Agenda and minutes

Policy and Finance Committee - Tuesday 9th March 2021 6.30 pm

Venue: Virtual Zoom Platform

Items

No.

Item

151/20/21

Announcements.

a. To confirm that all present can hear the proceedings

b. Roll call of Members, Public and Press present.

c. To confirm the meeting is quorate.

d. Meeting procedure.

Minutes:

The Chairman confirmed that all present could hear the proceedings.

The Chairman confirmed all person’s present.

The Chairman confirmed the meeting was quorate.

The Chairman informed all attendees of the meetings procedures.

152/20/21

Recording of meetings - please notify the Chairman if you are intending to record this meeting.

Please note: All meetings are open to the public and could be filmed or recorded by broadcasters, the media, council members, the Council, or members of the public. Please be aware that whilst every effort is taken to ensure that members of the public are not filmed we cannot guarantee this especially if you are speaking or taking an active role.

Minutes:

The Senior Policy and Data Compliance Monitoring Officer confirmed that the meeting would be recorded for the purpose of minute taking.

153/20/21

Declarations of Interest:

a. To receive any declarations from Members of any registrable (5A of the Code of Conduct) and/or non-registerable (5B) interests in matters to be considered at this meeting.

b. To receive any declarations from Members of Matters of Public Interest regarding matters to be considered at this meeting.

c. To consider dispensations required.

Minutes:

a. To receive any declarations from Members of any registrable (5A of the Code of Conduct) and/or non-registerable (5B) interests in matters to be considered at this meeting.

Councillor	Agenda item	Pecuniary/ Non-Pecuniary	Reason	Left the Meeting	Remained at the Meeting and did not vote
Bickford	22	Non-pecuniary	Worked with Ashtorre on project	Yes	n/a
Phillips	19	Non-pecuniary	Member of Saltash Rotary	Yes	n/a
Samuels B	19	Non-pecuniary	Member of Saltash Rotary	Yes	n/a
Samuels P	19	Non-pecuniary	Member of Saltash Rotary	Yes	n/a

b. To receive any declarations from Members of Matters of Public Interest regarding matters to be considered at this meeting.

None.

c. To consider dispensations required.

It was proposed by Councillor Bickford, seconded by Councillor Fox and RESOLVED to issue a dispensation to all Members remaining in the meeting for the consideration of the Community Chest application.

154/20/21

Questions - A 15-minute period when members of the public may ask questions of Members of the Council.

Please note: Any member of the public requiring to put a question to the Council must do so 24 hours prior to the meeting by writing or email.

Minutes:

None.

155/20/21

To note and receive the minutes of the Policy and Finance Committee held on Tuesday 12th January 2021 as a true and correct record. PDF 245 KB

Minutes:

Please see a copy of the minutes on the STC website.

It was proposed by Councillor Fox and seconded by Councillor Phillips and RESOLVED that the minutes of the Policy and Finance Committee held on Tuesday 12^th January 2021 were confirmed as a true and correct record.

The minutes will be signed upon the return to the Guildhall and available upon request.

156/20/21

All accounts and bank accounts reconciled up to 31st January 2021.

Minutes:

It was RESOLVED to note.

157/20/21

Petty cash reconciled up to 31st January 2021.

Minutes:

It was RESOLVED to note.

158/20/21

To receive a report on VAT. PDF 331 KB

Minutes:

It was RESOLVED to note.

159/20/21

To receive a report on investments.

Minutes:

It was RESOLVED to note.

160/20/21

To note that an audit on recent supplier payments was conducted by the Chairman of Policy & Finance in line with the Councils Financial Regulations. It was noted that there are no discrepancies to report.

Minutes:

It was RESOLVED to note.

161/20/21

To receive the current STC and Committee budget statements. PDF 200 KB

Additional documents:

Minutes:

It was RESOLVED to note.

162/20/21

To receive a report from the Finance Officer. PDF 189 KB

Minutes:

It was RESOLVED to note.

163/20/21

To approve the three-year appointment of the Internal Auditor.

