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Market Management Committee Meeting Minutes 4 July 2013


 

PRESENT:   

South Ward:   

Councillors D Brenton (Chairman)
Councillor R Wootton

East Ward:   

Councillor D Howell
   
North Ward:   

Councillor Mrs M Fulford
Councillor T Johns

Tenants/Traders   

Mrs J Fisher, Miss M Hurford

IN ATTENDANCE:

Mr R D G Coombes (Market Administrator)
3 x Members of the Public

020 APOLOGIES FOR ABSENCE

Councillor D Fulford (North Ward – illness), Mr M Dendle (Trader – Personal) and Mrs S Wade (Trader – Personal).

021 DECLARATIONS OF INTEREST ON ITEMS ON THE AGENDA

There were no declarations received.

022 MINUTES

The Minutes of the Meeting held on 6 June 2013 were approved and signed as a correct record.

(Vote – For: 4, Against: 0)

023 PUBLIC PARTICIPATION PERIOD

There was no public participation.

024 ACCOUNTS

It was proposed by Councillor Wootton, seconded and

RESOLVED:  That the list of payments be approved.

(Vote – For: 4, Against: 0)


025 ITEMS BROUGHT FORWARD BY THE CHAIRMAN

The Chairman advised that he had spoken to a representative at Petroc regarding their Events Management Degree Course.  He intimated the opportunity that the Market could present as a model for the students to organise and develop their ideas for staging events as part of their syllabus. 

Councillor Wootton voiced the importance of the schools and colleges working with and within their community.  Both Councillors Mrs Fulford and Johns felt the idea of organised activities in the Market was very good.

Councillor Brenton, having established the Committee’s support in principle, believed that both the Market and the students would benefit.

026 NABMA ANNUAL CONFERENCE: 22 – 24 SEPTEMBER 2013

Members had had sight of the itinerary for the NAMBA Annual Conference to be held in Torquay, 22 – 24 September 2013.  The Market Administrator believed that there was much to learn and benefit from attendance at the Conference.

Proposed by Councillor Wootton, seconded and

RESOLVED:  That Councillor D Fulford attend the Conference and that the travelling expenses and subsistence costs be met by the Council.

(Vote: – For: 4, Against: 0)

027 SINK/KITCHEN UNIT INSTALLATION

The Market Administrator advised that it was agreed at the last meeting that Mrs Wade, Councillor Wootton and the Market Officer would work together in providing new sink preparation/unit ideas/costs including layout for the present meeting.

Given that there was no updated information the Chairman deferred the item until further quotations and specifications were received.

028 SCAFFOLD TOWER PURCHASE

The Market Administrator reminded members of the resolution to purchase a tower at £429.99 from the previous meeting.  Further information has indicated that the Tower was not suitable for Business use.  A subsequent Tower that conforms to both British and European Standards for work inside and outside the Pannier Market had been identified. 

Proposed by Councillor Brenton, seconded and

RESOLVED:  That the decision to purchase should be deferred to establish whether the Torridge District Council (TDC) had the facility to loan an appropriate Tower.

(Vote – For: 4, Against: 0)


029 TRADING HOURS

Members had received the correspondence between the Market Administrator and the reply from Chief Executive of National Association of British Market Authorities.
The Chairman spoke on the history of trading within Butcher’s Row and the ability to enforce the ruling.  He saw merit with consulting the Tenants on their preferred hours (reflecting on the best solution received from a majority view), considering a shorter commitment, possibly twenty five, including core times. Mrs Hurford believed that the hours of trading as set out in the tenancy agreement should be enforced stating that it did not look good.  She further spoke on the number of shop units not open at the end of a Tuesday/Saturday Market Day. 

Proposed by Councillor Brenton, seconded and

RESOLVED:  That the Tenants of Butcher’s Row are consulted on the best solution for opening times and that the Market Officer should conduct a snap shot  over a few days on who is trading and the hours traded.

(Vote: – For: 4, Against: 0)

030 PEST CONTROL MANAGEMENT

The Market Administrator advised that there had been evidence of rodent activity within the Market Hall.  The Chairman had been informed and two firms were approached, one engaged, to confront the problem.  The Market Officer had advised those traders in comestible foodstuffs of the action taken.  The fruit and vegetable traders were provided with a report which advised that, “any food products which are left overnight in the market must be stored in containers to prevent contamination from rodents.”  With three of the four visits completed the Committee were asked to consider a yearly management plan.

During discussion Mrs Fisher, speaking of her twenty one year’s trading in the Market, advised that there had been previous issues which had been managed. 

Proposed by Councillor Wootton, seconded and

RESOLVED:  That DCS Pest Services Ltd is invited for a year to execute a pest management plan of eight visits (including free call-outs) at one hundred and twenty pounds a quarter plus VAT.

(Vote: – For: 4, Against: 0)

031 EMPLOYMENT OF THE HANDY MAN

The Committee were asked to consider employing the Handy Man for 120 hours a year in order to support the Market Officer, where maintenance tasks required more than one person.

Proposed by Councillor Johns, seconded and

RESOLVED:  That the Handy Man be engaged for 120 hours a year.  That a schedule of works, prioritising tasks, be raised.

(Vote: – For: 4, Against: 0)

032 MARKET TRADER CORRESPONDENCE

Members had received and discussed the correspondence received from a trader representing Moreton Nurseries and the Bideford and District Cacti and Pot Plant Club. 
They discussed the request to hold the Annual Flower Show, in the Market Hall on Sunday18 August 2013 and the concern expressed at the consequence of the Hall being
hired on 20 September 2013 and the impact on the setting up of stalls on the Friday.

