Agenda and minutes

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

The Chairman introduced and welcomed Ian Bovis the newly appointed Service Delivery Manager.

Councillor Miller arrived and joined the meeting.

The Chairman informed Members he wished to appoint a Vice Chairman for this meeting only.

It was proposed by Councillor P Samuels, seconded by Councillor B Samuels and RESOLVED to appoint Councillor Stoyel as Vice Chairman for this meeting only.

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.

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

None received.

95/23/24 TO CONSIDER URGENT NON-FINANCIAL ITEMS AT THE DISCRETION OF THE CHAIRMAN.

Tamar Bridge and Torpoint Ferry Key Stakeholder Consultation.

Due to the Tamar Bridge and Torpoint Ferry public consultation closing on 29th

October 2023 and the next Full Council meeting being 2nd November 2023, Members were asked to consider providing permission for Councillor Bickford to work up a letter of response on behalf of the Town Council to the Joint Tamar Bridge and Ferry Committee.

It was proposed by Councillor Dent, seconded by Councillor Lennox-Boyd and

RESOLVED to approve Councillor Bickford to work up a response on behalf of Saltash Town Council to be shared with Members for their input, submitting to the Joint Tamar Bridge and Ferry Committee.

The above resolution is to be ratified at Thursday 14th December 2023 Services

Committee meeting.

It was proposed by Councillor Dent, seconded by Councillor Mortimore and RESOLVED to ratify minute 95/23/24 of the Services Committee meeting held on 12^th October 2023.

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 P Samuels, seconded by Councillor Bickford and RESOLVED to amend minute nr. 82/23/24 point 4 from 5pm to 4:30pm to reflect the correct opening hours of the public conveniences.

It was proposed by Councillor P Samuels, seconded by Councillor Gillies and RESOLVED that the minutes of the Services Committee held on 12^th October 2023 were confirmed as a true and correct record.

It was proposed by Councillor Mortimore, seconded by Councillor Miller and RESOLVED to ratify the Town Clerk’s report spend of £8.89 allocated to budget code 6572 EMF Festive Lights.

It was proposed by Councillor P Samuels, seconded by Councillor Stoyel and RESOLVED to note the budget statements and approve the following virements:

1.  £1,300 from budget code 6907 Seagull Bags to 6506 Grounds Maintenance and Watering to cover future expenditure;

2.  £1,500 from budget code 6531 Public Toilet Commercial Cleaning to 6508 Public Toilets (Operational Costs) to cover future expenditure;

3.  £500 from budget code 7114 Equipment Longstone to 7110 General Repairs and Maintenance Longstone to cover future expenditure.

Nothing to report.

a.  Departmental Report;

North Road Bus Stop

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

1.  Approve option 3;

2.  Delegate to the Service Delivery Manager to manage the removal of the existing construction in-house, liaising with the Admin Officer;

3.  Delegate to the Admin Officer to arrange with Fernbank Advertising to install a new bus shelter and for that shelter to form part of Saltash Town Councils existing shelter advertising agreement, at no cost to the Town Council.

Town Clock

It was proposed by Councillor P Samuels, seconded by Councillor Stoyel and RESOLVED to delegate to the Service Delivery Manager to agree a future Service Level Agreement on behalf of the Town Council working within budget 6504 Street Furniture, reporting back at a future Services Committee meeting.

H&S Audit Sept 2023

It was proposed by Councillor P Samuels, seconded by Councillor B Samuels and RESOLVED to delegate to the Service Delivery Manager to procure items to meet the health and safety audit requirements working within the relevant Services Committee budgets, reporting back at a future Services Committee meeting.

Chipper

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

1.  To purchase a used chipper machine from Company A at a cost of £3,995 + VAT including a three month warranty and Service Level Agreement;

2.  To delegate to the Service Delivery Manager to ensure staff are fully trained, a comprehensive Risk Assessment and Method Statement is agreed by staff, and the equipment is insured;

3.  To ensure training and health and safety is in place prior to the machinery becoming operational;

4.  To allocate associated costs to budget code 6578 EMF Equipment and Vehicles (Capital Work).

It was RESOLVED to note the remainder of the departmental report.

The Town Clerk informed Members that reports b to e are work-in-progress and that the Service Delivery Manager aims to further improve the shared data.

b.  Grounds Maintenance Works;

It was RESOLVED to note.

c.   Work Request Log;

It was RESOLVED to note.

d.  Statutory and Mandatory Building Asset Checks;

It was RESOLVED to note.

e.  Vandalism and Anti-Social Behaviour Report.

It was RESOLVED to note.

The Town Clerk informed Members on the report received and contained within the circulated reports pack.

It was proposed by Councillor P Samuels, seconded by Councillor Dent and RESOLVED;

1.  To not sign up to the 2024-25 LMP due to lack of in-house resources at present;

2.  To request Cormac cut the key paths when they receive reports on them being overgrown;

3.  To note Cormac will only cut to the value of the grant;

4.  To clearly advertise who and how the Service will be managed together with the reporting system.

The Town Clerk informed Members on the report contained within the circulated reports pack.

Members discussed the proposal to sub contract the operations of the public toilets, associated cost, and the current operational impact on the Service Delivery Team when requesting these duties be undertaken in-house.

