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.

None received.

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 Suter and RESOLVED that the minutes of the Policy and Finance Committee held on 23 September 2025 were confirmed as a true and correct record.

The Chairman announced the next item of business to be received is agenda item 21.

The Vice Chairman reminded members of the original application discussed at the Policy and Finance meeting on 23 September and directed their attention to the additional documents included in the circulated report pack, which provide further support for the original application.

Members discussed the additional information received, and James Jenkins presented an overview of the project, highlighting its current benefits and long-term impact on the community.

It was proposed by Councillor P Samuels, seconded by Councillor Suter and RESOLVED to award £925 to Oakland’s Community Centre.

The Chairman advised Members that further consideration regarding the review of the new business plan deliverables received and contained within the circulated reports pack was required.

It was proposed by Councillor Suter, seconded by Councillor Brady and RESOLVED to defer to the Policy and Finance meeting to be held on 13 January 2026 to allow the Chairman and Vice Chairman additional time for review.

It was RESOLVED to note.

It was RESOLVED to note.

It was RESOLVED to note.

(Pursuant to P&F held on 23.09.25 minute nr. 206/25/26)

It was RESOLVED to note.

It was RESOLVED to note

It was RESOLVED to note.

It was RESOLVED to note.

Members received and reviewed the report and budget statement received and contained within the circulated reports pack.

It was proposed by Councillor P Samuels, seconded by Councillor McCaw and RESOLVED to note the budget statement and approve the virement of £1,000.00 from budget code 6214 PF Health and Safety to budget code 6202 PF Civic Occasions (including Road Closures) to cover additional costs for the remainder of the financial year.

The Finance Officer briefed members on the report received and contained within the circulated reports pack.

It was proposed by Councillor P Samuels and seconded by Councillor Brady and RESOLVED to note the report and that the Finance Officer be authorised to write off the two outstanding daily moorings invoices, totalling £90 plus VAT, at the end of the financial year should payment not be received.

The Finance Officer briefed Members on the report received and contained within the circulated reports pack, confirming that Company A, at a cost of £5,400, will be appointed to provide the valuations required to ensure Town Council assets are accurately valued and insured. However, sufficient funds are not available in budget code 6224 Professional Costs, and the Finance Officer requested approval for a virement to cover the cost.

It was proposed by Councillor P Samuels, seconded by Councillor Brady and RESOLVED to note the report and approve a virement of £5,400 from budget code 6273 PF EMF Legal Fees to budget code 6224 Professional Costs to fund the appointment of Company A.

The Town Clerk briefed Members on the report received and contained within the circulated reports pack.

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

1.  Approve in principle the migration of the Town Council’s Civica Modern.Gov associated data to their cloud-hosted platform, subject to final confirmation from the Town Council’s IT consultant that the proposed solution meets all technical and operational requirements;

2.  Budget for the migration and future cloud-hosting platform at a cost of £26,417 in the financial year 2026/27 against budget code 6208 PF Subscriptions;

3.  Budget for future support and maintenance at a fixed cost of £16,209 for the remaining contract term (years 2 to 5) against budget code 6208 PF Subscription;

4.  Delegate authority to the Office Manager / Assistant to the Town Clerk to work collaboratively with the Town Council’s IT consultant and Civica Modern.Gov in identifying a suitable cloud-based Democratic Service software solution that mitigates associated risks, reporting back to a future meeting of the Policy and Finance Committee with the outcome.

The Town Clerk briefed Members on the report received and contained within the circulated reports pack.

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

1.  Approve the transition to the Wildix Communications system in the financial year 2026/27 to improve/future proof the Town Council phone infrastructure;

2.  Delegate to the Office Manager / Assistant to the Town Clerk to recycle existing equipment;

3.  Budget for the transitional upfront cost of £2,265 + VAT and annual cost of £1,504 + VAT to purchase telephone equipment, if required, against budget code 6300 PF Telephone;

4.  Note there is potential cost savings due to some staff accessing the phone system via work mobile app.

The Finance Officer provided an overview of the proposed budgets for the year 2026/27 received and contained within the circulated reports pack.

Members discussed the budget setting for the year 2026/27.

