS ARISING

Minute 135.  Collaboration with the Tourism Committee.  Councillor D Howell, Chairman of Tourism Committee, will liaise with the Chairman (Market Management Committee) on convening a joint meeting.

Minute 138.  PRS / PPL have yet to respond to the request for extended cover into Butchers Row, however.

152. ACCOUNTS
It was proposed by Councillor  McGeough, seconded and

RESOLVED:  That the list of payments be approved.

(Vote – For: 5, Against: 0)

153. CHAIRMAN’S / MARKET ADMINISTRATORS REPORT

The Market Administrator highlighted the work of Ms Sparkes and Mr Sidwell to support the Market generally and on Easter Saturday in particular (which involved fighting with the elements in raising a gazebo for the lambs and again taking it down).

He also confirmed the success of the Exhibition area that enabled an Arts and Crafts Event that saw an additional twenty two stall holders on the day; the Coordinator had intimated a further booking early in June 2018 such was the contentment of the participants.

Ms Sparkes indicated that new three week old lambs would be visiting again on Saturday, 5 May 2018.

154.   KENWITH COMPANY OF ARCHERS

The Kenwith Company of Archers have requested that they resume their use of the Hall from mid-September 2018 and further requested that they may also return to two evening sessions a week.
The Market Administrator believed that following the change to the Market Hall set up and having witnessed the “machine” that is the tenant / trader collective prepare the Hall for the Archers’s evening session, the Market was better able to return to the two weekly evening sessions.  He added that it would also provide a further forty pounds a week for the six monthly season.  It was also noted that a number of the Archers were shooting with other groups on the Thursday.

Councillor Mrs Craigie disagreed reminding Members that it was foremost a Market Hall for traders.  Ms Sparkes highlighted the difficulty of moving stalls, especially when encumbered with fragile products.

Councillor Johns noted that the Archers had been loyal to the Market and have used the facility for many years.  The Chairman referred to the supporting the Community element of the Hall. 

It was proposed by Councillor Mrs Craigie and seconded by Councillor Wootton that the Kenwith Company of Archers may continue to hire Pannier Market Hall from mid-September 2018 under the same terms enjoyed during the last season; restricted to once a week.  

(Vote – For: 2, Against: 3)

It was proposed by Councillor Johns seconded and

RESOLVED:  That the Kenwith Company of Archers may continue to hire Pannier Market Hall from mid-September 2018 under the same terms enjoyed during the last season but extended to a Tuesday and a Thursday evening at a cost of forty pounds per evening.  

(Vote – For: 3, Against: 1, Abstention: 1)

The Chairman indicated that the new conditions would be monitored.

155. FIRE MARSHALL TRAINING REPORT

Mrs Fisher stated that the Course had highlighted the need for an evacuation procedure to be available on leaving the building for the fire crews; it would confirm that a process was in place.

A regular inspection of fire extinguishers, especially in public areas, should also be scheduled / actioned.

She advised that a meeting had been convened with the Market Complex Fire Marshalls (including the Market Officer and Administrator) following the instruction; the laminated fire procedure is in place.  Also, a schedule has been made and is being worked to.

The Market Administrator intimated that a no notice fire drill will be called soon.

156. COMMITTEE TRADERS / TENANTS

Mr Dendle explained that he had a number of points to raise on behalf of Butchers Row Tenants:

a. Trading Hours.  He stated that a minority of the Butchers Row Tenants adhere to the trading hours.  There was no system of policing.  It was not fair on those Tenants who do comply.  Further, not many Tenants advertise their trading hours.

b. Market Hall Hours.   It would be of benefit to have notices explaining the hours of business in the Market Hall; visitors often mount the steps to the closed doors and are left disappointed.

c. Window Cleaning.  The windows either end of Butchers Row, above the entrances need cleaning.

d. Night Trading.  There had been a suggestion that a prospective new tenant would be open in the evening.  Not the case.

e. Free Wi-Fi.  During the period 27 March – 5 April 2018 there had been reduced cover as a result of the router having been moved. One Tenant in particular could not conduct financial business and that he too had been hugely inconvenienced. 

Councillor Mrs Craigie suggested that a warning letter be sent to the Tenants regarding the hours of business / hours open for business.    It was noted that the first Units that are sighted on entering Butchers Row from Grenville Street are invariably empty (of the tenant); it is not a good look.  The Chairman reiterated that it was not appropriate for the Market Officer to police the opening hours, however, he felt that he should monitor the Row for a week and report his findings up the reporting chain to the Committee.

Members agreed that Tenants should display their opening times and that a notice should be erected advertising the opening times for the Market Hall.  The Market Officer should also arrange for the windows to be cleaned.

Councillor McGeough was pleased that the Wi-Fi performance had been restored.  The Market Administrator reminded Members that Reality Creations Ltd was engaged to provide free Wi-Fi access to the Market (stakeholders) at a cost, to the Council, of thirty pounds per month.  There was no (implied) contract with any trader or tenant to provide the service in order for them to conduct their respective businesses.  Wi-Fi coverage was still available, in the Market Complex, during the stated period.

Ms Sparkes thanked those involved in organising the leaving party in recognition of the retirements of a long term tenant and trader; the Event was a success.

She also stated that the Traders were happy with the results of the Easter weekend Events.

There was a request for the provision of wheel chair access to the Market Hall Studio Units.

Councillor McGeough advised that a mobile ramp could be fabricated.  The Chairman indicated that costings for a ramp be investigated.

157. ENERGY PERFORMANCE CERTIFICATE

Members had received information with their Agendas.

The Market Administrator advised that the Council had only just been informed (by the Market Landlord, Torridge District Council) of a regulation change (1 April 2018) that necessitated the Building must have an Energy Performance Certificate by 2023 but certainly now at any point when a Shop Unit is let to any new prospective tenant.

Torrington Market had been advised in November 2017 and had all their shop units assessed at the time.  Butchers Row Unit 21 was assessed in order for it to be let to the new Tenant.

Notwithstanding the directive from TDC the Market Administrator stated that he had written to NABMA for (any further) advice.

Proposed by Councillor Brenton, seconded and

RESOLVED: That the item will be deferred awaiting further information.

(Vote – For: 5, Against: 0)

158. BUTCHERS ROW UNIT 9

Members had received an assessment of the works required for Butchers Row Unit 9.

Proposed by Councillor Brenton, seconded and

RESOLVED: That a further assessment and quotation be obtained.

(Vote – For: 5, Against: 0)

159. WALES & WEST UTILITIES – SECONDARY GAS METER

Members had received information advising that Ofgem have instructed all the gas transporters in the UK to review all sub-deduct networks in their particular areas.  Wales and West Utilities (WWU) corresponded stating that the Market has a primary and a sub deduct meter on site.  They have funding from Ofgem to remove such arrangements either by changing meters out to customer check meters or to lay new supplies (to the Café / kitchen).
Members discussed the options (all of which are funded by WWU). 

Proposed by Councillor Brenton, seconded and

RESOLVED: That WWU change the sub deduct meter out for a freestanding meter (incurring no bill / nor standing charge) and adopt the pipework between primary sub following their satisfactory pressure test.

(Vote – For: 5, Against: 0)

160. 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)

161. PART II (CLOSED SESSION)

162. CHAIRMAN’S REPORT – CONFIDENTIAL MATTERS

There was no report.

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

The Market Administrator had previously 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.

An application for Unit 6 had been received.

Proposed by Councillor Brenton, seconded and

RESOLVED: That Crystal Clarke is offered the Tenancy.

(Vote – For: 5, Against: 0)

164.  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 7.13 pm.

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