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Market Management Committee Meeting Minutes 22 August 2013


 

PRESENT:   

South Ward:   

Councillor R Wootton
   
North Ward:   

Councillor D C Fulford (Chairman)
Councillor Mrs M Fulford
Councillor T Johns

Tenants/Traders   

Miss M Hurford
Mrs J Fisher
IN ATTENDANCE:

Mr R D G Coombes (Market Administrator)
Mr A Gurler (Market Officer)
2 x Members of the Public

039 APOLOGIES FOR ABSENCE

Councillors D Brenton (South Ward – personal) and Howell (East Ward – personal), Mr M Dendle (Trader – Personal) and Mrs S Wade (Trader – Personal).

040 DECLARATIONS OF INTEREST ON ITEMS ON THE AGENDA

There were no declarations received.

041 MINUTES

Mrs Fisher had been in attendance but her presence was not recorded; the Minutes will be corrected.  Miss Hurford had also been incorrectly recorded as Mrs Hurford.

The Minutes of the Meeting held on 4 July 2013 were approved and signed as a correct record.

(Vote – For: 3, Against: 0)

042 PUBLIC PARTICIPATION PERIOD

There was no public participation.

043 ACCOUNTS

It was proposed by Councillor Mrs M Fulford, seconded and

RESOLVED:  That the list of payments be approved.

(Vote – For: 3, Against: 0)

044 ITEMS BROUGHT FORWARD BY THE CHAIRMAN

The Market Officer advised Members that Jacky Hallesy, Butcher’s Row tenant and former Market Hall trader, had expressed a wish to coordinate a number of local charities, on a Saturday Market Day, in order for them to provide information on what they do and sell items related to their charities work.  He advised that she would produce posters advertising the Event.  Discussion followed on the Charities being registered and local advertising outlets.  The Market Administrator reminded Members that Charities were entitled to a free table once a year and that an advertisement/poster could be placed on the Council website. 

Members led by Councillor Johns expressed belief that it was a good idea.

045 HALL PREPARATION

Miss Hurford spoke on the difficulties that some traders experienced before and after events held in the Market Hall (in the packing away and re setting of their stalls).  She spoke in terms of how the Hall was presented during Events believing that where stalls could be moved and covered uniformly, the overall appearance would be more aesthetically pleasing with the reduced need for merchandise to be removed.  She questioned how many stalls were moved and, indeed, broken down to accommodate Events. 

Councillor Wootton joined the Meeting.

Discussion followed on facilitating the movement of the Market Stalls without having to remove goods and the need to break them down.  The Market Officer believed that wheels, some incorporating brakes could be easily introduced.  He spoke of a local firm that provided items that he could fit.  Mrs Fisher did not believe that all the stalls required wheels/casters. 

It was proposed by Councillor D C Fulford, seconded and

RESOLVED:  That the Market Officer would investigate and obtain a working example for the Committee to consider.

(Vote – For: 4, Against: 0)

The Market Administrator would establish from the original supplier whether material was available to cover/contain the stalls (negating the need to remove items).

046 KENWITH COMPANY OF ARCHERS WINTER SEASON 2013/2014

The Chairman reminded the Members of the association and long running relationship that the Kenwith Company of Archers and the Market had enjoyed.  He intimated that they wished to continue this next season under the same terms as last (confirmed by the Market Administrator).

SUSPENSION OF STANDING ORDERS

Proposed by Councillor D C Fulford, seconded and

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

(Vote – For: 4, Against: 0)

Mr Pearce stated that in providing grant funding to the Kenwith Company of Archers the Council were not benefiting from increased revenue from the hire of the Hall.  The Market Administrator explained that the rental/utility payments were received into the Market Account.  However, the Kenwith Company of Archers, were entitled to apply for a Council grant, along with any other community group/organisation, on the basis that their activity benefited the people of Bideford; the funds, providing they were successful, being drawn from the Council and not the Market.  

Proposed by Councillor Wootton, seconded and

RESOLVED:  That the Kenwith Company of Archers be invited to continue the hire of the Pannier Market Hall from 24 September 2013 under the same terms enjoyed during the close of the last season.

(Vote – For: 4, Against: 0)

RETURN TO STANDING ORDERS

Proposed by Councillor D C Fulford, seconded and

RESOLVED:  That the Meeting return to Standing Orders.

