Agenda and minutes
PDF 288 KBVenue: Guildhall
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Health and Safety Announcements Minutes: Councillor Fox in the Chair.
The Chairman informed those present of the actions required in the event of a fire or emergency.
Councillor G Challen informed the Chairman she would be recording the meeting. |
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To appoint a Chairman. Minutes: It was proposed by Councillor Bickford, seconded by Councillor Taylor and unanimously RESOLVED to appoint Councillor Miller as Chairman.
Councillor Miller asked Members if Councillor Fox could remain in the Chair for this meeting only because he had not had time to prepare.
It was proposed by Councillor Miller, seconded by Councillor Taylor and RESOLVED that Councillor Fox remains in the Chair for this meeting only.
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To appoint a Vice Chairman. Minutes: It was proposed by Councillor Miller, seconded by Councillor Taylor and unanimously RESOLVED to appoint Councillor Fox as Vice Chairman.
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Declarations of Interest: 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. Town Clerk to receive written requests for dispensations prior to the start of the meeting for consideration. 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 written requests for dispensations.
None. |
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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: It was proposed by Councillor Fox, seconded by Councillor P Samuels and RESOLVED that the minutes of the Policy and Finance Committee held on 9th March 2021 were confirmed as a true and correct record subject to amendment to minute nr 173/20/21a be changed to reflect Councillor Miller was the proposer and not Councillor Martin. |
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All accounts and bank accounts reconciled up to 31st March 2021. Minutes: It was RESOLVED to note. |
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Petty cash reconciled up to 31st March 2021. Minutes: It was RESOLVED to note. |
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To receive a report from the Finance Officer. Additional documents: Minutes: It was RESOLVED to note.
Health and Safety Audit Contract
It was proposed by Councillor B Samuels, seconded by Councillor Fox andresolved to RECOMMEND to Full Council to approve:
Option 2 to buy 6 days to cover for the year 2021-2022 at a cost of £4,335.00.
A virement of £1,900 from General Reserves to budget code 6214 health and safety to cover the cost of this year’s audit.
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To receive a report on VAT. 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 end of year budget statements Additional documents:
Minutes: It was RESOLVED to note. |
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To receive the end of year finance report Minutes: Options for Utilisation of Overall ‘Free Reserves’
It was proposed by Councillor B Samuels, seconded by Councillor Miller and resolved to RECOMMEND to Full Council to approve:
Option 1 to increase the contingency reserve to Six months of operating expenditure equating to £584,870
To vire £102,929 from budget code 3199 ’Free Reserves’ to budget code 3130 ‘Contingency’.
Option for Contingency Investment
It was proposed by Councillor G Challen, seconded by Councillor Miller and RESOLVED that the Finance Officer further investigates investment in the Local Authorities Property Fund with the CCL reporting back to a future P&F meeting.
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To receive the current STC and Committee budget statements. Additional documents:
Minutes: It was RESOLVED to note. |
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To receive a report on Saltash Town Mayors Community Account. Minutes: It was proposed by Councillor P Samuels, seconded by Councillor Peggs and RESOLVED to approve the Mayor’s Charity A/c be set up as a Community A/c in the name of Saltash Town Community and to be unlinked to the main Town Council account to avoid monthly charges.
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To consider Risk Management reports as may be received. Minutes: None. |
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Clerks report on delegated authority to spend. Minutes: None. |
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To ratify the COVID-19 Delegated Decision Register.
Minutes:
It was proposed by Councillor B Samuels, seconded by Councillor Miller and RESOLVED to ratify the Covid-19 Delegated Decision Register. |
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To consider Community Chest and Festival Fund applications: Additional documents:
Minutes: a. Community Chest
It was proposed by Councillor Yates, seconded by Councillor B Samuels and RESOLVED to award £970.00 to Saltash United Juniors FC.
Councillors G Challen, Fox and Pinckney declared an interest in the next item and left the meeting.
Councillor Miller in the Chair.
It was proposed by Councillor Miller, seconded by Councillor Peggs and RESOLVED to award £700.00 to Coombe Woods Regeneration Project.
Councillors G Challen, Fox and Pinckney were invited and returned to the meeting.
Councillor Fox in the Chair.
b. Festival Fund:
It was proposed by Councillor Bickford, seconded by Councillor Fox and RESOLVED to award £700 to the Royal British Legion – Saltash.
