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Market Management Committee Meeting Minutes - 24 April 2014


PRESENT:   

South Ward:   

Councillor D Brenton
Councillor R Wootton

North Ward:   

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

East Ward:   

Councillor D Howell

Tenants/Traders    Mr M Dendle 

Mrs J Fisher
Miss M Hurford
Mrs S Wade

IN ATTENDANCE:

Mr R D G Coombes (Market Administrator)
Sergeant P McWhinnie (Bideford Police Station)
7 x Tenants / Traders
2 x Members of the Public

134  APOLOGIES FOR ABSENCE

Mrs J Fisher (Trader – Personal) and Mrs S Wade (Tenant – Personal).

135  DECLARATIONS OF INTEREST ON ITEMS ON THE AGENDA

There were no declarations of interest.
 
136  PUBLIC PARTICIPATION PERIOD

A member of the public intimated that the absence of CCTV in the Market vicinity encouraged an anti-social element safe in the knowledge that the area is not under surveillance.  The Member also believed that were the BT Telephone box a card rather than coin facility it would similarly be less attractive (to the element).

137  MINUTES

The Minutes of the Meeting held on 13 March 2014 were approved and signed as a correct record.

(Vote – For: 5, Against: 0)

138  MATTERS ARISING

There were no matters arising.

Councillor Howell arrived.

139  ACCOUNTS

It was proposed by Councillor Brenton, seconded and

RESOLVED:  That the list of payments be approved.

(Vote – For: 6, Against: 0)

140  REPORT ON POLICING ISSUES WITHIN THE PANNIER MARKET AREA

a.   The Chairman welcomed Sergeant McWhinnie to the meeting.

b.   Sergeant McWhinnie commenced his address by comparing the crime figures for the Town Centre (281) with the Market Area (6) effective from 1 January 2014; of the six two were regarded as “non” crimes.  He alluded to the drugs      fatality and spoke of three misuse of drugs warrants exercised on targeted addresses that yielded one successful heroin and crack cocaine detection.

He noted that a diary recording incidents and calls to the 101 telephone number was being maintained; he should like those recording the information to be identifiable.  The Bideford Radio Link / Storno is an excellent facility and the best means to obtain (immediate) police attention.

He confirmed that there was no CCTV coverage in the area and that at least two cameras were needed; the TDC monitoring cameras stop at Grenville Street.

Councillor Johns spoke on the incidence of anti-social behaviour and criminality.  Sergeant McWinnie spoke on the process / importance of reporting crime with anti-social behaviour leading to ASBOs.

The Chairman raised concerns over the baby changing table facility in the Market’s Ladies external toilet having being laid out with drug paraphernalia – Sergeant McWhinnie conceded that he knew of the incident.  Miss Hurford observed that often bodily fluids are left, the prevalence / predilection of drug users (in the Ladies toilets) and that the occurrences do not present a good image for holiday makers.  It was noted, though, that TDC do clean the toilets (regularly).  The delay of the movement sensor response lighting provoked disquiet, especially when a female tenant on entering (the Ladies toilet) was confronted with a man.

SUSPENSION OF STANDING ORDERS

Proposed by Councillor Brenton, seconded and

RESOLVED:  That Standing Orders are suspended in order to allow Miss Zoe Leeworthy, Tenant, to address the Meeting.

(Vote – For: 6, Against: 0)

Miss Leeworthy stated that in tidying the Grenville Street / Market Place it would give the area a lift.  Discussion followed on how to approach the task.  Councillor Brenton mentioned the Tidy Town Initiative and felt there was an opportunity for the Council to liaise with both TDC and the Police to facilitate improvement in the neighbourhood.

Mr Dendle wished that a sense of perspective should be maintained.  He accepted that the element engaged in anti-social drug and alcohol misuse was a nuisance but the reaction should not be alarmist.  He stated that the daily walk through and random police car patrols were appreciated.

Discussion followed on the effectiveness of a closure order affected in Meddon Street in addressing the activities of drug dealing, contacting environmental health officers, restraining orders / banning individuals from private property and the difficulties of ban enforcement.

RETURN TO STANDING ORDERS

Proposed by Councillor Brenton, seconded and

RESOLVED:  That the Meeting return to Standing Orders.

(Vote – For: 6, Against: 0)

c.   The Chairman then thanked Sergeant McWhinnie for attending and contributing to the Meeting.

Proposed by Councillor Howell, seconded and

RESOLVED:  That an approach is made to TDC to:

•    Address the Lighting in the external Ladies toilets by installing ultraviolet lights.
•    Investigate the costs of providing two external CCTV cameras on the building.
•    Establish the telephone number for the environmental officer.
•    Legal position of introducing banning orders.
In addition consider signs advising the public that CCTV cameras are on the premises.

(Vote – For: 6, Against: 0)

141  PANNIER MARKET LEAFLET

Councillor Howell advised that the layout had been completed (and circulated to the Working Group) and that a further Working Group Meeting should be convened to establish the text (subsequently arranged for Monday, 28 April 2014).  Discussion followed on printing numbers, cost and preference to engage Publicity South West for distribution. 

Once the leaflet was completed and accepted Councillor Howell would seek Committee support to print and distribute.

142  NEW TRADER INCENTIVES

The Market Officer spoke on the increased number and variety of traders during the November, December and early New Year, who had enjoyed the various incentives, but no longer trade in the Market.  He suggested to the Members that the Winter initiative of two months trading for the price of one be considered as means to encourage new traders.

