Agenda and draft minutes

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

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.  The 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.

 

None received.

 

 

b.  The Town Clerk to receive written requests for dispensations prior to the start of the meeting for consideration.

 

None received.

 

Please note: Any member of the public requiring to put a question to the Town Council must do so by 12 noon the day before the meeting.

None received.

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 Lennox-Boyd  and RESOLVED that the minutes of the Policy and Finance Committee held on 9^th January 2024 were confirmed as a true and correct record.

a.  Services held on 8th February 2024

 

133/23/24 TO RECEIVE AN UPDATE ON THE TOWN COUNCIL CIL PROJECT AND CONSIDER ANY ACTIONS AND ASSOCIATED EXPENDITURE.

 

The Town Clerk informed Members of the next steps to deliver the CIL funded project. It was proposed by Councillor Dent, seconded by Councillor Mortimore and resolved to RECOMMEND to the Extraordinary Policy and Finance Committee meeting to be held on 27th February 2024 to appoint Mel Richardson to undertake the procurement and project management work up to completion at a cost of £4,000, allocated to budget code 6282 EMF Funding Bid.

 

It was proposed by Councillor B Samuels, seconded by Councillor Dent and RESOLVED to approve the above recommendation.

 

b.  Full Town Council held on 1^st February 2024

 

339/23/24 TO REVIEW THE TOWN COUNCIL GRANTS POLICY AND CONSIDER ANY ACTIONS AND ASSOCIATED EXPENDITURE.

 

Members discussed the available funding limit for festival funds under the existing Grants Policy with the possibility of raising the amount given to festivals on daily basis. It was proposed by Councillor Bickford, seconded by Councillor Stoyel and RESOLVED:

 

1.  To increase the festival fund limit to £2,500 per day up to a maximum of two days per event;

 

2.  To improve the publicity requirements to ensure Saltash Town Council receives full recognition leading up to and on the day of the event reporting back to the Extraordinary Policy and Finance Committee to be held on 27th February 2024;

 

3.  To RECOMMEND to the Policy and Finance Committee to consider a Match Funding Festival Policy at the Extraordinary Policy and Finance Committee to be held on 27th February 2024.

 

It was noted that this item would be considered under agenda item 7(c)(11).

 

Please click here to view and download the Town Council policies.

 

 

 

 

 

The Town Council policies can be found on the below link.

 

Please click here to view and download the Town Council Policies.

 

The Town Clerk provided Members with an overview of the background to the policies being reviewed at the meeting and the procedure that will be put in place to streamline the process going forward.

 

All policies have been reviewed with amendments made to some but not all documents. Advice has been taken where appropriate from external advisers. Policies approved at this meeting (with any amendments) will be recommended to Full Town Council to be held on 7^th March 2024 with all polices then being readopted at the Annual Meeting of the Town Council in May.

 

In future, the review of policies will be taken throughout the calendar year with the Policy and Finance Committee receiving a number of policies at each committee meeting.

 

Members considered and reviewed each individual policy, section by section.

 

a.  Employees

 

1.      NJC Green Book

2.      Data Protection – Criminal Records Information Policy

3.      Data Protection Policy (Employees)

4.      Disability Employment Policy

5.      Employee Handbook 2023

6.      Protocol for Member Officer Relations

7.      Provision of IT and Acceptable Use Policy

8.      Recruitment and Selection Policy

 

The Town Clerk advised that the NJC Green Book forms part of the staff contract and was not for amendment or discussion at this meeting.

 

It was RESOLVED to note.

 

 

 

 

 

 

 

 

 

 

 

 

It was proposed by Councillor Miller, seconded by Councillor P Samuels and resolved to RECOMMEND the Employees policies and amendments (as attached) to Full Council to be held on 7^th March 2024.

 

b.  Finance:

 

1.      Accounts and Audit Regulations 2015

2.      Annual Business Continuity Plan

3.      Annual Internal Audit and Business Risk Assessment

4.      Annual Reserves Policy 2024-25

5.      Annual Statement on Internal Control 2024-25

6.      Annual Treasury Management Strategy

7.     Anti-Bribery Policy Statement and Anti-Fraud and Corruption Strategy   2024-25

8.      Local Government Pension Scheme

9.      Receipting of Income and Banking Procedures

10.   Risk Management Plan Statement 2024-25

11.   Risk Management Strategy 2024-25

12.   Scheme of Delegation

13.   Financial Regulations 2024-25

 

The Town Clerk advised that the Accounts and Audit Regulations 2015 is a regulation that the Town Council complies with and is not for amendment or discussion at this meeting.

 

It was RESOLVED to note.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

It was proposed by Councillor Foster, seconded by Councillor Stoyel and resolved to RECOMMEND the Finance policies and amendments (as attached) to Full Council to be held on 7^th March 2024.

 

c.   General:

 

1.      Acquisition or Sale of Land and Property

2.      Allotments

3.      Complaint Handling and Customer Behaviour Policies

4.      Communications Policy and Strategy

5.      Data Retention and Disposal Policy

6.      Equality and Diversity Policy

7.      Events and Hire of Town Council Premises

8.      FOI Model Publication Scheme 2024-25

9.      Freedom of Information Policy

10.   Grants Policy

11.   Match Funding Policy

12.   Planning – a Guide for Councillors

13.   Public Loudspeaker Policy

14.   Receiving Public Questions, Representations and Evidence at Meetings

 

Councillor Foster left the meeting and then re-joined  ...  view the full minutes text for item 156/23/24

None.

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

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

None.

It was proposed by Councillor B Samuels, seconded by Councillor Stoyel and RESOLVED to issue the following Press and Social Media release:

 

1. CIL playpark project funding.

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.

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.