bideford logo

Market Management Committee Meeting Minutes - 14 September 2017


PRESENT:

North Ward

Councillor T Johns

East Ward

Councillor Mrs R Craigie

South Ward

Councillor D Brenton (Chairman)
Councillor B Wootton

Market Hall

Ms M Sparkes

Butchers Row

Mr N Morgan

Market Street

Mr A Bailey
IN ATTENDANCE:

Mr R Coombes (Deputy Town Clerk)
1 x Trader

45. APOLOGIES FOR ABSENCE

Councillors D McGeough (North Ward – Mayoral commitment) and J McKenzie (East Ward – personal). Mrs J Fisher (Market Hall – personal).

46. DECLARATIONS OF INTEREST ON ITEMS ON THE AGENDA

There were no declarations of interest.

47. PUBLIC PARTICIPATION PERIOD

There was no participation from the public.

48. MINUTES

The Minutes of the Meeting held on 3 August 2017 were approved and signed as a correct record.

(Vote – For: 3, Against: 0, Abstention: 1)

49. MATTERS ARISING

No matters were raised.
(Mr A Bailey joined the Meeting.)

50. ACCOUNTS

The Market Administrator drew the Members’ attention to the Bideford AFC Advertising sponsorship payment. Concern was raised regarding the hoarding specifically, the Chairman leading in continued support to the Team.

Mr Bailey stated that he paid the same price for a player kit package with advertising in the match programme.

It was proposed by Councillor Brenton, seconded and

RESOLVED: That the payment is confirmed but a different package negotiated.

(Vote – For: 4, Against: 0)

It was proposed by Councillor Brenton, seconded and

RESOLVED: That the list of payments be approved.

(Vote – For: 4, Against: 0)

51. WINTER SEASON – KENWITH COMPANY OF ARCHERS – ONE DAY SHOOT

It was noted that the Kenwith Company of Archers will continue the hire of the Pannier Market Hall from 26 September 2017 under the same terms enjoyed during the last season.

52. WICKED WEEK: 21 – 28 OCTOBER 2017

Members discussed the success of the 2016 Event and the positive outcome of hosting the Pumpkin Carving in the Market Hall.

It was proposed by Councillor Brenton, seconded and

RESOLVED: That the Market repeat the hosting of the Pumpkin Carving Event with a provision of two gratis stalls and a budget of up to £200.00 for supporting entertainment.

(Vote – For: 4, Against: 0)

53. ENTERTAINMENT / OPENING CHRISTMAS / NEW YEAR PERIOD

a. Members considered proposals from Ms Tracey Benton for Entertainment during the Saturdays: 2, 9 and 16 December 2017, Bideford Pannier Market Christmas Cards and funding for Christmas Trees. The Market Administrator confirmed that the absent Mrs Fisher had made known her support for the initiatives, given that she has made arrangements for Festive Entertainment in the past.

Ms Sparkes stated that Market Traders had expressed a desire for the Christmas Trees / Lights to be held in the Market for the “twelve days of Christmas”.
Councillor Mrs Craigie reported that the Tourism Committee had discussed the possibility of holding Victorian themed events in the Market. She advised that Members had discussed various forms of entertainment including stilt-walkers, hot chestnut stand, a hog-roast and the Bideford Town Band.

The Chairman indicated that Ms Benton had provided firm detail with costings that covered the Saturdays running up to Christmas. He noted that the initiatives would fall within a budget of £1,500.00 with monies available to meet other

Festive entertainment.

Members wondered if the Victorian themed event would sit well with the Dickensian Late Night Shopping; Councillor Mrs Craigie believed that it was the Saturdays the Tourism Committees had earmarked. It was felt that the Signing of the Lease would not offer an opportunity given the Town Band’s involvement and the beginning of Ms Benton’s initiative; there was also a danger of Trader fatigue.

It was proposed by Councillor Brenton, seconded and

RESOLVED: That

• A budget for the Festive period is set not to exceed £1,500.00.
• Ms Benton is invited to deliver on her proposals for Festive Entertainment, Christmas Card Event and Christmas Trees / Lights Decoration (Trees / Lights to remain for the whole of the Christmas period).
• In the light of the above the Tourism offer is not pursued at this juncture.