Mrs Fisher spoke in terms of the practise of setting up.  The Chairman indicated that the Hall had been booked in good time, giving plenty of notice, and that the Market Administrator should liaise with the Trader in order to facilitate a practical opportunity for him to set up.

Proposed by Councillor Brenton, seconded and

RESOLVED:  That the Bideford and District Cacti and Pot Plant Club hire the Pannier Market Hall on 18 August 2013 at a cost of £50.00.

(Vote: – For: 4, Against: 0)

033 FOOD FESTIVAL

Mrs Hurford stated that the Market needed more food in order to survive.  She spoke on the popularity of the Barnstaple Food Festival, successful events run by the Big Sheep and her desire to see, perhaps four, regular events staged in the Pannier Market, although she was not prepared to organise them.  Mrs Hurford had corresponded with North Devon + who would provide ideas.  She expressed her disappointment at the lack of progress with the “Food Hub” although Mrs Fisher explained that outside caters would bring their own equipment.  Mrs Hurford believed there were opportunities to host talks on hygiene, allotments and healthy eating.  She intimated that a local businessman had researched a number of food vendors during the run up to Love your Local Market.  In highlighting the importance of advertising she questioned who would run an event for the Council and whether there was a budget resource.

Councillor Brenton restated a case for Petroc student involvement as an excellent starting place. 

(Councillor Howell joined the Meeting.)

The Market Administrator suggested that a date with sufficient lead in time should be ascertained and ventured contacting Mr D Littlejohns, Food and Safety Manager, TDC, who had experience in staging food events. 

Councillor Howell spoke in terms of his Winter Fair initiative and highlighted the need for suitable insurance cover.

SUSPENSION OF STANDING ORDERS

Proposed by Councillor Brenton, seconded and

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

(Vote – For: 5, Against: 0)

Mr Pearce intimated that Petroc did have a food department that could be approached but restated his concerns about Market Hall Insurance Cover.

RETURN TO STANDING ORDERS

Proposed by Councillor Brenton, seconded and

RESOLVED:  That the Meeting return to Standing Orders.

(Vote – For: 5, Against: 0)

Proposed by Councillor Brenton, seconded and

RESOLVED:  That Mrs Hurford liaise further with North Devon + and that Petroc be approached also.

(Vote – For: 5, Against: 0)

034 HALL PREPARATION

Mrs Hurford expressed her concerns at the work involved to clear the Market for Events.  She believed that the Market Traders needed to be considered otherwise there was a risk of losing some.  She suggested that the stalls could be mounted on casters with the introduction of red and white tarpaulin to cover them when pushed up against the wall, negating the need to remove items.

Discussion followed regarding the wall space, stress on the stalls and frequency of events.

It was agreed that the item will be discussed at the next meeting, scheduled for 22 August 2013, to be held in the Pannier Market Hall.

035 HIRE OF HALL – 3 OCTOBER 2013 – CHARITY FUNDRAISER

The Market Administrator advised that he had been approached by a local business concern that would like to hold a fashion and beauty evening on 3 October 2013 with monies raised being donated to the Snapdragons Preschool and Dan’s Fund for Burns.

Discussion followed on rates charged for recent events.

Proposed by Councillor Brenton, seconded and

RESOLVED:  That Steven and Laurent Hairdressers, Bideford hire the Pannier Market Hall on 3 October 2013 at a cost of £50.00 subject to confirmation that all profits less justifiable expenses will be donated to the Snapdragons Preschool and Dan’s Fund for Burns.

(Vote: – For: 5, Against: 0)

036 STAGING OF WINTER MARKETS INCLUDING COST OF STALLS

Councillor Howell spoke initially about staging a Dickensian themed Arts and Crafts Winter Market to be held on Saturday, 30 November 2013, although this may run up to 24 December 2013. 

In order to encourage trade he proposed that new traders will pay £5 for the Saturday, £20 for four Saturdays (running up to and including Christmas Eve) and £30 for all the Tuesdays and Saturdays during the December 2013.

There will be an Entertainment programme for 30 November 2013 running through the morning up to 1.30 pm including the Torridge Male Voice Choir, a story teller, “Entertainingly Different”, local school choirs will be invited  and a reader of Dickens. 

Proposed by Councillor Brenton, seconded and

RESOLVED:  That the Winter Market themed Event, commencing on 30 November 2013, is supported with charges to encourage new traders of £5 for the Saturday, £20 for four Saturdays (running up to Christmas Eve) and £30 for all the Tuesdays and Saturdays during the December 2013 (including 30 November 2013).

(Vote – For: 5, Against: 0)

037 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; they were instructed to withdraw.

(Vote – For: 5, Against: 0)

PART II (Closed Session)

038 REIMBURSEMENT OF LOST INCOME

The Market Administrator advised members that correspondence had been received from a trader who believed that their income had been restricted as a direct result of a Council recommendation.

Proposed by Councillor Brenton, seconded and

RESOLVED:  That sixty pounds be paid in recompense and that future decision making should be thoroughly informed.

(Vote – For: 5, Against: 0)

The Chairman, having established that there was no further business to discuss, thanked the Members for their attendance and the Meeting concluded at 7.30 pm.





 




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