BMTRA

Agenda for the Bmtra executive committee of Wednesday 26 March 2008 at Off Broadway, Broadway Market

Welcome and apologies

Chairman to welcome executive committee members and pass on apologies from members unable to attend.

Minutes of the last meeting

Due to the length of time since an executive meeting and the different nature of the reformed executive the minutes have not been brought forward.

Executive committee membership

Receive a list of committee members highlighting membership of the Bmtra and to co-opt the market manager and market director as members of the executive committee.

Bmtra membership

Discuss handover of membership from secretary to Leo Lawson-O’Neill and to confirm Leo as the membership secretary.

Market set-up

To seek volunteers to assist the market crew in ensuring that the street is not obstructed by cars on Friday night/Saturday morning.

Market manager

To receive and approve a paper discussing payment and expenses for the market manager.

Data Protection

To receive a paper outlining the Bmtra’s commitments and actions regarding data protection.

Budget

To receive and discuss a balance sheet for 2007–2008 and stall rent increases for the forthcoming financial year.

The market director

To approve holiday pay for the market director for her current leave.

Any other business

Future meeting dates

Receive a list of proposed future meeting dates and amend as necessary.

Andrew Veitch, March 2008

Attachment A: executive committee members elected at the February 2008 annual general meeting

Below is a list of the members of the Committee for information and for the Committee’s record.

1. Chair—Andrew Veitch (resident)
2. Treasurer—Jo Francis (resident)
3. Secretary—James Ó Nuanáin (trader)
4. Residents
   1. Robert Mason
   2. Andrew Boff
   3. Don Smith
   4. Patrick McCool
   5. Leo Lawson-O’Neill
5. Shopkeepers
   1. Stephen Selby (Off Broadway)
   2. Gursel Kulahadir (Broadway Wines)
   3. Barley Massey (Fabrications)
   4. Andy Heeps (Art Vinyl)
6. Stallholders
   1. Dave White (Ragtop)
   2. Roy Beddows (The French Store Cupboard)
7. Ex officio
   1. Louise Brewood—market director

James Ó Nuanáin, February 2008

Attachment B: role of the Bmtra market manager

This is a paper for the executive committee detailing the role of the Bmtra market manager and indicating estimated time commitments for the role as well as outlining reimbursement proposals and a review mechanism for the role.

Bmtra and executive committee

For the following aspects of the market manager’s role, the market manager will report to the chair of the Association.

• Arranging meetings of the executive committee (12 per year)
  • Preparing papers
  • Taking minutes
  • Preparing and disseminating list of actions arising from the meeting
  • Following up actions and reporting progress to the next meeting
• Preparing for the Association’s annual general meeting
• Issuing and receiving applications for membership of the Association
  • Issuing receipts
  • Recording membership on a database
  • Disseminating relevant communications to members of the Association
  • Banking membership fees
• Sending, receiving, and recording all correspondence between the association and other organisations or individuals
• Supportingthe chair of the Association
• Other tasks required by the chair to ensure the running of the association

Saturday market

For the following aspects of the market manager’s role, the market manager will report to the market director.

• Preparing rent and power receipts for market traders
  • Collecting stall rent and issue receipts
  • Reconciling stall rent on Bmtra accounts
  • Bank rent money
• Collect Council rent cash payments
  • Issue receipts for Council rent payments
  • Issue cheques to the Council for Council rent payments
  • Bank Council rent cash payments
• Issue application packs to prospective traders
• Issue applications to street performers
• Support the market director to administer meet and greet
  • Record expected attendees
  • Arranging for facilities and refreshments
  • Recording the proceedings of the meet and greet
  • Contacting successful traders
• Other tasks required by the market director to ensure the running of the Saturday market

Reimbursement

The committee agree that the Association pay the market manager based on invoices itemising the market manager’s work and presented on a weekly basis with an hourly rate of £14.00.

