Agenda item

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 schedules between regular and casual traders.

o   The Assistant Director explained that new fees would take effect when the Goss system launched and that the current policy remained until June.

• Members enquired if regular traders had to pay for non-attendance, and how many non-attendance days were granted.
  • The Assistant Director responded that regular traders did not have to pay for non?attendance. They were entitled to book off days equivalent to one month’s trading, shared across the markets they operate in, and added this entitlement would be clarified in the Policy.

• Members noted that the website link in the policy was outdated and asked if this could be removed.
  • The Assistant Director confirmed it would be removed in both the existing and new policy versions.

Councillor M Le Sage and Councillor M Hasan left the meeting at 19.59.

AGREED:

a)    That the review of the draft Market Policy and Severe Weather Policy report be noted, and

b)    That  following consideration of the draft South Holland Markets Policies, at Appendix 2 and 3 of the report, the panel’s feedback be noted prior to consideration of the documents by Cabinet.