Agenda and minutes

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.

The Town Clerk reported that a written request for a dispensation had been received from Councillor P Samuels in respect of agenda item 25a. Since receiving the request, Councillor P Samuels had revised the form to not partake in the vote and to confirm that he is a member of Saltash Rotary.

It was proposed by Councillor G Challen to reject the request for a dispensation and to allow Councillor P Samuels to remain in the meeting to take questions and leave the room prior to the vote.

The motion did not carry due to no seconder.

It was proposed by Councillor P Samuels, seconded by Councillor Miller and RESOLVED that a dispensation be granted to Councillor P Samuels for agenda item 25a allowing him to participate, or participate further, in any discussion of that business for this meeting only.

Please note: Any member of the public requiring to put a question to the Town Council must do so by 12 noon the day before the meeting.

None.

Councillor Bickford arrived and gave his apologies for late arrival and joined the meeting.

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 Bullock  and RESOLVED that the minutes of the Policy and Finance Committee held on 12^th July 2022 were confirmed as a true and correct record.

It was proposed by Councillor Miller, seconded by Councillor Bullock and RESOLVED that the minutes of the Extraordinary Policy and Finance Committee held on 16^th August 2022 were confirmed as a true and correct record.

It was RESOLVED to note.

It was RESOLVED to note.

It was proposed by Councillor Gillies, seconded by Councillor Bullock and RESOLVED to approve the reduction of petty cash from £300.00 to £125.00.

It was RESOLVED to note.

Councillor Foster left the meeting.

Councillor Foster returned to the meeting.

The Finance Officer reported that since the report on investments was published the second instalment of the precept has been received and the balances held are as follows:

• £200,000 with Public Sector Deposit Fund (Variable Interest Current Average 0.69%)

• £499,499.90 with Barclays Active Saver. (Interest Rate 0.01% rising to 0.15%)

• £500,650 with Nationwide on a 95 Days’ Notice. (Interest Rate 0.4%)

• £998,935.62  with Cornwall Council instant Access Account. (Interest Rate Variable currently between 0.55% - 0.63%)

It was RESOLVED to note.

It was RESOLVED to note.

It was RESOLVED to note.

It was RESOLVED to note.

RECOMMENDATION 1: Personnel Committee held on Thursday 26^th May 2022:

16/22/23      TO RECEIVE A REPORT ON THE APPOINTMENT OF ROSEVALE ACCOUNTANTS AND CONSIDER ANY ACTIONS AND ASSOCIATED EXPENDITURE

It was RESOLVED to continue with the appointment of Rosevale Accountants up to August 2022 to carry out the role of the Finance Assistant up to 30 hours per week at a cost of £26.50 + VAT per hour allocated to budget code 6661 Finance Consultancy Fees.

It was proposed by Councillor Martin, seconded by Councillor Miller and resolved to RECOMMEND to Policy and Finance to vire £12,105 from budget code 6694 P&F Staffing Contingency to 6661 P&F Finance Consultancy Fees.

It was proposed by Councillor Miller, seconded by Councillor Bullock and RESOLVED to vire £12,105 from budget code 6694 P&F Staffing Contingency to 6661 Finance Consultancy Fees.

RECOMMENDATION 2: Extraordinary Personnel Committee held on Monday 6^th June 2022:

23/22/23       TO RECEIVE A STAFFING REPORT FROM THE TOWN

CLERK

Finance Officer and Finance Assistant roles:

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

1.    Increase Rosevale Accountants weekly hours from the 1st July 2022 on a temporary basis from 30 hours to a maximum of 60 hours per week to undertake Town Council finance work at a cost of £29.50 + VAT per hour

2.    Review the temporary finance arrangements at the 29th September’s Personnel Committee Meeting

It was proposed by Councillor Peggs, seconded by Councillor Dent and resolved to RECOMMEND to the next Policy and Finance Committee to vire £15,930 from budget code 6694 P&F Staffing Contingency to 6661 P&F Finance Consultancy Fees.

It was proposed by Councillor Miller, seconded by Councillor Foster and RESOLVED to vire £15,930  from budget code 6694 P&F Staffing Contingency to 6661 Finance Consultancy Fees.

It was RESOLVED to note.

The Town Clerk and Finance Officer updated Members on the current and proposed Town Council saving accounts.

