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Minutes of the Market Management Committee Meeting held in the Council Chamber of the Town Hall, Bideford, on Thursday 7 December 2017 at 6.31 pm

PRESENT:

North Ward

Councillor P Pester (substitute for Councillor T Johns)

East Ward

Councillor Mrs R Craigie
Councillor J McKenzie

South Ward

Councillor D Brenton (Chairman)
Councillor B Wootton

Market Hall

Ms M Sparkes

Butchers Row

Ms M Hurford (substitute for Mr N Morgan)

IN ATTENDANCE:

Mr R Coombes (Deputy Town Clerk)
Mr B Sidwell (Market Trader)

92.    APOLOGIES FOR ABSENCE

Councillors D McGeough (North Ward – Mayoral function) and Councillor T Johns (North Ward – personal).

Mrs J Fisher (Market Hall - personal).

93.    DECLARATIONS OF INTEREST ON ITEMS ON THE AGENDA

There were no declarations of interest.

94.    PUBLIC PARTICIPATION PERIOD

There was no public participation.

95.    MINUTES

The Minutes of the Meeting held on 25 October 2017 were approved and signed as a correct record.

(Vote – For: 2, Against: 0, Abstention: 1)

96.    MATTERS ARISING

No matters were raised.

97.    ACCOUNTS

It was proposed by Councillor Pester, seconded and

RESOLVED: That the list of payments be approved.

(Vote – For: 3, Against: 0)

(Councillor McKenzie joined the Meeting.)

98.    CHAIRMAN’S / MARKET ADMINISTRATORS REPORT

The Market Administrator spoke of the joint effort made by the Council staff and traders to effect the fine festive decoration of the Market Hall. He paid tribute to both Mr Brian Sidwell and Ms Marilyn Sparkes in particular for taking such an active part in the process.

Ms Sparkes similarly thanked the staff and traders for their efforts.

It was noted that the Festoon Lighting, not seen for eight years, had been recycled and refreshed with 150 new light bulbs.

99.    CHARITABLE COLLECTION BOX - TENANT REQUEST

Members had seen a report detailing a request from a tenant to collect monies in support of Lymphangioleiomyomatosis (LAM), a rare lung condition occurring almost exclusively in women.

It was proposed by Councillor Brenton, seconded and

RESOLVED: That Mrs Annette Joyce, Market Hall Studio Unit 2, may collect for Lymphangioleiomyomatosis (LAM).

(Vote – For: 4, Against: 0)

(Councillor Mrs Ruth Craigie joined the Meeting.)

100.   NABMA CONFERENCE REPORT – COUNCILLOR J MCKENZIE

Councillor McKenzie believed that the NABMA Conference was aimed at the larger Markets noting the representation of Belfast and Borough Market, London. There were practises and initiatives, such as Youth Markets, that could be incorporated (at Bideford), though.

The National Market Traders Federation representatives were in attendance - they represent 25,000 traders. They provide insurance cover, legal and financial advice information on training. He spoke about the benefits of NABMA membership including diploma training, benchmarking information, research and the Market Health Check services.
The Belfast Market is regarded as an attraction, as well as a place for commerce. Initiatives such as live music and Twilight Markets (that have been run for the last three years) could transfer as could night cinema and beer festivals.

The impression given was that mixed markets do better. Having food on offer was very important. (The right) Entertainment draws and increases footfall. Free events too were popular including Arts and Crafts workshops.

Evening and Youth Markets, food / street vendors were also interesting and popular initiatives.

Councillor McKenzie supported future attendance at the Conference although he did not find any similarly positioned Market attendees.

The Market Administrator confirmed that NABMA have provided helpful advice and information as a result of continued membership.

101.   DEVELOPMENT PLAN WORKING GROUP

a.   Councillor McKenzie spoke of a recent meeting where discussion on the arrangement of the Market had taken place.

b.   The Market Administrator confirmed that the intention was to reduce the space between the rows of, and remove the empty, stalls (those without trader cover). By filling the stalls from the Honestone Street entrance end of the Market the result would be a free area outside Studio Units 7 and 8 for exhibitions; grant recipients would be invited to display. The space could also be used for entertainment and an opportunity to hold specialist markets i.e. antiques once or twice a month. It was felt that the change in format could be introduced in the New Year, following the New Year’s Eve Market Hall event.

The movement of the stalls would mean embracing a change in dedicated area for the traders; consideration would need to be given to those Studio Unit tenants that hire stalls.

