Agenda and minutes

The Chairman announced the first item of business would be agenda item 2 – Prayers.

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

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.

It was RESOLVED to note.

The Chairman reminded Members that due to the transition of the new Police system and associated changes to processes, policies and procedures there continues to be no meaningful performance data whilst the new system and processes are embedded.

The Chairman spoke of a recent discussion held with the Police and Crime Commissioner in which the question was posed for the reopening of the front office at the Saltash Police Station.

The Police do meet Members of the public upon request. The Chairman is to obtain further information on how an appointment is made reporting back at a future meeting.

Councillor Yates added that Officers do attend the Library for drop in sessions which seems to work well.

It was RESOLVED to note.

The Town Clerk drew Members attention to the information contained within the comprehensive report relating to volunteer positions within Community Enterprises PL12.

It was RESOLVED to note.

The Town Clerk drew Members attention to the press release regarding the speed limit to be reduced to 20mph in more communities.  The roll out will be carried out in phases – Saltash will follow in 2024.

The CNP support the aims of the Tamar Toll Action Group in removing the tolls for both the bridge and ferry.

The Town Clerk informed Members of the recently submitted Community Network Highways Scheme application which had been approved at an estimated reduced cost of £7,500.

It was proposed by Councillor Bickford seconded by Councillor Peggs and RESOLVED to note the report and that:

1.  Saltash Town Council Highway Application has been successful at the estimated reduced cost of £7,500 therefore;

2.  Saltash Town Council’s contribution reduces to £3,750 to be allocated to General Reserves.

It was RESOLVED to note.

Councillor Lennox-Boyd provided a verbal overview of a recent Environmental Visual Audit (EVA) at Warfelton in Saltash. The EVA meeting was advantageous and highlighted various issues such as insufficient lighting along the cinder path located by a youth club, dangerous signage and problematic areas for dog fouling and fly tipping offences.

Residents approached the EVA group and discussed issues that were occurring in the area. Councillor Lennox-Boyd added that she would share the Social Disorder paperwork with Members so they know what to look for when undertaking a street audit.

Councillor Lennox-Boyd spoke of various reports of shoplifting.  Support is being offered by local authorities, Town Councillors and Cornwall Councillors with the shop keepers having now formed a community shop watch group called Saltash Traders Against Retail Theft (START).

A future meeting is being held by START on 27^th April 2023 at the Factory Outlet store should Members wish to attend. START are looking at various ways to support each other with a Facebook group now being created and WhatsApp communications being utilised to raise the alarm of any repeat offenders being present on Fore Street.

Councillor Lennox-Boyd finished by stating that a recent site visit at Babis Farm had taken place with a Cornwall Council Housing Surveyor, Cornwall Councillors and Town Councillors, the site visit was positive and provided communication of various issues being experienced.

It was RESOLVED to note.

It was RESOLVED to note.

Councillor Gillies provided an overview of the report received and contained within the reports pack.

It was proposed by Councillor Bickford, seconded by Councillor Gillies and RESOLVED;

1.  To note the report and that the funds of £160 to plant further trees by Saltash Environmental Action (SEA) were no longer required due to funding being obtained elsewhere;

2.  To approve the Climate Change and Environmental Working Group to continue to open a Facebook page and promote the Great Big Green Week activities as detailed and contained within the circulated reports pack.

Cornwall Councillor Worth provided a verbal update on the following subjects:

Saltash Red Bus

The Saltash Red Bus service has been launched and promotions well received.  Councillor Worth requested Members raise awareness of the 450 bus service which circulates key areas such as Saltash Station, Fore Street and further afield, up to five times a day. The aim is to encourage residents that they can use the bus service the same as a Go Cornwall bus with concession passes accepted.

Torpoint Ferry Refurbishment Schedule

Councillor Worth spoke of the ferry refit under the five-year maintenance plan.

The Plym Ferry is the first to be taken out of action on the 29^th April 2023 followed by the Tamar in 2024 and the Lynher in 2025. The refits are weather dependant and will impact the ferry service reducing to two ferries whilst the Plym Ferry work is undertaken.

Councillor Worth is unsure how long the ferry will be out of service but will ensure constant updates are provided.

It was RESOLVED to note.

None.

Please note: Any member of the public requiring to put a question to the Town Council must do so by 12 noon the day before the meeting.

None.

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 Griffiths and RESOLVED that the minutes of the Full Town Council Meeting held on Thursday 2^nd March 2023were confirmed as a true and correct record.

It was proposed by Councillor Bickford, seconded by Councillor Dent and RESOLVED that the minutes of the Extraordinary Full Town Council Meeting held on Thursday 16^th March 2023 were confirmed as a true and correct record.

