RULES & REGULATIONS

INTERNAL RULES, REGULATIONS AND ADVICES THAT APPLY TO TRADERS IN THE MARKETS

Article 1. OPERATING HOURS                      

·         The opening time is 7:00am and there is no fixed closing time. It is actually advisable to do business after office hours to get more customers from town.

·         Remember, during the day your customers are working. Best times are lunch times (13.00.P.M) and evening times after 17.00 P.M.,       as well as weekends!

·         Only the storerooms must be closed at 18.00 P.M. as the Open markets operator’s assistances is available only until 18.00 P.M.

·         The market operator, in the event of special occasions can announce NB Closing time.

Article 1.1 COLDROOM OPENING HOURS. (ONLY main ROM market)

The cold room is open ONLY at the following hours.

7:00am to 9: 00am

12:00 to 13:00 pm

16:30 to 18:00 pm

·         All who make use of the cold room are expected to abide by the set operating time.

·         The cold room shall not be opened at ANY other time, as it would lead to malfunctioning of the cool rooms and eventually damage the system.

·         Outside people who rent out the cold room are expected to abide by all market rules as well and pay a special fee.

·         Cold room fees are available at the open market office!

Article 2. RENT& REGISTRATION

·         All vendors must be registered at the market. Registration forms and fees are available at the market from the market operator.

·         All vendors are expected to make their payments between the 25th and the 2^nd of each month.

·         NB: Payment of rent is compulsory.

·         Every body operating in the market is expected to pay a fixed Monthly rental.                

·         No excuses are accepted.

·         Rent should be part of your running costs.

·         A Rent schedule can be obtained from the market operator.

Article 3. USE OF THE STANDS AND STALLS

·         The market stalls shall be used for the purpose they were aimed for. However every sellers/tenant is solely responsible for his own business and the goods sold in it. As long as the goods do not represent a health hazard to the customer the market is not responsible for the origin of the product sold at the market.

·         If the stand is not used for the aimed purpose, the seller can be requested to release the stand if there is a potential client willing to pay the requested fee, use and promote the premises as planned . (This is to assure, that the expenditures done or planed, are reaching the targeted beneficiary or purpose.)

·         When ever possible the market operator has to assure to compensate the outgoing vendor with a different stand at one of the three Open Markets, respectively in case all stands are occupied, to refund the fee the vendor already paid for that month.

·         Theses rules shall assure that the market is promoted and marketed as agreed to the public. 

Article 3.1 Reallocation/swapping of stands by the market management

·         If for technical and or marketing reasons, like upgrading of stands, amendments, general market promotions etc. the market management wishes to change the nature and purpose of a specific stand, the lessee/vendor will be verbally informed of such intentions at least a month before such changes will take place. (this can be noticed to the lessee/business owner himself or in case of his absence to his worker/employee or any relative working for him).

·         If a similar stand is available in the same market, the lessee/vendor must shift his goods to the new stand at least a day prior to the new lessees entry.

·         If the stand/stall is not emptied in time, the market operator can enter the stand and shift the goods on the lessees cost, respective keep them at the market operator’s office until the owner of the business agrees to the above rules and regulation.

·         N.B: Any previously authorized changes done at the premises by the lessee/vendor can be redone at the new stand with the help of the market management.

·         If no other stand is available the lessee can remain in the stand on the condition to adapt to the new stall purpose and investment, as well as to the new requirements involved.

·         He shall also pay the higher fee corresponding to the new upgraded stand and purpose.

Some open stands/bars might also be used for renting out during special evening events (see Article 11).

Additional business:

·         All vendors/tenants are welcome to add some value to their business and diversify the services as much as possible.

·         Kiosks, Bars and Take a way units might use their own or provided market barbecue metal frames (rented out on a fee) after inspection by the lessor, to attract more customers.

·         They will however be solely responsible for the cleaning and safety of the premises. Barbecues outside the cooking units can only be done after 1700 P.M.

Article 4. MAINTENANCE & CLEANLINESS

·         The market vendors are all obliged to keep the property clean at all times. Litter is to be placed into the provided bins and all food areas are to be kept clean at all times. 

·         Remember the cleaners are there for the overall market cleaning, such as litter found inside and outside the market while you are responsible for the cleaning of your personal stand unit, and stand equipment!

