Agenda and draft minutes

(Written Ballot)

The outgoing Chairman invited Members to indicate their interest in standing for the position of Chairman of the Policy and Finance Committee for the forthcoming municipal year.

Councillor P Samuels showed interest.

A written ballot was conducted.

Following the ballot, the outgoing Chairman Councillor P Samuels confirmed that a majority vote had been achieved.

It was proposed by Councillor Suter, Seconded by Councillor Stoyel and RESOLVED that Councillor P Samuels be elected Chairman of the Policy and Finance Committee for the municipal year 2026/27.

The Chairman Councillor P Samuels in the Chair.

Councillor Miller joined the meeting.

(Written Ballot)

The Chairman invited Members to indicate their interest in standing for the position of Vice Chairman of the Policy and Finance Committee for the forthcoming municipal year.

Two nominations were received from Councillors J Suter and G McCaw.

A written ballot was conducted.

Following the ballot, the Chairman confirmed that a majority vote had been achieved.

It was proposed by Councillor P Samuels, seconded by Councillor B Samuels and RESOLVED that Councillor J Suter be elected Vice Chairman of the Policy and Finance committee for the municipal year 2026/27.

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.

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

The Town Clerk confirmed one dispensation had been received in relation to agenda item 19.

Following a unanimous vote (11 in favour, 0 against, 0 abstentions), it was proposed by Councillor Nowlan, seconded by Councillor B Samuels and RESOLVED to grant a dispensation to Councillor McCaw to remain in the room solely for the purpose of presenting and summarising the report relating to the Community Chest Application from Saltash United Juniors, and to participate in the discussion for this item only (as attached).

Please note: Any member of the public requiring to put a question to the Town Council must do so by email or via The Guildhall no later than three working days before the meeting.

Members of the public are advised to review the Receiving Public Questions, Representations and Evidence at Meetings document prior to attending the meeting.

None received.

CouncillorPeggs left the meeting.

Please see a copy of the minutes on the STC website or request to see a copy at the Guildhall.

Following a unanimous vote (10 in favour, 0 against, 0 abstentions), it was proposed by Councillor P Samuels, seconded by Councillor Bullock and RESOLVED that the minutes of the Policy and Finance Committee held on 10 March 2026 were confirmed as a true and correct record.

Councillor Peggs re-joined the meeting.

The Chairman provided Members with an overview of the report circulated in the reports pack.

Following a unanimous vote (11 in favour, 0 against, 0 abstentions), it was proposed by Councillor P Samuel, seconded by Councillor Suter and RESOLVED to accept Town Vision’s recommended achievements against the relevant Policy and Finance objectives.

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.

It was RESOLVED to note.

At the invitation of the Chairman, the Finance Officer provided an overview of the report contained and circulated in the reports pack.

Following a unanimous vote (11 in favour, 0 against, 0 abstentions), it was proposed by Councillor P Samuel, seconded by Councillor Suter and RESOLVED to ratify a virement of £711.00 from budget code 6221 PF Town Messenger, to budget code 6208 PF Subscriptions.

It was RESOLVED to note.

The Chairman gave an overview of the report contained and circulated in the reports pack and advised that he wished to defer the matter to a later date to allow the Town Clerk additional time to assess the damage to the vehicle and consider whether it would be appropriate to make an insurance claim.

Following a unanimous vote (11 in favour, 0 against, 0 abstentions), it was proposed by Councillor P Samuels, seconded by Councillor Johns and RESOLVED to defer the item to a future Policy and Finance meeting, to allow the Town Clerk additional time to assess the damage to the van and consider options.

The Chairman allowed Members time to read the report contained and circulated in the reports pack.

Members considered the content of the report. The Town Clerk advised that, although the cost quoted by the proposed provider is higher than that of the previous supplier, it offers a more comprehensive Health and Safety support package.

The Town Clerk further advised that, while three quotations would normally be sought, the absence of any current Health and Safety support necessitates an appointment without delay to ensure appropriate arrangements are in place.

Following a unanimous vote (11 in favour, 0 against, 0 abstentions), it was proposed by Councillor Johns, seconded by Councillor McCaw and RESOLVED to:

1.  Approve the appointment of Company A to provide retained health and safety and fire safety support services, and to assist the Town Council in maintaining effective management arrangements to meet its statutory compliance obligations, at a cost of £5,640 + VAT for a period of 12 months.

2.  Approve, in addition to the above, the provision of consultancy sessions as required, charged at £200 for a half day and £320 for a full day.

3.  Allocate the above expenditure to budget code P&F 6214 – Health & Safety, and to recommend to the Personnel Committee that staff training costs be allocated to budget codes 6682, 6656, and 6676.

