Agenda and draft minutes

Reverend Tim Parkman led prayers.

The Chairman informed those present of the actions required in the event of a fire or emergency.

a.  To receive any declarations from Members of any registerable (5A of the Code of Conduct) and/or non-registerable (5B) interests in matters to be considered at this meeting.

b.  Acting Town Clerk to receive written requests for dispensations prior to the start of the meeting for consideration.

To approve a dispensation to Saltash Town Council Members to allow setting of budgets and the precept for the year 2022-23. Without the dispensation the number of persons unable to participate in the transaction of business would be so great as to impede the transaction of the business.

a.  To receive any declarations from Members of any registerable (5A of the Code of Conduct) and/or non-registerable (5B) interests in matters to be considered at this meeting.

b.  Acting Town Clerk to receive written requests for dispensations prior to the start of the meeting for consideration.

To approve a dispensation to Saltash Town Council Members to allow setting of budgets and the precept for the year 2022/23.  Without the dispensation the number of persons unable to participate in the transaction of business would be so great as to impede the transaction of the business.

It was proposed by Councillor P Samuels, seconded by Councillor Dent and RESOLVED to approve a dispensation be granted to Saltash Town Council Members to allow the setting of budgets and the precept for the year 2022/23.

It was RESOLVED to note.

Due to up to date figures provided directly from the Police and not the police.uk website, Members received the latest figures at November’s Full Town Council meeting.  There are no further figures to be received this month.

Due to Community Enterprises PL12 Chairman’s report not yet approved by their directors there was no report to be received.

Councillor Bickford offered to answer Members questions and briefed Members on the work to date.

No report.

The next Cornwall Gateway Community meeting is to be held on 8th December 2021.

No Actions.

Councillor Peggs OPCC Councillor Advocate for Saltash Town Council briefed Members on the recent Safer Saltash meeting. Councillor Peggs informed Members that the overall crime figures for Saltash were lower than previously experienced.

Councillor Peggs talked of key areas of concern in Saltash such as anti-social behavior and possession of illegal substances which have seen a recent increase.

Councillor Peggs informed Members of the priorities forecasted for further consideration to assist in crime prevention for the year 2022. These included drug related harm, domestic abuse, suicide attempts and anti-social behavior on the Waterside as well as violence against young women.

Councillor Peggs asked how many Fore Street retailers had agreed to take part in the subsidised car parking initiative being operated by the Chamber of Commerce. 

Councillor Martin confirmed several independent retailers are currently taking part with more being approached this week. Councillor Martin informed Members that only independent retailers have been offered to participate to assist in promotions to shop locally this Christmas.

It was RESOLVED to note.

Councillor Gillies informed Members of the quarterly Cornwall Gateway Climate Change meeting to be held on Friday 3^rd December 2021.  Members of the Climate Change Working Group are due to attend.

Councillor Gillies spoke of the workshops to be held in the New Year and invited Members to be involved.

Councillor Yates asked for further clarification to be provided to Members of the Library Sub Committee on the facilities the Working Group are hoping to have access to, as well as how the community workshops and Climate Emergency Hub would be managed.

Councillor Dent added that this would enable for further consideration and discussions on the feasibility of the workshops and Climate Emergency Hub being hosted at the Library Community Hub at the following Library Sub Committee meeting to be held on Thursday 9^th December 2021.

It was RESOLVED to note.

Cornwall Councillor Frank gave a brief update on the report submitted and requested the Town Council encourage the community to take part in an online consultation relating to the future of the Cornwall Outdoors Service.

Councillor Worth briefed Members on various meetings due to take place in the coming weeks leading up to Christmas. Members were invited to attend an online meeting to be held on Tuesday 7^th December 2021 to discuss the future of Saltash Leisure Centre and receive the responses from the recent public consultation.

Councillor Worth added that a meeting was due to be held at Plymouth City Council on Friday 3^rd December 2021 with the Tamar Bridge and Torpoint Ferry Joint Committee to discuss the increase in tag prices.

Councillor Yates asked Cornwall Councillors to further assist with the timescale or structure that is to be expected for Cornwall Council’s response in relation to the Neighbourhood Plan proposal submitted.

Councillor Yates informed Members that the document submitted had taken over 5 years to produce and there is huge concern that upon receipt of a response from Cornwall Council many areas of the plan may be out of date.

Councillor Yates thanked Cornwall Councillors for their reports, albeit Councillor Yates felt much of the information provided relates to areas Cornwall Council are cutting back on and asked if Cornwall Councillors could clarify the areas which are to be prioritised in the future.

