Agenda and draft minutes
PDF 156 KBVenue: Guildhall
| No. | Item |
|---|---|
|
Health and Safety Announcements. Minutes: The Chairman informed those present of the actions required in the event of a fire or emergency.
The Chairman welcomed Izzy, representing Human Resources Support Consultancy (HRSC), to the meeting. |
|
|
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 received.
b. The Town Clerk to receive written requests for dispensations prior to the start of the meeting for consideration.
None received. |
|
|
Public Bodies (Admission to Meetings) Act 1960 To resolve that the public and press be re-admitted to the meeting. Minutes: It was proposed by Councillor Peggs, seconded by Councillor Mortimore 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.
The Chairman asked Members to refrain from taking notes in part two confidential session, reports have been provided.
All Members are subject to GDPR, Data Protection Regulations and the Code of Conduct.
Members noted the Chairman’s statement.
|
|
|
To receive and approve the following minutes as a true and correct record: Minutes: a. Private and Confidential Personnel Committee meeting held on 29 May 2025;
It was proposed by Councillor Peggs, seconded by Councillor Mortimore and RESOLVED that the minutes of the Private and Confidential Personnel Committee Meeting held on 29 May 2025 were confirmed as a true and correct record.
b. Private and Confidential Personnel Committee meeting held on 31 July 2025.
It was proposed by Councillor Bullock, seconded by Councillor P Samuels and RESOLVED that the minutes of the Private and Confidential Personnel Committee Meeting held on 31 July 2025 were confirmed as a true and correct record. |
|
|
To receive reports on staff training and consider any actions and associated expenditure: Minutes: a. Training Attended;
No Report.
b. Training Requests;
It was proposed by Councillor Peggs, seconded by Councillor Brady and RESOLVED:
1. To approve the Town Clerk to attend the 2026 Practitioners’ Conference held by the Society of Local Council Clerks at a cost of £500 plus sundries;
2. To vire £1,000 from budget code 6676 SE Staff Training to 6656 P&F Staff Training to cover the above training cost and any additional training to year-end;
3. To allocate the Practitioners’ Conference and sundries cost to budget code 6656 P&F Staff Training.
|
|
|
Additional documents: Minutes: It was proposed by Councillor Peggs, seconded by Councillor Mortimore and RESOLVED:
1. To approve the issuance of private and confidential letters to relevant staff, due to the sensitive nature of the matter. These letters are to be retained for internal audit purposes, with further details recorded in the confidential Personnel Committee minutes dated 30 October 2025.
2. To RECOMMEND to Full Town Council:
a. That the role of Service Delivery Manager be made redundant and removed from the Town Council’s organisational structure with immediate effect, as outlined in the attached documentation;
b. That a new permanent full-time post (37 hours per week) titled Operations Manager / Responsible Finance Officerbe approved, as outlined in the attached documentation;
c. To advertise the Operations Manager / Responsible Finance Officer role in the New Year;
d. That, upon appointment of the Operations Manager / Responsible Finance Officer, theResponsible Finance Officer duties be formally removed from the Town Clerk’s job description.
It was further RESOLVED to note the remainder of the staffing report presented by the Town Clerk. Due to the confidential nature of the matter, additional information is retained within the confidential Personnel Committee minutes of 30 October 2025 for internal audit purposes.
|
|
|
To receive a recruitment report from Human Resources Support Consultancy and consider any actions and associated expenditure. Minutes: It was RESOLVED to thank Human Resources Support Consultancy for their delivery of the recruitment programme and to note the report.
|
|
|
To receive exit interviews and consider any actions and associated expenditure. Minutes: It was RESOLVED to note. |
|
|
To receive a flexible working request and consider any actions and associated expenditure. Minutes: It was proposed by Councillor Brady, seconded by Councillor Stoyel and RESOLVED:
1. To approve the issuance of a private and confidential letter to the relevant staff member, due to the sensitive nature of the matter. The letter is to be retained for internal audit purposes, with further details recorded in the confidential Personnel Committee minutes dated 30 October 2025.
|
|
|
To consider any items referred from the main part of the agenda. Minutes: None. |
|
|
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 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.
Members are to refrain from taking notes in part two confidential session and to refer to the private and confidential reports provided.Engaging in such conduct may bring the Town Council into disrepute.
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. Minutes: It was proposed by Councillor Peggs, seconded by Councillor Bullock and RESOLVED that the public and press be re-admitted to the meeting.
Izzy left the meeting.
The Finance Officer joined the meeting. |
|
|
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 Mortimore, seconded by Councillor Brady and RESOLVED that the minutes of the Personnel Meeting held on 31 July 2025 were confirmed as a true and correct record. |
|
|
Minutes: It was RESOLVED to note the budget statement and approval of virement under minute 61/25/26. |
|
|
Additional documents: Minutes: The Finance Officer presented Members the revised budget for the year 2026/27, reflecting decisions made during Part Two of the meeting.
It was proposed by Councillor Brady, seconded by Councillor Stoyel and resolved to RECOMMEND the Personnel Committee budget statement for the year 2026/27 as attached, to the Policy and Finance Committee meeting to be held on 25 November 2025, inclusive of the following amendments:
Personnel Expenditure
1. Budget code 6659 ST PE Town Sergeant & Mace Bearer Fees be renamed to 6659 ST PE Civic Roles;
2. To To note that the budgeted cost of £5,300 under budget code 6652 ST PF Employers Pension – Monthly Fee, may be subject to change, depending on the outcome of the actuarial valuation by Hymans Robertson for Saltash Town Council.
Personnel EMF Expenditure
3. Budget code 6691 ST PE EMF Legal Fees (Staffing) be renamed to 6691 ST PE EMF Legal & Professional Fees (Staffing).
The Personnel Committee expressed their appreciation to the Finance Officer for the work undertaken during the budget-setting process.
|
|
|
To consider Risk Management reports as may be received. Minutes: Nothing to report. |
|
|
To consider Health and Safety reports as may be received. Minutes: Nothing to report. |
|
|
Minutes: The Town Clerk informed Members that the deliverables assigned to the Personnel Committee had not been completed, due to the need to prioritise other work commitments. However, the Town Vision Sub-Committee has recently reviewed the process and made a recommendation for consideration at the November Full Town Council meeting.
It was proposed by Councillor Peggs, seconded by Councillor Bullock and RESOLVEDto defer the Personnel Committee deliverables to a future meeting, based on the latest update received. |
|
|
To receive team compliments and consider any actions. Additional documents:
Minutes: It was RESOLVED to note and and express appreciation to the Service Delivery Team for their continued dedication to supporting the Town Council's services. |
|
|
Additional documents: Minutes: It was proposed by Councillor Stoyel, seconded by Councillor P Samuels and resolved to RECOMMEND to Full Town Council that the Civic Posts be removed from the Town Council’s organisational structure, as detailed in the attached documentation. |
|
|
Additional documents: Minutes: It was proposed by Councillor Mortimore, seconded by Councillor Brady and resolved to RECOMMEND to Full Town Council the amendments to the Recruitment and Selection Policy, including an additional amendment to the personal statement word limit, as outlined in the attached documentation. |
|
|
To confirm any press and social media releases associated with any agreed actions and expenditure of the meeting. Minutes: It was proposed by Councillor Stoyel, seconded by Councillor Peggs and RESOLVED to issue a press and social media release on the successful recruitment drive. |