Agenda and draft minutes

The Chairman led Members into a minute’s silence as a mark of respect for the passing of Sir Richard Carew Pole of Anthony Estates.

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.

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

None.

Please note: Any member of the public requiring to put a question to the Town Council must do so by email or via The Guildhall no later than 12 noon the day before the meeting.

Members of the public are advised to review the Receiving Public Questions, Representations and Evidence at Meetings document prior to attending the meeting.

None received.

The Chairman brought forward Agenda Item 29 as the next item of business to be considered - To receive an update on the request to plant a Coronation Tree at Victoria Gardens and consider any actions and associated expenditure.

(Pursuant to Full Council held 03.10.24, minute 228/24/25)

Members received the report contained within the circulated reports pack detailing species of trees to be considered for planting at Victoria Gardens to commemorate the Coronation.

The Chairman asked the Town Council Tree Wardens for their thoughts on the matter to be considered at this evening’s meeting.

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

1.  To approve the proposed new location to the middle of the Saltash Environmental Action flower bed, in replacement of the bird bath;

2.  To approve planting of a Quercus Petraea (Oak) tree, supported by the Lord Lieutenant, Colonel Sir Edward Thomas Bolitho KCVO OBE, Geraint Richards, Head Forester to the Duchy for Cornwall and HM the King, Steve Harding, Cornwall Council’s Forestry Officer and Saltash Town Council’s three Tree Wardens;

3.  To note the planting date is to take place in January 2025.

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 Mortimore, seconded by Councillor Lennox-Boyd and RESOLVED to amend minute 247/24/25 first paragraph, replacing the text, from ‘Isambard House’ to ‘CEPL12’ and remove the word ‘Isambard House’ in the second paragraph.

It was proposed by Councillor Lennox-Boyd, seconded by Councillor Mortimore and RESOLVED that the minutes of the Full Town Council Meeting held on 7 November 2024were confirmed as a true and correct record.

a.  Policy and Finance held on 12 November 2024;

It was RESOLVED to note the minutes and consider the recommendations contained within the minutes under Agenda Items 8, 9, 10 and 11 of this evening’s Agenda.

b.  Planning and Licensing held on 19 November 2024;

It was RESOLVED to note the minutes. There were no recommendations.

The minutes were noted at Full Council held on 7 November. Members considered the following recommendations at this evening’s meeting:

RECOMMENDATION 1:

46/24/25 TO RECEIVE A REPORT ON THE COMMUNICATION AND ENGAGEMENT OFFICER ROLE AND CONSIDER ANY ACTIONS AND ASSOCIATED EXPENDITURE.

It was proposed by Councillor Foster, seconded by Councillor Dent and resolved to RECOMMEND to Full Council to be held on 5 December 2024:

1.  To approve an additional 12 hours per week for the Communications and Engagement Officer role as per the job description (as attached) together with the Development and Engagement Manager’s supporting report;

2.  To advertise with immediate effect with there being sufficient funds within the 2024-25 budget;

3.  To note; the new role will have an impact on the 2025-26 budget setting to be considered at the Policy and Finance meeting to be held on 12 November 2024.

Please note: the Communications and Engagement Officer job description and person specification was recommended to Full Council by the Personnel Committee (minute 92/23/24b) where Full Council approved the role into the existing Town Council organisation structure (minute 367/23/24 recommendation 4).

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

Councillor Martin, Chairman of the Personnel Committee, informed Members that recommendations two and three below, had been superseded by the Policy and Finance Committee during its meeting on 12 November 2024.

Members received the recommendations en-bloc for transparency.

RECOMMENDATION 2:

47/24/25 TO RECEIVE A REPORT ON APPOINTING AN ASSISTANT COMMUNITY HUB TEAM LEADER AND CONSIDER ANY ACTIONS AND ASSOCIATED EXPENDITURE.

It was proposed by Councillor Dent, seconded by Councillor Stoyel and resolved to RECOMMEND to Full Council to be held on 5 December 2024:

1.  To approve the new role, Assistant Community Hub Team Leader into the existing Town Council organisation structure;

2.  To approve the job description and person specification (as attached) together with the Community Hub Team Leader’s supporting report;

3.  To advertise with immediate effect with there being sufficient funds within the 2024-25 budget;

4.  To note the role replaces the 30-hour Library and Information Assistant post;

5.  To note; the new role will have an impact on the 2025-26 budget setting to be considered at the Policy and Finance meeting to be held on 12 November 2024.