It was proposed by Councillor P Samuels, seconded by Councillor Brady and resolved to RECOMMEND to the Extraordinary Policy and Finance Committee meeting to be held on 25 November 2025:

Operating Income:

1.      To delete budget code 4902 PF Insurance Claim;

Operating Expenditure:

2.      To vire unspent funds from budget code 6202 PF Civic Occasions to budget code 6272 PF EMF Robes and Civic Regalia subject to there being an unspent balance available at the end of the year;

3.      To increase budget code 6206 (PF Youth Council) from £4,000 to £6,000 to enable Saltash Youth Network to provide additional grants to affiliated organisations and individuals, and to support a crisis fund for families in need;

4.     To increase budget code 6222 PF Commissioning Youth Work from £60,842 to £100,000 to meet the additional requirements of youth services in the town;

5.      To budget the same amount of funding for codes 6210 Community Chest, 6220 Festival Fund;

EMF Expenditure:

6.      To increase budget code 6273 EMF Legal Fees by £6,000 to cover legal cost as necessary;

7.      To increase budget code 6285 PF EMF Twinning of £1,000 to support the 80 Anniversary celebrations;

8.      To rename budget code 6224 PF Legal to PF Legal and Professional Costs;

9.      To rename budget code ST PF Staff Clothing to ST PF Staff ID Badges;

10.   To rename budget code 6300 PF Telephone to PF Telephone and Mobile;

11.   To rename budget code 6301 PF Stationery to PF Stationery and Printing;

12.   That the Policy and Finance Committee budget for the year 2026-27, as attached, be referred to the Extraordinary Policy and Finance Committee meeting on 25 November 2025.

Nothing to report.

It was RESOLVED to note.

Members received and reviewed the report contained within the circulated reports pack.

It was proposed by Councillor P Samuels, seconded by Councillor Peggs and RESOLVED to support the recommendation by delegating authority to the Town Clerk to explore options for outsourcing a full and comprehensive review of all Town Council policies and procedures reporting back at the Policy and Finance Committee meeting to be held on 13 January 2026.

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

It was proposed by Councillor P Samuels, seconded by Councillor B Samuels and resolved to RECOMMEND to Full Town Council:

1.    To retire the existing Town Council Hire of Premises and Events Policy and associated Booking Form;

2.    To adopt the revised Hire of Town Council Premises and Events Policy, Booking Form and Terms and Conditions of Hire;

3.    Points 1 and 2 are subject to the Town Clerks final review.

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

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

1.  Approve the design for the double-page newspaper spread, social media graphics, and bus stop advertisement, ensuring the bus stop text is more concise and impactful;

2.  Approve advertising across the following channels: static bus stops (Gilston Road and Burraton Cross), a double-page newspaper spread in the Observer, social media platforms, the Guildhall, Library, public noticeboards, the Town Council website, and one pull-up banner;

3.  Delegate authority to the Development and Engagement Manager and the Communications and Engagement Officer to finalise the approved designs and oversee distribution, with a progress report, including the final designs, to be presented at the Policy and Finance Committee meeting on 13 January;

4.  Approve payment for the precept leaflet, allocating £1,800 from budget code 6301 PF Stationery/Postage/Printing and £210 from budget code 6230 PF Social Media Advertising, plus an additional £100 for a pull-up banner from budget code 6301PF Stationery/Postage/Printing

a.    Livewire;

It was RESOLVED to note Livewires quarterly report for the Commissioning of Professional Youth Work in Saltash.

b.    The Core;

The Town Clerk informed Members that the report circulated in the reports pack is not The Core’s quarterly report under the Professional Youth Work parameters – this was received at the last meeting.

It was proposed by Councillor Martin, seconded by Councillor Stoyel and RESOLVED to note the report, release the next instalment of £10,140, and to thank The Core for their ongoing dedication to delivering youth services in the town, and that the Town Council remains fully committed to supporting and strengthening this vital service.

a.  Neighbourhood Plan Steering Group;

Nothing to report.

b.  Saltash Team for Youth;

Councillor Martin led on the report received and contained within the circulated reports pack.

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

1.  Thank Livewire and The Core for their ongoing dedication to delivering youth services in the town, and that the Town Council remains fully committed to supporting and strengthening this vital service for those who need it;

2.  Approve updating the 2026/27 Professional Youth Work Tender Specification from a 12-month bid to a three-year bid to support the long-term sustainability of both youth centres.

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.

It was proposed by Councillor Suter, seconded by Councillor Martin and RESOLVED to issue the following press and social media releases:

1.  Tech and infrastructure – Saltash Town Council in the 21^st century;

2.  Community Chest – Oakland’s Community Centre;

3.  Revised hire policy, promoting Town Council facilities (Subject to Full Council approval of minute 253/25/26).