Market Management Committee Meeting Minutes - 5 November 2015
PRESENT:
South Ward:
Councillor D Brenton (Chairman)
Councillor J Day
Councillor R Wootton
South (Outer) Ward:
Councillor D Howell
North Ward:
Councillor T Johns
East Ward:
Councillor Mrs R Craigie
Butcher’s Row
Mr M Dendle
Market Hall
Mrs J Fisher
IN ATTENDANCE:
Mr R Coombes (Deputy Town Clerk)
APOLOGIES FOR ABSENCE
N/A.
DECLARATIONS OF INTEREST ON ITEMS ON THE AGENDA
There were no declarations of interest.
PUBLIC PARTICIPATION PERIOD
No members of the public were in attendance.
MINUTES
The Minutes of the Meeting held on 1 October 2015 were approved and signed as a correct record.
(Vote – For: 6, Against: 0)
ACCOUNTS
It was proposed by Councillor Howell, seconded and
RESOLVED: That the list of payments be approved.
(Vote – For: 6, Against: 0)
COMMITTEE TRADER / TENANT REPORTS
Mrs Fisher provided an itinerary for the Christmas period:
The Bideford Pannier Market will be trading on Sunday 6 December 2015, from 12 noon to 6.00 pm with lots of family activities including:
• the Torridge Male Voice Choir (supported by Santa) singing Christmas Carols and Show Tunes.
• Paul Zee’s Magic Show is scheduled for 2.30 pm; during the day he will be walking the floor. (There will also be two free one hour glitter tattoo sessions at 1.30 pm and 3.00 pm).
The day before sees the start of the Market’s Christmas season which will support Family Entertainment and Fun including the Civic commemoration of the Signing of the Lease (free Mince Pies and Mead to all comers) and performances by the Town Band and two half hour Entertainingly Different, shows.
• On Tuesday 8 December the Market will be joining the Town in a late night shopping event and will host two singing and dancing Minions between 6 - 8 pm.
• The North Devon Hospice and South West Children’s Hospice will be holding their Light up a Life Service in the Pannier Market on Saturday 12 December at 6.00 pm. Earlier in the day will be performances by Holly Morwenna, Rob Pudner’s “Antcs” Show and, to be confirmed, East-the-Water School Choir.
• Saturday 19 December will see “Pudner’s Festive Pierrots”! (two forty minute shows).
Members discussed the production and distribution of flyers and agreed to advertising in the Christmas promotional Gazette and North Devon Journal publications with editorial.
The Chairman advised that the Council would be hosting the Bideford Landivisiau Twinning Association during their Fortieth Anniversary celebrations on Saturday, 27 August 2016 at 11.00 am. It was felt that the Market Hall would offer an appropriate alternate venue to the Town Hall.
Members discussed the logistics and merit behind introducing different local people to the facility as well as providing the opportunity for the visitors to note the Landivisiau accoutrements held within the Hall.
The Chairman asked that the Traders are informed and would confirm to Council that the Market would happily host the Association.
ARTS AND CRAFTS TRADING – 8 DECEMBER 2015
The Market Administrator advised Members that he had been approached by Mrs Quance, representing the Businesses of Bideford, with a view to extending the late night concession (gratis 4.00 pm – 8.00 pm) to all day in the Market Hall.
Councillor Howell stated that the Wicked Week Event had been a great success. There will be, throughout Bideford on the day, in the region of 100 Arts and Crafts stalls. Venues will include the Baptist Church and Conservative Club as well as the Market.
He felt that the additional traders to the Market should have the opportunity to enjoy a full day’s trading, seeing merit in the gratis dispensation being granted for the whole day. He suggested that in addition those traders should be offered a further opportunity to pay for a subsequent day with a further day at no cost.
Councillor Mrs Craigie voiced concerns about the manner in which these offers might be received by the current traders.
Mrs Fisher advised that the Traders would understand and support an initiative that brought more trade / footfall to the Market Hall.