RECOMMENDATION 3:

48/24/25 TO RECEIVE A REPORT ON APPOINTING ADDITIONAL SERVICE

DELIVERY STAFF AND CONSIDER ANY ACTIONS AND ASSOCIATED EXPENDITURE.

It was proposed by Councillor Foster, seconded by Councillor Stoyel and resolved to RECOMMEND to Full Council to be held on 5 December 2024:

1.  To approve the new, Service Delivery General Assistant into the existing Town Council organisation structure;

2.  To approve the job description and person specification (as attached);

3.  To advertise from 1 April 2025;

4.  To note; the new role will have an impact on the 2025-26 budget setting to be considered at the Policy and Finance meeting to be held on 12 November 2024;

5.  To approve the new, part time  ...  view the full minutes text for item 271/24/25

This will be a recorded vote.

A recorded vote was taken.

It was proposed by Councillor Miller, seconded by Councillor P Samuels and following a recorded vote of 14 for, it was RESOLVED to approve the fees and charges for the year 2025/26 as attached.

Councillor Bickford was invited and returned to the meeting.

This will be a recorded vote.

A recorded vote was taken.

It was proposed by Councillor Miller, seconded by Councillor P Samuels and following a recorded vote of 15 for, it was RESOLVED to approve the Town Council Budgets, Virements and Nominal Codes for the year 2025/26, as attached.

This will be a recorded vote.

Section 106 of the Local Government Finance Act 1992 makes it an offence for a Councillor in Council Tax arrears (with at least two months unpaid bills) to vote at a Meeting of Saltash Town Council where financial matters relating to the Council Tax are being considered – agenda item 11.

A recorded vote was taken.

It was proposed by Councillor Miller, seconded by Councillor P Samuels and following a recorded vote of 15 for, it was RESOLVED:

1.  To maintain the Town Council level of contingency at 5.06 months for the year 2025/26, as attached;

2.  A contingency figure of £683,689 for the year 2025/26, as attached.

3.  To vire £84,302 from General Reserves to maintain the contingency level for the year 2025/26.

This will be a recorded vote.

The Chairman informed members that Section 106 of the Local Government Finance Act 1992 makes it an offence for a Councillor in Council Tax arrears (with at least two months unpaid bills) to vote at a Meeting of Saltash Town Council where financial matters relating to the Council Tax are being considered.

A recorded vote was taken.

It was proposed by Councillor Miller, seconded by Councillor P Samuels and following a recorded vote of 15 for, it was RESOLVED:

1.  To set the Town Council Precept of £1,579,415, an increase of 13.77%, as attached;

2.  £27.34 per annum increase for a Band D dwelling, an increase of 53p per week, 11%, as attached.

The Chairman thanked Members and staff for their input and support during the budget setting process.

It was RESOLVED to note.

Members agreed that the additional information contained within the reports pack, provided by the Police, was insightful and provided clearer understanding of how crime figures are categorised.

The Chairman informed the meeting that the Police have been invited to attend a future meeting, offering an opportunity for further questions and clarification regarding the crime figures presented at Full Council meetings.

It was RESOLVED to note.

The Chairman highlighted the report's request for volunteer directors.

Councillor Bickford offered to assist by speaking with anyone interested in volunteering for CEPL12 and answering any questions they may have.

It was RESOLVED to note.

Nothing to report, the notes of the meeting held on Wednesday 4 December are to be received at Full Council scheduled for 9 January 2025.

Members were updated on the cancellation of the Saltash Christmas Festival, due to health and safety concerns arising from the predicted adverse weather conditions.

It was RESOLVED to note.

Due to the next scheduled meeting to be held on Monday 9 December, there was nothing to report.

Members were reminded of the 16 day campaign to feature an awareness event at CEPL12 on 10 December 2024. This event aims to highlight issues surrounding gender-based violence, domestic abuse and sexual violence.

Members were encouraged to attend the event and participate in the campaign walk across the Tamar Bridge to show unity and support for the cause. Those wishing to participate in the walk are to meet at St Nicholas and St Faith Church at 6:30pm on Tuesday 10 December.

It was RESOLVED to note.

Cornwall Councillor Worth updated Members on the numerous meetings and discussions taking place regarding important matters for Saltash.

