Market Management Committee Meeting Minutes - 20 November 2014

PRESENT:   

South Ward:   

Councillor D Brenton (Chairman)
Councillor P Pester
Councillor R Wootton

North Ward:   

Councillor Mrs M Fulford

East Ward:   

Councillor D Howell

Market Hall:   

Mrs J Fisher
Mrs T Hills

Butcher’s Row:   

Mr M Dendle

Market Shops   

Mrs S Wade
IN ATTENDANCE:

Mr R D G Coombes (Market Administrator)
2 x Public

054  APOLOGIES FOR ABSENCE

Councillor T Johns (North Ward – personal).

055  DECLARATIONS OF INTEREST ON ITEMS ON THE AGENDA

There were no declarations of interest.

056  PUBLIC PARTICIPATION PERIOD

No public participation.

057  MINUTES

The Minutes of the Meeting held on 2 October 2014 were approved and signed as a correct record.

(Vote – For: 5, Against: 0)

058  MATTERS ARISING

There were no matters arising.

059  ACCOUNTS

It was proposed by Councillor Howell, seconded and

RESOLVED:  That the list of payments be approved.

(Vote – For: 5, Against: 0)

060  LEAFLET 2015 / 2016

Michael Dendle had circulated a mock-up of his leaflet design to the Members; he had previously canvassed trader / tenant opinion.

Discussion followed including:

•    Image of Market.
•    Information on Market Place Shops.
•    Generic format.
o    No timings.
o    No specific shops / traders.
o    Remains flexible.
•    Hopper Bus.
o    Working well.
o    Low cost.
o    Future enhancements planned.
o    Timetables in Pannier Market / Burton Art Gallery.
•    Parking information update (required).

Mrs Wade spoke on her soon to be developed incentive where customers have their parking costs refunded.  She agreed to explore the idea for further participation with MORE.

It was proposed by Councillor Howell, seconded and

RESOLVED:  That, once completed and following circulation to Members, the Leaflet be published and arrangements for distribution be put in place.

(Vote – For: 5, Against: 0)

061  UPDATE ON CHRISTMAS FESTIVITIES / WINTER MARKETS

Mrs Wade produced a letter and Christmas flyer from South Molton market inviting traders to join them.

Councillor Howell produced the Bideford Winter Fair Flyer that gave details of the upcoming Events to be held in the Market.  He also alluded to the Pannier Market advertisement that had also been placed (in the Christmas Wrap Gazette).  He then requested financial support to cover the cost of the (highly successful) 1950 Coach that would see three hour runs for the four the Saturdays.

Mrs Fisher advised that on 30 November 2014, Merlin would entertain, Passing Showers would produce seven shows and there would also be a face painter.

Mrs Wade asked whether the media would be in attendance and added that a banner replicating the flyers should be considered perhaps sited, following approaches, on the Quay and Morrisons (entrance).

Proposed by Councillor Howell, seconded and

RESOLVED:  That £640.00 be made available to meet the cost of the 1950 Coach and a further £200.00 to meet the cost of producing two banners to replicate / advertise the Bideford Winter Fair (flyer).

(Vote – For: 5, Against: 0)

062  CHRISTMAS / NEW YEAR OPENING

The Market Officer advised Members of the Pannier Market opening times for the Christmas / New Year Period:

•    Tuesday, 23 December 2014: normal trading.
•    Friday, 26 December 2014: no trading.
•    Saturday, 27 December 2014: normal trading.
•    Tuesday, 30 December 2014: normal trading.
•    Friday, 2 January 2015: normal trading.
•    Saturday, 3 January 2015: normal trading.

Proposed by Councillor Brenton, seconded and

RESOLVED:  That the Christmas / New Year trading would see normal trading but for closure on Friday, 26 December 2014.

(Vote – For: 5, Against: 0)

Note:

•    (Wednesday, 31 December 2014: private hire 2.30 pm – 4.30 pm.)

063  FESTIVAL OF LOVE (7 – 14 FEBRUARY 2015)

Councillor Howell indicated that the Businesses of Bideford would be promoting a Festival of Love Week in February and that the Tourism Committee would look to support the Market Traders / Tenants (initiatives / ideas).

Mrs Wade suggested a Love Your Local Market theme week that could see customers register (their interest) with the Market Shops / Units from which a central database could be created.  Individuals could subsequently receive E Mails updating them on Market Events and thereby raising the local profile.  Heart Shaped Chocolates could also be fashioned for the week.

