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Market Management Committee Meeting Minutes - 8 December 2016


PRESENT:   

North Ward:   

Councillor D McGeough (sub for Councillor Johns)

East Ward:   

Councillor Mrs R Craigie
Councillor J McKenzie

South Ward:   

Councillor D Brenton (Chairman)
Councillor B Wootton

South (Outer) Ward:   

Councillor D Howell (Mayor)

Butcher’s Row:   

Mr N Morgan

Market Hall:    

Mrs J Fisher
Mr J Monk

IN ATTENDANCE:

Mr R Coombes (Deputy Town Clerk)
2 x Members of the Public

Prior to the start of the Meeting the Deputy Town Clerk confirmed that everyone had appended their details on the Fire Register.

97   APOLOGIES FOR ABSENCE

Councillor T Johns (North Ward - personal).

98   DECLARATIONS OF INTEREST ON ITEMS ON THE AGENDA

There were no declarations of interest.

99   PUBLIC PARTICIPATION PERIOD

A member of the Public dismissed the recently installed Drop Down Bollard.

100  MINUTES

The Minutes of the Meeting held on 3 November 2016 were approved and signed as a correct record.

(Vote – For: 6, Against: 0)

101  MATTERS ARISING

There were no Matters Arising.

102  ACCOUNTS

The Chairman expressed incredulity at the cost and installation of the drop down post.

The Market Administrator stated that prior to the commencement of the works he had advised the Chairman of the cost.  The Chairman could not recall but was adamant that he would not have agreed the price. 

He proposed that a better price should be obtained; Councillor McGeough seconded.

The Market Administrator quoted: “offer, acceptance equals contract.”  He continued that he had liaised with the DCC highway officer who spoke of the placement and sub surface utilities.  The Contractor had been approached given his work with DCC and ability to satisfy the “utility” concerns.  He reaffirmed that the Council should pay for the Service that it had received.

Other Members complained of the potential trip hazard and questioned why a chain could not have been considered.  Councillor Howell believed that it was not what the Council expected.

It was proposed by Councillor Brenton, seconded and

RESOLVED:  That Councillor Brenton would discuss the price with the Contractor.

(Vote – For: 6, Against: 0)

It was proposed by Councillor McGeough, seconded and

RESOLVED:  That the list of payments be approved.

(Vote – For: 6, Against: 0)

103  DRAFT MARKET REGULATIONS

The Committee had been presented with Draft Market Regulations.

The Chairman while accepting the Regulations indicated that they could be subject to updates and amendments.

Councillor Mrs Cragie in noting that Traders could not bring dogs to the Market Hall felt that the ruling should be extended to children.  She raised concerns about them running amok and unchecked around the Market.

The Chairman highlighted that the “Stallholders shall not cause or permit any public or private nuisance…”

Councillor Howell stated that if there were regular or repeated transgressions the Market Administrator should be advised.  The Chairman reinforced the reporting process adding that the Market Committee could similarly be advised.

It was proposed by Councillor Brenton, seconded and

RESOLVED:  That the Draft Market Regulations are adopted, distributed and enforced.

(Vote – For: 6, Against: 0)

104  ADOPTION OF MARKET HALL AREA OUTSIDE OF PORTOBELLO ARMS ENTRANCE

The Chairman led with an historical view on the area and spoke of the present challenges including slippery surfaces and the traffic flow.  He referred to the difficulties that the non-indigenous trees presented and the attraction of a herringbone parking system and the potential benefit one could bring to the area. 

Mrs Fisher confirmed that the area is used in summer; Mr Monk wondered at the potential to expand the Market outside.

General discussion continued on the footpaths and trees, including the potential for a tree that could be decorated at Christmas time.

The Chairman intimated that the item should provide an opportunity to discuss options / ideas for the best use of the area and as a means to make an approach to DCC.

It was proposed by Councillor Brenton, seconded and

RESOLVED:  That the Committee investigate a means and approach to open negotiations with DCC in order to taking over the curtilage outside the Market (south side).

(Vote – For: 6, Against: 0)

105  BIDEFORD BUN

Members considered an approach from the Bideford Positive Living Fair Team for a monthly free stall where the “Bideford Bun” could be sold to raise funds towards the Bideford Positive Living Fair to be held on 3 September 2017.

Councillor Howell confirmed his belief that the Positive Living Fair held on 4 September 2016 was indeed the most positive event held (recently) in the Pannier Market.

It was proposed by Councillor Howell, seconded and

RESOLVED:  That the Bideford Positive Living Fair Team may enjoy a monthly free stall, to sell the “Bideford Bun” in order to raise funds toward the Bideford Positive Living Fair to be held on 3 September 2017.  The Stall / holders must have public liability insurance cover for their trading days.

(Vote – For: 6, Against: 0)

106  MARKET ADMINISTRATORS REPORT

The Market Administrator circulated the NABMA retail health check Proforma and guidance notes.

The Chairman invited the Market Administrator to complete the questionnaire / template for him to consider / amend accordingly. 

107  ADVERTISING WORKING GROUP UPDATE

Mr Monk confirmed the present advertising campaign was being pursued; after Christmas there would be a review for the summer initiative.

Councillor Howell gave an example of wording for the Discovering Bideford Boards appendages; Mrs Fisher wanted the Bideford Pannier Market stalls included.

108  COMMITTEE TRADERS / TENANTS

a    Mrs Fisher felt that internal doors should still be considered believing that it would be hugely beneficial and improve the overall Market experience for all concerned.

