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Saltash Town Council, Working for the People of Saltash
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Agenda and minutes

Venue: Guildhall

Items
No. Item

88/21/22

Health and Safety Announcements

Minutes:

The Chairman informed those present of the actions required in the event of a fire or emergency.

89/21/22

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 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.

90/21/22

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.

91/21/22

To receive and approve the minutes of the Policy and Finance Committee held on 7th September 2021 as a true and correct record. pdf icon PDF 236 KB

Minutes:

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 Yates and RESOLVED that the minutes of the Policy and Finance Committee held on 7th September 2021 were confirmed as a true and correct record.

 

92/21/22

All accounts and bank accounts reconciled up to 30th September 2021.

Minutes:

It was RESOLVED to note.

93/21/22

Petty cash reconciled up to 30th September 2021.

Minutes:

It was RESOLVED to note.

94/21/22

To receive a report on Petty Cash pdf icon PDF 237 KB

Minutes:

It was proposed by Councillor Yates, seconded by Councillor Miller and resolved to RECOMMEND approval to Full Council to be held on 2nd December 2021 to write off the £20.00 discrepancy in the petty cash reconciliation at the end of September 2021.

95/21/22

To receive a report on VAT. pdf icon PDF 163 KB

Minutes:

It was RESOLVED to note.

96/21/22

To receive a report on investments and consider the investment threshold limit. pdf icon PDF 365 KB

Minutes:

It wasproposed by Councillor Miller, seconded by Councillor Yates and resolved to RECOMMEND to Full Council to be held on 2nd December 2021that the investment threshold limit for the Cornwall Council Instant Access Account is increased to £1,000,000 with the investment threshold remaining at £500,000 for all other accounts.

97/21/22

To consider CCLA Local Authorities Property Fund investment suitability report application. pdf icon PDF 3 MB

Minutes:

It was proposed by Councillor Miller, seconded by Councillor Yates and RESOLVED to defer and review further at the Policy and Finance Meeting to be held on 8th March 2022.

98/21/22

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.

99/21/22

To receive the current STC and Committee budget statements. pdf icon PDF 195 KB

Additional documents:

Minutes:

It was RESOLVED to note.

100/21/22

To receive a report from the Finance Officer. pdf icon PDF 181 KB

Minutes:

a.         CIL Planning Fund

 

It was RESOLVED to note.

 

b.         CIL 2020-21 Report

 

It was RESOLVED to note.

 

c.         Credit Limit on Store Credit Cards

 

It was proposed by Councillor Miller, seconded by Councillor Peggs and resolved to RECOMMEND to Full Council to be held on 2nd December 2021 that the credit limit on store credit cards be increased from £1,000 to £2,000.

 

101/21/22

Clerks report on delegated authority to spend.

Minutes:

No report.

102/21/22

To consider Risk Management reports as may be received.

Minutes:

No report.

103/21/22

To receive the Interim Internal Audit Report pdf icon PDF 346 KB

Minutes:

It was RESOLVED to note.

104/21/22

To receive a report on Insurance pdf icon PDF 6 KB

Minutes:

It was proposed by Councillor Miller, seconded by Councillor Gillies and RESOLVED to defer this item and review insurance requirements at the Policy and Finance meeting to be held in July 2022.

105/21/22

To consider carrying out the insurance valuation process on Council buildings

(Pursuant to Property Maintenance Sub Committee 06.10.2021 Minute no. 08/20/21)

Minutes:

It was proposed by Councillor Dent, seconded by Councillor Miller and RESOLVED to delegate authority to the Locum Town Clerk to obtain valuations for insurance purposes on all Town Council buildings, reporting back to the Policy and Finance Committee meeting to be held on 11th January 2022.

106/21/22

To receive a report and consider appointing a Photocopier Supplier. pdf icon PDF 284 KB

Minutes:

It was proposed by Councillor Dent, seconded by Councillor Griffiths and resolved to RECOMMEND to Full Town Council to be held on 2nd December 2021 that Company B be appointed as the photocopier supplier at a cost of £2,409.16 per annum allocated to budget code 6303 PO Copier Maintenance on a five year contract commencing April 2022 to include:

 

Guildhall Reception:

Photocopier including booklet maker                    £883.68 per annum

 

Guildhall Top Office

Photocopier including internal multi

position stapler:                                                        £757.48 per annum

 

A3 Desktop Printers

Town Clerk’s Office and Longstone Depot:         £768.00 per annum

107/21/22

To receive and review the IT report and consider re-appointing an IT Consultant to act on behalf of the Town Council. pdf icon PDF 117 KB

Minutes:

It was proposed by Councillor Martin, seconded by Councilor Peggs and RESOLVED to delegate authority to a Working Party comprising of Councillors Miller, Yates, Bickford, the Acting Town Clerk and the Administration Officer to review the IT report and appoint a company to provide IT services to the Town Council commencing April 2022 within the available budget and reporting back to the next available meeting of the Policy and Finance Committee.

