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Market Management Committee Meeting Minutes - 20 August 2015


PRESENT:   

South Ward:   

Councillor D Brenton
Councillor R Wootton

North Ward:   

Councillor T Johns

Butcher’s Row   

Mr M Dendle

IN ATTENDANCE:

Mr R Coombes (Town Clerk)

042  APOLOGIES FOR ABSENCE

Councillors Mrs R Craigie (East Ward – personal) J Day (South Ward – illness), D Howell (South (Outer) – personal) and Mrs J Fisher (Market Hall). 

043  DECLARATIONS OF INTEREST ON ITEMS ON THE AGENDA

There were no declarations of interest.

044  PUBLIC PARTICIPATION PERIOD

No issues were raised.

045  MINUTES

The Minutes of the Extra Ordinary Meeting held on 22 July 2015 were approved and signed as a correct record.

(Vote – For: 2,  Against: 0, Abstention: 1)

046  ACCOUNTS

It was proposed by Councillor Johns, seconded and

RESOLVED:  That the list of payments be approved.

(Vote – For: 3,  Against: 0)

047  KENWITH COMPANY OF ARCHERS – USE OF HALL

Members were advised that the Kenwith Company of Archers would like to move their equipment in to the Pannier Market on Saturday, 19 September 2015 in readiness for their first evening shoot on Tuesday, 22 September 2015.

They were content with the Archers request indicating that the work / shop units should not impact upon their enjoyment of the Hall (Mr Dendle advised that they will be no bigger than the stalls).  Members could not guarantee that the Archers would not have to remove their kit following the Tuesday session believing that the management of the floor space stalls on non-Market Trading Days would develop.  They did see merit in keeping the area clear with stalls and equipment stored on the periphery.

It was proposed by Councillor Johns, seconded and

RESOLVED:  That the Kenwith Company of Archers be invited to continue the hire of the Pannier Market Hall from 22 September 2015 under the same terms enjoyed during the last season.

(Vote – For: 3, Against:  0)

048  LIGHT UP A LIFE SERVICE – MARKET HALL 12 DECEMBER 2015

Members were advised that Emma Perry, Senior Community Fundraiser, Children's Hospice South West had requested that the Market Hall host the Light up a Life Service on Saturday, 12 December 2015.

It was proposed by Councillor Brenton, seconded and

RESOLVED:  That the Pannier Market will host the Light up a Life Service on Saturday, 12 December 2015.

(Vote – For: 3,  Against: 0 )

049  MARKET HALL INITIATIVE

The Chairman confirmed the £28,000.00 funding, from the Council for the eight work / shop units and invited Mr Dendle to provide an update.

Mr Dendle circulated a comprehensive Tender document that he had produced.  He advised that it provided more detailed dimensions indicating that his wish for the Units to be built away from the Hall (in pairs) and that inspection could be made prior to installation.

The Market Officer confirmed that the Tender Advertisements will be in both the North Devon Journal / Gazette next week.

Members had also had sight of a number of questions / points provided by the Market Administrator that needed to be considered / addressed prior to tenancies being secured.

They included:

•    Trader Consultation
•    Security:
o    Traders’ Stalls
o    Access to building
•    Trading Operation:
o    Hours
o    Days
o    Out of hours
o    Impact upon Market Officer
    Cover for Market Officer
o    Health & Safety / Fire Safety
    No storage of inflammable gas / oil / combustibles
•    Heating
o    Overhead radiant heaters not for tenant use
o    Ruling on appropriate heating acceptable within Units

Mr Dendle confirmed that feedback had been obtained from the Traders at the start of the process in May.  While some reticence had been expressed, an acceptance that the Market was struggling saw a generally positive response.  It was felt that the Arts and Craft units would prove sustainable and would run on the same level as Butcher’s Row.

The Market Officer raised concerns about access to the Market Hall, out of hours, that it could not be viewed exactly the same as Butcher’s Row highlighting storage / use of combustible materials.

The Chairman, while accepting that the points needed to be addressed, stated that research / consideration should be given and the items resolved at the Meeting to be held on 1 October 2015.

Councillor Johns reiterated that the Market Traders should be kept up to date.  Mr Dendle saw value in providing a display model for traders / market stakeholder to view.

