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Market Management Committee Meeting Minutes 6 June 2013


 

PRESENT:   

South Ward:   

Councillors Brenton
Councillor R Wootton

North Ward:   

Councillor D Fulford
Councillor Mrs M Fulford
Councillor T Johns

Tenants/Traders   

Mrs M Hurford
Mr M Dendle
Mrs S Wade

IN ATTENDANCE:

Mr R D G Coombes (Market Administrator)
3 x Members of the Public

001 ELECTION OF CHAIRMAN

Proposed by Councillor Wootton, seconded by Councillor Brenton and

RESOLVED: That Councillor Fulford be appointed Chairman for the year 2013/2014.

(Vote – For: 5, Against: 0)

002 ELECTION OF VICE-CHAIRMAN

Proposed by Councillor Wootton, seconded by Councillor Johns and

RESOLVED: That Councillor Brenton be appointed Vice-Chairman for the year 2013/2014.

(Vote – For: 5, Against: 0)

003 APOLOGIES FOR ABSENCE

Councillor Howell (East Ward – Personal), Mrs Fisher (Market Hall – Personal).

004 DECLARATIONS OF INTEREST ON ITEMS ON THE AGENDA

Mrs Wade declared a pecuniary interest in agenda item 12. (owner of tea room).
The Market Administrator told the Members that he had taken advice from Mr Ken Miles, solicitor Torridge District Council, who had advised that the non-Council Committee Members would be subject to the Code of Conduct and would have to declare any interests.  He advised that having declared a pecuniary interest in item twelve, Mrs Wade would have to leave the meeting after having made her representation. 

005 PUBLIC PARTICIPATION PERIOD

 A member of the public questioned the need for the sink, scaffold and wondered whether the old wooden scaffold/ladder on wheels, in the corner of the Hall, could be removed.

006 MINUTES

The Minutes of the Meeting held on 25 April 2013 were approved and signed as a correct record.

(Vote – For: 3, Against: 0, Abstention: 2)

007 ACCOUNTS

It was proposed by Councillor Brenton, seconded and

RESOLVED:  That the list of payments be approved.

(Vote – For: 5, Against: 0)

008 ITEMS BROUGHT FORWARD BY THE CHAIRMAN

The Chairman stated his aim to promote happiness within the Market and the use of the facility that is such an important feature within the Town.

The Market Administrator advised Members that in order for a Meeting to be quorate the Committee would need a minimum of five Members including no less than three councillors.

009 SINK/KITCHEN UNIT INSTALLATION

The Market Administrator brought the Members’ attention to the report attached to the Agenda.  He spoke on the Market Officer’s endeavour in providing the information for the initiative including diagrams and quotes.  Discussion followed on whether an oven/kitchen unit was necessary.  Mrs Wade spoke on food hygiene requirements, the need for more power sockets and a refrigerator.  She spoke on the potential to rent the Hall for private functions and that a food preparation area would support demonstrations.  Councillor Brenton felt there was logic to improve the sink facility but believed that any cooking demonstrators would have their own oven/hob set up.  He also expressed concern at the overall costs - the outlay would not bring in any obvious return.  He felt there was merit for a definitive layout, with better quotes, including more electrical points and a refrigerator.

Mrs Hurford supported demonstrations believing that food was most important although she did not believe the facility should support a function.  The Market Administrator reminded Members of the associated previous minutes/resolutions.   Mrs Hurford felt that the area would support a cooking hob and that through advertising demonstrations should be encouraged.  Mr Dendle made reference to food hygiene regulations. The Market Administrator advised of the Torridge wide health and hygiene code.

It was agreed that Mrs Wade, Councillor Wootton and the Market Officer would work together in providing new sink preparation/unit ideas/costs including layout for the next meeting to be held on 4 July 2013.

010 APPLEDORE BOOK FESTIVAL PROGRAMME ADVERTISEMENT

Members had been advised of an opportunity to advertise in the Appledore Book Festival 2013 Programme.

