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.

None.

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 received.

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 14^th November 2023 were confirmed as a true and correct record.

It was RESOLVED to note.

It was RESOLVED to note.

It was RESOLVED to note.

It was RESOLVED to note.

It was RESOLVED to note.

The Finance Officer reported that in order to avoid overspends on two budgets it was necessary to request that Members consider making two virements.

It was proposed by Councillor Miller, seconded by Councillor Lennox-Boyd and RESOLVED to note the current committee budget statements andto make the following virements:

1.  £700 from budget code 6301 Stationery to 6200 Bank Charges;

2.  £800 from budget code 6301 Stationery to 6300 Telephone.

The Finance Officer reported that two debtors had now paid, Saltash Probus and We Are With You.

It was RESOLVED to note.

It was proposed by Councillor Miller, seconded by Councillor P Samuels and RESOLVED to ratify the Pontoon Insurance for 2023/24 at a cost of £2,159.44 including taxes and Cyber Insurance for 2023/24 at a cost of £1,327.39 including taxes allocating to budget code 6205 P&F Insurance.

Councillor Martin arrived and joined the meeting.

The Town Clerk expressed the importance of Town Council fleet insurance and confirmed that should there be a significant rise she would liaise with the Chairman and Vice Chairman prior to committing the Town Council to a new policy.

It was proposed by Councillor Brady, seconded by Councillor Stoyel and RESOLVED to delegate to the Town Clerk and Finance Officer to obtain Town Council Fleet Insurance for the year 2024/25 at a cost not exceeding a 50% increase, reporting back to a future Policy and Finance Committee meeting.

(Pursuant to minute number 110/23/24 P&F held on 14^th November 2023)

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

1.  Approve Option 2 as the design/text;

2.  Advertise the precept information leaflet as a double page centre spread in the Saltash Observer March 2024 edition at a cost of £1,500 plus VAT allocated to budget code 6301 Stationery;

3.  Continue with other sources of advertising as agreed at the Policy and Finance Committee Meeting held on 14^th November 2023 (minute number 110/23/24).

Nothing to report.

Nothing to report.

a.  Policy and Finance held on 14^th March 2023.

It was proposed by Councillor Miller, seconded by Councillor Bullock and resolved to RECOMMEND the Public Loudspeaker Policy subject to further amendments (as attached) to Full Council to be held on 11th January 2024.

b.  Planning and Licensing held on 19^th September 2023.

It was proposed by Councillor B Samuels, seconded by Councillor Brady and resolved to RECOMMEND the amendments to the Planning - A Guide for Councillors (as attached) to Full Council to be held on 11th January 2024.

c.   Burial Authority held on 25^th September 2023.

It was proposed by Councillor Dent, seconded by Councillor Miller and resolved to RECOMMEND the amendments to the Cemetery Management Policy and Regulations (as attached) to Full Council to be held on 11th January 2024.

d.  Services held on 14^th December 2023.

It was proposed by Councillor P Samuels, seconded by Councillor Brady and RESOLVED to approve a licence to work within the highway at a cost of £97 to be allocated to budget code 6270 EMF Crime Reduction to support a free CCTV trial in Fore Street.

The Town Clerk briefed Members on the Town Council Health and Safety Audit for the year ended 2023 and the necessary actions required to address the issues raised in the audit.

It was proposed by Councillor Miller, seconded by Councillor Dent and RESOLVED to delegate authority to the Service Delivery Manager working with the Town Clerk to procure items to meet the health and safety audit requirements, working within the relevant Policy and Finance Committee budgets, reporting back to a future Policy and Finance Committee meeting.

It was proposed by Councillor Brady, seconded by Councillor Stoyel and RESOLVED that Members reviewed the Town Council Strategic Priorities and identified the role of the Policy and Finance Committee as being governance/policy led, supporting all aspects of the six Strategic Priorities.

Councillor Martin declared an interest in the next agenda item and left the meeting.

It was proposed by Councillor Dent, seconded by Councillor Lennox-Boyd and RESOLVED to appoint Company C at a cost of £60 allocated to budget code 6301 Stationery to replicate the Town Council Modern Logo, producing an optimised digital design.

Councillor Martin was invited and rejoined the meeting.

The Town Clerk reported the ongoing process involved in obtaining Land Registry documentation for Town Council owned land that has been identified as labour intensive and cost expensive. Members were asked to consider options to simplify and improve the process.

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

1.  Delegate to the Finance Officer working with the Responsible Finance Officer to setup a Town Council HM Land Registry variable direct debit in line with Financial Regulations Section 6.7;

2.  Allocate associated Land Registry costs to budget code 6224 Professional Costs, working within budget;

3.  Delegate to the Assistant Town Clerk to setup a Town Council free of charge HM Land Registry Business E-Services Account.

It was proposed by Councillor Brady, seconded by Councillor P Samuels and RESOLVED to cease all media subscriptions received in the Guildhall with immediate effect.

Members considered options for migrating, retaining and managing the Town Council Neighbourhood Plan website content following notification that the current website provider is due to close the site shortly.

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

1.  Appoint Company A, Option 2 at an initial year one cost of £225 to migrate and host the Town Council Neighbourhood Plan website content with an ongoing annual cost of £105 subject to inflationary increase;

2.  Allocate the associated cost to budget code 6275 EMF Neighbourhood Plan;

3.  Delegate authority to the Assistant Town Clerk to sign off the provider agreement on behalf of the Town Council; subject to the Town Clerk seeking further clarification regarding the static site.

It was proposed by Councillor Miller, seconded by Councillor B Samuels and resolved to RECOMMEND the amendments to the Town Council Seals and Logo Policy (as attached) to Full Council to be held on 11^th January 2024.

(Pursuant to Policy and Finance held on 14.03.2023 Minute nr. 171/22/23)

It was noted that this item was taken under agenda item 18a, minute number 133/23/24a.

It was RESOLVED to note.

a.  CC269 Saltash United Football Club:

It was proposed by Councillor Stoyel, seconded by Councillor Brady and RESOLVED to note the report and delegate authority to the Receptionist to obtain a further report on the project to be received at the Policy and Finance meeting to be held on 12^th March 2024.

b.  FF118 Tincombe Tea Party:

It was RESOLVED to note.

c.   FF115 Saltash Regatta:

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

1.     Note the uncertainty of future Regatta events and to offer support within the Town Council remit as and when required;

2.     Further to that, Members identified that the Town Council Grants Policy level of funding per event may not be fit for purpose due to ongoing increase in cost and wish to review at the meeting of Full Council to be held on 1^st February 2024 due to the organisation of up and coming events happening soon.

a.  Livewire:

It was RESOLVED to note.

b.  The Core:

It was RESOLVED to note.

a.  Neighbourhood Plan Steering Group:

Nothing to report.

b.  Saltash Team for Youth:

Nothing to report.

c.   Section 106 Panel:

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.

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 Martin, seconded by Councillor B Samuels and RESOLVED to issue the following press and social media releases:

a.  Precept information leaflet – March 2024.