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Minutes of the Market Management Committee Meeting held in the Council Chamber of the Town Hall, Bideford, on Thursday 24 May 2018 at 6.30 pm

PRESENT:

North Ward

Councillor T Johns

East Ward

Councillor Mrs R Craigie
Councillor J McKenzie

South Ward

Councillor D Brenton (Chairman)
Councillor B Wootton

Market Hall Ms M Sparkes

Butchers Row Mr N Morgan

IN ATTENDANCE:

Mr R Coombes (Deputy Town Clerk)
Mr B Sidwell (Market Trader)
Mr M Dendle (Butchers Row Tenant)

1. ELECTION OF CHAIRMAN

Councillor Brenton was proposed by Councillor Johns and seconded by Councillor Mrs Craigie.

RESOLVED: That Councillor Brenton is appointed Chairman of the Committee for the coming year.

Vote: For: 5, Against: 0)

(Councillor Brenton assumed the Chair and thanked the Members for their vote.)

2. ELECTION OF A DEPUTY CHAIRMAN

Councillor McKenzie was proposed by Councillor Wootton and seconded by Councillor Mrs Craigie.

RESOLVED: That Councillor McKenzie is appointed Deputy Chairman of the Committee for the coming year.

Vote: For: 5, Against: 0)

3. APOLOGIES FOR ABSENCE

Councillor D Bushby (East Ward – Mayoral engagement), Mrs J Fisher (Market Hall – personal) and Mr A Bailey (Market Street – personal).

4. DECLARATIONS OF INTEREST ON ITEMS ON THE AGENDA

There were no declarations of interest.

5. PUBLIC PARTICIPATION PERIOD

There was no participation from the public member.

6. MINUTES

The Minutes of the Meeting held on 12 April 2018 were approved and signed as a correct record.

(Vote – For: 5, Against: 0)

7. MATTERS ARISING

Minute. 151. Collaboration with the Tourism Committee. Councillor Mrs Craigie advised the Tourism Committee are keen to involve the Traders. She will coordinate a joint meeting in the Café, having spoken to Councillor Howell.

Ms Sparkes agreed to liaise with the Traders; Councillor McKenzie confirmed he could attend a meeting scheduled from 15.30 onwards.

Councillor Mrs Craigie will confirm the date.

8. ACCOUNTS

It was proposed by Councillor McKenzie, seconded and

RESOLVED: That the list of payments be approved.

(Vote – For: 5, Against: 0)

9. CHAIRMAN’S / MARKET ADMINISTRATORS REPORT

The Market Administrator advised:

a. Arts and Crafts Event 2 June 2018.

b. Mr Andrew Bailey had confirmed that the Pannier Moto Jumble on 30 June 2018 has some stall bookings. Flyers and posters will be delivered next week when the big push will start.

Ms Sparkes advised that Mr Bailey would like to run the Market on 1 July 2018 alongside the traditional Market Stall holders.

The Market Administrator would confirm details and place it on the Agenda for the next Meeting; effectively the Market weekend of 30 June 2018 would be extended to include 1 July 2018.

c. A member of Quay Drawing, had requested permission to take a maximum of six students into the Pannier Market to sketch and paint from 4th June to 9th July, 1.00 pm until 3.00 pm, in a repeat of a successful request last year. Students will be made aware of trip hazards and blocking pathways. They will be using watercolour and drawing materials, only. He confirmed that he had public liability insurance.

The Chairman led the Members in agreeing to the request.

d. The Chairman advised that he had been in touch with Tavistock Pannier Market advising that a Friday visit would be most suitable. He will ascertain a date and the Market Administrator will circulate.

10. SOLAR PV PANELS ON THE MARKET HALL ROOF

The Members had sight of a report advising of the Council’s intention to site Solar PV on the Market Hall roof but with the caveat that there were VAT implications which could have a wide reaching effect that needed investigating.

The Chairman expressed his keenness to have the 10.8 kW array established at the earliest opportunity. He was certain that the VAT need not impact upon the Market but was adamant that the Council should not change their VAT status.

The Market Administrator explained that the Council would effectively be generating and distributing electricity. It would not be possible to differentiate between the solar pv and provider (E.On / EDF) source. By providing an effectively different service to simply running a market, the Council, by selling electricity, would provide a business supply within the scope of VAT. Becoming VAT registered could see the Council having to collect VAT on other services, rent for units / stalls but not just confined to Market business.

