Agenda and draft minutes

The Chairman informed Members that he wished to appoint a Vice Chairman for this meeting only.

It was proposed by Councillor P Samuels, seconded by Councillor Stoyel and RESOLVED to appoint Councillor Mortimore as Vice Chairman for this meeting only.

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 P Samuels, seconded by Councillor Foster  and RESOLVED that the minutes of the Policy and Finance Committee held on 27^th February 2024 were confirmed as a true and correct record.

It was RESOLVED to note.

It was RESOLVED to note.

The Town Clerk highlighted to Members that HMRC have introduced a new policy where they pay interest on VAT repayments where payment has been delayed.  The report is contained and circulated in the reports pack.

It was RESOLVED to note.

The Town Clerk provided Members an overview of the report contained and circulated in the reports pack.

The Town Clerk asked Members to note the limit of investment and percentage rate to assist with agenda item 12 point 1 (investing funds for precept).

It was RESOLVED to note.

It was RESOLVED to note.

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

1.  Note the budget statements;

2.  Vire the remaining funds at the end of the year against budget code 6661Finance Consultancy Fee to the 2024/25 budget code not General Reserves;

3.  Refer to the Burial Authority to review the overspend against budget code 6004 General Site Maintenance (-£330).

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

1. Note the report from the Finance Officer;

2. Approve the allocation of the first instalment of the Precept 2024/25 £694,109 in the Nationwide 95 Day Notice Deposit account;

3. Approve delegated authority to the Responsible Finance Officer and Finance Officer to investigate the cost of a new card reader terminal for the Library Hub and purchase within the available budget 6921 IT and Office Cost.

It was proposed by Councillor P Samuels, seconded by Councillor Foster and RESOLVED to ratify the Town Clerk and Finance Officers delegated authority to appoint James Hallam Council Guard to insure the Town Council vehicles for the year 2024/25 at a cost of £2,758.56 including applicable taxes, allocated to budget code 6205 Insurance.

It was proposed by Councillor P Samuels, seconded by Councillor Dent and RESOLVED to ratify the Town Clerks delegated spend up to £2,000+ VAT allocated to budget code 6214 Health & Safety.

Nothing to report.

It was proposed by Councillor P Samuels, seconded by Councillor Bickford and resolved to RECOMMEND the Hire of Town Council Premises and Events Policy to Full Council to be held on 4^th April 2024 (as attached).

The Chairman of the Personnel Committee was not present at the meeting. 

The Chairman asked the Town Clerk to inform Members of the Personnel Committee recommendations by reading the recommendations therein.

Personnel Committee held on 29^th February 2024:

RECOMMENDATION 1:

80/23/24    TO RECEIVE THE PERSONNEL COMMITTEE BUDGET STATEMENT AND CONSIDER ANY ACTIONS AND ASSOCIATED EXPENDITURE.

The Town Clerk informed Members that the staff training budget codes are split across Services, Library and Policy and Finance in the same manner as the salaries.  There is potential for staff to miss training opportunities due to the lengthy approval process for training requests over the delegated amount of £200.

Members asked various questions. 

The Town Clerk confirmed that salary incremental is a recommendation to Full Council.

It was RESOLVED to note the budget statement.

It was proposed by Councillor Dent, seconded by Councillor Martin and unanimously resolved to RECOMMEND to the Policy and Finance Committee held on 12th March to consider virement of the staff training budget codes to the Personnel Committee to assist with staff training requests in line with the Committee Terms of Reference.

It was proposed by Councillor Peggs, seconded by Councillor Dent and RESOLVED to approve the above recommendation.

It was proposed by Councillor Martin, seconded by Councillor Dent and unanimously resolved to RECOMMEND to the Policy and Finance Committee held on 12th March to consider virement of the staff salary budget codes to the Personnel Committee.

It was proposed by Councillor Foster, seconded by Councillor Dent and RESOLVED to approve the above recommendation.