(Vote – For: 4, Against: 0)

b. The Market Administrator explained that that the Market would ordinarily trade on the Saturday prior to Christmas but that the Tuesday 26 December 2017 was a public holiday and that the Market would not trade (on the public holiday). Otherwise the Festive (public holiday) season would not impact upon the trading days. Councillor Mrs Craigie questioned whether the Traders would wish to trade during the Christmas / New Year week. Ms Sparkes confirmed that there were visitors to the Market during the same period last year and that there would be traders wishing to trade.

It was proposed by Councillor Brenton, seconded and

RESOLVED: That the Market is closed only on Tuesday, 26 December 2017 and that otherwise it would trade as normal (during the Festive season).

(Vote – For: 4, Against: 0)

54. CHRISTMAS LIGHTS SWITCH ON / LATE NIGHT SHOPPING

a. Members discussed trading on the Sunday, 3 December 2017 when the Bideford Christmas Lights Event takes place. The Chairman believed that given the number visiting the Town for the Big Event it would mark a perfect opportunity for Traders and the Market generally to be open. Ms Sparkes concurred; it was suggested Market Trading should be from 12 noon to 5.00 pm

It was proposed by Councillor Brenton, seconded and

RESOLVED: That the Market Hall would be open for trading on Sunday, 3 December 2017 from 12.00 noon to 5.00 pm.

(Vote – For: 4, Against: 0)

b. Members had received a report indicating the Bideford Late Night Shopping Events and the possibility of linking these with the Market; they discussed extending the trading day on Tuesday, 5 December 2017.

It was proposed by Councillor Brenton, seconded and

RESOLVED: That the Market Hall would be open for trading until 8.00 pm on Tuesday, 5 December 2017.

(Vote – For: 4, Against: 0)

55. NEW YEARS’ EVE EVENT – HIRE OF MARKET HALL

Members had been advised of a request to Hire the Market Hall for a New Year’s Eve Event on Sunday, 31 December 2017; the Magical Moments was presented as a free family party for children.

The Market Administrator indicated that there would be staffing implications and impact upon traders who would desire entry to the Hall on New Year’s Day, the Monday before Tuesday Market trading, to reset their respective stalls. The Chairman suggested that the Stalls could be attended to on the Tuesday; Ms Sparkes and the Market Administrator suggested some stalls / traders do need time that would not sit well with the trading day.

Ms Sparkes believed that a number of traders would take down their stalls for the Winter Wonderland on Sunday, 17 December 2017 and not return for trading until the New Year, should the New Year’s Eve Event go ahead.

The Chairman expressed incredulity that traders would forego the opportunity to trade running up to Christmas. He reiterated that the importance of the Market Hall being made available for such Community Events.

He indicated that the item should be deferred until the Meeting of 26 October 2017 following a response from the potential hirers on a request for a detailed plan of what they intend to do and how much space they require.

Ms Sparkes felt uncomfortable that the Market was being held to ransom and, with the potential loss of ten stalls, it would be damaged.

Mr Morgan indicated that there should be a timely reply. The Market Administrator stated that the Agenda will be distributed on 19 October 2017; Members agreed that the date would suffice.

56. AUTHORITY FOR MARKET ADMINISTRATOR

The Market Administrator spoke on the decision making processes in the absence of a Market Manager. He indicated that he discussed points with the Town Clerk, the mandate was simply a means to arrive at an appropriate and timely resolution. A recent example was the replacement of glass that had the potential to be a safety issue. He would, nonetheless, update the Chairman / Committee where necessary.

The Chairman in agreeing did allude to future consideration for a Market Manager position, not necessarily full time, providing the role could support itself.

It was proposed by Councillor Brenton, seconded and

RESOLVED: That the Market Administrator may authorise necessary works / decision making without full recourse to the Committee.