He advised that he had been in correspondence with a VAT specialist and would be corresponding further with others. VAT is complicated.

Members had been given a circular produced by Nabma advising of wider Market and HMRC VAT issues.

The Chairman reiterated his belief that VAT should not impact upon the Council businesses.

The Market Administrator confirmed that the Renewable Energy and Generation Committee would staff the Planning Applications (Torridge District Council had confirmed agreement subject to successful Planning Applications etc.) and establish the VAT position to the Market and Council.

Members duly noted the item.

11. COMMITTEE TRADERS / TENANTS

Mr Morgan explained that he had a number of points to raise on behalf of Butchers Row Tenants:

a. Butchers Row Unit 8. He advised that a number of people were interested in the vacant unit and wondered how long it would remain unoccupied and whether it could be filled on a temporary basis.

The Chairman indicated that it was important to have the corrective maintenance work completed at the earliest opportunity. Until a contractor was engaged it was not possible to give a time.

b. Minutes of the Meeting held on 7 December 2017. He noted that the Minutes had not been published on the web site.

c. Market Opening Times. Signage indicating opening times of the Market, raised at the previous meeting, had not been posted. The Chairman asked for the Market Administrator to liaise and establish notices. It was also noted that not all Tenants indicated their hours’ of business. The Market Administrator confirmed that a letter had been circulated noting not all tenants displayed their hours; he would follow up.

d. Development Proposal. Mr Morgan advised that he and a fellow Butchers Row tenant had met with the Town Clerk to discuss development proposals for the Market. He asked that “Development Proposal” be an agenda item for the next Meeting; the Chairman acquiesced.

e. Shuttle Bus. Ms Sparkes confirmed that the Bus was going well and that local people were regularly using it.

f.  Radio Station change. Ms Sparkes advised that the Radio 2 mid-day programme often covers subjects that are not suitable for the Market Hall – complaints have been received from customers. Radio Devon is now the default choice.

g. Bideford Pannier Market (Traders’ website). A Market Hall Tenant (now) has access to the website and is able to update it accordingly.

12. MARKET REPRESENTATIVES ELECTION

Members noted that the Market Administrator would arrange an election for the non-councillor representation on the Committee.

13. ENERGY PERFORMANCE CERTIFICATE (EPC)

The Market Administrator indicated that each new tenant requires an EPC for the rental unit occupied and that this will be the case for all tenants by 2023.

The Chairman saw no merit in a blanket Certification indicating that there were often quite sweeping changes in (central government) policy.

Proposed by Councillor Brenton, seconded and

RESOLVED: That Energy Performance Certificates would be obtained as appropriate.

(Vote – For: 5, Against: 0)

14. BUTCHERS ROW UNIT 9

Members having had sight of a plan of works at the previous Meeting had receipt of an alternate approach to the rot problem. The Contractor had indicated a plan to initially deal with the water ingress prior to addressing the rotted timber.

The Chairman indicated that the works needed to be addressed quickly; Councillor Mrs Craigie expressed concern at the timing, in relation to the holiday season.

Proposed by Councillor Brenton, seconded and

RESOLVED: That Mr Gunn is invited to proceed directly.

(Vote – For: 5, Against: 0)

15. WALES & WEST UTILITIES – SECONDARY GAS METER

Members having resolved upon the item at the Meeting held on 12 April 2018 had subsequently received a further option from Wales and West Utilities.

Discussion followed on the removal of the pipeline altogether and the plumbing in of an electric oven, by Wales and West Utilities, as an alternative to using gas.

The Market Administrator reminded Members that the present oven was eight month’s old and that the removal of the line effectively ended the (gas) facility. Should an occupant wish to change to solely using electricity in the future, the option would always be there. With the pipe removed, a return (to gas) would incur expense and disruption to the Council / market.

Proposed by Councillor McKenzie, seconded and

RESOLVED: That the resolution from the previous meeting, Minute. No. 159,:

“That WWU change the sub deduct meter out for a freestanding meter (incurring no bill / nor standing charge) and adopt the pipework between primary sub following their satisfactory pressure test.”

was confirmed.

(Vote – For: 5, Against: 0)

16. MARKET HALL / BUTCHERS ROW DOORS

In her absence the Market Administrator advised that Mrs Fisher had requested that the item be considered. Her concern had been that the closing of the doors discouraged potential visitors, irrespective of the weather.

