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Market Management Committee Meeting Minutes - 26 February 2015


PRESENT:   

South Ward:   

Councillor P Pester
Councillor R Wootton

North Ward:   

Councillor Mrs M Fulford
Councillor T Johns

East Ward:   

Councillor D Howell (Chairman)

Butcher’s Row:   

Mr M Dendle

Market Shops   

Mrs S Wade

IN ATTENDANCE:

Mr R D G Coombes (Market Administrator)
Councillor D C Fulford

094  APOLOGIES FOR ABSENCE

Councillor D Brenton (South Ward – personal), Mrs J Fisher Market Hall – personal).

095  DECLARATIONS OF INTEREST ON ITEMS ON THE AGENDA

There were no declarations of interest.

096  PUBLIC PARTICIPATION PERIOD

No public participation.

097  MINUTES

The Minutes of the Meeting held on 8 January 2015 were approved and signed as a correct record.

(Vote – For: 5, Against: 0)

098  MATTERS ARISING

There were no matters arising.

099  ACCOUNTS

It was proposed by Councillor Wootton, seconded and

RESOLVED:  That the list of payments be approved.

(Vote – For: 5, Against: 0)

100  COMMITTEE MEMBER RESIGNATION

The Market Administrator advised Members that Mrs T Hills had stood down from the Committee.  Members noted that only one meeting was scheduled before the overall election.

101  FIRE MARSHALL COURSE

The Market Administrator advised Members on the benefit to the Market / Council to have an additionally trained Fire Marshall in the Market, especially when the Market Officer was off site.  The Cost of the Course, run by St Johns is £126 inc VAT; Mrs Fisher had agreed to attend at a cost of £10 per hour.

It was proposed by Councillor Pester, seconded and

RESOLVED:  That Mrs Fisher be trained as a Fire Marshall and that she be paid at a rate of £10 per hour for her attendance.

(Vote – For: 5, Against: 0)

102  EASTER SATURDAY ENTERTAINMENT

Members had sight of correspondence raised by Mrs Fisher requesting funding for Easter Entertainment including an Easter egg hunt.


The Chairman was disappointed with the Valentine Entertainment effort following an injury to, and no show of, one of the booked acts who, with five days’ notice, should have but failed to provide a stand-in act.

He spoke about the importance of publicity; discussion followed on social media and Pannier Market Facebook pages.  It was felt that the Butcher’s Row shops should advertise events (Mr Dendle indicated that they did).  Mrs Wade added that in addition to Facebook, Trip Adviser was an excellent medium for businesses to promote themselves.  She further spoke of placing chalk boards outside the Market to advertise events.  The Chairman stated that the Market Officer would take responsibility for placing and removing the boards to the Market entrance when promoting events.

It was proposed by Councillor Pester, seconded and

RESOLVED:  That a budget of up to £300 be made available for Easter Saturday Events.

(Vote – For: 5, Against: 0)


103  MARKET OPENING HOURS

Members had previously received correspondence from Mrs Fisher advising that a survey had been carried out amongst the traders in the Market Hall indicating, by a clear majority, the following opening hours:

It was proposed by Councillor Pester, seconded and

RESOLVED:  That with immediate effect the Opening hours for the Market are:

•    Winter: 1 October – 31 March 8.00 am – 3.00 pm.
•    Summer: 1 April – 30 September 8.00 am – 4.00 pm.

(Vote – For: 5, Against: 0)

104  ENTRANCE FLOOR MATS

The Market Administrator advised that he had met with two Buckleigh Linen Services operatives, on site, where it was established that two large mats (six by four) could be placed inside the two main entrances to the Market Hall.  Given the performance of the floor in Butcher’s Row the mats would not sit true and could prove to be more of a hazard.  A further longer thinner mat (ten by three) sat very well at the Market Place entrance flush to the bottom of the stairs.

The contract terms, though run for 156 weeks.  The total cost for the three mats would be £2163.72.

Members discussed the terms in relation to the amount of effective use that would be enjoyed throughout the year.  Mrs Wade felt that stand alone large rubber mats would be more economically viable.  Mr Dendle wondered whether an area of stones at the Portobello and Joiners Arms entrances to Butcher’s Row could not be excavated and replaced with matting, to reduce the water slip / trip hazard.

It was proposed by Councillor Johns, seconded and

RESOLVED:  That Mr Dendle investigates the excavation of a number of bricks from the floor at the Portobello and Joiners Arms entrances to Butcher’s Row and obtain quotations.

(Vote – For: 5, Against: 0)

105  BANNER FOR THE QUAY

Mrs Wade advised that she had approached a local outlet that could produce a Banner at a cost of £150 with a further £30 for publishing the design and artwork. 

Members agreed that the sign should be the same size as the current one, with robust eyelets, employ corporate colours but with no requirement for sponsorship / advertising placement.  While photographs were considered the Crest was regarded as essential. 

It was proposed by Councillor Pester, seconded and

RESOLVED:  That Mrs Wade and Mr Dendle work together on producing a Banner, within the agreed budget of £200 in time for Easter.

(Vote – For: 5, Against: 0)

106  CONFIDENTIAL ITEMS TO BE TAKEN IN PART II

Proposed by Councillor Howell, 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 / traders were instructed to withdraw.

(Vote – For: 5, Against: 0)

PART II (CLOSED SESSION)

107  MARKET TRADER CORRESPONDENCE

There is a confidential minute associated with this agenda item. 

The Chairman indicated that there should be a Market wide directive stating that there should be no food left (unattended), outside trading hours, unless secured in a metal container.  Members unanimously agreed that this should be implemented with immediate effect.

108  MAINTENANCE WORKS / QUOTATIONS

Councillor Wootton left the Meeting.

Members reviewed quotations for the redecoration of Butcher’s Row (above the Units and wrought iron gates) and the replacing / securing of tiles.  Discussion centred on the timings around Easter the impact of dirt and dust on the tenants / members of the Public

It was proposed by Councillor Pester, seconded and

RESOLVED:  That Mr D C Scott be invited to redecorate Butcher’s Row as quoted with work / completion before or post Easter.  J C Plastering invited to complete the tiling and Excel provides the necessary scaffolding, in line with their quotations.

(Vote – For: 4, Against: 0)

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

The Market Officer advised that Marshford Organics would be leaving the Market (Shop Unit 28) at the end of the Month.  Minxy’s Sweets have indicated a desire to take on the Shop with immediate effect. 

Members were content that Minxy’s Sweets be invited to trade from Shop Unit 28.


110  UPDATE ON RENT ARREARS

There is a confidential minute associated with this agenda item. 


The Chairman, having established that there was no further business to discuss, thanked the Members for their attendance and concluded the Meeting at 7.40 pm.







 














 




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