4.  Suspend Financial Regulation 5.8, due to the inability to obtain three fixed quotations within the required timescale, in order to ensure that appropriate health and safety arrangements are implemented without delay.

CC292 Saltash United Juniors;

The Chairman invited Councillor McCaw to provide an overview of the Community Chest application from Saltash United Juniors.

Councillor McCaw left the meeting to enable Councillors to score the application.

Members advised that Saltash United Juniors explore the possibility of raising additional funds to enable the purchase of a more robust shed than the one originally proposed.

Following a vote (9 in favour, 0 against, 1 abstentions), it was proposed by Councillor B Samuels, seconded by Councillor Peggs and RESOLVED to award £1,000. 

Councillor McCaw was invited and re-joined the meeting.

Following a unanimous vote (11 in favour, 0 against, 0 abstentions), it was proposed by Councillor Bickford, seconded by Councillor Stoyel and RESOLVED to award £428.88, subject to receiving a copy of the relevant Employers & Public Liability insurance certificates following renewal.

The Chairman informed Members that the Town Clerk is currently working with CALC to complete Stage 2 of the Town Council’s governance framework. He further advised that the recommendations contained within the circulated report pack can be reviewed as part of the finalisation of the governance framework, subject to their meeting statutory requirements.

Members discussed the circulated report and the recommendations therein.

Following a vote (10 in favour, 0 against, 1 abstentions), it was proposed by Councillor Stoyel, seconded by Councillor Miller and RESOLVED that the report recommendations were noted and will form part of the governance framework process to be undertaken by CALC and the Town Clerk.

It was RESOLVED to note.

The Chairman provided an overview of the circulated report, and Members discussed the recommendations.

Following a unanimous vote (11 in favour, 0 against, 0 abstentions), it was proposed by Councillor Peggs, seconded by Councillor Johns and RESOLVED to:

1.  Purchase a Deputy Mayor tricorn hat, with a silver-embroidered loop and adjustable hat-reducing foam at a cost of £521.95;

2.  Approve the loan and insurance of a Mayoral hat currently at an increase in insurance of £1 and an excess of £250;

3.  Approve a written agreement between the Town Council and a former Mayor for insurance purposes;

4.  Purchase a new Town Clerk robe and collarette at a cost of £2,477.92;

5.  Approve all associated cost to budget code 6272 Civic Regalia.

The Chairman provided an overview of the circulated report, advising Members that the draft agreement could be agreed upon in principle this evening with delegated authority to the Town Clerk to finalise the draft version.

Councillor Bickford thanked the team for bringing the agreement to fruition and noted his view that it should include a section outlining the Town Council’s expectations regarding publicity and promotion in relation to the funding the Town Council have awarded Saltash Youth Network when they then award youth services.

Members discussed the report.

Following a unanimous vote (11 in favour, 0 against, 0 abstentions), it was proposed by Councillor Stoyel, seconded by Councillor Bickford and RESOLVED to;

1.  Approvethe draft agreement in principle, subject to the Town Clerk including a section outlining expectations regarding publicity.

2.  Delegate authority to the Town Clerk to sign the final annual agreement on behalf of the Town Council.

The Chairman invited questions from Members regarding the circulated invitation from The Core.

Following a unanimous vote (11 in favour, 0 against, 0 abstentions), it was proposed by Councillor Bullock, seconded by Councillor Johns and RESOLVED;

1.  To note and thank The Core for the invitation.

2.  To record that Councillors Bullock, Stoyel, Suter, Johns and Peggs confirmed their attendance.

3.  To notethat other Councillors may attend, and that those wishing to do so will contact The Core to confirm any dietary requirements.

The Chairman invited questions on the circulated reports.

Following a unanimous vote (11 in favour, 0 against, 0 abstentions), it was proposed by Councillor Nowlan, seconded by Councillor McCaw and RESOLVED to delegate authority to the Development and Engagement Manager:

1.  To approve the purchase of additional promotional materials including interactive activities for future Town Council events to enhance public engagement;

2.  To purchase a central guttering system for the adjoining gazebos;

3.  To seek final approval from the Town Clerk and budget sign off.

a.  Neighbourhood Plan Steering Group

Nothing to report.

b.  Saltash Team for Youth

Nothing to report.

c.   Section 106 Panel

Nothing to report.

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.

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.

Following a unanimous vote (11 in favour, 0 against, 0 abstentions), it was proposed by Councillor P Samuels, seconded by Councillor Suter and RESOLVED to issue the following Press and Social Media releases;

1.  Business Plan Deliverables;

2.  Community Chest and Festival Fund awards;

3.  Promote the election of the Chair and Vice-Chair for the Policy and Finance Committee, detailing their roles and the remit of the committee.