It was proposed by Councillor Brenton, seconded and

RESOLVED:  That eight work / shop units are installed in the Market Hall.

(Vote – For: 3,  Against: 0 )

050  HOPPER BUS

With the absence of Councillors Day and Mrs Craigie the Market Officer advised that he had corresponded with Mr Richardson-Dawes at Devon County Council.  He circulated the response:

“Following the County Council’s review of supported bus service commitments, the Cabinet have agreed a number of changes to take effect in the week beginning Sunday 20th September.

Service 14 (Bideford Town via Pannier Market): Will run Tuesday and Thursday only to a revised timetable.

Service 16 (Bideford - Westward Ho!): Will run Tuesday and Thursday only to a revised timetable.
The total usage of the two services amounts to 13,450 passenger trips a year (one passenger trip being each time someone boards the bus, so a person going out and back = two passenger trips). Of the 13,450, about 9,450 are on the 16 and 4,000 on the 14.

From September the operation of the 14 and 16 will be covered by a contract which also embraces the twice-weekly Service 372. The annual cost of this contract will be £103,440. We don’t have a separate figure for the 14 and 16 but if as they equates to half of the contract commitment in terms of days, it would not be unfair to quote £51,720 per year.”

The Market Administrator stated that Northam Town Council had also been approached and that the item would be discussed at their next Town Council Meeting.

The Chairman indicated that the aforementioned councillors would continue working on the Item with it being revisited at the next Meeting.

051  CHRISTMAS FESTIVE SEASON / TRADING ON SUNDAY 6 DECEMBER 2015 (CHRISTMAS LIGHTS SWITCH ON)

Following discussion it was proposed by Councillor Brenton, seconded and

RESOLVED:  That the Market Hall would be open for trading on Sunday, 6 December 2015 from 12.00 pm to 6.00 pm and that a budget not to exceed £500.00 be made available for entertainment.

(Vote – For: 3, Against: 0)

052  TOWN CRAFT INITIATIVE – 8 DECEMBER 2015

Members had received an invitation from the Businesses of Bideford (BoB) for the Pannier Market to participate in a late night shopping event on Tuesday, 8 December 2015. 

A request had also been made to allow the Pannier Market traders and additional traders to operate from 4.00 pm – 8.00 pm, free of charge.

(The Market Administrator had informed the organisers that all those trading in Bideford Pannier Market would need public liability insurance.)

Mr Dendle supported the request and encouraged opportunities to enable additional traders to operate from the Market.

The Chairman suggested that those additional craft’s people who did not have their own public insurance cover could apply to use the scheme supported by the Market.

It was proposed by Councillor Brenton, seconded and

RESOLVED:  That the Bideford Pannier Market support the Businesses of Bideford Late Night Shopping Event:

•    by extending the Market opening time, on 8 December, to 8.00 pm. 
•    that those regular traders and additional traders trading from 4.00 pm – 8.00 pm do so at no cost. 
•    given that all traders must have public liability insurance cover those without may apply to use the Taster Insurance, for the day.

(Vote – For: 3,  Against: 0 )

053  ALTERNATIVE USES FOR THE MARKET HALL

Mr Dendle felt that alternate uses for the Hall should not concentrate on Events rather target and supplement Saturday trading days, perhaps with a theme.  He suggested voluntary group days or fundraising e.g. schools’ PTA.  The Chairman intimated that those organisations that had received grants could take a stall for the day.

Mr Dendle indicated that the traditional trestle tables could be utilised adding concerns on the current set up of the Hall.  The view from the top of the stairs suggests that the Hall is empty, that there is nobody trading.  He felt that people should be in view with the concentration of traders in the middle.

Discussion followed on the floor management / arrangement generally and subsequent to the installation of the new work / shop units.

The Market Administrator will liaise with the Market Officer; the Chairman indicated that the item will be revisited.

054  CONFIDENTIAL ITEMS TO BE TAKEN IN PART II

Proposed by Councillor Wootton, 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: 3, Against: 0)

PART II (CLOSED SESSION)

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

N/A

056  UPDATE ON RENT ARREARS

The Market Administrator advised that there were two tenants with rental arrears although he intimated that there was no cause for concern.

The Chairman, having established that there was no further business to discuss, thanked the Members for their attendance and concluded the Meeting at 6.50 pm.











 














 




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