Minutes:

The Finance Officer reported that she has carried out research on alternative local council internal auditors in the area and there don’t seem to be any alternatives for this sector. CALC have also carried out research and have been unable to provide any other alternatives. It is a very niche area for auditing and there are not many auditors who are experienced to be able to undertake the work. Cornwall Council with CALC are currently putting an offer together for an internal audit service.

It was proposed by Councillor Fox, seconded by Councillor Phillips and RESOLVED to approve the three-year appointment of the Internal Auditor at a cost of £1,200 per annum.

164/20/21

To note a personal injury claim against Saltash Town Council as a result of an accident on Fore Street involving a member of the public.

Minutes:

It was RESOLVED to note.

165/20/21

Clerks report on delegated authority to spend.

Minutes:

None.

166/20/21

To consider Risk Management reports as may be received.

Minutes:

None.

167/20/21

To ratify the COVID-19 Delegated Decision Register. PDF 335 KB

Ref Nr.	Details	Decision Agreed	Committee	Sub Committee
STC84	Website integration costs to allow for CIVICA Modern.gov application	APPROVED	P&F	N/A
STC85	Renewal of CANVA subscription	APPROVED	P&F	N/A
STC86	The procurement of an additional SSL certificate from April 2022 for two years due to CIVICA application requirements	APPROVED	P&F	N/A
STC87	Approve Transfer of £250,000 from Cornwall Council Investment A/C to Barclays Active Saver for operational expenditure up to 31^st March 2021	APPROVED	P&F	N/A
STC88	To renew Annual Fleet Motor Insurance with WPS	APPROVED	P&F	N/A

Minutes:

Ref Nr.	Details	Decision Agreed	Committee
STC84	Website integration costs to allow for CIVICA Modern.gov application	APPROVED	P&F
STC85	Renewal of CANVA subscription	APPROVED	P&F
STC86	The procurement of an additional SSL certificate from April 2022 for two years due to CIVICA application requirements	APPROVED	P&F
STC87	Approve Transfer of £250,000 from Cornwall Council Investment A/C to Barclays Active Saver for operational expenditure up to 31^st March 2021	APPROVED	P&F
STC88	To renew Annual Fleet Motor Insurance with WPS	APPROVED	P&F

It was proposed by Councillor Fox, seconded by Councillor Phillips and RESOLVED to ratify the Covid-19 Delegated Decision Register.

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

168/20/21

To consider Community Chest and Festival Fund applications: PDF 472 KB

a. Community Chest

Application number.	Organisation	Amount requested
246	Rotary Club of Saltash	£1,000

b. Festival Fund

None.

Minutes:

a. Community Chest

Application number.	Organisation	Amount requested
246	Rotary Club of Saltash	£1,000

It was proposed by Councillor Challen, seconded by Councillor Dent and RESOLVED to award £1,000.

b. Festival Fund

None.

169/20/21

To receive a report regarding the purchase of IT equipment for Members - Councillor Bickford.

Minutes:

Councillor Bickford gave a verbal report updating Members on the status of this item.

It was RESOLVED to note.

170/20/21

To consider a report for funding for school IT equipment - Brunel Friends Association. PDF 31 KB

Minutes:

It was proposed by Councillor Phillips, seconded by Councillor Miller and RESOLVED to refuse the application for funding.

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

171/20/21

To consider the formal adoption and maintenance of the Saltash Ferry Sculpture situated on Tamar Street. PDF 247 KB

View the declarations of interest for item 171/20/21

Minutes:

It was proposed by Councillor Fox, seconded by Councillor Phillips and RESOLVED to formally adopt and maintain the Saltash Ferry Sculpture situated on Tamar Street.

Councillor Bickford was invited and returned to the meeting.

172/20/21

Policies: PDF 223 KB

a. Annual Statement of Internal Control

b. Annual Business Continuity Plan

c. Annual Internal Audit Business Risk Assessment

d. Annual Treasury Management Strategy

e. Annual Reserves Policy

f. Anti Bribery Policy Statement & Anti Fraud & Anti-Corruption Strategy

g. Finance Schedule and Precept Plan

h. Scheme of Delegation

i. Financial Regulations

j. Risk Management Plan Statement

k. Risk Management Strategy

l. Receiving Public Questions at Meetings

Additional documents:

Minutes:

a. Annual Statement of Internal Control