These items included, but were not limited to, serving as Vice Chair at a Police and Crime Commissioner meeting, attending a meeting about Cornwall Airport, participating in an upcoming Tamar Crossings meeting and holding discussions with Red Bus and Transport for Cornwall. These discussions focused on planned improvements for 2025, including the connectivity of the ferry service and Saltash Station in spring and the expansion of the 450 bus route from Saltash to Rame and Torpoint.

Cornwall Councillor Lennox-Boyd provided a brief verbal update on a meeting with haulage companies that use the Tamar bridge and Saltash tunnel, discussed the repair and maintenance work on Saltash flood defences, which are currently under investigation and planning to be actioned by Cornwall Council.

Cornwall Councillor Frank emphasised the busy schedule of Cornwall Councillors and shared that she recently participated in an estate walkabout at Babis Farm. During the visit, plans for expansions and improvements to the open spaced areas adjacent to Town Council Churchtown Farm allotment site were discussed.

It was RESOLVED to note.

Members received the report contained within the circulated reports pack and considered the request for support of the Winter Health Events being offered by the ICB in the New Year.

The Town Clerk drew members attention to the report contained within the circulated reports pack detailing the proposed name change of the League of Friends of St Barnabas Hospital with the Charity Commission. 

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

1.  To approve free use of a Town Council building for the ICB to provide community Winter Health Events, in line with the Town Council Strategic Priority - Health and Wellbeing;

2.  To note the change of name of the League of Friends of St Barnabas Hospital with the Charity Commission.

Members received the report contained within the circulated reports pack.

Cornwall Councillor Frank highlighted the recent collaboration between two Community Area Partnership (CAP) working groups and their meetings with key stakeholders, which led to several significant achievements.

One outcome was identifying that not all primary schools in Saltash had access to the Smarter Smiles programme. Following discussions, Cornwall Council’s Public Health team has now committed to extending the programme to all primary schools in Saltash.

Additionally, after members of the working group attended Oral Health Champion training and provided valuable feedback, Cornwall Council is planning to expand this training across Cornwall. The rollout will begin in the two Saltash CAP working group areas ahead of other areas.

It was RESOLVED to note.

Nothing to report.

a.  To advise the receipts for October 2024;

It was RESOLVED to note.

b.  To advise the payments for October 2024;

It was RESOLVED to note.

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

Nothing to report.

d.  To note that bank reconciliations up to 31 October 2024 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.

Members discussed remote attendance and proxy voting at local authority meetings in length.

Members discussed both the positive and negative aspects, including concerns about privacy, accessibility and inclusion as well as the technical challenges that would need to be addressed.

It was proposed by Councillor Brady, seconded by Councillor Foster and RESOLVED:

1.  To note the consultation;

2.  To approve advertising the consultation via the Town Council social media and press releases for individual Town Council Members, public and local government to respond to the online survey.

The Chairman of Town Team, P Ryland, was invited to speak on the report provided in the circulated reports pack and received at this evening’s meeting.

P Ryland provided a verbal briefing to Members on the various requests outlined in the detailed report. Members enquired why Victoria Gardens was not considered for a market trial, the Town Clerk clarified that the funding parameters restricted any expenditure to within the boundaries of Fore Street.

Members discussed the relocation of the Town Council noticeboard and were against relocating due to the associated costs being accrued for what is a trial market.

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

1.  Note Town Team meeting notes of the 11 November 2024;

2.  Approve the Town Clerk to sign and return the s106 project agreement form, as attached, on behalf of Saltash Town Council;

3.  Support the Town Team project proposals of the markets, greening and wayfinding in Fore Street;

4.  Approve Service Delivery to relocate the memorial bench between Diamond Nails and Bandits, the bin subject to Cornwall Council’s approval, to be relocated outside Morrison’s, making good the existing areas, to leave in situ the Town Council noticeboard and instead close the top end of Belle Vue Road to accommodate a meaningful market trial;

5.  Approve Service Delivery to under prune some of the trees located in the market area subject to Cornwall Council’s approval;

6.  Support Town Team to proceed with the Saltash publicity campaign allocating associated cost to the s106 Waitrose funds;

7.  Support the principles of the draft e-mail, as attached, to Will Glassup Cormac Highways Manager sent from the Town Team Chairman;

8.  Approve the Town Clerk to also write to Will Glassup highlighting the health and safety areas in the town for urgent improvement.

Councillor Bickford provided a verbal overview of the report included in the circulated pack.