(Vote – For: 5, Against: 0)

047 KENWITH COMPANY OF ARCHERS TWENTY FOUR HOUR SHOOT

The Market Administrator  reminded the Members, who had sight of a report, that the Kenwith Company of Archers were simply looking for support in principle to the Commemorative twenty four hour shoot in order to begin the organisation and date fixing.

Councillor Johns believed that there was a benefit to the Community, both young and old, through the support of local organisations which should be encouraged.

The Market Administrator stated that given the Event would continue through the silent hours there must be provision of stewards and the responsibility for security of the building would be highlighted as a concern and written into the terms of the Hire Agreement.

Proposed by Councillor Johns, seconded and

RESOLVED:  That the Committee agreed in principle to the Kenwith Company of Archers hosting a twenty four hour sponsored charity shoot to commemorate their fiftieth Anniversary on a date to be agreed in July/August 2014.

(Vote: – For: 4, Against: 0)

048 SCAFFOLD TOWER PURCHASE

The Market Administrator reminded Members that the item to purchase an (industrial) scaffold tower had been considered in recent meetings.  The Chairman confirmed that Torridge District Council did not own one; he sought assurance from the Market Officer that the Pannier Market had the necessary storage capacity while remarking on the less than satisfactory look of the ladders and “antique” tower.  The Market Officer confirmed that he would be able to store it within the upper storage room.

Proposed by Councillor Wootton, seconded and

RESOLVED:  That the (Industrial) Scaffold Tower be purchased at a cost of £789.99 + VAT

(Vote – For: 4, Against: 0)

049 TRADER’S FUND RAISER – 24 AUGUST 2013

The Members confirmed their support for a Market Trader’s initiative to raise funds for the Devon Air Ambulance, first raised previous to the Committee Meeting, in the Market Hall.  The Market Administrator confirmed that the Trader had obtained insurance cover, provided a risk assessment and satisfied the local licensing authority.

Proposed by Councillor Wotton, seconded and

RESOLVED:  That Mr Trevor Hill is supported in his fund raising effort, within the Market Hall, on Saturday 24 August 2013.

(Vote: – For: 4, Against: 0)

050 NORTH DEVON YOUTH EXMOOR GUIDE 2014 ADVERTISEMENT

Having been advised on the position of the current advertising budget the Members considered the opportunity to place an advertisement in the North Devon Exmoor Guide 2014 produced by North Devon +.  Discussion covered the difficulties in evaluating a publicity drive, local advertising, importance of attracting the tourist and introducing a QR Code to the advert.

Proposed by Councillor Wootton, seconded and

RESOLVED:  That the advertisement that was placed in the North Devon Exmoor Guide 2013 Guide be repeated in the 2014.

(Vote: – For: 3, Against: 1)

051 ORDER OF BUSINESS

Proposed by Councillor D C Fulford, seconded and

RESOLVED:  That the order of business be changed to allow agenda item 15 to be brought forward and held outside of the Part II (Closed Session) of the Meeting.

(Vote – For: 4, Against: 0)

052 TRADING HOURS – WORKING GROUP

While Members considered how to assess the response from the Butcher’s Row they discussed the relationship between the trading in the Market Hall, the impact upon Butcher’s Row and vice versa.  They spoke in terms of trader/tenant responsibilities and the damaging effect of early closing/late opening to both areas of commerce.

The Market Administrator explained that a working group could provide an effective forum for evaluating the “returns” which would be redacted in order to remove personal details.

Councillor Wootton initially suggested that a working group should be convened made up of three of the four non councillor members and two councillors.  Following discussion where Miss Hurford expressed her willingness to participate and further that, although absent, Mr Dendle, the Butcher’s Row representative should be included, it was

Proposed by Councillor Wootton, seconded and

RESOLVED:  That a working group be formed made up of Councillors D C Fulford and Howell, Miss Hurford and Mr Dendle to evaluate the responses from the Butcher’s Row Tenants on Trading Hours and make recommendation to the Market Management Committee.

(Vote – For: 4, Against: 0)

053 CONFIDENTIAL ITEMS TO BE TAKEN IN PART II

Proposed by Councillor D C Fulford, 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: 4, Against: 0)

PART II (Closed Session)

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

The Market Administrator advised that the Tenant of Unit 18 had given notice to quit.

The Chairman, having established that there was no further business to discuss, thanked the Members for their attendance and the Meeting concluded at 7.26 pm.






 




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