It was RESOLVED to note.

Councillor Lennox-Boyd submitted a report received by the Adult Social Care Overview and Scrutiny Committee.

It was RESOVLED to note.

No Report.

Please note:  Any member of the public requiring to put a question to the Council must do so 24 hours prior to the meeting by writing or email.

The Chairman informed Members of a public question which was received but has since been withdrawn.

Please see a copy of the minutes on the STC website or request to see a copy at the Guildhall.

It was proposed by Councillor Bickford, seconded by Councillor Bullock and RESOLVED that the minutes of the Full Town Council Meeting held on Thursday 4^th November 2021were confirmed as a true and correct record.

a.  To advise the following receipts in:

i.    October 2021.

It was RESOLVED to note.

b.  To advise the following payments in:

ii.   October 2021.

It was RESOLVED to note.

c.   Urgent and essential works actioned by the Acting Town Clerk under Financial Regulations.

None.

d.  To note that bank reconciliations up to 31st October 2021 were reviewed as correct by the Chairman of Policy & Finance Committee and the Acting Town Clerk.

It was RESOLVED to note.

e.  To note that an audit on recent supplier payments was conducted by the Chairman of Policy & Finance in line with the Councils Financial Regulations. It was noted that there are no discrepancies to report.

It was RESOLVED to note.

Councillor Bickford declared an interest in the next agenda item and left the room.

a.  To consider a request for the Mayor to write a letter of support to assist with a funding application - Community Enterprises PL12.

It was proposed by Councillor P Samuels, seconded by Councillor Peggs and RESOLVED to approve for the Mayor to write a letter of support from Saltash Town Council to Community Enterprises PL12 as supporting evidence to apply for funding applications and to assist in an application awaiting to be submitted to the Charities Commission to become a Charitable Incorporated Organisation (CIO).

Councillor Bickford was invited and returned to the meeting.

b.  To receive and approve for the Mayor to sign the joint Mayors of Cornwall letter voicing strong opposition to the closing of Leisure Centres.

It was proposed by Councillor P Samuels, seconded by Councillor Yates and RESOLVED to approve for the Mayor and Deputy Mayor to sign the joint Mayors of Cornwall letter voicing strong opposition to the closing of the four leisure centres.

a.  Personnel held on 28th September 2021.

RECOMMENDATION 1:

79/21/22    TO RECEIVE AND CONSIDER A SERVICE DELIVERY STAFFING REPORT:

It was proposed by Councillor Martin, seconded by Councillor Taylor and resolved to RECOMMEND to Full Council to be held on 2nd December 2021:

3.    To appoint two Service Delivery General Assistants on annualised hour contracts at 37 hours per week, NJC scale 7–9, commencing on point 7 within budget for the year 2022-23, to cover the heavier workload during the months of March to October with the option to reduce the hours during the months of November to February.

It was proposed by Councillor Martin, seconded by Councillor Peggs and RESOLVED to approve the above recommendation.

RECOMMENDATION 2:

80/21/22    BUDGET STATEMENTS:

It was proposed by Councillor Taylor, seconded by Councillor G Challen and resolved to RECOMMEND to Full Council to be held on 2nd December 2021:

1.      That the Assistant Town Clerk title be designated Deputy Town Clerk and to set the salary scale at 33-36 commencing on point 34 within budget for the year 2022-23 linked with the recruitment of a Town Clerk/RFO post and salary to reflect the role and responsibilities of the post.

It was proposed by Councillor Martin seconded by Councillor Miller and RESOLVED to approve the above recommendation.

b.  Extraordinary Personnel held on 1st November 2021.

It was RESOLVED to note. There were no recommendations.

Councillor B Samuels requested it be recorded that she was not present at the Personnel Committee meeting held on 1^st November 2021 but had given her apologies.

c.   Extraordinary Services held on 3rd November 2021.

It was RESOLVED to note. There were no recommendations.

d.  Policy and Finance held on 9th November 2021.

RECOMMENDATION 1:

94/21/22    TO RECEIVE A REPORT ON PETTY CASH

It was proposed by Councillor Yates, seconded by Councillor Miller and resolved to RECOMMEND approval to Full Council to be held on 2nd December 2021 to write off the £20.00 discrepancy in the petty cash reconciliation at the end of September 2021.

It was proposed by Councillor Miller, seconded by Councillor Yates and RESOLVED to approve the above recommendation.

