Issue - meetings

To present for members consideration an update to the SHDC’s existing Markets Policy and the introduction of a new SHDC Markets Severe Weather Policy (report of the Service Director – Leisure and Local Services enclosed).

Consideration was given to the report of the Service Director – Leisure & Local Services which presented an update to SHDC’s existing Markets Policy and the introduction of a new SHDC Markets Severe Weather Policy.

The Leader of the Council introduced the report and advised that its purpose had been to review and update the existing Markets Policy. This was to ensure it aligned with the introduction of a new DOS?based online open payment system (set out at Appendix 2) and to introduce a new Severe Weather Policy to improve safety and consistency across market operations.

The Leader summarised that the revised policy included several key changes. These comprised the classification of traders as either regular or casual at the application stage; the introduction of promotional fees for specialist markets such as makers’ markets; and a requirement for traders using their own stalls and equipment to submit appropriate risk assessments.

Clearer application and payment processes had been established through the new online system, and the advance booking period for casual traders had been extended from 14 days to 28 days.

Members were advised that new incentives had been introduced to encourage new and returning traders who had not traded for over 12 months. Disciplinary and conduct procedures had been updated to include inappropriate online behaviour, revised health and safety inspection arrangements, and the inclusion of Trading Standards requirements linked to the 2019 framework.

It was noted that the updated booking costs and payment system were scheduled to be rolled out in Quarter One. In addition, new funding had been secured for marketing activity, including banners, leaflets, promotional boards and paid Facebook advertising.

The Leader highlighted the strong digital performance to date, particularly the South Holland Markets Facebook page, which had achieved 1.7 million views during 2025/26 without any paid advertising.

The Leader also outlined the introduction of the new Severe Weather Policy, explaining that it had been developed in response to the increasing frequency of adverse weather, particularly high winds, which had a significant impact on market safety.

The policy was based on best practice already in operation at Boston Markets since April 2025, where no incidents had been reported. Decisions under the policy would be informed by Met Office weather warnings or on-the-day safety assessments by the markets team.

Finally, Cabinet was advised that the Severe Weather Policy had been considered by the Policy Development Panel on 3 February. Feedback from the Panel had focused on notice periods for market restrictions or cancellations and clarification on how trader illness during a market day would be handled – it was confirmed that this would be managed at the discretion of the markets team, including the option of offering a free future market where appropriate.

Support was expressed for the report, particularly highlighting the improvements in incentives, including additional support for charities and makers’ markets. The value of ongoing advertising and promotional activity was also welcomed.

Reference was made to increased market occupancy and strong online engagement, including significant Facebook views.  ...  view the full minutes text for item 115

To present for members consideration an update to the SHDC’s existing Markets Policy and the introduction of a new SHDC Markets Severe Weather Policy (report of the Assistant Director – Leisure & Local Services Division enclosed).

Consideration was given to the report of the Assistant Director -  Leisure and Local Services Division which presented for members consideration an update to the SHDC existing Markets Policy and the introduction of a new SHDC Severe Weather Policy.

The Assistant Director -  Leisure and Local Services Division introduced the report and highlighted the following key proposed changes:

• Classification of traders as regular or casual at the point of application.
• Allowing casual traders to book pitches up to 28 days in advance (increased from 14):
• Introducing promotional fees for specialist events such as Makers’ Markets:
• Traders using their own stalls to provide risk assessments:
• Clearer application and payment instructions:
• Incentives for new and returning traders, including a free trial day for those absent for over 12 months:
• Updated disciplinary procedures, including inappropriate online behaviour;
• Updated health and safety requirements and food hygiene expectations; and
• Improved support during the system transition, including demonstrations and on?market assistance.

Members were also advised of recent improvements in market performance, including a 50% increase in trader attendance in Quarter 1, and 42–50% increases in subsequent quarters, which was up against national declining trends.

Members considered the report and made the following comments;

·         Members asked whether repetition between the revised policy and the terms and conditions indicated a need for amalgamation:

o   The Assistant Director responded that repetition was intentional to ensure key information was not missed and that the documents remained separate due to health and safety guidance.

·         Members queried the reported 15% increase in market stalls and whether a breakdown per market was available:

o   The Assistant Director explained that increases were district-wide and that detailed figures could be provided outside the meeting.

• Members queried whether local buskers who turned up on market days and use amplified sound were subject to the same rules as stallholders, or if they required licences.
  • The Assistant Director advised that the Council could prevent the use of amplified sound within the defined market area but could not stop individuals on the public highway. The Assistant Director would look to check the specific incidents referenced to and would report back to the members.

·           Members asked whether the notice periods for weather?related cancellations could be included in the policy itself, not only in the Terms & Conditions.

§  The Assistant Director responded that the cancellation notice details would be included in the Markets Policy as well as the Terms & Conditions.

·         Members queried fee implications should a trader become ill during the trading day;

o   The Assistant Director confirmed that traders in such circumstances would be supported by the Market Office. Although fees were non-refundable a line could be added to the Policy to clarify that fee adjustments would be considered on a case-by-case basis.

• Members asked whether the Markets Officer was first?aid trained.
  • The Assistant Director understood that most operations staff had received first?aid training but would confirm the first aid training status of the Markets Manager and arrange training if required.

·         Members questioned contradictions in fee  ...  view the full minutes text for item 75