108/21/22

To receive a report on IT provision for Members pdf icon PDF 346 KB

Minutes:

It was proposed by Councillor Miller, seconded by Councillor Gillies and RESOLVED to approve the purchase of IT equipment for Members from the Town Council IT Consultant within budget allocated to EMF Computer Equipment Renewal subject to a further poll of Members to confirm requirements.

109/21/22

To receive a report on UKGDPR/Data Protection pdf icon PDF 106 KB

Minutes:

It was RESOLVED to note.

110/21/22

To consider reinstating the Town Council Annual Report.

Minutes:

It was proposed by Councillor Miller, seconded by Councillor Gillies and RESOLVED to defer this item until the meeting of the Policy and Finance Committee to be held on 11th January 2022. Previous copies of the Annual Report will be circulated to all Members.

111/21/22

To receive reports for the following awarded grant applications: pdf icon PDF 2 MB

Additional documents:

Minutes:

a.  Application CC250 - Coombe Woods Regeneration Project - £700 Awarded - Tree Identification Plaques

 

It was RESOLVED to note.

 

b.  Application FF100 - Saltash Royal British Legion - Annual Festival of Remembrance - Grant Returned

 

It was RESOLVED to note.

 

c.   Application FF101 - Saltash Regatta - £2,929.43 Awarded - Annual Regatta

 

It was RESOLVED to note.

 

d.  Application FF104 Tincombe Tea Party

 

It was RESOLVED to note.

112/21/22

To receive, consider and recommend amendments to the following policies to the next Full Council Meeting: pdf icon PDF 469 KB

Minutes:

a.         Social Media Policy

 

It was proposed by Councillor Miller, seconded by Councillor Bullock and RESOLVED to refer the draft policy to the Communications and Engagement Working Party, reporting back to the Policy and Finance Committee.

113/21/22

To re-establish and set Saltash Town Council Priority Setting Processess pdf icon PDF 523 KB

(Pursuant to FTC held on 2.09.21 minute nr. 190/21/22)

Minutes:

It was proposed by Councillor Gillies, seconded by Councillor Peggs and RESOLVED to refer this item to the Town Centre Vision Sub Committee meeting to be held on 17th November 2021, reporting back to the Policy and Finance Committee.

114/21/22

To receive a report from Saltash Town Youth Council and request for annual grant funding pdf icon PDF 105 KB

Additional documents:

Minutes:

It was RESOLVED to note the report and that the request for the award of the annual grant be received at the meeting of the Extraordinary Policy and Finance Precept Committee meeting to be held on 24th November 2021.

115/21/22

Saltash Team for Youth pdf icon PDF 101 KB

Additional documents:

Minutes:

a.         To receive and consider a finance report from Saltash Team for Youth and any recommendations.

 

It was RESOLVED to note the report.

 

It was proposed by Councillor Griffiths, seconded by Councillor Peggs and resolved to RECOMMEND to the Extraordinary Policy and Finance Precept Committee meeting to be held on the 24th November 2021:

 

1.  An increase of £10,000 to budget code 6222 PR Commissioning Youth Work for the year 2022-23

2.  To create a new budget code for publicity, events and consultations with an available budget of £1,500

3.  The mapping of existing play space provision by the Service Delivery Team to include information identified by Saltash Team for Youth

4.  Two enhanced DBS checks be undertaken at a cost of £40.00 per person plus a one off administration fee to Cornwall Council of £10.00 at a total cost of £90.00 allocated to budget code 6657 ST SNB Staff Recruitment Advertising.

b.         To receive and consider adopting Saltash Team for Youth Terms of Reference.

 

It was proposed by Councillor Miller, seconded by Councillor Peggs and RESOLVED to adopt the Saltash Team for Youth Terms of Reference subject to the removal of specific dates from the document.

116/21/22

To receive reports from Working Groups and Outside Bodies:

Minutes:

a.  Neighbourhood Plan Steering Group

 

Councillor Yates reported that there was no further update at this time.

 

It was RESOLVED to note.

 

b.  Saltash Team For Youth

 

It was noted that this item was covered under minute number 119/21/22a.

 

c.   Section 106 Panel

 

No report.

117/21/22

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.

118/21/22

To consider any items referred from the main part of the agenda.

Minutes:

None.

119/21/22

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.

120/21/22

To consider urgent non-financial items at the discretion of the Chairman.

Minutes:

None.

121/21/22

To confirm any press and social media releases associated with any agreed actions and expenditure of the meeting.

Minutes:

None.