Agenda and draft minutes

It was proposed by Cllr R Potter seconded by Cllr S Hosford that Cllr M Rennie preside over the first item “Election of Chairman”.  This was agreed by all members of the Panel.

Councillor M Rennie in the Chair

To elect a Chairman for the remainder of the municipal year 2019/2020.

It was proposed by Cllr M Rennie and seconded by Cllr J Hewitt that Cllr A Alford be elected Chairman of the Dorchester Markets Joint Informal Panel for the remainder of the municipal year 2019/20.

There were no other nominations

Decision

That Cllr A Alford be elected Chairman of the Dorchester Markets Joint Informal Panel for the year 2019/20.

Cllr Alford thanked the Panel and took the Chair.

To elect a Vice-Chairman for the remainder of the municipal year 2019/2020.

It was proposed by Cllr A Alford seconded by Cllr J Hewitt that Cllr M Rennie be elected Vice-Chairman of the Panel for the remainder of the municipal year 2019/20.

There were no other nominations.

Decision

That Cllr M Rennie be elected Vice-Chairman of the Dorchester Markets Joint Informal Panel for the year 2019/20.

To receive the notes of the meeting held on 13 February 2019.

The notes of the meeting held on 13 February 2019 were agreed as a correct record and signed by the Chairman.

To receive any declarations of interest.

There were no declarations of interest to report.

To receive questions or statements on the business of the committee from town and parish councils and members of the public.

There was no public participation.

At this juncture the Chairman indicated that he would, on this occasion, need to leave the meeting early. Therefore he suggested that the agenda order be amended to consider the Management Report followed by the Financial Outturn.  This was supported by members. 

To receive the market management report on the Dorchester Markets and related property and facilities.

The Estates Manager set out the bi-annual market management report on the markets in Dorchester and related property and facilities matters.

The panel was advised that the market revenue had been falling for many years owing to the changing pattern of retailing, internet purchasing and general trends of markets failing to meeting the requirements of shoppers.  The market operator Ensors had provided their draft accounts for the year up to 31 March 2019 and this had revealed a continuation of the fall in revenue of market stalls from £147,000 in 2017/18 to £136,870 in 2018/19.

For the year up to 31 March 2019 the gross income from car boot tolls had also dropped from £50,000 to £46,000.  The overall net income from both these markets had dropped from £102,000 to £97,000.

New members were advised that in recent years the panel had reviewed the means to improve performance and officers had commissioned a report from the NABMA in respect of the market operations.  The Estates Manager also reported that since the last meeting of the panel a number of repairs and maintenance on the market site had taken place.  This included works to the asbestos sheet roofing, new CCTV had been installed on the site and would be operational shortly. Also a new main gate had been installed and security managed locking regime was now in place.

The Estates Manager also advised that basic repairs had been undertaken on the North Linneys roof.

In response to questions, the panel was advised that there had been issues with the electricity charges and concerns over the levels of consumption. Because of the site complexity the costs had reverted back to the council while officers arranged for sub-metering of supplies.

In respect of the Cornhill Market, the trading pitches were now managed by Dorchester Cornhill Market Limited under licence, with the council receiving a licensing fee of £25,974.  The panel noted that this independent market was now thriving and was a welcome addition to the high street.

However concern was expressed regarding the number of market vehicles and delivery vans that were accessing South Street before the designated time in the evening. This was potentially dangerous for pedestrians in the town. The Estates Manager also reported on the Cornmarket and the Dorset Farmer Market.

Decision

That the report be received and noted.

To consider a report of the Group Account.

The Group Accountant set out the financial outturn report for 2018/19.  Members were informed that the panel had agreed its budget for 2018/19 at a meeting in January 2018.  Expenditure was set at £41,424, income budget at £211,448 leaving an estimated surplus for distribution of £170.024.

The panel noted that the total expenditure for the year was £46,703 compared to the estimated budget.  The main variance was on investigating and repairing a major water leak on the site. In addition £20,172 from the Market Maintenance Earmarked Reserve had been used to fund repair/replacement of roof to the North Linneys and former cattle market building and the installation of a CCTV system.

The Group Accountant confirmed that income from the market continued to be in decline with the total income for the year was £188,643 compared to the estimated budget and the surplus available for distribution was £141,940 compared to a budget of £170,024.

Decision

That the income and expenditure statement for 2018.19 be approved.

The Chairman left the meeting at 19.25pm. 

Cllr M Rennie Vice-Chairman in the Chair.

To agree the appointments to the Panel responsible for allocating funds in 2019/2020.

Members considered the appointment of four members of the joint informal panel to sit on the Dorchester Car Boot Grant Funding Panel for 2019/20.

Decision

That the following members be appointed to the Dorchester Car Boot Grant Funding Panel:- Cllr A Alford, Cllr M Rennie, Cllr J Hewitt and Cllr J Worth.

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 to report.

In response to a question, it was agreed that a further paper be brought to the next meeting of the informal panel in relation to safeguarding future management of the market.

Appendix 1 to this report is not for publication by virtue of paragraph 3 of Schedule 12A, Part 1 of The Local Government Act 1972, as amended. 

The public interest in maintaining the exemption outweighs the public interest in disclosing it.

Exempt appendix received.