Ms Sparkes endorsed the initiative supporting a change after Christmas. She believed that it would be good to utilise the available space to encourage more visitors. She conceded that the Market Hall looked poorer with empty / unmanned stalls. The traders have been working hard to make the best opportunity for the Market.

Ms Hurford agreed adding that with a dedicated space for the Signing of the Lease, hosting of the Twinning Associations and other events there would be less stress for the stall holders. It was an opportunity to encourage more traders and greater footfall.

Proposed by Councillor McKenzie, seconded and

RESOLVED: That the surplus stalls would be removed from the Market Hall with those remaining concertinaed, leading from the Honestone Street entrance end, providing a dedicated exhibition / additional (specialist) trading area at the Joiners Arms entrance. The process of reconfiguration to aim to accommodate and provide supervisory access to those Market Hall tenants who in addition hire stalls. To be effected in January 2018.

(Vote – For: 5, Against: 0)

102.   COMMITTEE TRADERS / TENANTS

Ms Hurford standing in for Mr Morgan and having briefed him earlier made a personal statement about her experiences in Butchers Row.

The Chairman thanked Ms Hurford and indicated that he and the Market Administrator would meet to investigate her points of concern.

103.   SHUTTLE BUS PRESENTATION

SUSPENSION OF STANDING ORDERS

Proposed by Councillor Brenton, seconded and

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

(Vote – For: 5, Against: 0)

Mr Sidwell referred to correspondence with the Market Administrator confirming that the insurance cover was in order and that having spoken to DCC, Rachel Raper of IntaGr8 had applied for the appropriate carriage Licence.

Given that an application for Coach Friendly Status (in Bideford) is in the pipeline, encouragement had been made by Bideford Town Centre Partnership to increase the Shuttle Service from one to two days a week, subject to funding and driver / vehicle availability.

The Bus availability has been extended, by IntaGr8, to April 2019.

In order to maintain a service until 31 March 2018 the costs of:

• Driver - £30 per week.
• Diesel - £60

total £330.00 needed to be met.

Mr Sidwell requested that the Committee provide a payment of £165.00 i.e. a fifty per cent contribution.

The Chairman expressed support believing the bus to have been the most successful shuttle service to the Market, to date.

Ms Sparkes confirmed that feedback had been positive.

The Chairman indicated with an update further funding support consideration could be made for the next financial year.

Proposed by Councillor McKenzie, seconded and

RESOLVED: That £165.00 is provided to support the Market Trader Shuttle Bus up to 31 March 2018.

(Vote: – For: 5, Against: 0)

104.   MARKET HALL INNER DOORS

The Chairman had not been in contact with the Conservation Officer but would arrange a meeting with Councillor McGeough.

105.   MARKET TERMS AND CONDITIONS

The Chairman, referring to a trader who had, to date, refused to sign the Market Terms and Conditions, believed that an addition to those conditions, following on from paragraph 2.b.:

“A stallholder may nominate a fellow stallholder as a responsible person to administer their stall in their absence. A clear notice must be displayed indicating who and where that person’s stall is; absence should not be more than 20% in a week.”

would formalise an adopted practise and accommodate the aforementioned trader.

Ms Sparkes did not believe that the covering trader could be responsible for loss of sale (should the person covering be engaged with the sale of their own items) nor theft. The Notice would be of benefit citing a social media entry that had been posted by two women who had failed to find someone to handle their custom, dissatisfied they left with no intention of returning.

Ms Hurford explained how the Butchers Row tenants provide cover should there be a need for a fellow tenant to absence themselves from their Unit.

Proposed by Councillor Brenton, seconded and

RESOLVED: That the following wording is incorporated into the Terms and Conditions at paragraph 2.b. and disseminated to the Market Hall traders:

“A stallholder may nominate a fellow stallholder as a responsible person to administer their stall in their absence. A clear notice must be displayed indicating who and where that person’s stall is; absence should not be more than 20% in a week.”

(Vote – For: 5, Against: 0)

Councillor Pester noted that should the Trader fail to sign the updated Terms and Conditions he would no longer be welcome to trade at the Market.

106.   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)

107.   PART II (CLOSED SESSION)

108.   CHAIRMAN’S REPORT – CONFIDENTIAL MATTERS

N/A.

109.  TERMINATIONS OF LEASES /APPLICATIONS RECEIVED FOR TENANCIES OF PREMISES

There were none.

110.   UPDATE ON RENT

There was nothing to report.

The Chairman, having established that there was no further business to discuss, thanked the Members for their attendance and concluded the Meeting at 7.22 pm.


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