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 P Samuels and RESOLVED that the minutes of the Policy and Finance Committee held on 10^th May 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.

It was RESOLVED to note the Town Clerk update on budget reports.

It was proposed by Councillor Miller, seconded by Councillor Martin and resolved to RECOMMEND to the Burial Authority Committee, Services Committee and Library Sub Committee to consider the virement of funds to bring budgets back within the set expenditure at their next available meeting.

It was RESOLVED to note.

Nothing to report.

Nothing to report.

a.  Burial Authority held on 23^rd May 2023

RECOMMENDATION 1

11/23/24    TO RATIFY THE AMENDMENT TO CHURCHTOWN FEES AND CHARGES AND CONSIDER ANY ACTIONS AND ASSOCIATED EXPENDITURE.

It was proposed by Councillor Lennox-Boyd, seconded by Councillor Dent and resolved to RECOMMEND to the Policy and Finance Committee to ratify the Town Clerk’s amendment to Churchtown Fees and Charges.

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

RECOMMENDATION 2

12/23/24    TO RECEIVE A REPORT ON CHURCHTOWN CEMETERY MANAGEMENT POLICY AND REGULATIONS AND CONSIDER ANY ACTIONS AND ASSOCIATED EXPENDITURE.

1.    It was proposed by Councillor Bullock, seconded by Councillor Lennox-Boyd and RESOLVED to defer the question of maintenance at Churchtown Cemetery to the next meeting of The Burial Authority Committee on 7th November 2023.  Maintenance to be discussed in conjunction with the review of Fees and Charges for Churchtown Cemetery.

2.    It was proposed by Councillor Dent, seconded by Councillor Bullock and resolved to RECOMMEND to Policy and Finance to approve the following additions to the Churchtown Cemetery Management Policy and Regulations in regard to grave markers as follows:

Additional sections 4.3.5., 4.3.6. and 4.3.7. Management Policy and Regulations:

4.3.5. Grave markers such as wooden crosses with plaques may be placed on a grave or cremation plot at the time of an interment at the discretion of the Town Council.  Such markers are temporary and are allowed in the interval between the interment and the installation of a memorial, which would normally take place within 12 months. 

4.3.6. If there are no family members remaining, the person arranging the interment may also organise for a marker to be placed on the grave or cremation plot.  Thereafter however, only the Town Council or the owner of the EROB may authorise work in connection with markers.  Only the owner of the EROB may authorize the installation of a permanent memorial.

4.3.7. Usually, the Town Council would not remove a marker after 12 months should there be no memorial stone. However, the Town Council may remove it if they so wish.

It was proposed by Councillor Dent, seconded by Councillor Bullock and resolved to RECOMMEND to Full Council to be held on 3^rd August 2023 to approve the above Burial Authority recommendation.

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

b.  Services Committee held on 8^th June 2023:

RECOMMENDATION 1

40/23/24    TO CONSIDER PLAY PARK MATCH FUNDING APPLICATIONS:

Application Number        Organisation                    Amount Requested

PPMF001                       Summerfields Play         £10,000

Councillor Mortimore declared an interest in the agenda item.

It was proposed by Councillor Bickford, seconded by Councillor P Samuels and RESOLVED for Councillor Mortimore to remain in the room to answer questions on the application only.

Members asked questions and discussed the application received and circulated within the reports pack.

Councillor Mortimore left the meeting.

Members further discussed the application and the funding that had been raised to date.

It was proposed by Councillor B Samuels,  ...  view the full minutes text for item 43/23/24

a.  Station Property held on 17^th May 2023:

RECOMMENDATION 1

11/23/24    TO REVIEW ISAMBARD HOUSE FEES AND CHARGES AND CONSIDER ANY ACTIONS AND ASSOCIATED EXPENDITURE.

Members discussed the current Fees and Charges for Isambard House for community organsiations.

Currently community organisations pay a community rate of £10.00 per hour for a weekday booking between 9a.m. and 5p.m. and £15.00 per hour on weekends and evening bookings.

It was proposed by Councillor Bullock, seconded by Councillor Peggs and resolved to RECOMMEND to the Policy and Finance Committee to amend the Fees and Charges for Isambard House for community organisations only to a flat rate of £10 per hour inclusive of vat.

It was proposed by Councillor Bullock, seconded by Councillor P Samuels and RESOLVED to approve the above Station Property Sub Committee recommendation.

b.  Property Maintenance held on 5^th July 2023:

RECOMMENDATION 1

21/23/24    TO RECEIVE AN UPDATE ON THE GUILDHALL TENDER AND CONSIDER ANY ACTIONS AND ASSOCIATED EXPENDITURE.

The Town Clerk informed Members the tender closing date is Friday 7th July.  No bids received as yet, however, many visits to the Guildhall have taken place and Barron Surveying mentioned to three of their known contractors who might be interested in pricing.

The Property Maintenance Sub Committee agreed for Cllrs Dent and Stoyel to open the received bids in the presence of the Town Clerk on 10th July.  The Town Clerk will send the bids to Barron Surveying to analyse and provide a tender report and recommendation to the Property Maintenance Sub Committee.

The Chairman reminded Members that the Guildhall building is Grade II Listed therefore should Members wish to change the exterior colour Planning and Listed Building consent would be required.  Planning at a cost and Listed exempt from any fee.

It was RESOLVED to note the above updates.

It was proposed by Councillor Brady, seconded by Councillor Dent and resolved to RECOMMEND to the next Policy and Finance Committee to appoint Barron Surveying at a cost of £100 + VAT per hour up to a maximum of five hours allocated to budget code 6224 Professional Fees.

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

a.  Community Chest.

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

Councillor P Samuels declared an interest in the next item. He remained in the meeting to answer questions on the application and then left the meeting while the debate and vote on the application took place.

Application number      Organisation                        Amount Requested

CC270                               Saltash Radio                       £500

It was proposed by Councillor Stoyel, seconded by Councillor Martin and RESOLVED to award £500.

Councillors B Samuels and P Samuels were invited and returned to the meeting.

b.  Festival Funds

Application number      Organisation                        Amount Requested

FF117                                Saltash Music,                      £1,000

                                           Speech and

                                           Drama Festival

It was proposed by Councillor Bickford, seconded by Councillor Brady and RESOLVED to award £1,000 allocated from the Community Chest budget not the Festival Fund budget due to the application not meeting the Festival Fund criteria.  Applicant to be informed for future requests.

Application number      Organisation                        Amount Requested

FF118                                Friends of Tincombe           £639.90

It was proposed by Councillor Miller, seconded by Councillor Stoyel and RESOLVED to award £639.90.

Councillor Martin left the meeting.

It was RESOLVED to note.

Councillor Martin returned to the meeting.

a.  The Core

It was RESOLVED to note.

b.  Livewire

It was RESOLVED to note.

It was RESOLVED to note.

It was RESOLVED to note.

a.  Neighbourhood Plan Steering Group

It was RESOLVED to note.

b.  Saltash Team for Youth

It was RESOLVED to note.

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 Gillies, seconded by Councillor Bullock and RESOLVED to issue the following Press and Social Media releases:

1.  Playpark Match Funding in collaboration with Friends of Summerfield;

2.  Revised fees and charges at Isambard House subject to Full Council approval;

3.  Community Chest and Festival Fund awards;

4.  Saltash Team for Youth working in collaboration with The Core and Livewire delivering professional youth work.