The Chairman announced the next item of business to be discussed is Agenda Item 30 – To receive and consider a Festival Fund application.

It was proposed by Councillor B Samuels, seconded by Councillor P Samuels and RESOLVED to award £900.00.

a.  To advise the receipts for February 2023;

It was RESOLVED to note.

b.  To advise the payments for February 2023;

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 28^th February 2023 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 Council’s Financial Regulations. It was noted that there are no discrepancies to report.

It was RESOLVED to note.

a.  Policy and Finance held on 14th March 2023;

It was RESOLVED to note the minutes and consider the following recommendation;

RECOMMENDATION

171/22/23 TO RECEIVE THE FOLLOWING RECOMMENDED POLICIES FROM THE SERVICES COMMITTEE AND CONSIDER RECOMMENDING TO FULL COUNCIL:

a. Town Council Playpark Match Funding

(Pursuant to Services Committee held on 9.2.23 minute nr. 118/22/23)

It was proposed by Councillor Peggs, seconded by Councillor Martin and resolved to RECOMMEND to Full Council to be held on Thursday 13th April 2023.

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

b.  Planning and Licensing held on 21st March 2023;

It was RESOLVED to note. There were no recommendations.

c.   Personnel held on 30th March 2023.

It was RESOLVED to note. There were no recommendations.

a.  Devolution held on 17th March 2023;

It was RESOLVED to note the minutes and consider the following recommendations;

RECOMMENDATION 1

26/22/23 TO RECEIVE CORNWALL COUNCILS GENERIC GROUNDS MAINTENANCE LICENCE FOR THE MEMORIAL PEACE GARDEN AND CONSIDER ANY ACTIONS AND ASSOCIATED EXPENDITURE.

The Town Clerk briefed Members on Cornwall Council’s Licence to Occupy to allow the Town Council to continue with grounds maintenance and planting works.

The Town Clerk advised that the Licence to Occupy does not allow for installations such as trees, benches etc without Cornwall Council’s consent.

The Town Clerk added that the Town Council would remain responsible for the inspection and monitoring of any features that have either been installed or undertaken works to, over the years prior to the licence.

The Town Clerk confirmed that the supply of electricity within the boundary is Cornwall Council’s responsibility due to it being a streetlight serving a wider purpose.

Councillor Miller arrived and confirmed his attendance as a Councillor and joined the meeting in the public gallery.

It was proposed by Councillor B Samuels, seconded by Councillor Martin and resolved to RECOMMEND to Full Town Council to be held on Thursday 13th April 2023;

1.    To approve the Licence to Occupy the MPG at an annual sum of £1, renewable annually;

2.    To provide delegated authority to the Town Clerk to sign the Licence to Occupy on behalf of the Town Council;

3.    To note that the Town Council’s insurance cover remains in place.

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

RECOMMENDATION 2

28/22/23 TO RECEIVE AN UPDATE ON SALTASH TOWN COUNCILS DEVOLUTION PROGRAMME AND CONSIDER ANY ACTIONS AND ASSOCIATED EXPENDITURE:

a.  Victoria Gardens - Cornwall Council Service Level Agreement;

The Town Clerk informed Members that Cornwall Council’s Licence to Occupy is to permit the Town Council for a period of 5 months to tidy the lower lying areas (shrubs and bedding plants) at Victoria Gardens in time for Spring and the King’s Coronation celebrations in May.

It was proposed by Councillor Peggs, seconded by Councillor Gillies and resolved to RECOMMEND to Full Council to be held on Thursday 13th April 2023;

1.  To approve the Licence to Occupy at Victoria Gardens to allow the Town Council to tidy the lower lying areas (shrubs and bedding plants) for a period of 5 months;

2.  At a sum of £1 if demanded;

3.  To provide delegated authority to the Town Clerk to sign the Licence to Occupy on behalf of the Town Council.

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

RECOMMENDATION 3

b.  Victoria Gardens - Cornwall Council revised Heads of Terms.

The Chairman informed Members that Cornwall Council are offering Saltash Town Council a leasehold or a freehold for Victoria Gardens and the Maurice Huggins Room by way of revised Heads of Terms.

The Chairman informed Members that the Town Council’s Building Surveyor is due to undertake a Building  ...  view the full minutes text for item 19/23/24

It was RESOLVED to note.