RECOMMENDATION 2:

81/23/24    TO RECEIVE REPORTS ON STAFF TRAINING AND CONSIDER ANY ACTIONS AND ASSOCIATED EXPENDITURE:

a.  Training Budget

It was RESOLVED to note.

b.  Training Attended

Councillor Foster left the meeting and then re-joined the meeting during discussion of this item.

It was RESOLVED to note.

c.   Training requests

It was proposed by Councillor Martin, seconded by Councillor Stoyel and unanimously resolved to RECOMMEND to the Services Committee to be held on 11th April to ratify the Town Clerks delegated authority for the Service Delivery Manager to attend RoSPA Routine Visual Inspection course at a cost of £335+VAT allocated to budget code 6676 Services Delivery Staff Training.

It was proposed by Councillor Stoyel, seconded by Councillor Foster and unanimously resolved to RECOMMEND to the Policy and Finance Committee to be held on 12th March to approve the Finance Officer to attend the Local Government Association Employer Role training on the 16th April at a cost of £250+VAT allocated to budget code 6656 Staff Training.

It was proposed by Councillor Stoyel, seconded by Councillor Mortimore and RESOLVED to approve the Finance Officer to attend the Local Government Association Employer Role training on the 16^th April at a cost of £250+VAT allocated to budget code 6656 Staff Training.

RECOMMENDATION 3:

86/23/24    TO RECEIVE A REPORT ON BRIGHTPAY SOFTWARE AND CONSIDER ANY ACTIONS AND ASSOCIATED EXPENDITURE.

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

1.  Purchase an annual licence  ...  view the full minutes text for item 178/23/24

It was RESOLVED to note.

Councillor Bickford informed Members that the application does not meet the criteria of the Festival Fund Grant.  The application complies with the Community Chest Grant.

It was proposed by Councillor Bickford, seconded by Councillor Dent and RESOLVED to consider the application from Cornwall International Male Choral Festival under the Community Chest Grant.

It was proposed by Councillor Mortimore, seconded by Councillor Bickford and RESOLVED to award £300.

It was proposed by Councillor Foster, seconded by Councillor Peggs and RESOLVED to award £5,000.

Members recognised difficult times and wished to show their thanks to the May Fair committee for their continuous work and commitment to ensure a festival comes to fruition in our town for all to enjoy.

1. CC264 Friends of Summerfield

It was RESOLVED to note.

Councillor Lennox-Boyd declared an interest in the next item and left the meeting.

2. CC269 Saltash Football Club

It was proposed by Councillor P Samuels, seconded by Councillor Stoyel and RESOLVED to note the updated report on the project and delegate to the Receptionist to obtain a further report on the progress of the project to be received at the Policy and Finance meeting held on 14^th May 2024.

Councillor Lennox -Boyd was invited and rejoined the meeting.

Councillor P Samuels declared an interest in the next item and left the meeting.

Councillor Mortimore in the Chair.

3. CC270 Saltash Radio

It was RESOLVED to note.

Councillor P Samuels was invited and rejoined the meeting.

Councillor P Samuels in the Chair.

4. FF119 Christmas Festival 2023

It was RESOLVED to note.

Members wished to thank all organisations for their commitment to various work and events under the remit of the Community Chest and Festival Fund awarded grants.

1. The Core

The Town Clerk advised Members that The Core has previously reported up to the end of the funding year so there was no report to be received at this meeting.

2. Livewire

It was RESOLVED to note.

a.  Neighbourhood Plan Steering Group

Nothing to report.

b.  Saltash Team for Youth

It was proposed by Councillor Mortimore, seconded by Councillor Bullock and RESOLVED to note the report and look to better publish the grants awarded for professional youth work in line with the Town Council Communications Strategy.

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 Foster, seconded by Councillor Stoyel and RESOLVED to issue the following press and social media release:

1. Community Chest and Festival Fund grants awards.