Issue - meetings

1.         That the Winchester City Street Market Operating Policy be adopted as set on in Appendix 1 to CAB3427.

2.         That the Corporate Head of Service: Economy and Community be given delegated authority to commence the competitive tender exercise to seek bids for a market operator and to award the contract to the most economically advantageous tender for a term of 3 years with an option to renew annually for up to a further 2 years based on performance of service provision.

3.         That the Corporate Head of Service: Economy and Community be authorised to enter into all necessary agreements with the preferred contractor to manage the street market.

4.         That delegated authority be granted to the Service Lead: Legal to execute and enter into all necessary contractual agreements.

5.         That the Corporate Head of Service: Economy and Community, in consultation with the Cabinet Member for Business and Culture, amends the Winchester Street Market Operating Policy to include specific measurements for the placing and spacing of the Market stalls.

Councillor Thompson introduced the report and emphasised the importance of an attractive and well managed street market in the city centre.  The street market management contract was now to be competitively retendered so that that the market’s operation could be aligned with the priorities outlined in the Council Plan.

Councillor Thompson reported that the Winchester Town Forum and the Business & Housing Policy Committee had each raised similar points regarding the draft policy, including safety considerations and accessibility.  Councillor Thompson then proposed an additional recommendation (5) to those set out in the report to ensure that the new operating policy included specific details for the measurements for the placing and spacing of the market stalls.  The wording of the resolution was agreed as set out in new resolution 5 below.

Ian Tait spoke during public participation as summarised briefly below.

He was a supporter of the street market at its current location which was a bigger and more successful operation, with quality goods on sale when compared to its previous position in Middle Brook Street.  He was concerned at pedlars in the High Street and also that the Farmers’ Market had diminished in size in recent years.  He also requested that the council help ensure that the baby changing facilities at the Market Lane toilets were reopened without further delay.   

At the invitation of the Leader, Councillors Wallace and Horrill addressed the meeting as summarised briefly below.

Councillor Wallace

He believed that street markets were at the forefront of the visitor experience and the new contract was an opportunity to create a more distinctive market to attract more visitors and also to have regard to sustainability matters.  The contract should be bolder in its aspirations in this regard, and he made some suggestions such as promoting local retailers.  

Councillor Horrill

          She raised some points for clarification which included – (i) opportunities for other street markets in the market towns of the Winchester district, (ii) why had a signed agreement with the current operator been left for so long?  (iii) a robust performance schedule was referred to in the report, but how would this be conducted? (iii) how would safety concerns be overseen and dealt with in the new contract, such as dangerous loading and unloading of stalls that had been witnessed? (iv) how would local providers be given priority and proper labelling of produce enforced? and (v) how would street market approved traders be ratified by the council?

Councillor Thompson and the officers present responded to each of the points raised above and provided assurance and clarification where appropriate.

In response to questions from Cabinet, it was confirmed that officers had met with the current operator of Alresford Market regarding brand awareness and sharing best practice.  The mechanisms of weighting and scoring for new traders were also explained, including how this would favour locally sourced goods and where traders were based.  A compliance policy regarding public health was also to sit alongside the operating policy and labelling of goods  ...  view the full minutes text for item 7

Councillor Thompson, Cabinet Member for Business and Culture; introduced the report, ref CAB3247 which set out proposals regarding the Winchester City Street Market Management Contract and Operating Policy, (available here). The introduction included the following points.

1. That the current market contract had expired several years ago, and it was now time to procure a market operator for an initial three-year term.
2. That the Retail Group's 2022 report contained several recommendations for market improvements, including better signage, branding, and expansion of the market with early evening and themed markets.
3. That there was an opportunity to incorporate these recommendations into the new contract and operating policy, especially with the availability of funds for rebranding.
4. There was the potential for themed markets like a Makers Market to leverage the creative sector and a Young Person's Market to encourage student and young entrepreneur participation.
5. The importance of a vibrant market in the city centre to enhance footfall, support local businesses, encourage startups, and promote small businesses' growth.