Members discussed the draft strategy, focusing on the need for future improvements to both rail services and station facilities.

After years of lobbying, Network Rail has acknowledged that the station platform is non-compliant and has provided a document outlining the initial stages of rail infrastructure improvements for Saltash station, including platform upgrades.

The next steps will involve further surveys and reports, which may identify additional health and safety improvements for accessing trains at Saltash Station.

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

1.  To endorse the draft ‘case for better rail services’ and support the ‘Saltash Platform Train Interface Improvements’, in line with Saltash Town Council Strategic Priority – Travel and Transport;

2.  To delegate to the Town Clerk working with the appropriate Members to partner with train operating companies to bring both reports to fruition over the coming years.

It was RESOLVED to note the update.

The Chairman discussed recent meetings on proposed changes to the Saltash Adult Education provisions with a Town Council response sent to Cornwall Council before the consultation deadline.

Members considered alternative options for adult education delivery in Saltash.

The Town Clerk highlighted the report and draft survey in the reports pack, asking Members to confirm if they wish to issue a public consultation to better understand community needs and how the Town Council can support adult education.

Members debated how to assist those affected by the changes, agreeing to wait for the Adult Education Board's decision to evaluate available options for support.

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

1.  To thank the Wesley Church and Cornwall Councillor Frank for their support;

2.  To note Saltash Town Council feedback to the Cornwall Council consultation;

3.  To await the recommendations from the Adult Education Board before considering potential next steps;

4.  To delegate to the Town Clerk to contact Stacey Sleeman, Head of Skills and Rob Sweetzer-Sturt, Head of Adult Education, to obtain the Adult Education Boards recommendations from the meeting to be held on 6 December 2024;

5.  To approve the survey (as attached) to be produced through a public consultation, subject to point three above, in line with the Town Council Strategic Priority – Boosting Jobs and Economic Prosperity.

(Pursuant to FTC held on 7.11.24 minute nr. 255/24/25)

Members reviewed the report contained within the circulated reports pack.

It was proposed by Councillor Griffiths seconded by Councillor Bullock to:

1.  Appoint Company A at a total cost of £2,750 allocated to budget code 6271 Election Costs;

2.  Approve company A payment terms of conditions of 50% of the total amount to be paid upfront;

3.  Approve a maximum spend of £100 on in house social media advertisements allocated to budget code 6271 Election Costs;

4.  Approve posters be designed and printed in-house and distributed through all Town Council avenues – Noticeboards, Library and Guildhall;

5.  Confirm Councillors Griffiths, Peggs, Bullock, Bickford and Stoyel to participate in the video advertisements;

6.  Delegate to the Office Manager / Assistant to the Town Clerk to manage the project ensuring the videos are completed by mid-February 2025 to be used as promotional materials in the lead up to local elections.

Following a vote, the proposal did not carry.

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

1.  Appoint Company B at a total cost of £900 allocated to budget code 6271 Election Costs;

2.  Approve a maximum spend of £100 on in house social media advertisements allocated to budget code 6271 Election Costs;

3.  Approve posters be designed and printed in-house and distributed through all Town Council avenues – Noticeboards, Library and Guildhall;

4.  Confirm Councillors Griffiths, Peggs, Bullock, Bickford and Stoyel to participate in the video advertisements;

5.  Delegate to the Office Manager / Assistant to the Town Clerk to manage the project ensuring the videos are completed by mid-February 2025 to be used as promotional materials in the lead up to local elections.

a.  The next scheduled meeting date Saturday 7 December 2024 at Saltash Christmas Festival.

Due to predicted weather conditions and the cancellation of the Saltash Christmas Festival, Members considered an alternative future date.

It was proposed by Councillor Peggs, seconded by Councillor P Samuels and RESOLVED to cancel December’s Meet your Councillor session due to Saturday’s predicted weather forecast.

Please note: the next Meet your Councillor Session is to be held on 11 January 2025.

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.

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

1.  Cancellation of Meet your Councillors to reconvene in January 2025;

2.  Becoming a Councillor Campaign;

3.  Precept 2025/2026 (Early next year upon P&F approval of the leaflet);

4.  Case for better rail services and the Saltash Platform Train Interface Improvements,

5.  Provisions of Adult Education, subject to the results of the consultation;

6.  Remote Attendance and Proxy Voting.

Thursday 9 January 2025 at 7.00pm

I Move 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 to Move 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.