Agenda and draft minutes

Councillor Peggs in the Chair to open the meeting and deliver agenda item 1.

It was proposed by Councillor Stoyel, seconded by Councillor Bullock to nominate Councillor Peggs.

It was proposed by Councillor Brady, seconded by Councillor P Samuels to nominate Councillor Brady.

No further nominations were received.

Following a vote it was RESOLVED to elect Councillor Peggs as Chairman.

Councillor Peggs in the Chair.

It was proposed by Councillor P Samuels to nominate Councillor Brady, a seconder was not achieved.

It was proposed by Councillor Mortimore, seconded by Councillor Bullock to nominate Councillor Mortimore.

It was proposed by Councillor Stoyel, seconded by Councillor Peggs to nominate Councillor Stoyel.

No further nominations were received.

Following a vote it was RESOLVED to elect Councillor Mortimore as Vice Chairman.

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.

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 Peggs, seconded by Councillor Stoyel and RESOLVED that the minutes of the Extraordinary Personnel Meeting held on 27 March 2025 were confirmed as a true and correct record.

Nothing to report.

Nothing to report.

The Responsible Finance Officer updated Members on the budget statement received and contained within the circulated reports pack.

Members had no questions.

It was RESOLVED to note.

The Responsible Finance Officer updated Members on the staffing contingency report received and contained within the circulated reports pack.

Members had no questions.

It was RESOLVED to note.

It was proposed by Councillor Brady, seconded by Councillor P Samuels and RESOLVED to approve the adjustment of the December payroll date from the last Friday of the month to 19 December 2025 due to statutory holidays.

a.  Quarter Four for the year 2024/25; 

It was RESOLVED to note.

b.  Quarter One for the year 2025/26. 

It was proposed by Councillor Peggs, seconded by Councillor Stoyel and RESOLVED to delegate to the Town Clerk to review and score quarter one of the Personnel Committee deliverables for the year 2025-26.

It was RESOLVED to note the appointment of a Community Hub Assistant to Saltash Library Hub on 19 May 2025.

It was RESOLVED to note the resignation of the Senior Policy and Data Compliance Monitoring Officer as at 30 April 2025.

It was RESOLVED to note the Community Hub Team Leaders notice of retirement as at 2 May 2025.

It was RESOLVED to note the Planning and General Administrators notice of retirement as at 31 July 2025.

Members were delighted to receive positive compliments from members of the public and commented on the quality and professionalism of all the staff at Saltash Town Council.

It was RESOLVED to note.

It was proposed by Councillor Stoyel, seconded by Councillor Peggs and resolved to RECOMMEND to Full Council:

1.  The Christmas shutdown period to commence at midday on Wednesday 24 December 2025 and reopen on Monday 5 January 2026;

2.  Staff are not requested to allocate half-day annual leave on 24 December 2025;

3.  Staff to allocate annual leave for the remaining working days during the Christmas period;

4.  This will not apply to operational staff who are required to remain on duty during this period by an agreed rota system to carry out essential services only in the town.

It was proposed by Councillor Mortimore, seconded by Councillor Bullock and resolved to RECOMMEND to Full Town Council to award all staff a Saltash Day on Friday 2 January 2026 subject to departmental rota’s.

It was proposed by Councillor Brady, seconded by Councillor Stoyel and resolved to RECOMMEND to Full Council:

1.  Approval of the attached job description for the position of Saltash Town Crier subject to HR Support Consultancy final check to ensure it complies with Employment Law;

2.  To delegate to the Development and Engagement Manager working with the Mayor’s Secretary to advertise for auditions for the role of Town Crier;

3.  To delegate to the Development and Engagement Manager and Mayor’s Secretary working with the Mayor of Saltash Town Council and a Town Crier from a neighbouring town to form the audition panel;

4.  The associated cost of £25 per event be payable to the Town Crier through payroll allocated to budget code 6659 Town Sergeant and Mace Bearer Fees;

5.  To delegate to the Mayor’s Secretary to procure Town Council branded livery after the post holder has been in post for 12 months allocated to budget code 6272 Robe and Civic Regalia;

6.  To purchase annual membership to the Ancient and Honourable Guild of Town Criers for Saltash Town Crier allocated to budget code 6272 Robe and Civic Regalia.

It was proposed by Councillor Peggs, seconded by Councillor Mortimore and RESOLVED to ratify the amended job description and person specification for the post of Community Hub Team Leader, as attached.