RECOMMENDATION 2:

96/21/22    TO RECEIVE A REPORT ON INVESTMENTS AND CONSIDER THE INVESTMENT THRESHOLD LIMIT.

It was proposed by Councillor Miller, seconded by Councillor Yates and resolved to RECOMMEND to Full Council to be held on 2nd December 2021 that the investment threshold limit for the Cornwall Council Instant Access Account is increased to £1,000,000 with the investment threshold remaining at £500,000 for all other accounts.

It was proposed by Councillor Miller, seconded by Councillor Yates and RESOLVED to approve the above recommendation.

RECOMMENDATION 3:

100/21/22  TO RECEIVE A REPORT FROM THE FINANCE OFFICER.

c.    Credit Limit on Store Credit Cards

It was proposed by Councillor Miller, seconded by Councillor Peggs and resolved to RECOMMEND to Full Council to be held on 2nd December 2021 that the credit limit on store credit cards be increased from £1,000 to £2,000.

It was proposed by Councillor Miller, seconded by  ...  view the full minutes text for item 294/21/22

This will be a recorded vote.

It was proposed by Councillor Peggs, seconded by Councillor Dent and following a recorded vote of 11 for, it was RESOLVED to approve the fees and charges for the year 2022/23.

This will be a recorded vote.

Any Councillor that has an outstanding Council Tax debt of more than two months is unable to participate in the Precept vote - agenda item 22.

It was proposed by Councillor Miller, seconded by Councillor Yates and following a recorded vote of 11 for, it was RESOLVED to approve the fees and charges for the year 2022/23.

This will be a recorded vote.

The Chairman informed any Councillor that has an outstanding Council Tax debt of more than two months is unable to participate in the Precept vote – agenda item 22.

It was proposed by Councillor Miller, seconded by Councillor Dent and following a recorded vote of 11 for, it was RESOLVED to set the Precept of £1,255,690.00 for the year 2022/23.

The Acting Town Clerk informed Members that the document circulated and received at this evening’s meeting is in draft format only and subject to change should Members have any further comments or amendments.

Councillor Bickford confirmed he would provide a short insert for the Station Building and Councillor Martin for Devolution.

The Chairman requested Members to contact the Acting Town Clerk with any further information they wish to be included in the precept design with the final draft to be received and considered by Members at Full Council scheduled to be held on Thursday 13^th January 2022.

It was RESOLVED to note.

Please see a copy of the minutes on the STC website or request to see a copy at the Guildhall.

RECOMMENDATION 1:

14/21/22         TO RECEIVE A STATUS REPORT ON THE LIBRARY HUB REFURBISHMENT WORKS AND CONSIDER ANY ASSOCIATED EXPENDITURE RECOMMENDING TO FULL COUNCIL.

It was proposed by Councillor Dent, seconded by Councillor Taylor and resolved to RECOMMEND to Full Town Council to be held on Thursday 2nd December 2021 to approve:

1.  To continue with the replacement work of the curtain walling and doors.

2.  To continue with the refurbishment reducing the mezzanine construction and sound proofing work/cost in the short term to stay within what is expected to be an effectively reduced budget as a result of the increase in material cost due to the pandemic.

3.  To make the mezzanine floor a work station area for everyone to use including Town Council Officers (desk/IT and electric connection points) within the weight restricted guidance.

4.  To replace the ‘conversion to form a coffee bar’ to a two vending machine station including the pipe work and electrical supply.

5.  To no longer carry out extensive work to the interview room (office adjacent to the stairs to the first floor).

6.  To instruct the appointed Building Surveyor on behalf of the Town Council to submit a ‘heritage matters only’ pre-application at a cost of £275+VAT allocated to budget 6971 EMF Property Maintenance to further clarify the conditions in the listed building consent.

7.  To go back out to tender in accordance with the Town Council procurement regulations

8.  To drawdown the approved borrowing amount of £200k to commence as of 1st April 2022 for the purpose of the Library project only.

It was proposed by Councillor Dent, seconded by Councillor Yates and RESOLVED to note the minutes and approve the above recommendations.

The Acting Town Clerk informed Members that both herself and the Mayor will sign the PWLB form to complete the drawdown borrowing process.

Composition:                      Six Members

Appointed Members:        Cllrs Challen, Martin, Miller, Peggs, B Samuels

Vacancy:                              One

Please note; Councillors appointed to the Personnel Committee must be willing to commit to undertake employment law training as soon as they are elected to the Committee.  The Town Council recognises that a stable membership of the Committee is desirable and as such membership of the Committee should be seen as a long-term commitment. 

