Agenda and draft minutes

Saltash Town Council - Thursday 9th June 2022 7.00 pm

Venue: Guildhall

Items
No. Item

68/22/23

Prayers.

Minutes:

In the absence of the Mayor the Deputy Mayor Councillor Peggs presided the meeting.

 

Reverend Tim Parkman led prayers.

69/22/23

Health and Safety Announcements.

Minutes:

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

 

It was proposed by Councillor Peggs, seconded by Councillor Bullock and RESOLVED to appoint Councillor P Samuels as the Vice Chairman for this meeting only.

70/22/23

Declarations of Interest

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

Minutes:

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.

 

None.

 

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

 

None.

71/22/23

Chairman's Report. pdf icon PDF 110 KB

Minutes:

It was RESOLVED to note.

72/22/23

Monthly Crime Figures. pdf icon PDF 14 KB

Minutes:

It was RESOLVED to note.

73/22/23

Report by Community Enterprises PL12.

Minutes:

No report.

74/22/23

Cornwall Gateway Community report for noting or matters arising - No Report.

Minutes:

No report.

75/22/23

Cornwall Gateway Community Action Points for Reports - No Actions.

Minutes:

No Actions.

76/22/23

To receive a verbal report on behalf of Safer Saltash.

Minutes:

Councillor Miller arrived and joined the meeting.

 

Councillor S Lennox-Boyd gave a brief verbal update on the recent Safer Saltash meeting that covered topics including anti social behaviour, road safety, emergency response times and suicide prevention.

 

It was RESOLVED to note.

77/22/23

To receive a report from Saltash Chamber of Commerce - No report, next meeting to be held on Monday 13th June 2022.

Minutes:

No report, the next Saltash Chamber of Commerce meeting is to be held on Monday 13th June 2022.

 

78/22/23

To receive a report from the Climate Change and Environmental Working Party. pdf icon PDF 182 KB

Minutes:

It was RESOLVED to note.

79/22/23

To receive a report from Cornwall Councillors.

Minutes:

Cornwall Councillor M Worth gave a verbal update to Members.

 

Saltash Firefighters

Councillor Worth is in discussions to enable 24/7 training on bridge following on from a request at the presentation at Saltash Railway Station.

 

Bus Services

Councillor Worth held a meeting today in Saltash with Richard Stevens. Go Bus Southwest. MD covering a number of issues.

They met with the Community Bus Operators in Saltash to discuss future collaboration.

The second meeting was with 10 residents of Janeva Court to hear first-hand their concerns which included services 5/5A vs 2 /2A issues, potential reroutes to services 11/71, Bus Stop improvements and electronic signs, digital inclusion, paper timetables and maps.

 

Customer and Support Services Scrutiny Committee Task and Finish Group Councillor Worth was part of this group which has produced a report on  

Equality Diversity and Inclusion Strategy for Cornwall 2022 to 2026. The Strategy will go to Cabinet next week for approval. 

https://democracy.cornwall.gov.uk/documents/s157982/Equality%20Diversity%20and%20Inclusion%20Strategy%202022-2026%20-%20Appendix%202.pdf

The update from 2021 Census soon to be added as live document from the links included.

 

National Highways A38 Trerulefoot to Carkeel Safety Package

The consultation runs from 10th June 2022 to 22nd July 2022. Public consultation sessions will be held from 15th June and coming to Saltash Guildhall on July 1st and 2nd.

The package will aim to coordinate with Saltash Tunnel improvements. Proposals include new speed limits, average speed cameras and significant junction improvements including changes to Carkeel Roundabout and traffic lights . Councillor Worth has ensured discussions and planning include Gilson Road integration.  

 

Economic Growth and Development Scrutiny Committee

Councillor Worth has been invited by Linda Taylor, Leader Cornwall Council to join the Economic Growth and Development Scrutiny Committee.  Its remit relates to the discharge of functions relating to the operation, planning and provision of a range of issues including the Local Plan; public transport; parking; economic growth and development including culture; the skills agenda and housing. He will hold a unique position as the only Cornwall Councillor of 87 to sit across the key role of both Customer and Economic scrutiny committees.  

 

It was RESOLVED to note.

80/22/23

To consider Risk Management reports as may be received.

Minutes:

None.

81/22/23

Questions - A 15-minute period when members of the public may ask questions of Members of the Council: pdf icon PDF 219 KB

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.

Minutes:

The Town Clerk informed Members of one public question received.

 

The Member of the Public was invited and put his question to the meeting.

 

Will Council try to improve its competence?

 

The Chairman responded as follows:

 

Saltash Town Council welcomes positive, constructive, helpful suggestions on how the Town Council can improve the services it delivers, and how that might be achieved.

 

The Town Council staff and members are always seeking ways to improve the services provided to the town.  Part of this is by training and awareness, from experiences gained, monitoring of opportunities available and review of best practice elsewhere.

 

This is an ongoing process and is verified in specific areas by successful internal audits.

