Agenda and minutes

Policy and Finance Committee - Tuesday 7th September 2021 6.30 pm

Venue: Guildhall

Items
No.	Item
62/21/22	Health and Safety Announcements Minutes: The Chairman informed those present of the actions required in the event of a fire or emergency.
63/21/22	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. 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. b. Town Clerk to receive written requests for dispensations prior to the start of the meeting for consideration. None.
64/21/22	Questions - A 15-minute period when members of the public may ask questions of Members of the Council. 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. Minutes: None.
65/21/22	To receive and approve the minutes of the Policy and Finance Committee held on Tuesday 13th July 2021 as a true and correct record. PDF 236 KB 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 Miller, seconded by Councillor Dent and RESOLVED that the minutes of the Policy and Finance Committee held on Tuesday 13^th July 2021 were confirmed as a true and correct record.
66/21/22	All accounts and bank accounts reconciled up to 30th June 2021 Minutes: It was RESOLVED to note.
67/21/22	Petty cash reconciled up to 31st July 2021 - No transactions since 31st March 2021. Minutes: It was RESOLVED to note.
68/21/22	To receive a report on VAT. PDF 161 KB Minutes: It was RESOLVED to note.
69/21/22	To receive a report on investments. PDF 176 KB Minutes: It was RESOLVED to note and request that the Finance Officer review Financial Regulations and the Investment Strategy relating to investment limits reporting back at the next Policy and Finance Committee meeting.
70/21/22	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. Minutes: It was RESOLVED to note.
71/21/22	To receive the current STC and Committee budget statements. PDF 195 KB Additional documents: 2. Burial Authority Budget , item 71/21/22 PDF 201 KB 3. Burial Board Budget , item 71/21/22 PDF 195 KB 4. P&F Budget , item 71/21/22 PDF 212 KB 5. Guildhall Budget , item 71/21/22 PDF 201 KB 6. Library Budget , item 71/21/22 PDF 207 KB There are a further 4 documents.View the full list of documents for item 71/21/22 Minutes: It was RESOLVED to note.
72/21/22	To receive and consider Memorial Bench Fees and Charges 2021-22. PDF 190 KB Additional documents: St Stephends Fees & Charges for Amendment to Memorial Bench Donations , item 72/21/22 PDF 180 KB Minutes: It was proposed by Councillor Miller, seconded by Councillor G Challen and RESOLVED to defer this item to the next Joint Burial Board and Burial Authority meetings to review the provision and maintenance of Memorial Benches, reporting back to the Policy and Finance Committee.
73/21/22	To receive an updated insurance claims report. PDF 183 KB Minutes: It was RESOLVED to note.
74/21/22	To receive a report from the Finance Officer. PDF 100 KB Minutes: The Finance Officer reported: a. The Guildhall is available for hire as of 31^st August 2021. It was RESOLVED to note. b. Approval requested to amend the payment method for Longstone Depot rent to Cornwall Council from BACS to direct debit. It was RESOLVED to approve. c. To ratify the recommencement of library fees and charges as of 1^st September 2021. It was proposed by Councillor Miller, seconded by Councillor Yates and RESOLVED to ratify the recommencement of library fees and charges as of 1^st September 2021.
75/21/22	Clerks report on delegated authority to spend. Minutes: No report.
76/21/22	To consider Risk Management reports as may be received. Minutes: No report.
77/21/22	To consider Community Chest and Festival Fund applications: Minutes: a. Community Chest Fund: None b. Festival Fund: None
78/21/22	To receive and note a report on funding awarded: PDF 101 KB Additional documents: Festival Fund Application 102 CORNWALL PRIDE report , item 78/21/22 PDF 42 KB Saltash United Juniors chest report , item 78/21/22 PDF 242 KB Minutes: a. Application CC249 – Saltash United Junior FC - £970 awarded – SUJFC Relaunch Project It was RESOLVED to note. b. Application FF102 – Cornwall Pride CIC - £500 awarded – Cornwall Pride Tour It was RESOLVED to note. c. Application FF103 – SaltFest - £1,477.75 awarded – SaltFest event It was RESOLVED to note.
79/21/22	To review and approve amendments to the following policies: PDF 215 KB Additional documents: Recruitment and Selection Policy DRAFT for approval P&F 092021 , item 79/21/22 PDF 218 KB Amendments to General Terms of Reference Applicable to all Committees and Joint Burial Board 082021 , item 79/21/22 PDF 176 KB Amendments to General Terms of Reference Applicable to all Sub Committees 082021.docx , item 79/21/22 PDF 121 KB Amendments to Standing Orders pages 5 and 6 P&F 092021 , item 79/21/22 PDF 684 KB DRAFT Civic Handbook 2021 , item 79/21/22 PDF 1 MB Grants Policy DRAFT for P&F 092021 , item 79/21/22 PDF 1 MB Minutes: a. Grants Policy It was proposed by Councillor Miller, seconded by Councillor G Challen and RESOLVED to defer to the next Policy and Finance meeting with a working group comprising Councillors Miller, Yates