Composition:                        Six Members

Appointed Members:            Cllrs Challen, Martin, Miller, Peggs,

B Samuels.

Vacancy:                                One

Please note; Councillors appointed to the Personnel Committee must be willing to commit to undertake employment law training as soon as they are elected to the Committee.  The Town Council recognises that a stable membership of the Committee is desirable and as such membership of the Committee should be seen as a long-term commitment. 

It was proposed by Councillor Dent, seconded by Councillor Yates and RESOLVED to appoint Councillor Dent to the Personnel Committee.

a.    Library Sub Committee. 

Composition:                        Eight Members

Appointed Members:            Cllrs Bullock, Dent, Martin, B Samuels, P Samuels & Yates

Vacancies:                             Two

It was proposed by Councillor Dent, seconded by Councillor B Samuels and RESOLVED to appoint Councillors Bickford and Peggs to the Library Sub Committee.

b.    Property Maintenance. 

Composition:                         Eight Members

Appointed Members:            Cllrs Bickford, Bullock, Dent, Miller, Peggs, P Samuels & Yates

Vacancy:                                One

It was proposed by Councillor P Samuels, seconded by Councillor Bickford and RESOLVED to defer until after the results of the Essa Ward election.

a.  Saltash Team for Youth. 

Composition:                    Four Members

Appointed Members:       Cllrs Griffiths, Martin & Peggs

Vacancy:                           One

It was proposed by Councillor Martin, seconded by Councillor B Samuels and RESOLVED to appoint Councillor Bullock to the Saltash Team for Youth Working Party.

b.  Waterfront Management. 

Composition:                    Seven Members

Appointed Members:       Cllrs Bickford, Bullock, G Challen, Martin, Miller & Yates

Vacancy:                           One

It was proposed by Councillor P Samuels, seconded by Councillor B Samuels and RESOLVED to defer until after Essa Ward election.

c.   Neighbourhood Plan Steering Group. 

Composition:                                Two Members

Appointed Member:                     Cllr Yates

Vacancy:                                       One

It was proposed by Councillor B Samuels, seconded by Councillor Martin and RESOLVED to appoint Councillor B Samuels to the Neighbourhood Plan Steering Group.

a.  OPCC Councillor Advocate Scheme

Composition:                                Two Representatives

Appointed Representative:         Cllr Peggs

Vacancy:                                       One

It was proposed by Councillor P Samuels, seconded by Councillor Peggs and RESOLVED to appoint Councillor P Samuels to the OPCC Councillor Advocate Scheme.

b.  Safer Saltash 

Composition:                                Four Representatives

Appointed Representatives:       Cllrs Martin, Miller and Peggs

Vacancy:                                       One

It was proposed by Councillor Peggs, seconded by Councillor Dent and RESOLVED to appoint Councillor P Samuels to Safer Saltash.

(Pursuant to TCV held on 2.12.21 minute nr. 4/20/21)

It was proposed by Councillor Gillies, seconded by Councillor Peggs and RESOLVED to approve the change of name from Town Centre Vision to Town Vison to encompass Saltash as a whole and to adopt the amended Terms of Reference.

It was proposed by Councillor Gillies, seconded by Councillor B Samuels and RESOLVED to approve:

1.    To form a Working Group consisting of Councillors Bickford, Bullock, Gillies, Peggs and B Samuels.

2.    That the Working Group works together with the Town Team to process the Queen’s Platinum Jubilee celebrations reporting back to Full Council for approval of the events together with any associated expenditure.

3.    That the Mayor’s Secretary be in attendance to assist with administrative support to further drive forward as many events across the Town as possible.

The Chairman informed Members of the recent Saltash Leisure Centre Stakeholder Consultation Session held earlier in week with Cornwall Council, Cabinet Members, Cornwall Councillors, Cornwall Officers, Acting Town Clerk, the Mayor and Deputy Mayor.

The Chairman spoke of positive proposals having been received with a report to be provided to Cabinet to further consider on the 15^th December 2021.

Members expressed frustration at the little amount of time offered to explore alternative options to assist in Saltash Leisure Centre remaining operational.

Cornwall Councillor Worth encouraged Members to watch the Scrutiny Meeting to be held on 7^th December 2021 as this may provide Members with answers to many questions being posed at this evenings Full Council meeting.

