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Market Management Committee Minutes 11 November 2021

Written by Claire Parsons. Posted in Market Management Minutes

Minutes of the Market Management Committee held in the Town Hall on Thursday 11 November 2021 at 6.30 pm

PRESENT:

North Ward

Councillor D Bushby
Councillor J Herron

East Ward

Councillor Mrs L Hellyer
Councillor J McKenzie

West Ward

Councillor C Hawkins
Councillor D Ratcliff

Market Tenants:

Ms M Hurford, Ms K la Fontaine (sub Ms Hilton)

IN ATTENDANCE:

Mr R Coombes (Deputy Town Clerk)
Mr C Farris (Development Officer)

51.      APOLOGIES FOR ABSENCE

Ms Hilton (Market Tenant – personal).

52.     DECLARATIONS OF INTEREST AND ANY REQUESTS FOR DISPENSATION ON ITEMS ON THE AGENDA

There were no declarations of interest.

53.     PUBLIC PARTICIPATION SESSION OF 15 MINUTES DURATION

There were no public members present.

54.     MINUTES

Proposed by Councillor Bushby and seconded by Councillor Hellyer, that the Minutes of the Meeting held on 30 September 2021 were approved and signed as a correct record.

(Vote – For: 6, Against: 0)

55.     ACCOUNTS

Councillor Bushby explained the PPL/PRS payment to Councillor Herron. He spoke of how he negotiated the cost down for his concern.

The Clerk advised that the Market Hall had been visited by a representative, who had established the cost in relation to the floor space. He added that the Council pay a local government rate. He also advised Members that the license provides for music to be played in the Hall, Café area and Butcher’s Row thoroughfare, but not for individual Units. He had learnt that each time there is a live performance an additional cost is incurred e.g. an £80 charged performance in Butcher’s Row would incur a further PPL/PRS charge of about £10.

It was proposed by Councillor Ratcliff seconded, and

RESOLVED: That the lists of payments for 11 November 2021 be approved.

(Vote – For: 6, Against: 0)

56.      CHAIRMAN’S / MARKET ADMINISTRATOR’S REPORT

There was no report.

57.      TENANT TRADER REPORT

The Chairman indicated that the second part of the item would be addressed first to allow for Ms la Fontaine to arrive and contribute to the representatives’ report.

a.      Late-Night Events: 4 November and 2 December – confirmation of funding support.

The Clerk reminded members that they had agreed to the support for 4 November payments, through E Mail and approval of the Payments List.

Ms Hurford indicated that she would like £80.00 for a musical performance and £40.00 towards the cost of mulled wine provision; it would not be sold, simply a “welcome,” free gift.

Councillor Ratcliff expressed reservations over the purchase of alcohol with public funds to gift to the public.

Councillor Bushby indicated that the Council purchase alcohol throughout the year noting Civic Functions including the Regatta and Signing of the Lease.

Councillor Herron concurred believing the Late-Night Evenings were community events, imbuing welcome; it would be a gift.

Ms Hurford confirmed that the Tenants would be making a contribution.

Proposed by Councillor Bushby, seconded by Councillor Herron and

RESOLVED: Confirmation of 4 November payments in support of the Late-Night Shopping Event and £80.00 is made available for musical entertainment and a further £50.00 is made available for the provision of mulled wine / cider, in Butcher’s Row.

(Vote – For: 4, Abstention: 2, Against: 0)

b.      To receive a report from the Tenants.

Ms Hurford spoke about the gestation of the Late-Night initiative and that it belonged to the Butcher’s Row Tenants. She expressed her dissatisfaction that a trader, who had operated from Butcher’s Row at the very start had been, at the behest of the Market Administrator and Chairman, redirected to trade from the Market Hall on 2 December 2021. She believed that there was lots of space to trade from in Butcher’s Row and a number of tenants had indicated, to her, that they were happy for the trader to trade from the area directly in front of their respective Units.

The Chairman and Market Administrator advised that at the outset the Market Hall was not available for traders and did not join the Late-Night initiative until 7 October 2021. It had become apparent that not all the documentation had been checked nor was in place on 4 November 2021 when the trader last operated out of Butcher’s Row. Trading from the Market Hall would ensure the appropriate documentation was in place and that a casual rent charge would be collected. The Market Hall is dedicated to independent trader trading with sufficient capacity to allow for safe movement of visitors. Butcher’s Row is a thoroughfare providing a free flowing walkway for visitors to enjoy the Shop Units running either side.

Discussion followed with points including:

(Ms la Fontaine joined the Meeting.)

• Due diligence. Organisation and responsibility for events.
• Development of the Late-Night Events and lessons learned.
o Development Officer to help facilitate the representatives’ organisation of Events and ensure the necessary documentation is in place, including insurance cover, licenses and risk assessments where appropriate; agreed fee / payment.
• Licensing (alcohol) of indoor Market areas.
o Potential for Chairman of Market Management Committee to hold Market License.
• Event / individual risk assessments requirements.
• Desire of Welcome Back Fund Event organiser to utilise Butcher’s Row available areas: outside Units / central areas.
o General Committee support subject to plans / agreement (Development Officer to liaise with SWEMS).
• Openness of Committee for independent traders to trade in Butcher’s Row outside compliant tenant Shop Units. (Councillor Bushby recounted Butcher’s Row having been “rammed” in times of yore. Ms Hurford indicated that this is what is wanted.)
• Committee support through attendance and sharing of social media detail.
• Members acquiesced at Ms Hurford’s desire for a “hog roast” on 2 December 2021; she would liaise with the DCC Highways Officer.