It was proposed by Councillor Brady, seconded by Councillor P Samuels and RESOLVED to defer this item to the 31 July 2025 Personnel Committee meeting.

a.   Safeguarding;

(Pursuant to Extraordinary Personnel Committee meeting held on 19.12.24 minute nr. 63/24/25)

It was proposed by Councillor Brady, seconded by Councillor P Samuels and resolved to RECOMMEND the amendments to the Safeguarding Policy, as attached, to Full Council to be held on 5 June 2025.

b.   Recruitment.

It was proposed by Councillor Brady, seconded by Councillor Stoyel and resolved to RECOMMEND the amendments to the Recruitment and Selection Policy, as attached, to Full Council to be held on 5 June 2025.

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

It was proposed by Councillor Bullock, seconded by Councillor Brady and RESOLVED 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 and in accordance with Saltash Town Council Standing Orders and Terms of Reference.

The Chairman informed Members that the meeting is now in Part Two.

The Chairman reminded Members that items discussed are of the strictest confidence and must not be discussed or shared with others. Engaging in such conduct may bring the Town Council into disrepute.

Members are to refrain from taking notes in part two confidential session and to refer to the private and confidential reports provided.

All Members are subject to GDPR, Data Protection Regulations and the Code of Conduct.

Please ensure all CONFIDENTIAL papers are returned to the Town Clerk immediately after this meeting.

a.  Training attended;

It was RESOLVED to note.

b.  Training requests;

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

1.  Approve for the Assistant Service Delivery Manager to attend the IOSH Managing Safely refresher course at a cost of £240 allocated to budget code 6676 SE PT Staff Training (Service Delivery);

2.  Delegate to the Service Delivery Manager to manage the course booking subject to operational needs.

The Town Clerk informed Members of a Larger Councils Working Group forum to discuss strategic matters in our towns, share documents, and support one another in the role of Town Clerk.  The first meeting is to be held on 3 June 2025 at Truro City Council.

The Town Clerk further informed Members that she would report from those meetings to the Town Council internal Chairs of Committees Group as appropriate.

It was RESOLVED to note.

It was proposed by Councillor Brady, seconded by Councillor Peggs and RESOLVED to approve a private and confidential letter to be issued to the Town Clerk due to the confidential nature of the matter (private and confidential letter retained for internal audit check and private and confidential Personnel Committee minutes to record the decision made).

It was RESOLVED to note the rest of the Town Clerk’s staffing report.

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

1.  To note that due to the operations of the Town Council, the position of Senior Policy and Data Compliance Monitoring Officer is no longer required;

2.  To approve the Finance Officers recommendation to vire £19,977.49 to budget code 6694 P&F EMF Staff Contingency;

3.  To delegate to the Office Manager / Assistant to the Town Clerk to outsource and oversee the work relating to GDPR reviews, access and freedom of information requests, obtaining best value, working within budget code 6662 Professional Fees, reporting to the relevant committee;

4.  To RECOMMEND to Full Council to be held on 5 June 2025 to withdraw the Senior Policy and Data Compliance Monitoring Officer role from the Town Council’s organisation structure with immediate effect, liaising with HR Support Consultancy to ensure changes comply with Employment Law.

It was RESOLVED to note.

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

1.  To award two Community Hub Assistants with the Employee Recognition Scheme for customer service, exceptional effort, being proactive;

2.  To purchase a voucher each to the value of £25 allocated to budget code 6660 Staff Recognition;

3.  To present certificates;

4.  To promote on social media and display in the reception of the Guildhall subject to staff permissions.

Nothing to report.

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 and in accordance with Saltash Town Council Standing Orders and Terms of Reference.

Chairman to confirm the Personnel Meeting is now in Part Two.

Members are reminded that items discussed are of the strictest confidence and must not be discussed or shared with others.Engaging in such conduct may bring the Town Council into disrepute.

Members are to refrain from taking notes in part two confidential session and to refer to the private and confidential reports provided.

All Members are subject to GDPR, Data Protection Regulations and the Code of Conduct.

Please ensure all CONFIDENTIAL papers are returned to the Town Clerk immediately after this meeting.

It was proposed by Councillor Peggs, seconded by Councillor Stoyel and RESOLVED that the public and press be re-admitted to the meeting.

None.