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 received.

Please note: Any member of the public requiring to put a question to the Town Council must do so by email or via The Guildhall no later than 12 noon the day before the meeting.

Members of the public are advised to review the Receiving Public Questions, Representations and Evidence at Meetings document prior to attending 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 Stoyel  and RESOLVED that the minutes of the Policy and Finance Committee held on 10 June 2025 were confirmed as a true and correct record.

Members agreed to take Town Visions recommendations together with agenda item 7.

Members considered the Town Vision recommendations, as outlined in the circulated reports pack, and received and reviewed the Committee’s Business Plan Deliverables for quarter one and two.

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

1.  To approve the Town Clerk’s scores for Quarter One 2025/26;

2.  To approve the Town Visions recommendation under Quarter Two for the year 2025/26;

3.  To delegate to the Town Clerk to score Quarter Two reporting back to a future Policy and Finance meeting.

It was RESOLVED to note.

It was RESOLVED to note.

It was RESOLVED to note.

The Chairman informed Members that, as the Town Council is still awaiting further advice from the VAT consultant, no report was available to be received at this evening’s meeting.

It was proposed by Councillor P Samuels, seconded by Councillor Suter and RESOLVED to defer the item to a future Policy and Finance meeting.

The Town Clerk provided a brief verbal summary of the report included in the circulated reports pack and confirmed support for the officer’s recommendation.

Members were informed that Parkinson Partnership is a qualified Clerk with extensive sector experience and is widely engaged by Town and Parish Councils across the country.

It was noted that the cost represents a slight increase compared to the previous year, however, this was considered acceptable given that the fee is fixed for the duration of the three-year appointment.

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

1.  To reappoint Parkinson Partnership to provide VAT consultancy services under a three-year contract covering the financial years 2025-26, 2026-27, and 2027-28, at a fixed annual fee of £625 plus VAT, to be allocated to budget code 6224 PF Professional Fees;

2.  To approve a virement of £1,000 from budget code 6202 PF Civic Occasions to 6224 PF Professional Fees, to ensure sufficient budget provision for the appointed VAT consultancy service.

Members received and reviewed the Finance Officer’s report on investments, as contained in the circulated reports pack.

The Finance Officer provided a verbal summary of the report and outlined the available options. It was noted that, as the Town Council is not a registered company, identifying valid and suitable investment opportunities has proven challenging during the search process.

It was proposed by Councillor Brady, seconded by Councillor Peggs and RESOLVED to note the report and delegate to the Finance Officer to invest £400,000 of the final precept instalment for the year 2025-26 in the existing Town Council Nationwide 95 days’ Notice account, subject to this option remaining the most competitive in September 2025. 

It was RESOLVED to note.

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

1.  To note the budget statements;

2.  To approve a virement of £1,500 from budget code 6271 PF EMF Election to 6213 PF Councillor Training & Expenses to avoid an overspend;

3.  To approve a virement of £1,500 from budget code 6202 PF Civic Occasions (including road closures) to budget code 6224 PF Professional Costs to avoid an overspend.

It was RESOLVED to note.

The Chairman informed members that the necessary quotations or sufficient information required to progress this matter had not yet been received. It was noted that the main insurance policy is due to expire on 8 October 2025, and therefore all relevant documentation must be obtained prior to this date.

It was proposed by Councillor P Samuels, seconded by Councillor Nowlan and RESOLVED to defer to Full Council to be held on 2 October 2025.

It was RESOLVED to note that the Town Clerk, having consulted with the Chair and Vice Chair of Policy and Finance, authorised a partial refund of the commission charge for the hire of Isambard House, in accordance with the Town Council’s Hire of Town Council Premises and Events Policy.  This resulted in a loss of income of £144.85.

Members reviewed the report included in the circulated reports pack, which outlined an administrative oversight regarding the approach to covering mayoral photography costs for civic occasions.

During discussions, Members noted that certain elements of the existing policy wording could cause confusion and recommended that the policy be reviewed at the earliest opportunity.

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

1.  That the income previously charged for mayoral photographs at civic occasions, or costs not previously recovered from Mayor Making, resulting from an administrative error, be written on / off as appropriate;

2.  To delegate to the Office Manager / Assistant to the Town Clerk to review the relevant policy and report back to a future meeting of the Policy and Finance Committee with suggested amendments to support improved policy delivery.

Nothing to report.

The Chairman announced the next item of business to be received is Agenda Item 23.