(Vote – For: 4, Against: 0)

57. MARKET ADMINISTRATORS REPORT

a. The Market Administrator advised that there have been incidents where unhelpful approaches have been made to Market Hall Hirers and that an Event participant was made to feel uncomfortable by a Bideford Market Hall trader regarding the breaking down of stalls for the benefit of those hiring the Hall

The Chairman stated that while the Hall was a Market Trading area it was also a Community Events facility. He would not tolerate anyone who was opposed to or hostile towards fellow market traders / Event personnel; his message was “live and let live”, the Market is to be operated in a civilised fashion; the entity is a community facility. Should there be any future transgressions he wanted them to be reported.

b. Following the second Fire evacuation practise Butchers Row tenants Trevor Lane, Ned Morgan and Ken Harley and Market Hall Trader Brian Sidwell have volunteered to fill the role of Fire Marshal in the event of an Evacuation. Those identified tenants who use gas canisters / flammable material have been asked to provide details and method statements (one of four has been received to date) on their operation. The driver was simply in the event of a fire, the Emergency Services will be provided with the details and where the items are located in the building. A letter will be distributed to all Market traders / tenants identifying the Fire Marshals and also requesting detail on flammable materials used.

c. Meeting with Gavin Coster the Area Sales Manager, South West Region for GEZE UK Ltd, who fitted the entrance door at Northam Town Council. Once design / quotes have been received he would circulate them to the Committee. He advised that Mr Andrew Waite, TDC had been content with the installing glass doors but the Conservation Officer would need to be in agreement (she has been contacted and will require sight of intention / plans).

58. FIRE MARSHAL TRAINING

Members had sight of a report advising that of the four recently volunteered / recruited fire marshals Mr Sidwell was the only one without firefighting experience.
It was proposed by Councillor Brenton, seconded and

RESOLVED: That Mr Sidwell attend the St John Ambulance Fire Marshal Training course.

(Vote – For: 4, Against: 0)

59. BIDEFORD TOURIST INFORMATION CENTRE FREE VISITOR MAP

Members had sight of a report and discussed the opportunity to advertise on the Free Visitor Map for 2018 supplied by the Bideford Tourist Information Centre; Mr Morgan indicated that he had placed an advertisement on the current map.

It was proposed by Councillor Brenton, seconded and

RESOLVED: That a small block business card advertisement at £150.00 be placed in the Bideford Tourist Information Centre Free Visitor Map 2018.

(Vote – For: 4, Against: 0)

60. DEVELOPMENT PLAN WORKING GROUP

The Market Administrator advised the Members that a number of positive meetings had been held with a mind to the unprecedented returns from the Market stakeholders but also to meeting the challenges presented to the Market.

Mr Bailey felt especially it was important that the representatives on each level try to encourage everyone to work together with the objective of an increased footfall. He personally was leading an advertising push amongst those

interested businesses / tenants / traders in the Market and the immediate surrounding area that would see a double spread, with editorial in a local paper. It was important for the businesses to take responsibility for promoting themselves and generating interest in their work, which would have a knock on effect and create interest in the Market Place.

The Market Administrator alluded to discussion where information about events / the Market Complex is disseminated to all stakeholders within the Market.

Mr Morgan indicated that discussions had been held on the look of the Market Hall and how to improve its effectiveness. It is a big space with the stalls spread out. By reducing the space taken up by the stalls, even removing the unpaid / unallocated stalls, a dedicated area could be created for events, entertainment and would alleviate any discrepancies. On the (Market) day rather than the entertainment placed ad hoc or roaming around the Hall, challenging the traders and placing the Market Officer in an invidious position the area would benefit everyone.

Mr Bailey in highlighting the “game changing (June Ceramics) event” felt that in extending the Sunday offer to introducing / advertising dedicated week days, for example antiques once a month would stimulate interest in the Market.

General thoughts were also given to rebranding the name, an example Bideford Pannier Market and Community Hall; the name should help people know what to expect.

Ms Sparkes welcomed the discussion points believing them to be good ideas.

61. MARKET HALL

The Members viewed the Studio Units, in particular the space between them and the back wall.

The Chairman was dismayed that the area had been extended to an overspill for storage and led the Members in unequivocally stating all trader / tenant items were to be removed. He believed that it would compromise the Council’s position with their Insurers; the items could represent a fire safety issue.

