Agenda and draft 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 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.

Following a vote (12 in favour, 0 against, 2 abstentions), it was proposed by Councillor P Samuels, seconded by Councillor Stoyel and RESOLVED that the minutes of the Policy and Finance Committee held on 13 January 2026 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.

It was RESOLVED to note.

At the invitation of the Chairman, the Finance Officer provided Members an overview of the report contained and circulated in the reports pack.

It was RESOLVED to note.

It was RESOLVED to note.

(Pursuant to P&F held on 13 .01.2026 minute nr. 289/25/26)

Following a unanimous vote, it was proposed by Councillor P Samuels, seconded by Councillor McCaw and RESOLVED to ratify the fleet insurance renewal for 2026/27 by the appointment of James Hallam Brokers working on behalf of the insurer ERS, insuring the Town Council vehicles at a cost of £2,578.88 including taxes and fees, allocated to budget code 6205 PF Insurance.

At the invitation of the Chairman, the Town Clerk provided Members with an overview of the report contained and circulated in the reports pack and explained that Assertion 10 was a new requirement in the 2025 Practitioners’ Guide for the Annual Governance and Accountability Return (AGAR), focusing on digital governance, data protection, and website accessibility.

The Town Clerk explained that whilst the Town Council is compliant in most areas, the main concern is the website, where PDF documents do not always meet accessibility requirements.  In recognition of these, interim measures have been put into place to support those that require assistance.

The Town Clerk advised Members that when they receive their AGAR, a box entitled ‘other matters’ may contain a comment that they are not fully compliant in view of some of the website accessibility requirements detailed above.

Following a unanimous vote, it was proposed by Councillor P Samuels, seconded by Councillor Nowlan and RESOLVED:

1.   That the Town Council confirms it has complied with the requirements set out in Assertion 10 of the Annual Governance Statement for the financial year ending 31 March 2026;

2.   That it further acknowledges that its website does not fully meet all statutory accessibility requirements, however full compliance is expected to be achieved during 2026;

3.   That the accessibility statement accurately sets out the Town Councils current position regarding website accessibility and the support available to assist users;

4.   To RECOMMEND to Full Town Council on 9 April 2026 to approve the updated IT Policy in accordance with the Assertion 10 requirements, as attached.

Nothing to report.

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

a.   CC290 Tramar Totters;

Following a unanimous vote, it was proposed by Councillor Bickford, seconded by Councillor Johns and RESOLVED to award £350.

Councillor Bullock was invited and rejoined the meeting.

.

a.  FF132 Saltash May Fair

Following a unanimous vote, it was proposed by Councillor Peggs, seconded by Councillor Stoyel and RESOLVED to award £5,000 subject to receipt of the required insurance certificates and quote for storage and sound.

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

b.  FF133 Saltash Regatta

Following a vote (12 in favour, 0 against, 1 abstention) it was proposed by Councillor Stoyel, seconded by Councillor B Samuels and RESOLVED to award £5,000 subject to receipt of the insurance certificates and the full event management plan.

Councillor Bickford was invited and rejoined the meeting.

a.     CC285 Oaklands Community Centre;

It was RESOLVED to note.

b.     FF131 Christmas Festival 2025;

It was RESOLVED to note.

The Chairman invited Members to ask questions regarding the proposed amendments to the Receiving Public Questions, Representations and Evidence at Meetings procedure, as set out in the circulated reports pack. 

Members discussed the amendments and agreed that they were necessary. However, they expressed concern that the requirement for questions to be submitted five clear working days in advance was too long and would not allow questions to be raised following the publication of an agenda.

Following a unanimous vote, it was proposed by Councillor Martin, seconded by Councillor Brady and resolved to RECOMMEND to Full Town Council to approve the Receiving Public Questions, Representations and Evidence at Meetings procedure, as amended and attached.

(Pursuant to P&F Held on 11.11.25 minute nr. 252/25/26)

The Chairman gave an overview of the report contained and circulated within the reports pack and explained the proposal to appoint a company to undertake a comprehensive review of all Town Council policies and processes to ensure that they are consistent, providing recommended amendments.

