Agenda and minutes

Policy and Finance Committee - Tuesday 13th July 2021 6.30 pm

Venue: Guildhall

Items
No.	Item
36/21/22	Health and Safety Announcements. Minutes: The Chairman informed those present of the actions required in the event of a fire or emergency.
37/21/22	To elect a Vice Chair. Minutes: It was proposed by Councillor Martin, seconded by Councillor Dent and following a vote it was RESOLVED to appoint Councillor Yates as Vice Chairman.
38/21/22	To receive a report on investments. PDF 183 KB Minutes: It was RESOLVED to note.
39/21/22	Declarations of Interest: Minutes: 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. None. b. Town Clerk to receive written requests for dispensations prior to the start of the meeting for consideration. None.
40/21/22	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.
41/21/22	To receive and note the minutes of the Policy and Finance Committee held on Thursday 27th May 2021 as a true and correct record. PDF 265 KB Minutes: Please see a copy of the minutes on the STC website. It was proposed by Councillor Miller, seconded by Councillor Gillies and RESOLVED that the minutes of the Policy and Finance Committee meeting held on Thursday 27^th May 2021 were confirmed as a true and correct record. The minutes will be signed upon the return to the Guildhall and made available upon request.
42/21/22	All accounts and bank accounts reconciled up to 31st May 2021. Minutes: It was RESOLVED to note.
43/21/22	Petty cash reconciled up to 31st May 2021 - No transaction since 31st March 2021 Minutes: It was RESOLVED to note.
44/21/22	To receive a report on VAT. PDF 164 KB Minutes: It was RESOLVED to note.
45/21/22	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.
46/21/22	To receive the current STC and Committee budget statements. PDF 225 KB Additional documents: 2. Burial Authority Budget - June 2021 , item 46/21/22 PDF 222 KB 3. Burial Board Budget - June 2021 , item 46/21/22 PDF 219 KB 4. P&F Budget - June 2021 , item 46/21/22 PDF 238 KB 5. Guildhall Budget - June 2021 , item 46/21/22 PDF 230 KB 6. Library Budget - June 2021 , item 46/21/22 PDF 236 KB There are a further 4 documents.View the full list of documents for item 46/21/22 Minutes: It was RESOLVED to note.
47/21/22	To receive a report from the Finance Officer. PDF 168 KB Minutes: It was RESOLVED to note the report and the following comments: Councillor Bickford commented on the low interest rate of one of the accounts. The Finance Officer reported that it is difficult to find financial organisations willing to accept money on deposit from public authorities. Funds are spread according to the Investment Policy which stipulates a limit of £500,000 per account.
48/21/22	To receive a report on insurance claims PDF 183 KB Minutes: It was RESOLVED to note the report and the following comments: the Finance Officer will continues to chase outstanding claims; the Chairman queried whether it would be more cost effective for the Council to settle the claim for the damaged wing mirror direct with the third party. The Finance Officer will investigate and report back to the Chairman and Vice Chairman.
49/21/22	Clerks report on delegated authority to spend. Minutes: None.
50/21/22	To consider Risk Management reports as may be received. Minutes: None.
51/21/22	To receive an update on the land known as Trematon Pound as a Heritage site with Heritage England. PDF 859 KB (Pursuant to FTC held on 3.06.21 minute nr. 72/21/22c) Minutes: It was RESOLVED to note and that Members with bibliographic references were requested to send them to the member of the public making the application and Saltash Heritage.
52/21/22	To consider Community Chest and Festival Fund applications: Minutes: a. Community Chest None. b. Festival Funds None.
53/21/22	To consider amendments to Standing Orders. PDF 825 KB Minutes: It was proposed by Councillor Miller, seconded by Councillor Dent and resolved to RECOMMEND the amendment to Full Council.
54/21/22	To review the tender specification for Saltash Team For Youth. PDF 151 KB Minutes: It was proposed by Councillor Miller, seconded by Councillor Peggs and RESOLVED to defer and delegate to the Saltash Team for Youth Working Party to review the tender specification reporting back to a future meeting.
55/21/22	To consider a suggestion to form a Communications and Engagement Working Party - Councillor Martin PDF 21 KB Minutes: It was proposed by Councillor Martin, seconded by Councillor Peggs and RESOLVED to form a Working Party comprising of Councillors Bickford, Bullock, Griffiths, Martin and Yates reporting to the Policy and Finance Committee.
56/21/22	To receive reports from Working Groups and Outside Bodies: Minutes: a. Neighbourhood Plan Steering Group Councillor Yates reported that the examiner has now submitted their draft report to Cornwall Council and the Neighbourhood Plan Steering Group have received a confidential copy. The Neighbourhood Plan Steering Group are considering the examiner’s comments and an editorial group will be formed to make the required changes. Any Members wishing to be involved should contact Councillor Yates direct. It was RESOLVED to note. b. Saltash Team for Youth The Chairman informed Members that the tender for the year 2021-22 is currently being advertised, closing date 16^th August 2021, tender opening is to take place on 17^th August 2021, reporting back at September’s P&F meeting. c. Section S106 Steering Group No report. It was proposed by Councillor Miller, seconded by Councillor Bickford and RESOLVED to replace the standing agenda item ‘To receive a report from the Section 106 Steering Group’ with ‘To receive a report from the Section 106 Panel’ and one of the STC representatives reporting back to future meetings.
57/21/22	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.
58/21/22	To consider any items referred from the main part of the agenda. Minutes: None.
59/21/22	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.
60/21/22	Urgent non-financial matters brought forward at the discretion of the Chairman. Minutes: None.
61/21/22	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 Dent and RESOLVED to issue the following Press and Social Media releases: A call for documentation regarding the listing of Trematon Pound. A reminder of the closing date for tenders to be received for Saltash Youth Work.