Contact Officer: Sarah Claridge (Democratic Services Officer), 01865 252402, email; sclaridge@oxford.gov.uk

 

 

Background Information

The Scrutiny Panel has completed its investigations, during which it:   ·         Consulted market traders; ·         Visited markets in London and Bristol; ·         Interviewed Officers and Board Members   The Panel delayed its report back to the Committee in order that it could consider the Retail Group’s proposals and see the results of consultation.

Why is it on the agenda?

This is the final report from the Covered Market Panel.  The Committee is asked to decide the recommendations it wishes to make to the City Executive Board on 12th. February.    Also attached for information is the City Executive Board response to the Retail Groups proposals which have been subject to consultation.  This report will be considered at the City Executive Board on 12th February.   The Retail Groups report into the Covered Market will be circulated as a supplement.

Who has been invited to comment?

The Panel will present its findings to the Committee.  The Lead Member is Councillor Campbell.

What will happen after the meeting?

Any Committee’s agreed recommendations will be presented to the Board Member and City Executive Board on the 12th. February.

 

 

 

The Covered Market Scrutiny Panel submitted a report (previously circulated, now appended). This presented the Panel’s conclusions and recommendations on its inquiry into the economic health of the Covered Market to the Committee. It laid out a series of recommendations that it wished to see presented to the City Executive Board. Councillor Jim Campbell, as Lead Member of the Scrutiny Panel, introduced the report and its findings.

 

In his introduction, Councillor Campbell highlighted the following:-

 

·         The workshop organised in January 2012 to consider the future of the Covered Market had been a major influence on the Panel’s work;

·         The Panel’s key message is “the need for a clearer understanding of the role of the Covered Market and for greater flexibility and cooperation in fulfilling that role. Doing nothing is not an option.”;

·         The Panel’s work and report is an important starting point on that work;

·         There is a need to focus on the role of the Covered Market within the Council’s Asset Management Strategy which highlights the need for the Market (amongst other assets) to “make the greatest possible financial contribution to the Council”;

·         The Panel was aware that a report into the Covered Market had been produced by The Retail Group who were experts in retailing. The Panel’s report, whilst not produced by “experts”, had been produced by people who have long experience of the Market and on-going contact with the traders. This two-tier approach was valuable.

 

Councillor Campbell ran through the recommendations that the Panel made in its report, and emphasised that the Panel wished to see them implemented by Council as soon as possible.

 

General Issues

 

In discussion with the Committee, the following issues were raised:-

 

·         A leasing strategy presents a challenge. Many traders see their lease as permanent and lifelong. A dedicated Market manager could play a key role in encouraging traders to see that a more flexible scheme can be in their interest – for example, 3 month leases for traders to try out a new idea;

 

·         Parking in Market Street was also identified as an issue. There is a need to review the loading/unloading requirements of traders, because some vehicles are parked there for a long time (in some cases most of the day). A better regulated scheme needs to be developed, in conjunction with the traders, and efforts should be made to ensure that the entrances to the Market are visible, accessible and uncluttered;

 

·         There was concern that changes to rents and rental schemes did not penalise smaller traders. The Panel did not wish to be prescriptive, and it certainly had no desire to penalise smaller units, but it did wish to suggest things to look at;

 

·         The Market does open on a Sunday but not all traders wish to join in. It would be desirable to have at least one late night opening (to 8pm?) each week;

 

·         The Committee agreed that inaction was not an option!

 

·         Some care should be exercised around outdoor trading – it should not adversely affect trading inside the Market;

 

Response from the Board Member

 

Councillor Colin Cook, Board Member for City Development, indicated that he was generally supportive of the recommendations made in the report.

 

He sought greater clarity on the Panel’s suggestions concerning rental structures. The Council charged on a basis of square footage, but footfall and trades in the location were also taken into account. The Council took less rent from those traders with a lower turnover.

 

Councillor Campbell stressed that what the Panel sought was as flexible a system as possible. It wanted to avoid long drawn out arguments about the rent between the Council and traders.

 

Response from the Executive Director, City Development

 

David Edwards, Executive Director for City Development, noted that the recommendations were broadly similar to those made by the Retail Group, and that this was to be welcomed.

 

There are multiple issues here. It should be noted that tenants do have full legal protection under the Landlord and Tenant Act. Changes should be by mutual agreement, and it may not be present to change the lease structure easily. It was acknowledged that traders had differing views about Sunday trading. Issues around parking in Market Street, and signage, would be worked through. There had to be a genuine partnership with traders to make things work.

 

Councillor Campbell responded that the Panel worked closely with traders and officers while producing its report.  Traders had been involved and they were aware of the Panel’s report. The workshop helpd on December 10^th, (referred to previously) showed that the Covered Market Traders wanted to move forwards with the Council, not against it.

 

Councillor Campbell thanked the Panel Members and supporting officers (Sarah Claridge and Pat Jones) for all their hard work. In return the Panel thanked Councillor Campbell for all his efforts on this matter.

 

Resolved to:-

 

(1)  Accept the report with the recommendations as shown below;

 

(2)  Ask that the report and its recommendations be presented to City Executive Board on 12^th February for consideration.

 

Recommendation 1.

 

The Council should articulate its role in the Covered Market.  The Panel believes that this should provide for greater emphasis on the civic importance of the Market and its contribution to the City.

 

Recommendation 2

 

The Council should appoint a Market Manager who will be based in the Market and accessible to the traders.

The role should include the following:    

•           Working with the Council and traders to develop the Market for the future, including discussions on the leasing structure and strategy, and the balance of trades

•           Spending the Councils allocated budget for the Market and commissioning services delivered within that

•           Promoting the market

•           Offering training and support for traders

•           Reviewing the website and keeping it up to date.

 

Recommendation 3

 

In the longer term to evaluate all the options for the management of the market around criteria to be developed by the Market Manager, traders and the City Council.

 

Recommendation 4

 

That early negotiations take place between the Council and traders to determine the best rental and licensing structure with the aim of moving as quickly as possible to a clearer and more flexible leasing and licensing arrangement needed to improve relationships and provide the flexibility needed for success.

 

Recommendation 5

 

That the Council moves as quickly as possible to improvements to the Market Street entrance to the Market, and begins negotiations with traders on their loading and unloading requirements with the aim of freeing space for the extension of outdoor trading.  This should also include discussions on the provision of extra cycle parking.    

 

 

Recommendation 6

 

To come forward with temporary arrangements for more visible signage for the Market on High Street including options using the buildings above and free standing signs.

 

Recommendation 7

 

To provide money as soon as possible for the improvement of the Market Avenues from High Street.

 

Recommendation 8

 

The Council move to commission design options for changes to the Covered Market and for these to include better use of the service yard.

                                   

Recommendation 9

 

That Council actively promotes and includes the Covered Market in their communications and event planning to take the opportunity to highlight the Market as a key destination and also attract a more diverse range of people into it.