It was proposed by Councillor Miller, seconded by Councillor Yates and RESOLVED:

1.    To open a Town Council saving account with RCI Bank at a variable rate of 1.67% instant access to transfer the remaining precept funds;

2.    To transfer existing funds held in the Nationwide 95 day notice account to a Nationwide 12 Month Triple Access at a fixed rate of 1.75% instant access no penalty for up to 3 withdrawals a year to obtain a higher rate of interest;

3.    That the Finance Officer continues to monitor saving options for the Town Council reporting back to a future meeting.

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

1.    To approve the proposal from Zurich of a new 3 year insurance policy with the option of a 2 year extension at a cost of £10,455.72 (including all applicable taxes);

2.    To allocate the cost to budget code 6205 P&F Insurance.

It was proposed by Councillor Bullock, seconded by Councillor Lennox-Boyd and RESOLVED to:

1.    Approve the upgrade of the Guildhall internet provision from FTTC to FTTP at a capital cost of £50.00 + VAT for the installation of the fibre line;

2.    Approve the monthly cost of £45.95 + VAT for the internet provision;

3.    Approve a new 12 month contract as above;

4.    Allocate the above cost to budget code P&F IT/Office Cost.

It was RESOLVED to note an annual cost saving to the Town Council of £406.08.

It was proposed by Councillor Gillies, seconded by Councillor G Challen and resolved to RECOMMEND to a future Full Town Council meeting to:

1.    Update the existing policy on the use of the Town Seals to give delegated authority to the Town Clerk, or in their absence the Assistant Town Clerk to determine the use of the Town Seals;

2.    Delegate authority to the Senior Policy and Data Compliance Monitoring Officer to work with Councillor Bickford to produce a draft policy for free/discounted premises hire;

3.    The Town Clerk to report back at future Policy and Finance meetings the use of the Town Seals and free/discounted premises hire.

Councillor Yates left the room.

Councillor Yates returned to the room

No report.

No report.

The Town Clerk reminded Members of the £2,810.05 Town Council CIL funding and deadline date of 2024.

It was proposed by Councillor G Challen, seconded by Councillor Lennox-Boyd and RESOLVED that Councillor Yates circulates funding suggestions from the Neighbourhood Plan with Members also inputting their ideas for consideration at a future meeting of P&F.

It was proposed by Councillor P Samuels, seconded by Councillor Bickford and RESOLVED to award £650.00.

Councillor Miller declared an interest in the next item and left the room.

Vice-Chairman in the Chair.

The application failed to meet the criteria and score sufficient points therefore rejected.

Councillor Miller was invited and returned to the meeting.

Chairman in the Chair.

Councillors Bullock and G Challen declared an interest in the next item and left the room.

It was proposed by Councillor Miller, seconded by Councillor Bickford and RESOLVED to award £1,000.00 subject to the funds being retained by the Town Council in an EMF until the project is ready to proceed.

Councillors Bullock and G Challen were invited and returned to the room.

It was proposed by Councillor Lennox-Boyd, seconded by Councillor P Samuels and RESOLVED to award £1,500.00.

1. Saltash Sailing Club

It was RESOLVED to note.

2. The Friends of Tincombe

It was RESOLVED to note.

a.  Grants Policy

It was proposed by Councillor Yates, seconded by Councillor Foster and resolved to RECOMMEND to Full Town Council to be held on 6^th October 2022 to approve the amendments to the Grants Policy as attached.

b.  Civic Awards Policy

Councillor Foster left the room.

Councillor Foster returned to the meeting.

Councillor P Samuels briefed Members on the background to the amendments to the policy, answered Members questions and then left the room.

It was proposed by Councillor G Challen, seconded by Councillor Gillies and RESOLVED to:

1.  Reject the amendments to the draft Civic Awards Policy;

2.  Delegate authority to the Senior Policy and Data Monitoring Compliance Officer to work with Councillor Bickford to conduct a best practice draft policy and review in line with other Town Councils;

3.  Present a draft policy for consideration at a future meeting of the P&F Committee.

Councillor P Samuels was invited and returned to the room.

1. Livewire

It was RESOLVED to note.

2. The Core

It was RESOLVED to note.

3. Junkyard Skatepark

It was RESOLVED to note.

Members thanked the Saltash Youth Organisations for their comprehensive reports and ongoing outstanding support and commitment to the community.

a.  Neighbourhood Plan Steering Group

No Report.

b.  Saltash Team for Youth

No Report.

c.   Section 106 Panel

No 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.

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.

None.

It was proposed by Councillor G Challen, seconded by Councillor Foster and RESOLVED to issue the following press and social media releases:

1. Community Chest awards;

2. Festival Fund award;

3. Reports received from organisations who have received grants;

4. Reports received from Saltash Youth Organisations.