Venue: Committee Room A, South Walks House, South Walks Road, Dorchester, DT1 1UZ (DT1 1EE for sat nav). View directions
Contact: Kate Critchel, Senior Democratic Services Officer 01305 252234 Email: email@example.com
receive any apologies for absence.
Apologies for absence were received from Councillors David Bolwell and Nick Ireland.
confirm the minutes of the meeting held on 26 June 2019.
The minutes of the meeting held on 26 June 2019 were confirmed and signed.
Declarations of Interest
receive any declarations of interest.
There were no declarations of interest to report.
receive any public questions or statements on the business of the Dorchester
Market Joint Informal Panel.
There was no public participation at the meeting.
To consider a report by the Executive Director for Corporate Development /S151
The Dorchester Markets budget and financial outturn for 2020/21 was considered by the Panel the detail of which was explained by officers in how this budget was allocated and applied and what income had been generated and expenditure incurred. Appendix 1 to the report set this out in detail.
The Panel noted that projected outturn
expenditure was £42,087, compared to an approved budget of £41,587, with the
projected outturn income being £165,941, compared to an approved budget of
£182,374 – this reduction resulting largely to a further projected fall in
income from the market operator. The market operator’s accounts to 30 September 2019 showed market rents received for the year
to date of £69,795, compared to £81,055 in the previous
Year, with the proposed distribution to the
Panel, after expenses, being
£14,000 less then budget.
The income from farmer’s markets was also less
than budgeted and was explained in the market management report. The income for
car boot sales was slightly down too, compared to the same time last year.
All this meant that the sum available for
distribution was £123,854,compared the budgeted sum of £140,788, with Dorset
Council receiving £68,220 compared to a budget of £78,642. Dorchester Town
Council would receive £36,734, compared to a budget of £42,346, after setting
aside the car boot proceeds into the markets grant reserve.
The proposed expenditure budget was £41,926,the
proposed income budget being £165,198 on the assumption that the market operator’s contract income was the same as the 2019/20 projected
outturn of £48,000, bearing in mind that this had declined steadily over recent
Overall, this meant that the surplus
available for distribution was £123,272:
with Dorset Council due £67,842 and
Dorchester Town Council £36,530.
The Panel acknowledged how the budget was
comprised and the reasons for this and took the opportunity to make their observations
known. They understood and accepted what part circumstances had played in the
budget position and recognised that officers had manged this as effectively as
they could so as to enable the surpluses to be allocated as beneficially as
That the annual budget for 2020/21 be
Reason for decision
To ensure the governance of the Dorchester Markets
finances was applied.
To consider a report by the Executive Director for Corporate Development/S151.
The Panel received an update on the
distribution of grants awarded from the Dorchester Car Boot Fund during 2019,
together with an illustration of the type of organisations; local projects;
initiatives and activities which benefited from the fund, as a result of the
income generated by the weekly Sunday Car Boot Sale held at Dorchester Market.
The Dorchester Market Car Boot Fund was financed
entirely by the income from the car boot sales with applications for it being
made between 23 January 2019 and 31 March
2019. Information about how to apply to the fund was accessible locally and on
the Dorset for You website. A total
of 45 applications had been received; 8
fewer than the previous year. The
Grant Awarding Panel had met in July 2019 to consider the applications,
and assessed them against the necessary criteria and on the merit of
each, being allocated on their relevant necessity and benefit. How initiatives
were being delivered and the benefits they brought were critical considerations
in the way in which the fund was allocated.
In total, 31 community and voluntary
organisations had been successful, and the total amount awarded was £15,739.
Any unsuccessful projects were directed to where they could gain access
to alternative funding streams as necessary to see if they might be able to
benefit from those. Successful projects also had the opportunity to access
these, as necessary, so as to supplement their funding
Mention was made of the celebration event held the previous autumn for all those successful groups in being able to interact with each other and discuss what benefits their particular projects brought.
The Panel were pleased to see how the fund
was being used and how beneficial this would be to the viability and success of
projects and initiatives in them being able to contribute towards what
Dorchester had to offer.
the distribution of the Dorchester
Market Car Boot Fund for the financial year 2018-19 be endorsed
So as to ensure the available funding was allocated so as to be as beneficial as it could be to Dorchester.
To consider a report by the Estates Manager.
The Panel received the Dorchester Market
Management report on what arrangements were in place for it to operate, the basis
for this, and how it worked in practice. The report set out the relationship
Dorset Council, Dorchester Town Council and
the operators, Ensors; the details of the Market
Agreement by which the operations were governed and; what were the management
arrangements that were overseen and monitored by the Panel. How the market was
performing; what could be done to improve how it was operated and; what it
could achieve were set out in the report along with evidence as to why
performance was as it was and the reasons why this was not as it might be.
Arrangements for the lease of the site were
outlined with Ensors having the rights to hold a
weekly market on Wednesdays and a Car Boot Sale on Sundays. Ensors
undertook the management of the market and were required to provide periodic
financial reports, the latest being set out in the exempt appendix to the
officer’s report. Market tolls were set by agreement with the Council.
Whilst unfortunately market revenues had
been falling for many years owing to the changing pattern of retailing,
internet purchasing, and general trends of markets failing to meet the
requirements of today’s consumers, its core
business was still seen to provide a valuable, and valued, contribution
to the vitality of Dorchester, not least from the numerous visitors it
generated - some specifically coming to Dorchester on coach trips for this sole
purpose - with it being agreed that the
market remained successful in what it had to offer.
To assess how to optimise how the market was
run, officers had previously
commissioned for the Panel a report from
NABMA in respect of the market operations, a Dorchester Market Survey to assess the
public’s view of the market and had presented a discussion paper called a Vision for Dorchester Market.
These proposed operational improvements and site maintenance works to support
the market. Members considered that this might now prove to be enlightening and
that it could be revived to see what part it might play in improving the
Ensors Market Operators Report cited poor trading
conditions and bad weather throughout the autumn along with the perceived
of the site had all contributed towards the
poor level of performance being seen. However the Panel were informed that the
allocated budget had been fully apportioned with reserves being drawn on to
address essential repairs to the roofs and gates and security improvements had
been made - with a new CCTV system in operation. Sub metering of the electric
and water supplies on the site also enabled a more efficient and accurate
measurement of power consumption so that any recharging was more accurate to
users for the first time. How other maintenance works was being undertaken was
explained, with any maintenance underspend being proposed to be allocated to
replenish the Maintenance Reserve Fund.
Ensors had reported declining revenues ... view the full minutes text for item 17.
To consider any items of
business which the Chairman has had prior notification and considers to be
urgent pursuant to section 100B (4) b) of the Local Government Act 1972. The
reason for the urgency shall be recorded in the minutes.
There were no urgent items for consideration at the meeting.