Agenda and minutes

Apologies for absence were submitted on behalf of Councillors Julia Berry, June Molyneaux and Stella Walsh, Cath Burns (Head of Economic Development) and Peter McAnespie (Planning Policy and Design Team Leader).

Members are reminded of their responsibility to declare any personal interest in respect of matters contained in this agenda. If the interest arises only as result of your membership of another public body or one to which you have been appointed by the Council then you only need to declare it if you intend to speak.

If the personal interest is a prejudicial interest, you must withdraw from the meeting. Normally you should leave the room before the business starts to be discussed. You do, however, have the same right to speak as a member of the public and may remain in the room to enable you to exercise that right and then leave immediately. In either case you must not seek to improperly influence a decision on the matter.

There were no declarations of interest by any of the members of the Task Group in any of the meeting’s agenda items.

To confirm as a correct record the minutes of the meeting of the Overview and Scrutiny Town Centre Task Group held on 3 December 2009 (Minutes enclosed).

The minutes of the last meeting of the Overview and Scrutiny Task Group held on 3 December 2009 were confirmed as a correct record for signature by the Chair.

The principal purpose of the meeting will be to consider issues around the importance of the Markets to the vitality of the town centre.

The Task Group may wish to consider, amongst other factors, the impact of the outcomes of past scrutiny inquiries; the impact of the recent Covered Market refurbishments; ways of enhancing the vitality of the Flat Iron Market; and the effectiveness of Themed Markets.

A copy of the Executive Summary and Recommendations extracted from the final report of the Overview and Scrutiny Inquiry into Chorley Markets published in September 2004 is attached to aid discussion.  Notes on market stall occupancy rates and the current situation on the recently commissioned Consultants’ review of the Flat Iron Market will be circulated at the meeting.

There will be an opportunity to question the Officers and determine preliminary recommendations for assessment at a later stage. 

The Chair reminded the Task Group that the primary purpose of the meeting was to consider issues around the importance of the Markets to the vitality of the town centre.

The Task Group had previously been supplied with a copy of the final report of the Overview and Scrutiny Inquiry into Chorley Markets published in September 2004, but an additional copy of the Executive Summary and Recommendations extracted from the final report had been provided to aid discussion.

Conrad Heald (Town Centre and Markets Manager) gave an overview of the current position in relation to both the Covered Market and the Flat Iron Market, during which the following points were highlighted:

·          Current Market stall and cabin rental fees had been frozen for the past 2 years and were considered to be competitive in comparison with neighbouring districts.

·          On most market days, all of the Covered Market cabins were occupied and the average occupancy rate for Covered Market stalls had risen over past years to 70%.

·          The rental fees for 78% of the Flat Iron market stalls were paid in advance by regular traders, leaving 18 stalls vacant for use by casual traders.  The availability of sufficient stalls to accommodate casual traders helped to safeguard the diversity of goods for sale.

·          Occupancy of the stalls on the Flat Iron market was very much reliant on weather conditions, but the average occupancy rate was steadily increasing.

Conrad also reminded the Task Group of the recommendations from the previous Markets Overview and Scrutiny inquiry that had so far been implemented, with an indication of additional measures that might reasonably be adopted in the current climate.

A number of Task Group members considered that action was required to enhance the appearance and character of the Flat Iron Market in order to revitalise the market.  In this context, a briefing note prepared by Peter McAnespie (Policy and Design Team Leader) was circulated on the current position regarding the Flat Iron Improvements Scheme Design Study being undertaken by Landscape Projects.  The objective of the study, commissioned in September 2009 to complement the Chorley Town Centre Audit and Design Strategy, was to enhance the Flat Iron Market and allow it to become a multi-functional market/car park/civic space linked to the Market Walk Phase 2 plans.  The Consultants’ findings were due to be presented to the Strategy Group in February 2010, with a view to a preferred option being agreed for consultation purposes.

During the ensuing debate, the following suggestions and issues were raised in particular:

·          While it was likely that the Council would be reluctant to increase market stall or cabin rents in the present economic conditions, a future review of the fees structure could be undertaken.  This could include the Task Group’s earlier consideration of Flat Iron market canopy provision and stall design, and a review of the fees structure within the Covered Market to allow parity between stalls by, for example, a charging system based on floor area.

·          Discounts could be offered to Market traders  ...  view the full minutes text for item 4.

The Task Group has agreed to interview and/or consult the Executive Member (Business), the Disability Forum Co-ordinator and selected representatives of town centre retailers and market traders as part of the review process.

Members’ instructions will be requested on the most appropriate means of obtaining and considering this evidence.  Responses to e-mailed questions could be sought or witnesses could be interviewed separately or in an open forum at the next meeting.

The performance and activity reports requested of the Sports, Play and Physical Activity Manager and the Arts Development Officer at a previous meeting will be presented to the next Task Group meeting.

The Task Group was reminded of its agreement to interview and/or consult the Executive Member (Business), the Disability Forum Co-ordinator and selected representatives of town centre retailers and market traders as part of the review process.  The Members’ instructions were sought on the most appropriate means of obtaining and considering the evidence.

The Group had also requested at an earlier meeting the submission of performance and activity reports from the Sport, Play and Physical Activity Manager and the Arts Development Officer to complement their earlier presentations.

It was hoped that the collation of evidence and review would be completed in sufficient time to enable the draft final report to be presented to the 22 March 2010 meeting of the Overview and Scrutiny Committee.

It was AGREED:

(1)       That the views and comments of town centre and market traders and the Disability Forum Co-ordinator be sought on the various town centre themes considered by the Task Group.

(2)       That the Task Group, at its next meeting on 23 February 2010, considers the performance and activity reports of the Sport, Play and Physical Activity Manager and the Arts Development Officer, together with the views of consultees.

(3)       That the Executive Member (Business) (Councillor Peter Malpas) be invited to participate in the discussions at the next meeting.

The Task Group agreed at its last meeting to accept an invitation from Macclesfield Borough Council to visit the town and learn at first hand the measures being taken to improve the town centre.  Arrangements for the visit agreed with the Chair will be reported to the meeting.

The Task Group, at its last meeting, had accepted an invitation to visit Macclesfield town centre to learn at first hand the measures being taken to improve the town centre.

The Members were advised that, with the consent of the Chair, arrangements were being made for the visit to take place on 2 February 2010.

The Task Group will need to agree the dates of its final meetings.

It was AGREED that the final two meetings of the Town Centre Task Group be held as follows:

·          23 February 2010 to consider outstanding performance and activity reports and consultees’ views with the Executive Member (Business);

·          4 March 2010 to consider the draft final report in advance of its submission to the Overview and Scrutiny Committee on 22 March 2010.