Councillor Howell stated that aided by the Christmas programme the Market Hall was fully committed with traders.  He acknowledged the difficulty to retain those traders and maintain the footfall.  He questioned the success of the bus although both Mr Dendle and Miss Hurford believed that it had made a noticeable difference.  Mr Dendle further stated that it was the realistic aspirations of those traders that determined whether they committed to the Market.

Councillor Howell felt a rethink was needed in order to set the Market in the right direction.  The Chairman suggested an advertising campaign to encourage new business start-ups.  Mr Dendle informed the Members that the Traders have a regular half page in the My Town magazine with which to promote the Market (next issue 9 June 2014).  He expressed concern at the layout of the Market Hall believing that it could be more effective with stalls drawn to the Centre rather than left on the perimeter. 

SUSPENSION OF STANDING ORDERS

Proposed by Councillor Howell, seconded and

RESOLVED:  That Standing Orders are suspended in order to allow members of the public to address the Meeting.

(Vote – For: 6, Against: 0)

Mrs Barrington expressed concern at the empty stalls and saw merit in traders distributing their stock in order to provide a better impression i.e. when people enter from Butcher’s Row each stall will be more attractive.  Councillor Howell spoke of consolidating the Market Area, perhaps introducing a curtain to divide up the available space.  Miss Hurford indicated that the Stalls with wheels can now be easily moved.

Discussion followed that included considering “interest” display / boards, with a view to improve the look of the Hall.  Councillor Brenton spoke in terms of diplomatically encouraging traders to move away from the walls and operate more centrally.  Mr Dendle stated that while we could not control why people visited the Market we could control what they see.  It was important therefore to configure the Hall to realise and maximise the potential.

Mrs Hurford noted that the Nationwide Love your local Market campaign had not been embraced further advising that she had followed the initiative, herself, on the social media.  The Chairman believed that the promotion was more suited to larger scale market / street markets with a greater population to support it.  Mrs Hurford indicated that Love your Local Market would take place during 14 – 28 May 2014; she agreed to research it further.

Mr Hill suggested a planned promotion over a period of six months should be considered to arrest the interest of the public and potential new traders.  He also questioned the opening hours’, intimating that little trade was conducted at 8.00 am yet in Butcher’s Row he was still trading between 4.00 and 5.00 pm.  He noted that the Butcher’s Row Core Hours were tailored to support the Market and felt that the Market Hours could be reviewed to similarly work with Butcher’s Row.  Mr Hill believed that the Committee should press ahead with the configuration (of the Market Hall) as a matter of urgency.  The Committee Members agreed to consider the layout while meeting at the Market Hall on Tuesday, 29 April 2014 10.30 am.

Mr Hill raised the matter of public liability insurance as a disincentive; the Market Administrator reminded Members that the issue had been explored and indeed the Committee had resolved against pursuing (Hobbyist) Insurance.  Mr Pearce believed that there should be insurance cover available (other than from the Council insurers).

RETURN TO STANDING ORDERS

Proposed by Councillor Brenton, seconded and

RESOLVED:  That the Meeting return to Standing Orders.

(Vote – For: 6, Against: 0)

Councillor Howell intimated that he and the Market Administrator were exploring an idea to introduce pop up shops in the Market Hall.

Proposed by Councillor Howell, seconded and

RESOLVED:  That new traders are offered two months trading for the price of one month’s payment as an incentive / introduction to trading in the Bideford Pannier Market Hall.

(Vote – For: 6,  Against: 0)

143  MARKET ADMINISTRATOR’S REPORT

The Market Administrator advised Members of three areas where quotations had been obtained for maintenance works including replacement water heater, roof slates and iron gutter repair.

DEFERRAL TO PART II OF REMAINING REPORT ITEM

Proposed by Councillor Brenton, seconded and

RESOLVED:  That the remaining part of the Administrator’s report is deferred until the Closed Session in Part II.

(Vote – For: 6, Against: 0)

144  SHOP UNIT APPLICATION PROCESS

Councillor Brenton expressed concern at the time taken to receive presentations when considering applications for Shop Units.  He spoke on how the conditions were artificial and not relevant indicating that a more efficient balanced process should be adopted.

Councillor Johns agreed believing that the application form should provide sufficient information.  Councillor Howell indicated that the submission should include more detail.  Councillor Brenton stated that photographs and samples could be submitted again underlying that people often became tongue tied and were not able to give of their best.

Proposed by Councillor Brenton, seconded and

RESOLVED:  That future allocation for Shop Units will no longer require presentations simply a review by the Market Management Committee of those submitted application forms.

(Vote – For: 6,  Against: 0)

145  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; Mr Dendle and Miss Hurford remained.

(Vote – For:  6, Against:  0)

PART II (CLOSED SESSION)

146  (CONTINUATION) OF MARKET ADMINISTRATOR’S REPORT

The Market Administrator had previously circulated correspondence to the Members, which was duly considered.

There is a confidential minute associated with this agenda item. 

Mr Dendle and Miss Hurford left the Meeting.

147  UPDATE ON RENT

The Market Administrator advised that one tenant had not paid their April rent.  Members indicated that a letter reminding the Tenant that payment was overdue should be sent.

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

Members had previously been advised that the Tenants of Unit 7, Butcher’s Row had given notice to quit and that the Market Hall Shop Unit 28 had become vacant; presentations were received from four parties.

Proposed by Councillor Brenton, seconded and

RESOLVED:  That the Unit 7 is allocated to Miss Z Leeworthy and Market Hall Shop Unit 28 is offered to Mrs V Ebdon.       

(Vote – For: 6, Against:  0)

The Chairman, having established that there was no further business to discuss, thanked the Members for their attendance and concluded the Meeting at 8.15 pm.













 




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