It was proposed by Councillor Bickford, seconded by Councillor Yates and RESOLVED;

1.  To approve the Heads of Terms to form a five-year lease agreement between Saltash Town Council and First Greater Western Limited;

2.  To provide delegated authority to the Town Clerk to review and sign the lease agreement on behalf of the Town Council;

Points one and two above are subject to;

3.  First Greater Western Limited covering all associated legal costs.

The Chairman informed Members of the CC Public Spaces Protection Order received and contained within the reports pack is a renewal of the current order for October 2023.

The Chairman drew Members attention to the list of roads detailed within the document.  Members confirmed there are no further areas to be included.

It was RESOLVED to note.

The Chairman updated Members on the recently held meeting with the Managing Director of the Integrated Care Area (N/E Cornwall) Dr Sant.

It was proposed by Councillor Bickford, seconded by Councillor Stoyel and RESOLVED to continue to support the Action Group and permit free use of the Guildhall for future meetings, inclusive of the scheduled meeting to be held on 19^th April 2023.

The Chairman was delighted to inform Members that the Town Council’s Community Levelling Up Application had been successful in securing an approval in principle for the grant funding for the project and that we await the finalised Grant Offer Letter.

The Chairman congratulated and thanked all those involved in the application.

As to not delay the progress made so far the Chairman requested Members consideration be given and resolved at this evening’s meeting to continue to drive the project forward.

It was proposed by Councillor Bickford, seconded by Councillor B Samuels and RESOLVED:

1.  To confirm the membership of the Shared Prosperity Working Group consisting of Councillors Bickford, Bullock, Gillies, Peggs, B Samuels with support from Cornwall Councillors Worth and Frank;

2.  To provide delegated authority to the Town Clerk to obtain three quotes in line with Financial Regulations for a Consultant to manage the project up to completion, inclusive of a contract;

3.  The Town Clerk to liaise with the Working Group for the appointment of a Consultant subject to quotes being received;

4.  To allocate the Consultant fees to the funding pot yet to be confirmed.

It was RESOLVED to note.

It was proposed by Councillor Peggs, seconded by Councillor Bickford and RESOLVED:

1.  To approve the Annual Town Council Report for 2022/23, subject to the Town Clerk’s final sign off;

2.  To advertise via a poster at Saltash May Fair, Town Council social media outlets, notice boards and email banner.

The Town Clerk and Members thanked the Administration Officer for her hard work in producing the Annual Town Council Report.

It was proposed by Councillor Dent, seconded by Councillor Yates and RESOLVED:

1.  To approve the request for a Civic Parade at Saltash Regatta to be held on 29^th July 2023 meeting at Victoria Gardens from 10am departing at 10:30am;

2.  To note that the Mayor will award the best-dressed organisation and give a small speech to open the Regatta.

Members discussed the Shop Your Town Event and made various suggestions to be considered for the following years event. Suggestions included the possibility of a weekend event in conjunction with Meet Your Councillors and for wider publicity to be considered.  

Members requested the report be amended to reflect those missed from the attendees list. These included Saltash Rotary Club, Saltash Regatta and Inner Wheel.

It was RESOLVED to note and to continue to showcase community organisations in the year 2024-2025.

Members received a report outlining Cornwall Fire and Rescue Service efficiency review of fire control that now includes the CCTV provisions at Tolvaddon.

Due to the uncertain future of Tolvaddon Members discussed monitoring provisions as well as alternative CCTV options.

It was proposed by Councillor Peggs, seconded by Councillor Stoyel and RESOLVED:

1.  To put the Town Council S106 CCTV application on hold until the Town Council better understands the position of Tolvaddon CCTV monitoring centre;

2.  That Councillors Martin, Peggs, Lennox-Boyd and Yates investigate alternative solutions to host a CCTV system reporting back at a future Services Committee meeting.

It was proposed by Councillor Bickford, seconded by Councillor Gillies and RESOLVED:

1.  To note the Meet Your Councillor Session is to be held at Victoria Gardens on Saturday 15^th April 2023;

2.  That Councillors Dent, Gillies, Lennox-Boyd, Miller, Peggs and Yates to attend the next Meet Your Councillor session to be held at Victoria Gardens on Saturday 15^th April 2023;

3.  To delegate to the Service Delivery Team to erect suitable signage to advertise the alternative location and to sufficiently promote on social media.

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.

None.

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

1.  Great Big Green Week;

2.  Café Concessionaire;

3.  Successful Community Levelling Up Funding Bid;

4.  Annual Town Council Report 2022-23;

5.  Awarded Festival Fund Grant;

6.  Civic Parade Saltash Regatta;

7.  Play Park Match Funding Policy;

8.  Meet Your Councillors at Victoria Gardens;

9.  The new town 450 bus service/timetable.

Annual Meeting of Saltash Town Council to be held on Thursday 4^th May 2023 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.