The Town Clerk explained that the quoted cost of £2,800 covered only the first stage of work - reviewing the current governance of the Town Council and providing recommended amendments. 

These recommendations would then be reported directly to Full Town Council for consideration, after which Town Council staff would implement any agreed changes with the view to reporting it to the May Annual Town Council Meeting for adoption, to take effect from the start of the new municipal year.

Following a unanimous vote, it was proposed by Councillor Peggs, seconded by Councillor Brady and RESOLVED:

1.    To appoint Company A to undertake a comprehensive review of all Town Council policies and processes, and to present its recommended amendments directly to Full Council at its meeting on 9 April 2026.

2.    At a cost of £2,800 to be allocated to budget code 6273 EMF Legal Fees.

3.    To note that the earliest completion date for the full report from Company A is 1 April 2026.

(Pursuant to P&F held on 11.11.25 minute nr. 247/25/26 and 248/25/26)

The Chairman informed Members that, following a resolution made at the Policy and Finance Committee meeting on 11 November 2025, updated information has since been received. As a result, it is now proposed that the Town Council does not proceed with that resolution.

The Chairman invited the Town Clerk to provide an overview of the report contained and circulated in the reports pack.

The Town Clerk advised that, following attendance at a recent conference, a number of alternative software packages were identified which appeared to offer improved functionality and better value for money.  Officers are currently reviewing these options, with the assistance of Councillors Nowlan and Bickford, and a full report, including costings, will be provided to the Policy and Finance Committee meeting on 12 May 2026.

The Town Clerk further explained that while this review is underway, it will be necessary to continue using Civica and therefore advises that the Town Council commits to a further 12-month contract.  This will ensure continuity of service and provide sufficient time to procure and implement an alternative system, should one be approved.

Following a unanimous vote, it was proposed by Councillor Miller, seconded by Councillor Nowlan and RESOLVED:

1.  To pause Resolution 248/25/26, relating to the phone system, until further findings have been obtained;

2.  Not to progress Resolution 247/25/26, relating to the five-year Civica Modern.Gov contract, until further findings have been obtained;

3.  To approve the continuation of Civica Modern.Gov for a further 12-months at a cost of £10,877 allocated to budget code 6208 PF Subscriptions;

4.  To approve the Administration Department undertaking a full investigation of alternative options to ensure the Town Council secures a solution that delivers improved efficiencies and best value for money.

a.   The Core;

It was RESOLVED to note.

b.   Livewire;

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

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.

Following a unanimous vote, it was proposed by Councillor P Samuels, seconded by Councillor Bickford 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 and in accordance with Saltash Town Council Standing Orders and Terms of Reference.

The Chairman informed Members that the meeting is now in Part Two.

The Chairman reminded Members that items discussed are of the strictest confidence and must not be discussed or shared with others.

All Members are subject to GDPR, Data Protection Regulations and the Code of Conduct.

Following a unanimous vote, it was proposed by Councillor B Samuels seconded by Councillor Peggs and RESOLVED:

1.   To note the report from the Working Group;

2.   To delegate authority to the Town Clerk to implement the Working Group’s recommendations as set out in the confidential report;

3.   To RECOMMEND to Full Town Council that the current Town Council Complaints and Unreasonable Customer Behaviour Policy be retired;

4.   To RECOMMEND to Full Town Council that the new draft Complaints Policy, as amended and attached, be approved.

The Chair asked that appreciation be extended to all staff for their sustained support and commitment to the Town Council during this process.

None.

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

Following a unanimous vote, it was proposed by Councillor P Samuels, seconded by Councillor B Samuels and RESOLVED that the public and press be re-admitted to the meeting.

Following a unanimous vote,it was proposed by Councillor B Samuels, seconded by Councillor Martin and RESOLVED to issue a Press and Social Media release for:

1.   Community Chest and Festival Fund Awards;

2.   Saltash Town Council Accessibility Statement.