It was proposed by Councillor P Samuels, seconded by Councillor Dent and RESOLVED to request a change to the suffix for the following two proposed street names to avoid confusion due to similar street names already in existence:

1.    Hawkins Park

2.    Long Meadow

It was proposed by Councillor P Samuels, seconded by Councillor Dent and RESOLVED to approve the proposed street name for the main road through the site as Treledan Way.

a.  To note that Councillor Lennox-Boyd will vote upon the information before her at the meeting but in the light of subsequent information received at Cornwall Council, Councillor Lennox-Boyd may vote differently at that meeting.

b.  To note that if Councillor Lennox-Boyd wishes to recommend opposite to the Town Council’s view she will contact the Town Council by email. Considering time constraints, the Town Council will then hold an online poll of Councillors to determine whether to accept the Officer’s view or to ask for the application to be called into committee. The results of these polls will be read into the record at the next Town Council meeting. Members of the public may request, via the Clerk, to be copied into any correspondence.

c.   Applications for consideration:

PA21/11060

Mrs Karen Brooks – 64 Warfelton Crescent Saltash PL12 4NE

Single storey rear and side extension forming entrance and living accommodation.  New first floor window and replacement first floor bedroom window.

Ward: Essa

Date received: 18/11/21

Response date: 17/12/21

https://planning.cornwall.gov.uk/online-applications/applicationDetails.do?activeTab=summary&keyVal=R23MU7FGJ2Z00

PA21/11060

Mrs Karen Brooks – 64 Warfelton Crescent Saltash PL12 4NE

Single storey rear and side extension forming entrance and living accommodation.  New first floor window and replacement first floor bedroom window.

Ward: Essa

It was proposed by Councillor Dent, seconded by Councillor Bullock and resolved to RECOMMEND approval.

a.  The next scheduled meeting date is Saturday 11th December 2021 outside Bloom Hearing, Fore Street.

a.    The next scheduled meeting date Saturday 11^th December 2021, 10am to 12 noon, outside Bloom Hearing, Fore Street.

It was proposed by Councillor Gillies, seconded by Councillor B Samuels and RESOLVED for Councillors Bickford, Gillies, Martin and Peggs to attend.

To resolve that pursuant to Section 1(2) of the Public Bodies (Admission to meetings) Act 1960 the public and press leave the meeting because of the confidential nature of the business to be transacted.

To resolve that pursuant to Section 1(2) of the Public Bodies (Admission to Meetings) Act 1960 the public and press leave the meeting because of the confidential nature of the business to be transacted.

None.

To resolve that the public and press be re-admitted to the meeting. 

To resolve that the public and press be re-admitted to the meeting.

Royal British Legion (RBL)

The Chairman showed Members a limited-edition poppy artwork purchased by the Mayor for the Town Council from an artist named Scott Falkiner who is a Veteran.  Purchasing the artwork helps towards members of the Royal Navy, British Army, Royal Air Force, Veterans and their families. 

The artwork together with the certificate of authenticity will be displayed in the Guildhall reception area.

The Chairman spoke of his attendance at the recently held RBL meeting in which RBL wished to donate the Saltash and District Branch Centenary framed banner to the Mayor of Saltash to be displayed within the Guildhall reception area.

The Chairman sincerely thanked the RBL for their kind donation.

Station Building Awards

Councillor Bickford showed Members the recently won awards for the Station Building Project Refurbishment – Isambard House.

Saltash Station was first joint winner for the Network Rail Community Award for its restoration of the Station building from dereliction and won first prize from the National Railway Heritage Awards.

Christmas Lights

Councillor Peggs updated Members on the various issues relating to the Christmas Lights and the electricity supply. Bulbs were ordered in advance but due to recent supply issues have only just been replaced.

The recent poor weather has also had an impact on the lights due to excess water seeping into the main units. Contractors have rectified the problem but Members are asked to give further consideration to the Christmas lights electrical supply prior to Christmas 2022.

It was proposed by Councillor Martin seconded by Councillor Gillies and RESOLVED to issue the following Press and Social Media releases:

1.  Meet your Councillor

2.  Station Building Awards

3.  Queen’s Platinum Jubilee Working Group

4.  Precept for the year 2022/23

5.  Joint Mayor’s letter opposing the closure of Saltash Leisure Centre.

Thursday 13^th January 2022 at 7.00pm

To Order that the Common Seal of the Council be affixed to all Deeds and    

Documents necessary to give effect to the foregoing Acts and Proceedings.

It was RESOLVED that the Common Seal of the Council be affixed to all Deeds and Documents necessary to give effect to the foregoing Acts and Proceedings.