Councillor Howell asked that the traders / tenants be canvassed (MORE too could be courted) to establish how / whether they should like to participate in the week. 

064  DOGS IN THE MARKET HALL

Members had received notification advising of five local markets’ policy on dogs in their respective markets.  They had also received, at the start of the Meeting, the Market Officer’s case for opposition to any change.

Mrs T Hills had polled the traders in the Market Hall and established that nineteen, as opposed to four against, were in favour of allowing dogs into the Market.

Discussion followed covering points that included:

•    Dogs must be on a lead at all times in the Hall.
•    Should owners wish to use the toilet facilities their dogs must be tethered outside of the market and not accompany them.
o    Guide dogs not excluded, though.
•    Traders should advise:
o    owners that dogs must be on leads (if they are not).
o    access to cleaning kit (Cleaning Kit to be made available in the Market Hall).
o    the Market Officer of any accidents that require attention.
•    Re-instatement of cleaning kit in the washroom behind Unit 5, Butcher’s Row.
•    The Minority of Dog Owners let down the Majority of Dog Owners.
•    Dog bin site noted across the road and opposite the former Band Room Door, below the Portobello Arms.

Proposed by Councillor Brenton, seconded and

RESOLVED:  That dogs are welcomed into the Market Hall on a year’s trial period.  The dogs must be controlled on a lead at all times.  Cleaning kit is made readily available.  Dogs are not allowed entry to the toilets (not applicable to Guide Dogs). 

(Vote – For: 5, Against: 0)

065  PAT TESTING / RISK ASSESSMENTS

Michael Dendle stated that the Agenda item was introduced in the light of the Market Officer intimating the need for electrical items to be PAT tested to a tenant, who subsequently researched the HSE website (members had sight of HSE information prior to the Meeting, which also included advice from the Property Manager of Torridge District Council (TDC) - landlord), and qualified the need.

The Market Administrator followed with information, again taken from the HSE website, on benefits of raising / addressing Risk Assessments.  While legislation does not demand risk assessments are written down, for those with less than five employees, he intimated that they were a useful tool and followed best practise (employers, managers and others with responsibility for health and safety are required by law to carry out risk assessments).  He referred to his attendance at an Advisory Seminar sponsored by Zurich Insurance where the importance of recognising and addressing risk, through assessment, was highlighted.

Mrs Wade asked if the legislation meant that an assessment was not needed when the Hall was being hired.  The Market Administrator stated that the Council still required the assessment as part of the Hire Agreement application.

He advised that he would write to all existing tenants providing PAT / risk assessment information and that the same would be provided to all new tenants.

066  ENTRANCE FLOOR MATS

Michael Dendle mentioned the Butcher’s Row entrances and their tendency to become slippery when wet during inclement weather.  He requested that floor mats be considered to reduce the risk of slipping / falling.   

The Chairman agreed that the introduction of a rubber backed mat would be a good idea but should be extended for the Market Hall entrances also.

Mrs Wade spoke of the availability of mats at Hatherleigh Market.

Councillor Pester advised that Buckleigh Linen Services would provide them, fitting them to avoid trip hazards.

The Chairman asked that the respective Members provide details and costings for the next meeting.

067  MICHAEL RALPH CONSULTING ENGINEERS LTD – REPORT

Members had received the Report of structural distress to the north west window arch, prior to the Meeting.  They had also received, at the start of the Meeting, the Market Administrator’s notes following conversations with the TDC Conservation and Property Officers indicating immediate and subsequent action.

Proposed by Councillor Brenton, seconded and

RESOLVED:  That while continuing to monitor the window, quotations be obtained to affect the appropriate work.

(Vote – For: 5, Against: 0)

068  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)

PART II (CLOSED SESSION)

069  TERMINATIONS OF LEASES BY TENANTS/APPLICATIONS RECEIVED FOR TENANCIES OF PREMISES

The Market Administrator advised Members that correspondence had been received advising that the outgoing tenant will clear their unit within the next few weeks prior to the Market Officer affecting necessary maintenance.

070  UPDATE ON RENT ARREARS

The Market Administrator advised that two tenants were in arrears and that requests for outstanding payments had been made.

The Chairman, having established that there was no further business to discuss, thanked the Members for their attendance and concluded the Meeting at 7.10 pm.