The role of market manager combines some functions previously theoretically undertaken by different individuals and includes tasks that the Association has not undertaken in the previous twelve months. It is therefore not possible to project the time required to fulfil the role. However, the following table gives a proposed basis for considering the time commitment expected each week:

Estimated time committment

Task	Time (Hrs)
	20
Preparing stall receipts and setting up	2
Administration of the Saturday market (10.00–17.00)	7
Membership administration	1
Accounts	3
Meet and greets	2
Executive committee business	1
Correspondence and other general administration	1
Meetings with chair and market manager	3

Expenses

The following table estimates expenses likely to be accrued by the market manager each week to be met by the Association based on expenses forms returned and supported by receipts for each claim:

Estimated expenses

Item	Cost (£s)
	25.7
Travel to and from Broadway Market	10.00
Subsistence	4.00
Telephone calls	10.00
Broadband costs	1.70

Cost to the Association

Based on the above figures, the invoice and expenses costs to the Association will be £305.70 per week. Over the course of twelve months this would:

Item	Cost (£s)
	15,896.40
Salary (equivalent to a full time yearly salary of £26,280)	14,560.00
Expenses	1,336.40

I propose that the Association chair should report the time invoiced for and expenses claimed by the market manager to each subsequent executive committee for information so that the committee can stay appraised of the scope and cost of the role.

James Ó Nuanáin, March 2008

Attachment C: data protection

Foreword

This information paper sets out the position
regarding the Bmtra’s data protection
responsibilities and reports actions taken by the secretary to ensure that
those are met.

Background

It is possible to register on-line with the Information Commissioner’s Office that we are collating and retaining personal data. Notification costs an annual fee of £35, no VAT charged. This fee is payable to the Information Commissioner’s Office.

As a not for profit organisation we are not required to register.

We are required to include data protection statements on forms that we are issuing that request personal data. That is, any information relating to an identified or identifiable individual.

Actions

The following statement will be included on all future forms that gather personal information and has been added to all existing forms:

The information supplied on this form will be retained by The Broadway Market Resident and Traders Association on a database and will be used will only be used for the purposes of administering the association and the market. The information may be used for contacting you by letter, fax, telephone or e-mail with information which we believe may be of use or of interest to you. We will not pass your contact details onto third parties without first contacting you explaining why we wish to do so and requesting your express permission. If at anytime you wish us to remove your contact details from our database please contact the Market Secretary:

Secretary
Broadway Market Resident and Traders Association
60 Broadway Market
London E8 4QJ
secretary@bmtra.org

James Ó Nuanáin (secretary), February 2008

Attachment D: Bmtra accounts and banking arrangements

This is a paper providing a summary of the accounts for 7 April 2007–15 March 2008 pending their completion by the Bmtra’s accountant and the future financial arrangements
for the Association.

We are currently in the process of setting up three new accounts with the Co-operative Bank. Two of these accounts are deposit accounts which will hold the membership fees and donations and the traders fund whilst the current account will provide banking for the running of the market.

The Co-operative bank’s ethic policy is in line with the ethos and mission of the Association and a Co-operative bank account enables access to grants provided by the bank for community organisations

Pitch fees will in future be banked at the Post Office on Broadway Market helping to support this local amenity and greatly reducing the risk caused by carrying large quantities of cash off the market for banking elsewhere.

Summary of the accounts for 7 April 2007–15 March 2008

	Yearly
Item	In (£s)	Out (£s)
Total	73,335.00	70,708.31
Storage container rental		1,517.50
Pitch fees	73,238.00
Traders fund		3,456.00
Bmtra membership fees	97.00
Erection of stalls		31,110.00
Manager fees		18,878.00
Office space rental		495.00
Stall maintenance		9,601.32
Administrator fee		1,185.90
Theft/loss		2,030.00
Professional fees		200.00
Other
Donations		891.97
Insurance		1,342.62

James Ó Nuanáin, March 2008

Attachment E: future meeting dates

Dates of future meetings of the Bmtra’s executive committee:

1. Wednesday, 16 April 2008
2. Wednesday, 21 May 2008
3. Wednesday, 18 June 2008

James Ó Nuanáin, March 2008