Councillor Howell indicated that it would be good publicity for the Market.
Mrs Fisher added that the Traders would be enjoying a gratis month in January 2016.
It was proposed by Councillor Howell, seconded and
RESOLVED: That:
• those Arts and Crafts Traders operating under the Businesses of Bideford late night shopping banner on 8 December 2015 enjoy the opportunity to all day gratis trading, in the Market Hall;
• those Arts and Crafts Traders, who trade in the Market Hall on 8 December 2015, be offered the opportunity to trade another day at the standard rate of five pounds per stall with a further additional free trading day;
• all those trading must have public liability insurance.
(Vote – For: 6, Against: 0 )
VAT IMPLICATIONS
Given the proposed large capital outlay (workshop units) the Market Administrator advised that he and the Town Clerk had been corresponding with a VAT specialist with a view to grasping the impact upon the ability of the Council/Market to reclaim VAT.
Members were provided with the following information:
Providing the aggregate of all exempt-attributable VAT incurred - that’s in respect of all VAT-exempt income generated by BTC not just the market - is less than £7,500pa, all VAT incurred remains fully recoverable from HMRC but if the £7,500pa threshold is breached, it’s a de-minimis and all exempt-attributable VAT incurred is then irrecoverable, not just the excess over £7,500 and not just in respect of the market.
The Market Administrator explained the status of the Pannier Market building, the opportunity to reclaim VAT payments and the value in recent years:
2014/2015 £5,861.00
2013/2014 £4,336.85
2012/2013 £3,637.46
2011/2012 £5,699.17
He added that the Town Council too can reclaim VAT payments but that the Business related amounts were somewhat modest. He intimated that expenditure on the Port Memorial, Finger posts and bench repairs would not be regarded as Business expenditure given that the items were civic, for the enjoyment of the general public and not a financial venture.
He advised that any capital payment, such as the workshop units in excess of £7,500 would impact upon the whole Council’s ability to reclaim VAT payments during that financial year. If payments straddled two financial years this would lead to concurrent non reclamation. Members would have to accept that any capital purchase in excess of the figure would see a VAT non reclaimable figure cumulatively much larger (than £7,500).
Councillor Howell observed that a loss of £7,500 would be noted as a negative entry in a Business Plan.
Councillor Johns agreed that there could be a cost implication to making two large payments over two financial years.
Members confirmed their understanding, noting and agreeing to the implications that a large payment would inevitably impact upon VAT refunding for the Market and Council as a whole.
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: 6, Against: 0)
Councillor Mrs Craigie left the Chamber.
PART II (CLOSED SESSION)
MARKET HALL WORK SHOP UNIT INITIATIVE
Members had previously received one quotation for the building of the Work Shop Unit and sight of a “rough costing” at the Meeting. The Market Administrator advised Members that he had spoken to specific joinery firms one of whom had advised that the work should be offered to a “chippy”. That firm provided details of four individuals whom he had contacted.
Councillor Mrs Craigie returned to the Chamber.
The Chairman felt the need for further quotations articulating the need to keep the initiative progressing. Both he and Councillor Howell indicated a willingness to call an EGM to discuss / resolve upon any quotations received.
Councillor Johns while noting the reference to “chippy” stated that the Units would have to be fit for purpose; the Chairman too was mindful of satisfying the Fire Specifications.
Proposed by Councillor Brenton, seconded and
RESOLVED: That further quotations are obtained with an additional Meeting called to consider them where necessary.
(Vote – For: 6, Against: 0)
TERMINATIONS OF LEASES BY TENANTS/APPLICATIONS RECEIVED FOR TENANCIES OF PREMISES
Members were advised that Unit 18 would soon become vacant.
Six applications were considered.
Proposed by Councillor Howell, seconded and
RESOLVED: That Bert Bruins / Janis Glover (artwork / workshop) be offered the Tenancy.
(Vote – For: 6, Against: 0)
UPDATE ON RENT ARREARS
The Market Administrator confirmed that the Rental payments were up to date.
