Agenda and minutes

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

It was proposed by Councillor Yates, seconded by Councillor Dent to nominate Councillor Miller.

It was proposed by Councillor P Samuels, seconded by Councillor Foster to nominate Councillor P Samuels.

Following a vote it was RESOLVED to appoint Councillor Miller as Chairman.

Councillor Miller in the Chair.

It was proposed by Councillor Yates, seconded by Councillor Foster and following a vote it was RESOLVED to appoint Councillor P Samuels as Vice Chairman.

Councillor Miller thanked Councillor Yates for his support as Vice Chairman in the preceding year.

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.  Acting 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.  Acting 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 Council must do so 24 hours prior to the meeting by writing or email.

None.

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 Foster and RESOLVED that the minutes of the Policy and Finance Committee held on 8^th March 2022 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.

The Acting Town Clerk informed Members that the year end is progressing well and that the EMF balances remain unaudited and may vary.  The prepayments and accruals may also have an impact on the budget figures.

It was RESOLVED to note.

It was proposed by Councillor P Samuels, seconded by Councillor Stoyel and RESOLVED to note the report and to retain the current Mayor’s Charity Account with a monthly fee of around £8.00 to be paid by the Town Council allocated to Budget Code 6200 PR Bank Charges.

None.

None.

a.  Community Chest:

It was proposed by Councillor P Samuels, seconded by Councillor Gillies and RESOLVED to award £500.00.

Councillor Bickford declared an interest in the following item and left the meeting.

It was proposed by Councillor Foster, seconded by Councillor Gillies and RESOLVED to award £1,000.00.

Councillor Bickford was invited and returned to the meeting.

b.  Festival Fund:

It was proposed by Councillor Stoyel, seconded by Councillor P Samuels and RESOLVED to award £335.00.

Councillor Bickford declared an interest in the following item and left the meeting.

It was proposed by Councillor Dent, seconded by Councillor B Samuels and RESOLVED to award £2,943.00.

Councillor Bickford was invited and returned to the meeting.

a.         To receive and note a report from Forder Community and Conservation Association relating to the use of Community Chest funding.

It was RESOLVED to note.

b.         To receive and note a letter confirming the return of Town Council Community Chest awarded grant money from the Sue Hooper Charitable Foundation.

It was RESOLVED to note.

Cllrs B Samuels, P Samuels and Stoyel remained in the room for the next agenda item due to there being no discussion or vote that would require Members declaration of interest to leave the meeting.

c.         To receive and note a letter from Saltash Rotary Club relating to the BT phone box located outside Isambard House.

In addition to the letter Councillor B Samuels informed Members that the defibrillator was due to be delivered this week and works to commence as soon as practicable.

It was RESOLVED to note that the Rotary Club of Saltash confirmed that they will meet or exceed all the parameters listed in the British Telecommunications PLC Agreement for the sale or purchase of the telephone kiosk.

a.  Financial Regulations 2022-23 

It was proposed by Councillor Miller, seconded by Councillor Foster and resolved to RECOMMEND to Full Council to be held on 9^th June 2022 to adopt the amendments to the Financial Regulations 2022-23.

b.  Standing Orders 

It was proposed by Councillor Miller, seconded by Councillor Dent and resolved to RECOMMEND to Full Council to be held on 9^th June 2022 to adopt the amendments to the Standing Orders 2022-23.

c.   Unreasonable Customer Behaviour and Persistent Complaints. 

It was proposed by Councillor Miller, seconded by Councillor P Samuels and RESOLVED that:

1. The draft policy showing the amendments is circulated to all Members to review;

2. Members submit any comments to the Senior Policy and Data Compliance Monitoring Officer;

Subject to the above, it was proposed by Councillor Miller, seconded by Councillor P Samuels and RESOLVED to defer the draft policy to Full Council to be held on 9^th June 2022 for further consideration.

It was proposed by Councillor B Samuels, seconded by Councillor Gillies and resolved to RECOMMEND to Full Council to be held on 9^th June 2022 to:

a.  Vire £4,900 from Budget Code 6274 PR EMF Internet Redevelopment to Budget Code P&F 6306 IT Maintenance;

b.  Close Budget Code 6274 PR EMF Internet Redevelopment.

The Acting Town Clerk is to investigate the background to the shortfall reporting back to the Committee.

It was proposed by Councillor Miller, seconded by Councillor Stoyel and resolved to RECOMMEND to Full Town Council to be held on 9^th June 2022 to adopt the revised announcement template with the addition of the Town Council Modern Logo.

It was proposed by Councillor Miller, seconded by Councillor P Samuels and RESOLVED  to note the report and that the delivery of professional youth work in Saltash be awarded, subject to receipt of the required documentation set out in the specification:

a.  Livewire                            £17,632.00

b.  The Core                          £17,885.00

c.   Junkyard Skatepark        £14,483.00

It was RESOLVED to note.

a.  Neighbourhood Plan Steering Group

It was RESOLVED to note.

b.  Saltash Team for Youth

It was RESOLVED to note.

c.   Section 106 Panel

Councillor Bickford gave a verbal update that had been previously covered at the Annual Meeting of the Town Council where the new S106 Terms of Reference were approved. The date of the next meeting is yet to be confirmed and there is one outstanding application.

It was RESOLVED to note.

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.

It was proposed by Councillor Dent, 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.

During the discussion of this item Councillor Foster and Councillor Yates left the meeting briefly and returned to rejoin the meeting.

It was proposed by Councillor Miller, seconded by Councillor Gillies and RESOLVED to approve two of the three recommendations from the Personnel Committee held on 23^rd March 2022:

a.  To appoint Cornwall Council to inform identified persistent complainants to only communicate through Cornwall Council’s complaints email box or by post.

b.  Cornwall Council to forward any related Town Council business direct to Saltash Town Council if relevant to their services

Further to this, it was proposed by Councillor Miller, seconded by Councillor Gillies and RESOLVED to approve:

a.  The Town Council IT Consultant to block identified persistent complainants emails to all staff email boxes;

b.  Members to block identified persistent complainants emails if they wish to;

c.   The inclusion of the procedure to be added to the Unreasonable Customer Behaviour and Persistent Complaints policy.

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

It was proposed by Councillor Miller, seconded by Councillor Dent and RESOLVED to resolve that the public and press be re-admitted to the meeting.

None.

It was proposed by Councillor Miller, seconded by Councillor Stoyel and RESOLVED to issue the following press and social media releases:

1.  Feedback from the Forder Community and Conservation Association as an example of a successful funding outcome;

2.  Community Chest and Festival Fund awards;

3.  Delivery of Professional Youth Work awards.