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Market Management Committee Meeting Minutes - 21 August 2014


PRESENT:   

South Ward:   

Councillor D Brenton (Chairman)
Councillor P Pester

North Ward:   

Councillor Mrs M Fulford

IN ATTENDANCE:

Mr R D G Coombes (Market Administrator)
2  x Tenants / Traders
3  x Members of the Public

020  APOLOGIES FOR ABSENCE

Councillors R Wootton (South Ward – leave), T Johns (North Ward – personal) and D Howell (East Ward – personal).  Market Hall Traders Mrs J Fisher and Mrs T Hills.

021  DECLARATIONS OF INTEREST ON ITEMS ON THE AGENDA

There were no declarations of interest.

022  PUBLIC PARTICIPATION PERIOD

No matters from the Agenda were raised during the Public Participation period.

023  MINUTES

The Minutes of the Meeting held on 19 June 2014 were approved and signed as a correct record.

(Vote – For: 3, Against: 0)

024  MATTERS ARISING

There were no matters arising.

025  ACCOUNTS

It was proposed by Councillor Pester, seconded and

RESOLVED:  That the list of payments be approved.

(Vote – For: 3, Against:  0)

026  ADDITIONAL STAFF HOURS

The Market Administrator spoke on the temporary full time role of the Town Clerk’s Assistant providing an opportunity for an additional full day commitment to Market support.  He advised that the Annual Market share per week would cost less than eighty pounds.

Councillor Brenton indicated the opportunity should be taken on a six month trial.

Councillor Pester stated that the Market and Town generally would benefit from a dedicated coordinator of events / functions.  He believed that too many agencies were running too many things with a result in a conflict of interest and detrimental result.  He further added that it made good sense to all to improve the profile of the Market through the additional resource.

Proposed by Councillor Pester , seconded and

RESOLVED:  That the Market agree to fund the additional administrative support for a trial period of six months.

(Vote – For: 3, Against: 0)

027  TORRIDGE DISTRICT COUNCIL – UV LIGHTS RESPONSE

Members had sight of the response from Torridge District Council (TDC).

Councillor Brenton believed that there had been an improvement of late to those issues that had raised concern.  He indicated that the Committee should delay a response to the TDC correspondence. 

Mr Dendle agreed with the Chairman indicating also that the visible and regular uniform presence had been helpful.

Councillor Brenton intimated that the position should be reviewed following the installation of further CCTV cameras.

Proposed by Councillor  Brenton, seconded and

RESOLVED:  That any action should be deferred until after the CCTV installation.

(Vote – For: 3, Against:  0)

028  KENWITH COMPANY OF ARCHERS – WINTER SEASON 2014 / 2015

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 year and believed that it was positive to support the Community activity.

Mrs Wade questioned the Archers mandate.  The Market Administrator advised that they used the Market Hall facility on Tuesdays and Thursdays and had the opportunity to use the Hall on Wednesdays.  They were, he added, very flexible and accommodating should the Council need the Hall (at short notice).

Proposed by Councillor Pester, seconded and

RESOLVED:  That the Kenwith Company of Archers be invited to continue the hire of the Pannier Market Hall from 23 September 2014 under the same terms enjoyed during the last season.

(Vote – For: 3 , Against:  0)

029  OPEN MEETING – 22 JULY 2014

a.   Market Hall Opening Hours.  The Market Administrator confirmed that the Market Hall hours for trading had been implemented:

•    Tuesday: 8.00 am – 4.00 pm
•    Friday: 9.00 am – 3.00 pm
•    Saturday: 8.00 am – 4.00 pm

and that the Traders were content and members of the public had responded favourably.  Members corroborated the decision to amend the trading hours.

SUSPENSION OF STANDING ORDERS

Proposed by Councillor Brenton, seconded and

RESOLVED:  That Standing Orders are suspended in order to allow Mr T Hill, Butcher’s Row Tenant, to address the Meeting.

(Vote – For: 3, Against: 0)

Mr Hill agreed that the Traders were happy with the arrangement.

b.   Banner on the Quay.  Mr Hill stated that it needed updating.  Discussion followed where it was felt that the sponsorship should be removed but that the Town Crest should be included.  Mrs Wade agreed to investigate sourcing a replacement and would to liaise with Mr Hill.

Members agreed that in lieu of sponsorship a budget of up to £200.00 would be
made available.

c.   Replacement of current internal wooden entrance doors with automatic UPVC / Aluminium Glass Doors Market Hall / Butcher’s Row.

Councillor Brenton advised that he had arranged for a surveyor to provide a structural survey of the building and felt that the initiative should be deferred, awaiting a report.  He spoke of an area of concern that had resulted in a bulging window.  Mrs Wade strongly advised that the issue should not be ignored.  The Market Administrator advised that both the Conservation Officer and Mr Waite were aware of the issue.

d.   Display Boards.  Mr Dendle advised that he had sourced a banner that would advise the public of the amenities including when the opening times of the Hall.  Members agreed that at forty seven pounds he should arrange for the production of said banner.

e.   Market Leaflet.  Members noted that the Leaflet should be distributed before Easter next year.  They also conceded that they were not entirely satisfied given that some useful information / detail had not been included.  Both Councillors Pester and Brenton were in agreement that the Leaflet should be addressed at the earliest opportunity.

Members agreed that the Leaflet for 2015 / 2016 should be an agenda item for the meeting to be held on 2 October 2014.

RETURN TO STANDING ORDERS

Proposed by Councillor Brenton, seconded and

RESOLVED:  That the Meeting return to Standing Orders.