Councillors Bullock, B Samuels, and P Samuels declared an interest in the following item and left the meeting.

The Vice Chair chaired the meeting in the Chair’s absence.

(Pursuant to Policy and Finance Committee held 06.06.2025 Minute no 185/25/26)

Hilary Frank, Chair of the Christmas Festival and Member of Chamber of Commerce, was invited to speak on the report included in the circulated reports pack.

Hilary provided clarification regarding the funding received from the Festival Fund in 2024 for Saltash Christmas Festival.  She explained that, due to the impact of Storm Darragh, the event had to be scaled back, and operational adjustments were made to ensure it could proceed safely.

Although the original funding application approved by Members in 2024 specified particular items and services to be covered, the unforeseen weather conditions necessitated a reallocation of funds.  The submitted report outlines how the funding was repurposed in response to these circumstances.

It was proposed by Councillor Gillies, seconded by Councillor Ashburn, and RESOLVED to approve the revised expenditure of the grant awarded for the 2024/25 Christmas Festival, in light of the exceptional weather conditions.

Councillors Bullock, B Samuels and P Samuels were invited and returned to the meeting.  The Chair returned to the chair.

a.  CC285 Oaklands Community Centre;

Members received and considered the application circulated in the reports pack.

Concerns were raised regarding the application’s compliance with the Town Council’s Grants Policy.  While Members expressed general support for the initiative, it was noted that the application was not deemed urgent and required more information, specifically financial reports and statements explaining missing information such as bank statements.

Members referred to previous applications that had been declined due to non-compliance, highlighting that those applications had not been permitted to reapply.

In the interest of fairness and consistency with the Council’s policy, Members agreed that the application should be returned to the applicant with a request for additional information to ensure full compliance prior to further consideration.

Members noted that confirmation had been received indicating that three volunteers had undertaken safeguarding training.  However, Members also emphasised the importance of robust safeguarding measures and agreed that formal confirmation of compliance with appropriate safeguarding practices must be provided.

It was proposed by Councillor Brady, seconded by Councillor Miller and RESOLVED to defer to a future meeting of the Policy and Finance Committee allowing the applicant time to provide additional information to ensure compliance with the Grants Policy.

b.  CC287 Pillmere Association

Members received and considered the application circulated in the reports pack.

Members expressed disappointment, as they were keen to support this valued community event. However, concerns were again raised regarding application’s non-compliance with the Town Council’s Grants Policy.

While Members reaffirmed the Council’s commitment to supporting local initiatives, they emphasised the importance of adhering to the established Town Council policy framework.  It was noted that alternative funding opportunities may be available within the town that could potentially support the application.

As the current request does not meet the criteria outlined in the Grants Policy, Members agreed that it could not be progressed further at this time.

It was proposed by Councillor Brady, seconded by Councillor B Samuels and RESOLVED to refuse the application on the grounds of non-compliance with the Grants Policy, and to sign post Pillmere Association to other potential sources of funding.

a.   FF130 Music, Speech and Drama Festival;

Members received and considered the application circulated in the reports pack.

Councillor Bickford reminded Members that the application does not fall under the Festival Fund, but rather aligns with the Community Chest, and should be considered accordingly.

Members expressed disappointment at the limited engagement from Saltash schools and the wider community in the event. It was felt that insufficient local promotion, with many residents seemingly unaware of the event, may have contributed to low attendance at previous festivals.

It was recommended that future publicity efforts be enhanced within Saltash, with a particular focus on targeted outreach to schools and community groups to encourage broader participation.

It was suggested that the Mayor and Deputy Mayor support efforts to strengthen links between the Music, Speech and Drama Festival and local schools, with the aim of fostering greater involvement from Saltash residents in future events.

Members also emphasised the importance of safeguarding, and agreed that confirmation of compliance with appropriate safeguarding practices must be received as part of the grant conditions.

It was proposed by Councillor Miller, seconded by Councillor Stoyel and RESOLVED to award £1,000.00 subject to receipt of valid and up-to-date insurance certificates, and confirmation of compliance with appropriate safeguarding practices.

Councillors Bullock, B Samuels and P Samuels declared an interest in the next agenda item and left the meeting.

The Vice Chair chaired the meeting in the Chair’s absence.

b.   FF131 Saltash Christmas Festival.

Members received and considered the application circulated in the reports pack.

It was acknowledged that although the required banking documentation had not yet been submitted, the applicant has historically provided all paperwork and demonstrated consistent compliance with the Town Council’s Grant Policy.  There was no evidence to suggest that this would not be the case again.