The Development Officer noted that with the success of the Late-Night initiative it was important for controls to be in place in order to safely move forward.

58.      DEVELOPMENT OFFICER.

a.      Update. The Development Officer explained that through various initiatives including press releases, radio interview, social media and website posts twenty two traders had expressed interest in the Market. He had changed the process on how contact could be made with E Mails, texts and the whole host of social media (which he monitors seven days a week).

The process in which applications are received, recorded and provided to the Market Officer will be enhanced providing for detail of those who have / not booked in, and the validity of their documentation, including insurance.

He spoke of an awareness Campaign to encourage traders in to the Market and the development of Councillor Hawkins’ website with a view to capitalising on the few hits through advertising.

Future events include:

• Pancake race.
• Cream Tea (May 22).
• Specialised Markets (Feb/Apr 22).
• Replicate the highly successful Barnstaple Food Market (which has not run for two years).

He explained the complex and high risk ownership issues that precluded changing the Pannier Market social media page name.

b.      Budget Proposal.

Members had sight of the Budget Proposal document produced by the Development Officer.

The Development Officer explained that the proposal provided for control on how much the Butcher’s Row and Market Hall Tenants / Representatives could earmark for their events throughout the year. It was recognised how the Thursday Events had evolved.

Councillor Ratcliff expressed worry at the apparent segregation of the Market concerns which could lead to resentment. He spoke in terms of the Row and the Hall complementing each other; he did not believe separate budgeting was the way forward.

The Development Officer highlighted the disparate and differences in activities that informed the different budgeting.

Ms Hurford suggested that there was less acrimony, the space was different but identified past resentment over Market Hall specific funding.

The Clerk indicated that the Proposal could be resolved upon once the Budget had been agreed and Members identified the available funding, at the next Meeting.

c.      Nabma Conference.

The Development Officer spoke about the two day Conference where he had met the Consultancy Firm that reported on the Barnstaple Market; he had asked for sight of the document, from Barnstaple but it had not been available to date. Part of the vision though, was to make the Market more modular, dividing space between events and market trading.

Advice from Nabma included keep prices high, in order to attract the right trader.

Ms la Fontaine concurred, she felt that there was a need to raise prices.

The Development Officer met the team who measured the footfall at Cooper Street for TDC but at a cost of £7,000.00 they would be price prohibitive.

Grimsby’s Market had become a Community Hub with eye tests, therapy sessions etc.

In summary he advised that every Market is different, all have suffered, embracing digital is really important and people enjoy more experiences.

d.      Withdrawal of Children’s Party in the Market Hall scheduled for 12 December 2021.

Members noted the SF&GP decision to withdrawal support an event on 12 December 2021 in favour providing backing for the New Year’s Eve Event, in the Market.

59.      MARKET HALL – TRADING CHRISTMAS EVE / ADDITIONAL LATE-NIGHT

The Development Officer referred to the Report where a Market Hall tenant had expressed a desire for an additional Late-Night trading opportunity and a trading day on Christmas Eve.

He indicated that despite extensive enquiries there appeared little appetite from the Town’s traders for a festive late night opening let alone an identified date. In the face of the Town’s torpor he would canvas the Traders and confirm an additional date. (Members had previously resolved Minute.44.b. the Market will have extended trading during the Town’s Late Night Shopping Event, subject to confirmation.)

Councillor Ratcliff spoke about the importance of advertising the trading day.

Ms Hurford noted that in the past Butcher’s Row “had been dead” on Christmas Eve; she would rather have been at home with her family in preparation for the Festive Period.

The Development Officer will canvas traders to establish the viability of holding a Market Trading day on Christmas Eve.

Proposed by Councillor McKenzie, seconded by Councillor Bushby and

RESOLVED: That an additional Event to the scheduled 2 December 2021 Late-Night trading will be arranged and that subject to sufficient trader interest there will be a Market Trading day on Christmas Eve, the Development Officer to confirm.

(Vote – For: 6, Against: 0)

60.      OVERHEAD RADIANT GAS HEATERS

Members discussed the present, recently serviced gas heaters that were proving costly and inefficient.

The Chairman spoke of Tavistock’s recently refurbished Butcher’s Hall that provided slimline black heaters that transfer the heat directly onto the surface of people and objects through infra-red waves. The Conservation Officer, in principle, would be supportive of a similar installation.

Councillor Bushby questioned the cost believing that there would not be any saving on the £12 / hour of the current set up (the Chairman indicated that some cost could be offset by the solar panel electricity provision).

Councillor Bushby advised that the gas heaters warm the atmosphere; the Development Officer indicated that direct heat might not impress those trading in perishables / foodstuffs.

Councillor Herron advised that an expert should be approached citing 361 (Community) Energy.

61.      CONFIDENTIAL ITEMS TO BE TAKEN IN PART II

Proposed by Councillor McKenzie, 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 were instructed to withdraw.

(Vote – For: 6, Against: 0)

62.      CHAIRMAN’S REPORT

There is a confidential minute associated with this item.

63.      TENANT / TRADER

There is a confidential minute associated with this item.

64.      RETURN TO STANDING ORDERS

Proposed by Councillor McKenzie, seconded and

RESOLVED: That the meeting returns to Standing Orders.

(Vote For: 6, Against: 0)

The business of the meeting having been completed, the Chairman thanked the members for their attendance and the meeting concluded at 8.05 pm.

Table showing Pannier Market Accounts as at 11 November 2021

 


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