Councillor Lee addressed the committee, and made several points that could be summarised as follows:

1.    That regarding the tender exercise, whether other issues beyond price, such as environmental factors should be given greater prominence. For example, only 10% of the evaluation weighting was allocated to environmental considerations, and whether these percentages should be increased.

2.    He referred to the United Nations Environment Programme's draft Global Plastics treaty highlighting the potential to reduce single-use plastics in the street market.

3.    That there was a need for clarification on waste and packaging considerations within the evaluation process.

Andrew Gostelow,Service Lead - Economy & Tourism provided members with an update and the committee was asked, prior to the Cabinet meeting on Tuesday, 17 October 2023 to:

1.    Comment on the proposed council vision for the Winchester City Street market and the draft Winchester City Street Market Operating Policy.

2.    Comment on the market trader selection process and assessment criteria; and

3.    Comment on the framework communications and transition plan.

The committee proceeded to ask questions and debate the report. In summary, the following matters were raised.

1.    The importance of ensuring alignment between the council's vision and the current operator's capabilities and whether excessive rules might hinder their effectiveness.

2.    That consideration be given to affordability as part of the qualitative assessment to maintain the traditional role of markets as places for affordable shopping.

3.    A question was asked about the feedback and readiness of current market traders regarding the proposed rules and guidelines.

4.    That there were potential barriers to business startups and innovation posed by the application process and whether steps could be taken to enable innovation.

5.    Regarding the communication and engagement plans for the transition, including how the tendering process would be conducted to procure a new or the same operator under the new terms and conditions.

These points were responded to by Andrew Gostelow, Service Lead - Economy & Tourism. and were noted by Councillor Thompson, Cabinet Member for Business and Culture. The  ...  view the full minutes text for item 8

Ian Tait addressed the Forum on this item. In summary, he made reference to the following points:

·       Supporter of the market since it moved from Middle Brook Street to the High Street in 2011.

·       Initially there had been concerns raised at the time by residents and a number of businesses about the competition the market would have with the High Street. However, over the years existing local businesses had commented that the market had significantly improved trading conditions since it was relocated.

·       Markets make high streets more resilient. Winchester has low retail unit vacancy rates as a result and there were major retail and hospitality businesses who were keen to come to the town centre.

·       Advocates the return of the market to the upper section of the High Street, outside The Ivy, as he believed the market worked well in that location.

·       He suggested the success of the market was also dependant on other aspects, including the cleanliness of public conveniences, market trader parking.

·       The deterioration of the farmers market over recent years shows that to thrive and for their continued success markets need to be treated sensitively.

In response to the matters raised by Mr Tait, the Cabinet Member for Business and Culture confirmed that a report had just been considered at Cabinet seeking improvements to the provision of public conveniences in the town centre and the issues regarding market trader parking and the farmers market would be explored further with officers.

The Cabinet Member for Business and Culture introduced the report which set out the Winchester Street Market Operating Policy that provided a framework for the operation of the city street market in response to the review of the city street market and the need to align its operation with the priorities set out in the council plan. It was noted that the Operating Policy, as set out in Appendix 1 of the report, would form part of the specification for the tender process to procure a market operator for an initial term of three years. The forum were asked to comment on the report prior to its consideration by Business and Housing Policy Committee and by Cabinet for approval in October.

Reference was made to the findings and recommendations set out in the independent report carried out by The Retail Group during 2022 which outlined suggested improvements to the market offer, including branding and signage and expansion by incorporating early evening and themed markets.

Members asked a range of comments and questions which were responded to by the relevant Cabinet Members and Service Lead: Economy and Tourism, these included the following matters:

·       The difference between the expenditure and income figures in the forecasting budget – it was noted that the market was performing above expectation so the forecast had now been adjusted and would be clarified with the finance team.

·       A request that the Equality Impact Assessment be added as a draft to the paper when it is taken to Business and Housing Policy Committee.

·       The terms  ...  view the full minutes text for item 7