Members expressed confidence that the event would continue to meet the criteria outlined in the Grants policy.

Hilary Frank, representing Saltash Chamber of Commerce, confirmed that the insurance certificate would be provided upon purchase, closer to the event date.

It was proposed by Councillor Bickford, seconded by Councillor Stoyel and RESOLVED to award £2,500 subject to receipt of valid bank/accounting statements and insurance certificate.

Councillors Bullock, B Samuels and P Samuels were invited and returned to the meeting.  The Chair returned to the chair.

Members acknowledged the valuable work carried out by all the volunteers that apply for Community Chest and Festival Fund Grants and expressed their sincere thanks to the volunteers for their ongoing dedication and contribution to the community.

Members agreed to receive the following items en-bloc.

a.   CC276 Girlguiding Saltash District;

b.   CC281 Saltash Floral Art Club;

c.   CC284 Tamar Trotters;

d.   FF128 Saltash May Fair;

e.   CC282 Saltash United Juniors Football Club.

It was RESOLVED to note.

Members agreed to receive the following items en-bloc.

a.   Grants Policy;

b.   Code of Conduct;

c.   Health and Safety Manual;

d.   Standing Orders;

e.   Scheme of Delegation

f.     Civic Handbook.

It was proposed by Councillor P Samuels, seconded by Councillor Suter and resolved to RECOMMEND approval of the proposed amendments A-F to Full Council to be held on 2 October 2025.

Members received and reviewed the report on the annual Health and safety Audit for the year 2025/26 as contained within the circulated reports pack.

It was proposed by Councillor P Samuels, seconded by Councillor Suter and RESOLVED to note the external Health & Safety Audit report for the year 2025/26, delegating to the Assistant Service Delivery Manager to ensure that all necessary actions are implemented immediately to ensure the Town Council is compliant, working within budget where applicable.

a.  Livewire;

No report.

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

The Chairman provided a brief verbal update on the S106 funding application considered at the meeting held on 24 June, relating to the Town Council’s CCTV initiative.

The application was initially challenged by the panel, who requested further evidence of community support for the project. This information was subsequently provided, and the funding was approved.

It was confirmed that installation of the CCTV system is scheduled to commence on 26 September, with the system to be fully operational by 1 October 2025.

Members expressed their thanks the Office Manager / Assistant to the Town Clerk for her dedication and efforts in successfully progressing the project.

It was RESOLVED to note.

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

Members received and considered the report circulated in the reports pack.

It was proposed by Councillor Bullock, seconded by Councillor Peggs and RESOLVED:

1.  That the Saltash Mayoress Chain be reinstated for use with immediate effect, without any gender specification;

2.  To grant authority to the incumbent Mayor to determine which ceremonial chain, either the historic Mayoress Chain or the newer Consort Chain, that their Consort will wear during their term of office;

3.  To approve the amendment of all policies in accordance with the decision of the Town Council;

4.  That the ceremonial chain not in use by the Consort be placed on display in the Council Chamber whilst not in use.

Councillor Brady was invited and returned to the meeting. 

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.

It was proposed by Councillor Nowlan, seconded by Councillor P Samuels 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.

The Chairman confirmed that the meeting is now in Part Two and reminded Members that the 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.  Engaging in such conduct may bring the Town Council into disrepute.

Members noted the Chairman’s comments.

It was proposed by Councillor Brady, seconded by Councillor Peggs and following a recorded vote of 13 for,

It was RESOLVED to appoint Local Council Consultancy (LCC) to act on behalf of Saltash Town Council working within budget code 6202 Civic Occasions.

It was proposed by Councillor P Samuels, seconded by Councillor B Samuels and following a recorded vote of 13 for,

It was RESOLVED to delegate authority to Councillors Ashburn, Brady, Mortimore, Nowlan, P Samuels, Stoyel and Suter to oversee and manage the process in conjunction with LCC reporting back at a future Policy and Finance Meeting.

None.

To resolve that the public and press be re-admitted to the meeting.

It was proposed by Councillor P Samuels, seconded by Councillor Suter and RESOLVED that the public and press be re-admitted to the meeting.

It was proposed by Councillor P Samuels, seconded by Councillor Gillies and RESOLVED to issue the following Press and Social Media Releases:

1.   Festival Fund Grant Awards;

2.   The Saltash Mayoress Chain.