Ms Sparkes explained how the cold wind can funnel up through Butchers Row and into the Market Hall. She personally had made a point of monitoring the doors, when closed, to guard against potential loss of custom – customers are not being turned away.

She noted that trade is slack. Referencing the Opening Hours Sign, she stated that there is a large “Open” sign attached to the door that gives a clear indication that the Market is trading. Similarly Mrs Fisher deploys the Café signs again confirming the Market Hall is open.

She reiterated that the Hall can be really cold with the howling wind, hence the option to close the doors.

The Chairman stated that the Conservation Officer had ventured partially glazing the doors and suggested the use of LED lighting around them.

Ms Sparkes stated that she was willing to continue monitoring the doors when closed during inclement weather.

Members agreed to support Ms Sparkes’ approach.

17. UPDATE ON DEVON COUNTY COUNCIL TREES

Members had receipt of correspondence from the Highway Officer indicating that DCC resources were currently directed at pot holes with no indication of work to the London Plane trees outside the Market Hall.

The Chairman stated that the whole area was an “eye sore” and spoke about negotiating with DCC to take it over. He recalled that the original trees did not “get in the way”, noting that the Burton had a similar problem.

The Market Administrator indicated that DCC were the driver in originally highlighting the tree issue in June 2017 advising that, “the existing trees have become untenable and will continue to be an economic burden upon our maintenance works,” and that Members had discussed possible options.

Councillor Johns highlighted the safety aspect of the uneven, sloping ground and spectre of autumn leaves.

Councillor McKenzie felt ownership could see the area being used more effectively – potential for evening events.

The Chairman confirmed that it was a wasted area.

Proposed by Councillor Brenton, seconded and

RESOLVED: That an approach is made to DCC with a view to negotiating a lease arrangement to improve the southern area adjacent to the Market Hall.

(Vote – For: 5, Against: 0)

18. MARKET LEAFLET

Ms Sparkes provided Members with an A5 double sided leaflet produced by the Market traders. Traders had taken the initiative of producing 5,000 copies and had distributed 2,000 from Clovelly and Hartland through to Instow, Braunton, Ilfracombe and South Molton; hotels, cafes and Tourist Information Centres had been visited.

The Chairman welcomed the impressive self-help initiative.
Proposed by Councillor Brenton, seconded and

RESOLVED: That the Traders are reimbursed the £62.00 cost of funding their leaflet.

(Vote – For: 5, Against: 0)

19. DISABLED RAMP FOR MARKET HALL STUDIO UNITS

Members had previously received correspondence on mobile ramp provision for disabled access to the Market Hall Studio Units.

The Market Administrator advised that trawling the internet provided a whole range of options and prices. In consultation with the Market Officer a thirty inch “roll-a-ramp” had been identified which would offer a safe, flexible resolution to providing disabled access to the Market Hall Studio Units.

Proposed by Councillor Brenton, seconded and

RESOLVED: That the 30 inch “Roll-a-Ramp” is purchased to provide disabled access to the Market Hall Studio Unit.

(Vote – For: 5, Against: 0)

20. CONFIRM A VISIT TO TAVISTOCK MARKET

The Chairman confirmed that he had been liaising with Tavistock Market and that a Friday in June 2018 would be most suitable for them to receive a visit.

Dates will be circulated to Members.

21. CONFIDENTIAL ITEMS TO BE TAKEN IN PART II

Proposed by Councillor Brenton, 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)

22.  PART II (CLOSED SESSION)

23. CHAIRMAN’S REPORT – CONFIDENTIAL MATTERS

Members noted the Market Officer’s report on the Butchers Row tenants’ attendance during a week.
The Chairman reaffirmed that the Hours of Business should be displayed and a notice where a specific tenant is absent.

24. TERMINATIONS OF LEASES /APPLICATIONS RECEIVED FOR TENANCIES OF PREMISES

The Market Administrator had previously advised Members that both Market Hall Studio Units 5 and 6 had given Notice to quit.

Despite advertising only a single application had been received.

Proposed by Councillor Brenton, seconded and

RESOLVED: That Tricia Commins is offered a Tenancy.

(Vote – For: 5, Against: 0)

25. UPDATE ON RENT

Some Standing Order payees had yet to update their payments. Further correspondence will be sent advising them of their need to change and make good the underpayments.

The Chairman, having established that there was no further business to discuss, thanked the Members for their attendance and concluded the Meeting at 7.43 pm.


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