 Meat sellers:

·         All meat containers should be covered to protect the contents from flies and containers should be washed regularly. 

 For the Kehemu and Sauyemwa markets (Butchery):

·         No axes shall be used on the meat-stands itself, it would damage  the cement stalls .

·         Special chopping blocks and items were provided by the market.

·         Keep butcher and chopping blocks clean with salt and water.

      Vegetable & fruit sellers:

·         All vegetables should be clean and well displayed.

     Cooking units:

·         The cooking area, tables and utensils must be kept clean.

·         The cook must be clean and well presentable.

·         Regular health Inspections will be done. Stale cooked food will be confiscated and destroyed   .

     Sikundu  & fat cake sellers:

·         All containers should be covered and clean, and the floor should be clean.

·         All fat cakes should be covered and in clean containers .

Traditional alcoholic beverages (Tandaveka  & Sauyemwa Open Market)

·         A special place was reserved for this business.

·         The vendors are responsible for their customers’ behavior.

·         Drunken customers shall not annoy other vendors or customers outside the assigned

      stands.

Article 5. DAMAGES & BREAKAGES.

·         The seller is solely responsible for all damages he/she causes.

·         Wear and tear is the management’s responsibility.

·         The seller is obliged to secure his/her stand from vandalism at all times (especially in the evening and week-ends).

·         All vandalism should be reported immediately to the Market Operator or the security guard.

Article 6. MARKET COMMITTEE

·         A market committee shall be set up to represent the selling community and to be used as a communication channel.

·         The market committee shall not be involved in any activities that hinder the smooth operations of the market.

·         They shall work towards attaining the smooth running of the market and shall work with and NOT AGAINST the market operator and his decisions.

Article 7. SECURITY

·         A security guard is employed by the market to secure the property and maintain peace.

·         Each seller should play his/her part in making sure that their property is stored safely in the available storerooms, mesh-boxes or under their stands.

·         The market shall not be held liable for any loss of property through the seller’s negligence.

Article 7.1 LOSS OF PROPERTY IN THE MARKET.

 LOST PROPERTY shall only be replaced on the following   conditions.

ü       There has been a forceful breaking in, doors or windows have been broken.

ü       NO CASH SHALL BE LEFT IN THE MARKET STALLS. CASH LEFT IN STALLS IS AT THE OWNERS RISK

ü       NO CASH WILL BE REIMBURSED ON ANY CONDITION

ü       GOODS such as stock will ONLY be paid for if there is proof : There should be records of stock purchased, stock sold and stock on hand . WITHOUT these records THERE WILL BE NO REPLACEMENT.

o        A complete inventory list of all private business equipment put or added to the stand/stall must be written down and handed to the market manager. Any changes of that list must be noticed to the manager. The list done in presence of the market operator as a witness will be the reference in case of thief, no other list will be accepted in case of claims after a violent break in and theft.

ü       SECOND HAND CLOTHES ARE TO BE LOCKED UP IN THE STORAGE FACILITIES PROVIDED AT THE STANDS AND A STRONG PAD LOCK SHOULD SECURE THE PLACE. IF THE PROCEDURE ABOVE IS NOT FOLLOWED AND GOODS ARE LOST THE MARKET DOES NOT TAKE ANY RESPONSIBILITY.

ü       Where NEGLIGENCE IS FOUND on the vendors part no REPLACEMENT WILL BE DONE.

ü       HONESTY MUST BE PRACTICED AT ALL TIMES: DO NOT MAKE FALSE CLAIMS.

Article 8.  VENDORS WHO FAIL TO PAY

Concerning the main ROM.

·         Those vendors who fail to pay their monthly rental are not allowed to use the market cold room and storerooms.

·         Loss of goods by vendors whose rental is still owing is not the market’s responsibility.

NB:

THE MARKET WILL NOT ALLOW NON-PAYMENT OF RENT AS  A MEANS OF SOLVING GRIEVANCES. THE MARKET MANAGER WILL NOT HESITATE TO GIVE THE STAND TO ANOTHER WILLING PERSON IF THIS HAPPENS

All Open Markets

·         Stalls or kiosks can be locked and closed if occupants failed to pay the fee, marked on the registration form.