Proposed by Councillor Brenton, seconded and

RESOLVED:  That a Market Advertisement be placed.

(Vote: – For: 5, Against: 0)

011 DIRECTIONAL MAP & INFORMATION BOARDS FOR NORTH DEVON DISTRICT/BIDEFORD HOSPITALS

Members had sight of an invitation to advertise in the two major hospitals.  Both Mrs Wade and Mrs Hurford spoke against the initiative.

Proposed by Councillor Wootton, seconded and

RESOLVED:  That the invitation be declined.

(Vote: – For: 5, Against: 0)

012 25 MARKET PLACE – ADDITION OF TEA ROOM

Mrs Wade having declared a pecuniary interest spoke to the Members on her desire to open an enclosed Tea Room providing a subsidised service to satisfy customer demand within the 25 Market Place Shop, prior to leaving the room. 

Mrs Wade left the Meeting.

Councillor Fulford advised that he had approached the Planning Department of Torridge District Council with a view to clarifying any planning permission considerations; the Market Administrator reiterated minute number 164 from the Market Management Committee Meeting held on 25 April 2013, explaining the need for the Landlord’s consent (to change) and further the Class A1 and A3 conditions.

Discussion followed on the provision within the Market Complex; Councillor Brenton believed the area was well catered although Mrs Hurford felt that a free market opportunity should be considered.

Proposed by Councillor Brenton, seconded and


RESOLVED:  That the application is not supported.

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

Mrs Wade returned.

013 INTERNATIONAL POTTERS FESTIVAL – HIRE OF PANNIER MARKET HALL FRIDAY 20 SEPTEMBER 2013

Mrs Wade spoke about, and on behalf of, the New England Cargo Group and their wish to hire the Pannier Market Hall on 20 September 2013.  She advised that there would be a number of pottery events, promoting Bideford with local, regional and national advertising.  Stalls would be given free to potters.  The Festivities would be a major coup and would, “put Bideford on the map”.

Councillor Brenton fully supported the initiative stating that the Hall should be made available for free and that it would be an ideal place to showcase (the Events).  Mrs Wade confirmed that she had spoken to the Market Officer and that help would be on hand to prepare the Hall, post hire, for normal trading on the following day.

Proposed by Councillor Brenton, seconded and

RESOLVED:  That the Market Hall be made available for free to Mrs Wade on Friday 20 September to stage a Pottery Event.

(Vote: – For: 5, Against: 0)

014 COMMITTEE VOTING ELECTION PROECEDURE

Mrs Wade advised that she had been approached by tenants who had joined her in expressing concern at the short time frame for the standing/voting for representation/election to the Market Management Committee.  She also believed unfair the Market Hall: Butcher’s Row: Market Place Shops representational split of 2:1:1.  She stated that 2:2:2 would be a fairer reflection, signalling the value and enthusiasm of the Tenants.  She also indicated disquiet at the non-voting position of the Tenants/Traders

The Market Administrator explained to the Members the reason for the timing (resolution from Town Council Meeting, 16 May 2013 first Market Management Meeting 6 June 2013).  He reminded them that Councillors Pester and Fulford had drawn up the terms of reference (TORs) that the Market Management Committee had accepted and recommended to Council on 25 April 2013.  He also stated that in establishing the TORs it was learnt that legislation dictates those non- members (non councillors) serving on committees (with executive functions) did not have a vote (unless those committees dealt with Tourism, Land, Harbours and Festivals).

Mrs Wade indicated a desire for a change Councillor Brenton, while noting her concerns confirmed the resolution indicating that there could be no change within six months. 

015 PANNIER MARKET POLICY REFRESHMENTS

Councillor Brenton raised his concern at the clash of interests within the Market Hall regarding refreshments believing that the Café was integral and that it was not right to (allow) removal of trade.  He stated that the Market Hall struggles and that the Café should not be undermined by others within it.  He indicated that the Council had invested heavily in its refurbishment.