and Griffiths to review the policy with the Senior Policy and Data Compliance Monitoring Officer. b. Civic Handbook It was proposed by Councillor Taylor, seconded by Councillor Yates and resolved to RECOMMEND approval to Full Council to be held on 7^th October 2021. c. Standing Orders It was proposed by Councillor Miller, seconded by Councillor L Challen and RESOLVED to defer to the next Policy and Finance meeting with a working group comprising Councillors Miller, Yates, Dent and B Samuels to review the Standing Orders relating to public questions at meetings, particularly at meetings of the Planning and Licensing Committee, with the Senior Policy and Data Compliance Monitoring Officer. d. Terms of Reference Committees and Sub-Committees It was proposed by Councillor Miller, seconded by Councillor Griffiths and RESOLVED to: 1. Defer the amendment relating to public questions to the next Policy and Finance meeting. It was proposed by Councillor Miller, seconded by Councillor Griffiths and resolved to RECOMMEND to Full Council to be held on 7^th October 2021 to: 2. Approve the amendment relating to ratification of decisions; 3. Merge the Committee and Sub Committee Terms of Reference into one document. e. Recruitment Policy It was proposed by Councillor Miller, seconded by Councillor Taylor and resolved to RECOMMEND approval to Full Council to be held on 7^th October 2021. f. Photography and Filming Policy Statement It was proposed by Councillor Miller, seconded by Councillor Yates and resolved to RECOMMEND approval to Full Council to be held on 7^th October 2021.
80/21/22	To receive a report and recommendation for Professional Youth Work tenders 2021/22. PDF 22 KB Minutes: The report from Saltash Team for Youth recommended three bids that had been submitted, were complete and could be considered for funding by STC. The total bids exceeded the £40,000 available in the budget but, considering the huge need for youth work in the town due to the Covid-19 pandemic it was requested that the additional £3,000 be vired from General Reserves. It was proposed by Councillor Dent, seconded by Councillor Miller and resolved to RECOMMEND approval to Full Council to be held on 7^th October 2021 that: a. £3,000.00 be vired from General Reserves to budget code 6222 Commissioning Youth Work; b. The Commissioning Youth Work funding for 2021-22 be awarded to: 1. Livewire £15,000 2. The Core £15,000 3. Junkyard Skatepark £13,000
81/21/22	To receive and consider quotes for the advertising of the Town Messenger PDF 120 KB (Pursuant to P&F held on 27.05.21 minute nr. 22/21/22) Minutes: Three quotes for publishing the Town Messenger were considered. It was proposed by Councillor Dent, seconded by Councillor P Samuels and RESOLVED to: Appoint quote B at a cost of £300 (none Vatable) for the monthly Town Messenger half a page rate within budget; Appoint quote B at a cost of £2.52 (None Vatable) per column centimetre for editorial work within budget; Allocate costs to budget code 6221 Town Messenger; Note quote B covers Saltash and surrounding areas, delivered direct to homes and businesses via letterboxes and remaining copies to Forder, Antony Passage, Carkeel, Landrake, Hatt Industrial areas; Note quote B operates via Facebook and website uploading STC latest news. Twitter is used to promote the release of monthly copies; Note the above rates commence from March 2022 and are assessed annually (March to February) by the supplier.
82/21/22	To receive reports from Working Groups and Outside Bodies: Minutes: a. Neighbourhood Plan Steering Group Councillor Yates gave a verbal report. Progress is being made slowly with editorial meetings due to be held this week. It was RESOLVED to note. b. Saltash Team for Youth Councillor Griffiths gave a verbal report. The Saltash Team for Youth will meet on 27^th September to discuss recommending changes to the tender process, the purpose of the Saltash Team for Youth and to consider involving young people. It was RESOLVED to note. c. Section 106 Panel Councillor Bickford gave a verbal report. The S106 committee have recently approved applications for Saltfest, the Christmas event and from Saltash Chamber of Commerce for discounted parking in December. It was RESOLVED to note.
83/21/22	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. Minutes: It wasresolved 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.
84/21/22	To consider any items referred from the main part of the agenda. Minutes: None.
85/21/22	Public Bodies (Admission to Meetings) Act 1960: To resolve that the public and press be re-admitted to the meeting. Minutes: It was resolved that the public and press be re-admitted to the meeting.
86/21/22	To consider urgent non-financial items at the discretion of the Chairman. Minutes: None.
87/21/22	To confirm any press and social media releases associated with any agreed actions and expenditure of the meeting. Minutes: It was RESOLVED to issue the following press and social media release: 1. The receipt of reports from groups who have received grants from the Town Council.