Councillor Howell spoke of a “door within a door”, something inside that does not obstruct; he raised the spectre of the Listed Building concerns.

Mrs Fisher felt that approaches for serious quotations should be from the Council.  She added that a swing door would do.

The Chairman observed that Cathedrals were often listed buildings and wondered if an approach to the local firm, Windows Direct should be made.

Councillor Howell indicated that the inner doors were not listed.

Councillor McKenzie noted the entrance to Lavington Church.

b    Mrs Fisher advised that the Belly Dance troupe should like to give a free Salsa display in the Market Hall on 11 and 18 February 2017.  She added that the Troupe would draw numbers to the Market during the Valentine season.

c    Mrs Fisher had requested the use of Studio Unit 8 for a Grotto (Santa).  Given that no interest in the Tenancy had been expressed the Chairman, acquiesced.

d    Mr Monk advised that there had been complaints about the installation of hand dryers that blew cold air, that had seen the complainants use toilet paper as a preferred means for hand drying and that water was dropped on the floor (from the hands).

The Market Administrator confirmed that initially the air was cold but continued use would provide warm and hot air.  He stated that TDC had fitted the same dryers throughout their establishments.  He added that the paper towels’ bill had become prohibitively expensive; the Market Officer had advised that the paper towels were being misappropriated and used outside the toilets.
Mr Morgan did note that the positioning of the dryers, certainly in the gents, was not ideal.  The Market Administrator advised that they had been sited where the hand towel dispensers had originally been mounted.

e    Mr Monk highlighted the Festive Christmas Light Banner that gave direction to the Pannier Market and wondered who to contact to replicate outside the season.  The Chairman indicated that DCC, Highways were responsible but alluded to rulings against banners stretching across highways.

f    Mr Monk noted that a core of Studio Tenants committed to the hours but that there were those who did not (he would not provide their names during the Meeting).  Councillor Howell indicated that those not abiding by the hours, in line with their tenancy agreement should be monitored after the Christmas break.

109  NOTICE OF MOTION

Submission by Councillor McKenzie:

“To discuss the current market layout and stalls with the view of making any necessary changes to regenerate interest in the market.”

The Motion was seconded by Councillor Howell.

Councillor McKenzie questioned the current stalls, believing them to be unwieldy, not liking the steel frames and wished to see a return to the more traditional Market with trestle tables; he noted that there were no panniers.  He understood that the trestle tables were easier to move and that the Market was seen in the best light.

Mr Monk confirmed that many reported how “nice” the Hall looks.  He could not see a return towards fruit and vegetables.  While he conceded that people could not see around the Market it did encourage visitors to venture around, not unlike a visit to Ikea…

Mr Morgan believed that the Panniers were predominantly for the sale of food and confirmed that food sales had disappeared.

Councillor Howell advised that those who had traded at Bideford Fresh Food Fair on 27 November 2016 had confirmed what a fantastic (trading) place the Hall was.

Mr Monk believed that the Food Event should be working with the Market and on a Saturday. 

Councillor Howell speculated whether there could be opportunities to work with Sarah Logan on future events.

Mr Monk discussed using trestle tables alongside the present Market Stalls; Councillor McGeough felt an opportunity to maximise the space should be encouraged.

Councillor Howell felt with Studio 8 remaining empty there was not the demand (for the Studios), that there should be more flexibility on the lay out, encouragement should be given to more food, mix the Market with stalls / trestle tables and a review of the layout to encourage more trade.
The Chairman agreed that the layout was not fixed, it was moveable; he invited ideas on how it could be changed.

Mrs Fisher saw merit a mix (of stalls / trestles).

The Chairman reiterated that the Hall’s flexibility was suited for both Market trading and the community, generally.

Councillor McKenzie saw his motion as an opportunity to drive forward ideas in order for the Market to play to its strengths.  There was no vote.

The Market Administrator advised that the Market Management Committee had invested in the Stalls as a means to tidy and improve the overall look of the trading area.  He added that the Market Officer had successfully fixed wheels to the Market Stalls making them quite portable, notwithstanding the stone floor and any items remaining on them.

Councillor Mrs Craigie felt that the Market did look good and should like to see a greater investment in Studio Units.

110  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)

111  PART II (CLOSED SESSION)

112  RADIANT OVERHEAD HEATERS

Members had received quotations for work to solve the intermittent firing issues of the Radiant overhead heaters, in the Market Hall.

Proposed by Councillor Howell, seconded and

RESOLVED: That PJs Heating and Plumbing be invited to complete their quoted work at a cost of £1,119.14. 

(Vote – For: 6, Against: 0)

113  OLD BAND ROOM – NEW DOOR

Members had received quotations for work to supply and fit one new Hardwood door in keeping with the original Old Band Room door.

Proposed by Councillor McGeough, seconded and

RESOLVED: That W D Joinery be invited to complete their quoted work at a cost of £1,071.25 + VAT. 
(Vote – For: 6, Against: 0)

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

There is a confidential minute associated with this agenda item. 

In addition the Members were advised that Michael Dendle had given notice to quit Butchers Row Unit 5 from March 2017.

115  STAFFING ISSUES

There is a confidential minute associated with this agenda item. 

116  UPDATE ON RENT ARREARS

The Market Administrator confirmed that the rental payments were up to date.

The Chairman, having established that there was no further business to discuss, thanked the Members for their attendance and concluded the Meeting at 7.56 pm.




















 














 




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