Venue: Virtual Zoom Platform
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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. |
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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. |
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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.
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.
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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. |
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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 12th 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. |
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All accounts and bank accounts reconciled up to 31st January 2021. Minutes: It was RESOLVED to note. |
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Petty cash reconciled up to 31st January 2021. Minutes: It was RESOLVED to note. |
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To receive a report on VAT. PDF 331 KB Minutes: It was RESOLVED to note. |
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To receive a report on investments. Minutes: It was RESOLVED to note. |
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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. |
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To receive the current STC and Committee budget statements. PDF 200 KB Additional documents:
Minutes: It was RESOLVED to note. |
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To receive a report from the Finance Officer. PDF 189 KB Minutes: It was RESOLVED to note. |
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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. |
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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. |
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Clerks report on delegated authority to spend. Minutes: None. |
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To consider Risk Management reports as may be received. Minutes: None. |
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To ratify the COVID-19 Delegated Decision Register. PDF 335 KB
Minutes:
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. |
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To consider Community Chest and Festival Fund applications: PDF 472 KB a. Community Chest
b. Festival Fund
None. Minutes: a. Community Chest
It was proposed by Councillor Challen, seconded by Councillor Dent and RESOLVED to award £1,000.
b. Festival Fund
None.
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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. |
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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. |
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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. |
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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 It was proposed by Councillor Fox, seconded by Councillor Phillips and resolved to RECOMMEND APPROVAL. b. Annual Business Continuity Plan It was RESOLVED to defer this item to the next Full Council meeting. c. Annual Internal Audit Business Risk Assessment It was proposed by Councillor Fox, seconded by Councillor Phillips and resolved to RECOMMEND APPROVAL. d. Annual Treasury Management Strategy It was proposed by Councillor Fox, seconded by Councillor Phillips and resolved to RECOMMEND APPROVAL subject to the document being reformatted. e. Annual Reserves Policy It was proposed by Councillor Fox, seconded by Councillor Phillips and resolved to RECOMMEND APPROVAL. f. Anti Bribery Policy Statement & Anti Fraud & Anti-Corruption Strategy
It was proposed by Councillor Fox, seconded by Councillor Phillips and resolved to RECOMMEND APPROVAL. g. Finance Schedule and Precept Plan It was proposed by Councillor Fox, seconded by Councillor Phillips and resolved to RECOMMEND APPROVAL. h. Scheme of Delegation It was proposed by Councillor Fox, seconded by Councillor Phillips and resolved to RECOMMEND APPROVAL. i. Financial Regulations It was proposed by Councillor Fox, seconded by Councillor Phillips and resolved to RECOMMEND APPROVAL. j. Risk Management Plan Statement It was proposed by Councillor Fox, seconded by Councillor Phillips and resolved to RECOMMEND APPROVAL. k. Risk Management Strategy It was proposed by Councillor Fox, seconded by Councillor Phillips and resolved to RECOMMEND APPROVAL. l. Receiving Public Questions at Meetings
It was proposed by Councillor Fox, seconded by Councillor Phillips and resolved to RECOMMEND APPROVAL.
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To adopt the following policies: PDF 310 KB a. Co-option Policy
b. Equality and Diversity Policy
c. Communication Policy
d. Provision of IT and Acceptable IT Usage Policy Additional documents:
Minutes: a. Co-option Policy
It was proposed by Councillor Miller, seconded by Councillor P Samuels and resolved to RECOMMEND APPROVAL subject to the removal of the requirement for a Proposer and Seconder on page 5 of the policy.
b. Equality and Diversity Policy
It was proposed by Councillor P Samuels, seconded by Councillor Peggs and resolved to RECOMMEND APPROVAL.
c. Communication Policy
It was RESOLVED to defer this item to the next Full Council Meeting.
d. Provision of IT and Acceptable Use Policy
It was proposed by Councillor Fox, seconded by Councillor Bickford and resolved to RECOMMEND APPROVAL.
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To receive reports from Working Groups and Outside Bodies: a. Neighbourhood Plan Steering Group
b. Saltash Team for Youth
c. Section 106 Steering Group Minutes: a. Neighbourhood Plan Steering Group
Councillor Yates reported that the Neighbourhood Plan Steering Group is in the process of identifying an examiner.
b. Saltash Team for Youth
No report
c. Section 106 Steering Group
No report
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Public Bodies (Admission to Meetings) Act 1960: 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. Minutes: 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. |
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To consider any items referred from the main part of the agenda. Minutes: None. |
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Public Bodies (Admission to Meetings) Act 1960: To resolve that the public and press be re-admitted to the meeting. Minutes: To resolve that the public and press be re-admitted to the meeting. |
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Urgent non-financial matters brought forward at the discretion of the Chairman. Minutes: None. |
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Press and social media releases. Minutes: None. |
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Date of next Meeting: Thursday 27th May 2021 at 6:30p.m. Minutes: Thursday 27th May 2021 at 6:30p.m. |