Discussion on the revision of the Hall layout, including use by the Kenwith Company of Archers, led to a request for the Working Group to suggest options for the next Meeting with implementation on Saturday 2 December 2017, Signing of the Lease.

It was proposed by Councillor Brenton, seconded and

RESOLVED: That all tenant / trader items are removed from the area behind the Market Hall Studio Units; it is not a storage area.

(Vote – For: 4, Against: 0)

62. COMMITTEE TRADERS / TENANTS

Mr Morgan had been approached about the ruling that does not allow for dogs to be brought into work by tenants / traders. He noted that Butchers Row Tenant Michael Dendle had been bringing a young puppy into his Unit and had a cage for it. He added on occasion that Robert Paterson too had brought a dog in but that no one would have been aware of it.

Councillor Mrs Craigie thought that having dogs in the work place was not professional.

Councillor Brenton observed that children are often frightened of dogs and that not every dog is well behaved.

Ms Sparkes did not believe a change could work in the Market Hall, albeit a different category to shop units.

The Market Administrator advised that tenants had brought dogs into their Units in the past, very few though, noting that the regulations had gone full circle: visitors were now able to bring dogs to the Market Hall / Butchers Row but tenants / traders were no longer allowed to. He did not believe that there was a great demand.

The Chairman indicated that if they were properly managed, restrained or caged, out of sight and providing children were not at risk there could be an opportunity. He invited Mr Morgan to obtain feedback from the Tenants for the meeting

to be held on Thursday, 26 October 2017.

63. MARKET HALL ENVIRONS

The Chairman will liaise with the Highway Officer, Mr Roskilly and report back.

64. MARKET TRADER OPERATED SHUTTLE BUS

a. Mr Brian Sidwell, Market Trader and Shuttle Bus organiser, stated that the operation was working. The initial trial saw a run from 22 July 2017 to 16 September 2017. During August there were between twenty five to thirty passengers each Saturday. The schedule commenced at 10.00 am from Victoria Park with the last run at 2.40 pm. A positive spin off has seen the minibus generate non passenger visitors to the Market. The Service has been extended to 8 January 2018.

The cost for the nine weeks has been £409.00 including a driver at £30.00 per week. To date this has been trader financed. Other costs have included fuel, two Facebook “boost posts”, purchase of a small notice board (erected by the driver, with TDC authority), advertisement in local map, A3 posters distributed throughout the Town and further including Appledore, Ilfracombe and Braunton.

b. In order for the initiative to continue, the overall estimated cost would be £800.00, Mr Sidwell requested that the Committee consider making a donation of £400.00.

It was proposed by Councillor Brenton, seconded and

RESOLVED: That £400.00 is provided to support the Market Trader Shuttle Bus.

(Vote – For: 4, Against: 0)

65. 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: 4, Against: 0)

66. PART II (CLOSED SESSION)

67. RENT REVIEW REPORT QUOTATION

Members had sight of a quotation to independently review the rent levels of the Units in the Market.

The Chairman led the Committee in choosing not take up the offer but to review the rents at the next Meeting; the Market Administrator will enquire whether NABMA / MNTF had a template / guidance material to assist.

It was proposed by Councillor Brenton, seconded and

RESOLVED: That the Committee will not pursue an independent review of rents.

(Vote – For: 4, Against: 0)

68. UPDATE ON RENT

The Market Administrator advised that three rental payments had not been received for September 2017 although they did not present any concern.

The Chairman, having established that there was no further business to discuss, thanked the Members for their attendance and concluded the Meeting at 8.30 pm.








 





















 














 




♦Delivering the information you need about our decision making processes and supporting community participation in local democracy♦

♦ Helping to make the beautiful Town of Bideford a better place to live and work in! ♦


Bideford - A Fairtrade Town


fairtrade & Living Wage employers

Fairtrade is about equitable pricing, good work conditions, sustainability and fair trading for farmers and workers in the developing world. Bideford is a registered Fairtrade Town - Support local and world farmers - look for the fairtrade logo on your shopping items.

Visit the site...

facebook twitter instagram

 

 

© Bideford Town Council 2015 Gingerweb Ltd site design and SEO In North Devon