 

82/22/23

To receive and approve the Minutes of the Annual Meeting of Saltash Town Council held on Thursday 5th May 2022 as a true and correct record. pdf icon PDF 314 KB

Minutes:

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 Dent, seconded by Councillor B Samuels and RESOLVED that the minutes of the Annual Meeting of Saltash Town Council held on Thursday 5th May 2022 were confirmed as a true and correct record subject to the addition of Councillor Griffiths as attending.

83/22/23

Finance: pdf icon PDF 60 KB

Additional documents:

Minutes:

a.  To advise the following receipts in:

 

i.    April 2022

 

It was RESOLVED to note.

 

b.  To advise the following payments in:

 

ii.   April 2022

 

It was RESOLVED to note.

 

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

 

None.

 

d.  To note that bank reconciliations up to 30th April 2022 were reviewed as correct by the Chairman of Policy & Finance Committee and the 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.

84/22/23

To receive and note the Internal Audit Report for the year 2021-2022. pdf icon PDF 351 KB

Minutes:

It was RESOLVED to note the report.

 

The Town Clerk advised the meeting that the internal auditor had advised that the level of the Fidelity Guarantee, currently £2 million is slightly inadequate.

 

It was proposed by Councillor Miller, seconded by Councillor Stoyel and RESOLVED that the Fidelity Guarantee be raised to £5 million at a cost of £210.18 including IPT (pro rata from the date cover is increased) allocated to budget code 6205 Insurance.

85/22/23

To approve the Annual Governance and Accountability Return Statements for the year 2021/22: pdf icon PDF 3 MB

Minutes:

a.  To approve and sign section 1 of the Annual Governance and Accountability Return Statements for the year 2021/22.

 

It was proposed by Councillor Gillies, seconded by Councillor Dent and RESOLVED to approve and sign section 1 of the Annual Governance and Accountability Return Statements for the year 2021/22.

 

 

86/22/23

To approve the Annual Governance and Accountability Return Statements for the year 2021/22: pdf icon PDF 1 MB

Minutes:

a.  To approve and sign section 2 of the Annual Governance Statement 2021/22.

 

It was proposed by Councillor Foster, seconded by Councillor Peggs and RESOLVED to approve sign section 2 of the Annual Governance Statement 2021/22.

 

The Town Clerk informed Members that the Notice of Public Rights and Publication of Unaudited Annual Governance and Accountability Return is to be published from 10th June 2022, to commence from 13th June 2022 to 22nd July 2022 inclusive.

 

The Chairman thanked the Finance Officer for her work on the Annual Governance and Accountability Return and Internal Audit.

87/22/23

To note available funding streams - Community Infrastructure Levy Fund and Great Western Railway Community Fund.

Minutes:

It was RESOLVED to note.

88/22/23

To receive and note the minutes of the following Committees and consider any recommendations: pdf icon PDF 211 KB

Additional documents:

Minutes:

a.  Policy and Finance held on 10th May 2022. 

 

RECOMMENDATION 1:

 

18/22/23    To receive and consider recommending to Full Council the following policy amendments:

 

a.         Financial Regulations 2022-23 

 

It was proposed by Councillor Miller, seconded by Councillor Foster and resolved to RECOMMEND to Full Council to be held on 9th June 2022 to adopt the amendments to the Financial Regulations 2022-23.

 

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

 

RECOMMENDATION 2:

 

b.         Standing Orders 

 

It was proposed by Councillor Miller, seconded by Councillor Dent and resolved to RECOMMEND to Full Council to be held on 9th June 2022 to adopt the amendments to the Standing Orders 2022-23.

 

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

 

RECOMMENDATION 3:

20/22/23    To receive and consider adopting the draft template design for all future Town Council Announcements.

 

It was proposed by Councillor Miller, seconded by Councillor Stoyel and resolved to RECOMMEND to Full Town Council to be held on 9th June 2022 to adopt the revised announcement template with the addition of the Town Council Modern Logo.

 

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

 

 

b.  Planning and Licensing held on 17th May 2022. 

 

It was RESOLVED to note. There were no recommendations.

 

 

 

 

 

 

 

c.   Personnel held on 26th May 2022.

 

RECOMMENDATION 1:

 

11/22/23    TO RECEIVE THE TRAINING BUDGET, REPORT BACK ON TRAINING ATTENDED AND CONSIDER TRAINING REQUESTS.

 

It was RESOLVED to note the training budget.

 

Members received the latest report on staff training.

 

It was proposed by Councillor Martin, seconded by Councillor Stoyel and RESOLVED to:

 

1.    Create a new Personnel Committee budget line titled – Staff Recognition;

 

2.    Acknowledge staff exemplary performance and support shown to the Town Council;

 

3.    Award Love 2 Shop vouchers at a value of £25 per recognition;

 

4.    Promote the scheme in the next internal staff newsletter.

 

It was proposed by Councillor Martin, seconded by Councillor Stoyel and resolved to RECOMMEND to Full Council to vire £200 from General Reserves to budget code - Staff Recognition.

 

It was proposed by Councillor Stoyel, seconded by Councillor Miller and RESOLVED to note the minutes and approve the above recommendation

 

 

RECOMMENDATION 2:

 

15/22/23    TO RECEIVE A REPORT ON THE TOWN COUNCIL'S HUMAN RESOURCES CONTRACT AND CONSIDER ANY ACTIONS AND ASSOCIATED EXPENDITURE.

