Agenda and minutes

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

Reverend Tim Parkman led prayers.

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.

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.

It was RESOLVED to note.

No report.

No report.

No Actions.

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.

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

It was RESOLVED to note.

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

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.

None.

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 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.

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 5^th May 2022 were confirmed as a true and correct record subject to the addition of Councillor Griffiths as attending.

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 30^th 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.

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.

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.

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 10^th June 2022, to commence from 13^th June 2022 to 22^nd July 2022 inclusive.

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

It was RESOLVED to note.

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 9^th 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 9^th 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 9^th 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

a.  Library held on 16^th May 2022.

It was RESOLVED to note. There were no recommendations.

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.

It was RESOLVED to note.

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

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.

Councillor Lennox-Boyd gave a brief verbal update.

It was RESOLVED to note.

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.

It was RESOLVED to note.

a.  The next scheduled meeting date Saturday 11^th 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 11^th 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.

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.

National Highways Public Consultation

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

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 2^nd July between 9 am and 2pm.

Thursday 7^th July 2022at 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.