Agenda and draft minutes

Services Committee - Thursday 8th December 2022 6.30 pm

Venue: Guildhall

Items
No. Item

88/22/23

Health and Safety Announcements.

Minutes:

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

89/22/23

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.  Assistant 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.

 

Councillor

Agenda Item

Pecuniary/Non-Pecuniary

Reason

Left Meeting

Bickford

10

Non-Pecuniary

Volunteer Director of PL12

Yes

Bullock

10

Non-Pecuniary

Volunteer of PL12

Yes

 

 

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

 

None.

90/22/23

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 Town Council must do so by 12 noon the day before the meeting.

Minutes:

None.

 

91/22/23

To receive and approve the minutes of the Services Committee held on Thursday 13th October 2022 as a true and correct record. pdf icon PDF 237 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 Peggs, seconded by Councillor P Samuels and RESOLVED that the minutes of the Services Committee held on Thursday 13th October 2022 were confirmed as a true and correct record.

92/22/23

To receive the Services Committee budget statement and consider any actions and associated expenditure. pdf icon PDF 64 KB

Additional documents:

Minutes:

It was RESOLVED to note.

 

93/22/23

To consider Risk Management reports as may be received.

Minutes:

No report.

94/22/23

To receive and consider approving recommendations from the Property Maintenance Sub Committee held on 11th October 2022. pdf icon PDF 7 KB

Minutes:

Councillor Miller arrived and joined the meeting.

 

Members considered the recommendation received from the Property Maintenance Sub Committee.

 

RECOMMENDATION:

 

23/22/23         TO RECEIVE QUOTES FOR THE APPOINTMENT OF A TOWN COUNCIL BUILDING SURVEYOR AND CONSIDER ANY ACTIONS AND ASSOCIATED EXPENDITURE.

 

Councillor Bickford returned to the meeting.

 

The Town Clerk provided an overview on the three quotes received for various works that require specialist advice.

 

The Town Clerk added that Company C confirmed they were unable to quote due to current workload.

 

It was proposed by Councillor Dent, seconded by Councillor Miller and RESOLVED to appoint Company B as the Town Council’s Building Surveyor to be reviewed annually, subject to the Town Clerk seeking references from local Town and Parish Councils.  See attached outline fee structure for costings.

 

Councillor Yates left the meeting.

 

Councillor Yates returned to the meeting.

 

The Town Clerk brought Members attention to the Services Committee Professional Fees budget code 6418 available funds.

 

It was proposed by Councillor Miller, seconded by Councillor Bickford and resolved to RECOMMEND to the Services Committee:

 

1.  To create a new budget code Professional Fees and vire £5,000 from General Reserves to the new budget code for the year 2022-23;

 

Please note; a new budget code is not required as budget code 6418 Professional Fees already exists for this purpose.

 

2.  To provide continuation of the budget for Professional Fees for the year 2023/24 with a suggested available budget of £10,000 per annum.

 

It was proposed by Councillor Bullock, seconded by Councillor Dent and resolved to RECOMMEND to Full Council to be held on Thursday 12th January 2023 to vire £5,000 from General Reserves to budget code 6418 Professional Fees for the year 2022-23.

 

It was RESOLVED to note that Saltash Town Council budgeted £10,000 for Professional Fees in the Precept for the year 2023-24.

95/22/23

To receive a report from Saltash Environmental Action and consider any actions and associated expenditure. pdf icon PDF 234 KB

Minutes:

It was proposed by Councillor Peggs, seconded Councillor Stoyel and RESOLVED:

 

1.  To note the report;

 

2.  To provide delegated authority to the Service Delivery Manager to procure suitable signage for the Community Allotment situated at Grenfell Allotments at a maximum cost of £100;

 

3.  To allocate the cost to budget code 6511 SE Tourism and Signage.

 

 

Councillors Bickford and Bullock declared an interest in the following agenda item and left the meeting.

96/22/23

To receive a report from CEPL12 and consider any actions or associated expenditure. pdf icon PDF 53 KB

Minutes:

The Chairman gave a brief verbal overview of the request received from CEPL12 to adopt the recently installed water fountain situated outside No.8 Fore Street – The Community Kitchen.

 

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

 

1.  To note the request;

 

2.  To write to CEPL12 to commend them for their continued hard work and commitment to the community;

 

3.  To refuse the adoption of the water fountain situated outside No.8 Fore Street – The Community Kitchen.

 

 

Councillors Bickford and Bullock were invited and returned to the meeting.

 

97/22/23

To receive a report from the Service Delivery Department and consider any actions or associated expenditure. pdf icon PDF 176 KB

Minutes:

Members discussed the report received and praised the Service Delivery Team for their commitment and hard work.

 

The Chairman advised Members that the Service Delivery equipment is now stored correctly, no further storage is required.

 

The Chairman reminded Members that a request for the Town Clerk to determine storage for the Guildhall and Isambard House remains outstanding.

 

It was RESOLVED to note the report and that the Town Clerk continues to obtain storage options reporting back at the next Services Committee meeting.

98/22/23

To receive a report on Playparks and consider any actions and associated expenditure.

Minutes:

The Chairman requested Members give consideration to set up a Town Council policy supporting community organisations to apply for match funding to improve Saltash Town Council playpark equipment.

 

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

 

1.  To delegate authority to the Town Clerk to work up a draft Playpark Match Funding Policy based on organisations raising £10,000 (excluding grants) for the Town Council to consider match funding;

 

2.  That the draft policy is received and considered at the next Services Committee meeting.

 

 

99/22/23

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.

100/22/23

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

Minutes:

None.

101/22/23

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.

102/22/23

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

Minutes:

None.

103/22/23

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

Minutes:

It was proposed by Councillor Peggs, seconded by Councillor Bickford and RESOLVED to issue the following Press and Social Media Releases:

 

1.  Work of the Service Delivery Department.