 

It was proposed by Councillor Foster, seconded by Councillor Dent and RESOLVED to:

 

1.    Terminate the HR Moorepay contract only (end date 09.12.22) providing sufficient notice (30 days);

 

2.    Delegate to the Town Clerk to ascertain a suitable HR software package to accommodate staff annual leave, sickness absence and TOIL records, reporting back at the next Personnel Committee meeting together with the costings;

 

3.    Continue with the appointment of HR Support Consultancy as the Town Council HR Consultants.

 

It was proposed by Councillor Foster, seconded by Councillor Dent and resolved to RECOMMEND to Full  ...  view the full minutes text for item 88/22/23

89/22/23

To receive and note the minutes of the following Sub Committees and consider any recommendations: pdf icon PDF 215 KB

Minutes:

a.  Library held on 16th May 2022.

 

It was RESOLVED to note. There were no recommendations.

90/22/23

To receive a report on the membership level of the Town Council Burial Authority Committee and consider any actions and expenditure. pdf icon PDF 55 KB

Additional documents:

Minutes:

It was proposed by Councillor Miller, seconded by Councillor Dent and RESOLVED to select option two to reduce the membership levels to 6 and a quorum of 4, appointing Councillors Dent, Lennox Boyd, Bullock, Foster, Griffiths and Miller to the Burial Authority Committee.

91/22/23

To receive and note the Town Council Health and Safety Welfare Inspection Report dated April 2022. pdf icon PDF 739 KB

Minutes:

It was RESOLVED to note.

92/22/23

To receive and consider approving the amendments to the draft Unreasonable Customer Behaviour and Persistent Complaints Policy. pdf icon PDF 353 KB

(Pursuant to P&F held on 10.05.22 minute nr. 21/22/23)

Minutes:

It was proposed by Councillor Yates, seconded by Councillor Foster and RESOLVED to adopt and approve the amendments to the Unreasonable Customer Behaviour and Persistent Complaints policy.

 

93/22/23

To receive a verbal update from the latest Saltash Leisure Centre Working Group Meeting.

Minutes:

Councillor Lennox-Boyd gave a brief verbal update.

 

It was RESOLVED to note.

94/22/23

To receive a verbal report on Beating the Bounds and consider any actions and associated expenditure.

Minutes:

It was proposed by Councillor Bullock, seconded by Councillor P Samuels and RESOLVED that following the advice from the Town Clerk that the administration team has insufficient resources to support this event at present, a working group will be formed comprising of Councillors Bullock, Peggs, P Samuels, and Stoyel to move the project forward with the assistance of Mr Lister. The Town Clerk reminded Members that there is a cost to holding this event and that correct financial procedures must be followed at all times.

 

95/22/23

To receive and note Cormac Solutions Carkeel Village Traffic Calming and Connectivity Study. pdf icon PDF 7 MB

Additional documents:

Minutes:

It was RESOLVED to note.

96/22/23

Meet your Councillors: The next scheduled meeting date Saturday 11th June 2022 outside Bloom Hearing, Fore Street.

Minutes:

a.  The next scheduled meeting date Saturday 11th June 2022 outside Bloom Hearing, Fore Street.

 

Councillor Yates informed Members that two Saltash surgery Patient Participation Groups have asked if they can attend the next Meet Your Councillor session on 11th June in Fore Street.

 

In the absence of the Mayor Members were asked to consider inviting Cornwall Councillors to also attend.

 

It was proposed by Councillor Gillies, seconded by Councillor Bullock and RESOLVED for Councillors Bullock, Gillies, P Samuels and Yates to attend together with the two Saltash surgery Patient Participation Groups and Cornwall Councillors.

97/22/23

Public Bodies (Admission to Meetings) Act 1960

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.

Minutes:

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.

98/22/23

To consider any items referred from the main part of the agenda.

Minutes:

None.

99/22/23

Public Bodies (Admission to Meetings) Act 1960

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

Minutes:

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

100/22/23

To consider urgent non-financial items at the discretion of the Chairman.

Minutes:

National Highways Public Consultation

 

Councillor Miller informed Members that the A38 dates for consultation is 6 weeks between 10th and 22nd July 2022 and the importance that everyone takes the time to review the plans and responds accordingly.

101/22/23

To confirm any press and social media releases associated with any agreed actions and expenditure of the meeting.

Minutes:

It was proposed by Councillor Peggs, seconded by Councillor Martin and RESOLVED to issue the following Press and Social Media release:

 

1.  National Highways Public Consultation – A38 Trerulefoot to Carkeel Safety Package consultation dates between 10 June and 22 July 2022 including the consultation events at the Guildhall on Friday 1 July between 2pm and 7pm and Saturday 2nd July between 9 am and 2pm.

102/22/23

Date of next meeting: Thursday 7th July 2022 at 7:00 p.m.

Minutes:

Thursday 7th July 2022at 7.00pm

103/22/23

Common Seal:

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.

Minutes:

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.