(Vote – For: 3, Against: 0)

Proposed by Councillor  Pester, seconded and

RESOLVED:  That:

•     the Market Trading Hours (as stated) are confirmed.
•     £200.00 is made available to purchase a new banner for the Quay (Mrs Wade to lead).
•     a banner for the Market Hall is purchased for forty seven pounds (Mr Dendle to facilitate).

(Vote – For: 3, Against: 0)

030  CAR PARK ADVERTISEMENTS

Members were reminded of the resolution made in July 2012 in support of the purchase of a two year advertisement placed on fourteen Torridge District Council town centre maps.  He advised that the Local Map Company Ltd had again offered two years at £300.00 per annum for a “8 x 4” advert albeit on fifteen site locations.

Mrs Wade spoke in terms of the Logo and how best to grab the General Public’s attention, advising against the use of Corporate colours for a more eye catching affect.  The Market Administrator described the standard advertisement adding that the colour linked with the Council Maps in the Town and, in effect remained in keeping with the Council colours.  He agreed to distribute the advertisement to the Members.

Proposed by Councillor Pester, seconded and

RESOLVED:  That the offer of £300.00 per annum, for two years is accepted for a 8 x 4 advertisement.

(Vote – For: 3 , Against: 0)


031  NORTH DEVON YOUTH LEAGUE FIXTURE CALENDAR ADVERTISEMENT

Members were reminded of the resolution made in September 2012 in support of the purchase of an advertisement in the North Devon Youth League with distribution on a half season basis at a rate of 1300 to players (parents) and managers of every team within the league.  He advised that the Community Sponsorship Partners (UK) Ltd price had increased to £279.00 although a (free) new telephone “app” and website link would further promote the Council advertisement.

Mrs Wade felt that the advertising benefit was limited, could not be measured and that Council funds, including trader / tenant rent, could be more effectively targeted. 

Councillor Brenton while agreeing that it was not necessarily the best advertising venture indicated that the Market was essentially sponsoring local youth participation in a sporting arena.  Mrs Wade indicated that the Committee should in essence support the Market.  Again, Councillor Brenton felt it was important that the Community took the opportunity to support a youth activity.

Councillor Pester did agree with Mrs Wade’s point on the effectiveness of the advert but supported the opportunity to sponsor a local youth initiative.  He indicated that a copy of the league fixture should be placed in the Hall.

Proposed by Councillor Brenton, seconded and

RESOLVED:  That an advertisement at a cost £279.00 be purchased to cover two seasons of the North Devon Youth League. 

(Vote – For: 3,  Against: 0)

032  PANNIER MARKET ENTERTAINMENT EVENTS

Mr Dendle explained that the entertainment provided during the month of August caught many by surprise.  He expressed concern at the content of Bideford Witches performance questioning the appropriateness of the lurid content.  He added that a number of traders had found them somewhat noisy.  He did add that the Pirate themed show had been more successful – the Witches was proving quite repetitive.

SUSPENSION OF STANDING ORDERS

Proposed by Councillor Brenton, seconded and

RESOLVED:  That Standing Orders are suspended in order to allow Mrs J Hill, Butcher’s Row Tenant, to address the Meeting.

(Vote – For: 3, Against: 0)

Mrs Hill indicated that the Petroc Players had been quieter more recently and that they had one more run next week.

RETURN TO STANDING ORDERS

Proposed by Councillor Brenton, seconded and

RESOLVED:  That the Meeting return to Standing Orders.

(Vote – For: 3, Against: 0)

033  CONFIDENTIAL ITEMS TO BE TAKEN IN PART II

Proposed by Councillor  Pester, 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 remained.

(Vote – For: 3, Against: 0)

PART II (CLOSED SESSION)

034  ORDER OF BUSINESS

Proposed by Councillor Pester, seconded and

RESOLVED:  That the order of business be changed to allow agenda item 19 to be discussed with input from the Butcher’s Row representative.

(Vote – For: 3, Against: 0)

035  BUTCHER’S ROW TENANTS - CONDUCT

There is a confidential minute associated with this agenda item. 

Mr Dendle left the Meeting during the item.

036  UPDATE ON RENT

The Market Administrator advised that one tenant was behind in their rental payments and a letter had been sent requesting payment and an update on their position. 

037  STONE WORK REPAIRS

The Market Administrator advised Members of the fallen masonry discovered outside the Fishing Tackle Shop Unit on the morning of Saturday, 9 August 2014 that prompted the Market Officer to close the shop immediately and fashion a cordon. Action was taken to erect scaffolding at the earliest opportunity, Monday 11 August 2014; effectively the Tenant could not trade for two days.

West Country Stonemasons had inspected the area with a view to providing a report on the necessary stone / concrete repairs.  They had made repairs to the front of the Pannier Market two years previously.

Members discussed the need to have the work completed at the earliest opportunity indicating that West Country Stonemasons would be invited to carry out the works subject to receipt of their report and quotation.

Members had sight of correspondence with the Tenant, regarding compensation for lost sales, that included the need for full evidence given that the Council are responsible for Public money and are audited as such.

Councillor Pester indicated that details of the four previous Saturdays / Mondays trading figures would provide support.

Councillor Brenton stated that NABMA should be approached for advice on compensation payments.

Proposed by Councillor Brenton, seconded and

RESOLVED:  That West Country Stonemason is invited to complete the works subject to satisfactory report.  That following information from NABMA and Mr Wade a decision on compensation is made at the Meeting to be held on 2 October 2014.

(Vote – For:3  , Against: 0)

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

There were no terminations / applications.

The Chairman, having established that there was no further business to discuss, thanked the Members for their attendance and concluded the Meeting at 7.17 pm.


 














 




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