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

1.  To appoint Company A to undertake the operations of opening, closing and cleaning the Town Council public toilets on a three month rolling contract as attached;

2.  To approve the fixed monthly cost of £2,275 for the year 2023-24;

3.  To approve the fixed monthly cost of £2,914.28 for the year 2024-25;

4.  Associated cost allocated to budget code 6531 Public Toilet Commercial Cleaning;

5.  To vire £3,000 from the 2023-24 budget code 6531 Public Toilet Commercial Cleaning to the same budget code for 2024-25 to cover the associated shortfall in cost;

6.  To delegate to the Service Delivery Manager to arrange the appointment and oversee the works reporting back at future Services Committee meetings;

7.  To continue to purchase cleaning products and undertake maintenance work in-house;

8.  To suspend Standing Order Section 17/1.1 and Financial Regulations Section 10/10.1 due to the lack of interest in the Service required;

9.  The above is subject to successful recruitment by the sub-contractor, HR consultations, insurance certificates, risk assessments and method statements.

Members discussed the report received and contained within the circulated reports pack.

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

1.  To approve Company A temporary hire agreement at a cost of £40 inc VAT per day until a permanent solution is agreed and in place;

2.  To delegate to the Service Delivery Manager to sign off the hire agreement on behalf of the Town Council, ensuring the vehicle is fully insured and road worthy;

3.  To allocate associated hire cost to budget code 6578 EMF Equipment and Vehicle Capital Works;

4.  To allocate the insurance cost to budget code 6205 PF Insurance;

5.  To delegate to the Service Delivery Manager working with the Town Clerk to ascertain best value for the sale of vehicle SA11 SYV and proceed with the process in line with Financial Regulations Section 15 and to avoid further depreciation.

The Town Clerk reported that receiving quotes for the works required had proved difficult with many companies not wishing to quote or qualified to undertake the work.

It was proposed by Councillor B Samuels, seconded by Councillor Dent and RESOLVED to approve Company A to undertake the Guildhall boiler flue works subject to providing insurance certificates, risk assessments and method statements, at a cost of £4,300+vat allocated to budget code 6403 Electricity Guildhall (due to surplus funds).

Members discussed the three quotes received and the possibility of Evergreen plants being used to assist with low maintenance.

The Town Clerk reminded Members of the request from the Veterans Charity and their Help Create a River of Poppies in Cornwall initiative which Members may wish to consider.

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

1.  To appoint Company A to supply and assist with planting the Spring/Summer beds and hanging baskets subject to clarification of additional cost for some evergreen and wildflower planting;

2.  To approve the associated cost of £4,125.26 to be allocated to budget code 6506 Grounds Maintenance and Watering;

3.  To delegate to the Service Delivery Manager to work with contractor on the type of bedding to be planted mid-May/June 2024, working within budget, reporting back at a future Services Committee.

It was proposed by Councillor P Samuels, seconded by Councillor Stoyel and RESOLVED to defer to the 8^th February 2024 Services Committee meeting subject to sufficient information being available following a site visit.

Town Clerk briefed Members on the report received and circulated within the reports pack.

Members discussed in length the monitoring hours, 6 month free trial, and the necessity for data to be received before, during, and after the trial period.

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

1.  To approve a 6 month trial of a 4g CCTV camera provided and installed by Plymouth City Council to the lighting column located between Betfred and the Spa Dentists, at no cost to the Town Council;

2.  To approve a licence to work within the highway at a cost of £97;

3.  To request Plymouth City Council to confirm the trial commencement date subject to their availability;

4.  To seek advice from Plymouth City Council on the most suitable monitoring hours for a proposed three camera CCTV scheme in order to obtain a formal quote;

5.  To request Plymouth City Council to provide data before,during, and after the trial period to form part of the main proposal;

It was proposed by Councillor P Samuels, seconded by Councillor Miller and resolved to RECOMMEND to the Policy and Finance Committee the associated cost (point 2 above) be allocated to budget code 6270 PF EMF Crime Reduction.

(Pursuant to Extraordinary Services held on 28.8.23 minute nr. 58/23/24)

The Town Clerk updated Members on the letter received from Cornwall Council prior to this evening’s meeting confirming the successful funding bid applied for under the Community Infrastructure Levy (CIL).

The Town Clerk further reported that Cornwall Council have awarded Saltash Town Council £75,000 of CIL funding on the condition that the Town Council cover any increase in cost following completion of the formal procurement process.

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

1.  To delegate to the Town Clerk to review and sign the funding agreement for the award of £75,000 of CIL funding, subject to the Town Council covering any increase of cost following completion of the formal procurement process;

2.  To delegate to the Town Clerk to prepare a specification to tender and comply with the Town Council procurement regulations;

3.  To delegate to the Town Clerk to arrange the in-house tender scoring process;

4.  To report back at a future Services Committee meeting to appoint a contractor to undertake the work to improve the Pillmere Community Play Provision.

Members thanked the Town Clerk and Mel Richardson Consultancy for their work.

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

1.  To approve the amended protected title ‘Queen Elizabeth Memorial Rose Garden’ together with the years of Queen Elizabeth II’s life.

2.  To be located in the circular planted area outside the Maurice Huggins Room together with Queen Elizabeth Pink Roses;

3.  To delegate to the Service Delivery Manager to procure a memorial stone and Queen Elizabeth pink roses at a maximum cost of £1,000 allocated to budget code 6506 Grounds Maintenance and Watering.

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

1.  To note the report;

2.  That Service Delivery are to provide woodchip for the community allotment pathways subject to availability;

3.  To welcome SEA’s support for Elwell Woods and look forward to receiving a more detailed plan of the future of Elwell Woods in the New Year.

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.

None.

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

1.  Town Clock;

2.  Community Infrastructure Level Funding Awarded;

3.  Local Maintenance Partnership 2024-25;

4.  CCTV;

5.  Public Conveniences subject to HR consultation;

6.  Public Royal Names.