Councillor Fulford recounted that stalls have sold juices and curries in the past.

Mrs Wade stated that the Market was a democratic opportunity for all that the Café is rented out, like others.  If it is failing it is the individual’s responsibility.  There can’t be a monopoly.  The guiding principle should be to get food in to the Market.  She stated that restrictions can’t be applied adding that the profits do not go to the Council.  Like minded businesses would complement each other and provide choice. 

Councillor Johns expressed his concern at the hot water provision (in the body of the Hall) and the potential for hazardous incidents.

Mrs Wade spoke about a former tenant selling hot soups.  Mr Dendle in referring to competition and complementing/choice provision spoke in terms of his art and painting discipline.

SUSPENSION OF STANDING ORDERS

Proposed by Councillor Brenton, seconded and

RESOLVED:  That Standing Orders are suspended in order to allow Mr Pearce to address the Meeting.

(Vote – For: 5, Against: 0)

Mr Pearce warned against protectionism and in referring to the principle behind Love your Local Market spoke in terms of encouraging new traders; he also referred to the popularity of street food.

RETURN TO STANDING ORDERS

Proposed by Councillor Brenton, seconded and

RESOLVED:  That the Meeting return to Standing Orders.

(Vote – For: 5, Against: 0)

Proposed by Councillor Brenton, seconded and

RESOLVED:  That the right to sell core hot beverages (tea/coffee) within the Market Hall be restricted to the Café facility.

(Vote – For: 2, Against: 0, Abstention: 3)

016 TRADING VARIATION WITHIN THE COMPLEX

The Market Administrator advised Members that two tenants had applied to sell products quite different from their original applications.  He asked them whether they were content to resolve upon them within the current agenda item or delay until the next meeting.  Members indicated their compliance.  
Following discussion, including a diversion on trading hours, it was

Proposed by Councillor Brenton, seconded and

RESOLVED:  That all tenants wishing to trade in items that are at variance with their original intention/application must apply to the Market Management Committee in the first instance before investing/trading in such goods.

(Vote – For: 5, Against: 0)

Proposed by Councillor Brenton, seconded and

RESOLVED:  That the two tenants who had applied to sell products at variance to their original terms be advised that their applications were not successful.

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

017 REPAIR TO 21A MARKET PLACE DOORS

The Members were provided with details of three quotations to repair the large double wooden doors to 21A Market Place.

Proposed by Councillor Fulford, seconded and

RESOLVED:  That Mr S Ford is invited to complete the work within the terms of his quotation.

(Vote – For: 5, Against: 0)

018 SCAFFOLD TOWER PURCHASE

The Market Administrator advised members that the Market Officer had researched “6 metre Scaffold Towers” and believed that they would offer the opportunity and flexibility to work at height without incurring scaffolding hire charges.  He reminded members that the Market Officer had received and held both working at heights and Chapter 8 training/qualifications.

Proposed by Councillor Fulford, seconded and

RESOLVED:  That an Aluminium Scaffold Tower be purchased at £429.99 including VAT.

(Vote – For: 5, Against: 0)

019 MARKET PLACE SHOPS – REPAIR/REPAINT AT FIRST STOREY LEVEL

The Market Administrator advised Members that painting and minor maintenance work was required at the first floor level above the newly purchased Dutch Blinds on the Market Square Shop Units.  While the Market Officer would carry out the work the Members were asked to agree the hire of the Handy Man for two weeks work, at £525.00.  Additional expenditure would include £40 for the Highways licence and the necessary paint.

Proposed by Councillor Fulford, seconded and

RESOLVED:  That the Handy Man be engaged and the necessary Licence obtained at £525.00 and £40.00 respectively.

(Vote – For: 5, Against: 0)

The Chairman, having established that there was no further business to discuss, thanked the Members for their attendance and the Meeting concluded at 8.05 pm.





 




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