Councillors Bickford, G Challen, Martin and Pinckney declared an interest in the next item and left the meeting.
It was proposed by Councillor B Samuels, seconded by Councillor Miller and RESOLVED to award £2,929.43 to Saltash Regatta.
Councillors Bickford, G Challen, Martin and Pinckney were invited and returned to the meeting.
It was proposed by Councillor Peggs, seconded by Councillor Gillies and RESOLVED to award £500 to Cornwall Pride.
Councillor Martin declared an interest in the next item and left the meeting.
It was proposed by Councillor P Samuels, seconded by Councillor B Samuels and RESOLVED to award £1,477.75 to SaltFest.
Councillor Martin was invited and returned to the meeting.
The Chairman announced a five minute break.
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To receive and note a report on funding awarded: a. Application CC239 - Saltash Football Club - £1,000 awarded – replacement of existing boilers and showers in home and away changing rooms. Minutes: a. Application CC239 – Saltash Football Club- £1,000 awarded for the replacement of existing boilers and showers in home and away changing rooms.
It was RESOLVED to note. |
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To review the advertising of the Town Messenger Minutes: It was proposed by Councillor Fox, seconded by Councillor L Challen and RESOLVED that options for publication of the Town Messenger together with quotes are obtained reporting back to a future P&F meeting. |
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To receive the final reports from the Professional Youth Work team: Additional documents:
Minutes: a. Junkyard Skatepark
It was RESOLVED to note
b. Livewire
It was RESOLVED to note
c. The Core
It was RESOLVED to note |
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To approve the Professional Youth Work to go out to tender for the year 2021-2022 Minutes: It was proposed by Councillor Fox, seconded by Councillor G Challen and RESOLVED to put the Professional Youth Work 2021-22 out to tender. |
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To receive a report on Freedom of Information requests Additional documents: Minutes: It was RESOLVED to note. |
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To receive a report on UK GDPR and Data Protection Minutes: It was RESOLVED to note. |
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Minutes: It was proposed by Councillor P Samuels, seconded by Councillor B Samuels to increase the Membership of the Personnel Committee from six to eight Members.
The motion was defeated.
It was proposed by Councillor Miller, seconded by Councillor Yates and resolved to RECOMMEND to Full Council to approve for the Mayor to attend parts one and two of the Personnel Committee meetings as an observer in the public gallery with no voting rights.
Councillor Bickford left the meeting. |
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To review and approve the following policies: Additional documents:
Minutes: a. Standing Orders
b. Civic Awards Policy
c. Model Publication Scheme
d. Scheme of Delegation
e. Remote Meetings Protocol and Procedure Rules.
It was proposed by Councillor B Samuels, seconded by Councillor Martin and resolved to RECOMMEND to Full Council to approve all the policies listed under agenda item 29 collectively. |
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To adopt the following policies/protocols: Additional documents:
Minutes: a. Training and Development Policy
b. Guildhall Covid-19 Physical Face to Face Council Meetings Protocol
c. Guildhall Covid-19 Physical Face to Face Council Meetings Risk Assessment 10.05.2021
It was proposed by Councillor Fox, seconded by Councillor Yates and resolved to RECOMMEND to Full Council to approve all the policies and protocols listed under agenda item 30 collectively. |
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To receive reports from Working Groups and Outside Bodies: Minutes: a. Neighbourhood Plan Steering Group
Councillor Yates reported that the Neighbourhood Plan Steering Group have been responding to questions from the examiner and the process remains ongoing.
b. Saltash Team for Youth
No report.
c. Section S106 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: It was 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. |
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To consider Cornwall Council acting on behalf of Saltash Town Council for any complaints received from persistent complainant number PC001 under the code. Minutes: It was proposed by Councillor P Samuels, seconded by Councillor Miller and RESOLVED that Cornwall Council continue to act on behalf of Saltash Town Council for any complaints received by identified persistent complainants. |
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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: It was RESOLVED that the public and press be re-admitted to the meeting. |
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To receive any items for information purposes only at the discretion of the Chairman. Minutes: None. |
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To confirm any press and social media releases associated with any agreed actions and expenditure of the meeting. Minutes: It was proposed by Councillor Miller, seconded by Councillor B Samuels and RESOLVED to issue the following press and social media releases:
1. Community Chest and Festival Fund grant awards.
2. Professional Youth Work Tender Applications. |