·         If an occupant fails to pay his rent for two months, his stand will be closed, and rented out to a new person.

·         The stock can be confiscated by the market operator and sold to get back the lost benefit.

·         The same applies for not respecting the here mentioned rules and regulations. 

Article 9. TOILETS & TOILET PAPER

·         Toilets at the Rundu Open Market are not for public use but are for the sellers and customers in the market.

·         Toilet paper shall be made available to the market sellers and Outsiders at a small fee.

·         Throwing plastic bags and sticks into the toilettes is not the right way. It will block the sewage tank and pipes.

·         As a consequence the sewage waste will overflow, bring a bad smell to you and the market, and the toilets will be put out of order! USE TOILETS WISELY AND LEAVE THEM AS CLEAN AS YOU FOUND THEM !!

Article 10. QUARELLING AND FIGHTING

·         Quarrelling and fighting is discouraged at all times in the market.

·         Anyone disturbing peace in the market should be treated accordingly.

·         Personal & domestics disputes should be resolved out of the market.

·         Disturbing the smooth running of the market is PROHIBITED.

Article 11. TEMPORARY RENTING OF THE MARKET  for evening functions

Those who wish to rent out the market for evening functions are free to do so at a fee stated by the market operator (ref. ROM special rent schedules ) and are obliged to abide by these rules and regulations:

v      Rent should be paid before the use of the market.

v      The lessee is obliged to keep the place secure at all times and will be held responsible for any loss or damage to property during the lease period.

v      The lessee is under obligation to keep the place clean during and after the using of the facility.

v      The lessee shall provide his/her own cleaners.

v      In addition to these rules and regulations the lessee should abide by the general rules and regulations of the open markets as stated above.

v      During this temporary renting for social and public activities such as Miss elections, parties, concerts, trade fairs and other venues, the market sellers not involved in the venue are not allowed to do any business activities unless agreed so with the organizer. They will have to contribute to the fee paid by the organizer. All other market sellers are expected to leave the market at 17:00hrs on the days when the market is rented out to temporary users, respective the day before if the market is used the next morning.

v      For venues lasting more than two days, special arrangements in favor of the market sellers must be done by the lessee (market caterers have the priority towards outsiders.)

v      During bookings the market premises must stay available for training purposes or any other development activities not interfering with the above bookings.

The market Operator shall make sure that everybody abides by these rules and regulations.

Article 12.  FAILURE TO ABIDE BY THE MARKET RULES:

The market management can apply any of the following if one breaks the market regulations;

·         The market operator has the right to cancel the lease agreement with immediate effect depending on the seriousness of the offence or breach.

·         Theft will be reported to the police and the culprits will be handed over to the police.

·         Offenders can be requested to make necessary repairs or pay for damages.

·         Troublesome sellers can be removed from market stands at any time.

·         The committee can be dissolved and a new one voted for if they fail to do their job or commit a breach of any of the other terms of these rules and regulations.

Article 13. INSPECTION

·         At all reasonable times the lessor or his representative, shall be entitled to have access to the property in order to inspect it or for any other lawful purpose.

Article 14. OVERALL CHIEF AND LEGISLATIVE ORGAN

·         The town of Rundu and the Rundu Town council (RTC) shall be acting on behalf of the Ministry of Regional and Local Government and Housing and as the official employer of the personnel in charge of the management of the open markets which however shall be paid directly from the market income.

·         The personnel employed under the Rundu Town Council’s Market Department are in charge of the daily market operations and on duty at the following locations:

Ø       One chief market operator at the main ROM office

      (Tel.&fax : 256292),

Ø       one market operator at the Kehemu/Tandaveka market (Tel.256320) office and

Ø       one market operator at the Sauyemwa market office (Tel.256770).

For renting stands, cool rooms, organizing special events, paying your fees etc. please contact them.

All other employed staff such as cleaners and security guards are assigned by the community and paid through the respective market fees. The market management (through its three market operators) shall be the facilitator between the market committee and the market staff working for the market. The Rundu Open Markets as an independent self-supporting entity shall be the direct employer of its own cleaners and security staff, on behalf of the market vendors and not on behalf of the Rundu Town Council.