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.

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 email or via The Guildhall no later than 12 noon the day 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.

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 Bickford, seconded by Councillor Miller and RESOLVED to amend minute 90/24/25 point 2 - To note the surrounding trees and greening area to Pillmere Drive play park is already the responsibility of Saltash Town Council.  The play park itself will be Saltash Town Council's responsibility from 1 April 2025 when Cornwall Council officially handover the area.

It was proposed by Councillor Bickford, seconded by Councillor Brady and RESOLVED that the minutes of the Services Committee held on 12 December 2024 were confirmed as a true and correct record.

It was proposed by Councillor Bickford, seconded by Councillor Brady and RESOLVED to note the budget statements andto vire £500 from 6517 SE Cross (Maintenance) to 6524 SE Vehicle Maintenance and Repair Costs.

The Guildhall Building

The Town Clerk emphasised the urgent and essential works that needed to be carried out due to deterioration of the building, as outlined in the circulated reports pack.

The Town Clerk informed Members on the upcoming works to be undertaken by Aquarod, who have been appointed to investigate and repair a blocked pipe that is causing significant damp issues within the Town Clerk’s Office.

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

1.  To note Town Clerk’s report;

2.  To ratify the Town Clerk’s, spend of £2,183 + VAT for the appointment of Aquarod to undertake urgent and essential work to the Guildhall Building;

3.  To delegate to the Town Clerk to sign off future spend, as necessary, to resolve the fixing of the Guildhall downpipe, working within budget updating the Chairman of both the Services Committee and Property Maintenance Sub Committee;

4.  To receive future update reports at either a Services Committee or Property Maintenance Sub Committee meeting.

Jubilee Pontoon

Councillor Bickford informed Members of the current condition of the Pontoon following a site visit with the Town Clerk early today.

The Town Clerk informed Members that a further report on the condition of the pontoon would be presented under Agenda Item 9. However, due to serious Health and Safety concerns, the Risk Management report outlining the urgent and essential works would be addressed first.

Emphasising the critical nature of this issue, the Town Clerk urged Members to approve the necessary works detailed in the report without delay.

The Town Clerk reported that Company B had since provided an additional cost of £1,500 to undertake NDT testing of the five piles identified as areas of concern and pressure testing the floats.

Councillor Bickford provided a detailed overview of both quotes received and the scope of work involved.

Members discussed the future of the pontoon, unanimously agreeing that no further decisions could be made until it had been removed, assessed for damage, first phase repairs complete, and insurance implications confirmed.

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

1.  To note the Town Clerk’s report;

2.  To appoint Company B to carry out phase one works to the pontoon at a cost of £26,450 +VAT;

3.  To delegate to the Town Clerk to oversee the appointment of Company B obtaining insurance certificates and RAMS and to notify Cornwall Council as the owners;

4.  To RECOMMEND to Full Council to approve a virement of £26,450 from General Reserves to budget code 6584 EMF Pontoon Maintenance Costs;

5.  Members recognise the Services Committee is a Full Standing Committee and with confidence of the Full Town Council recommendation, requested the Town Clerk to proceed immediately with the appointment of Company B considering the urgent health and safety aspect reported.

a.  Departmental Report;

It was RESOLVED to note.

b.  Grounds Maintenance Works;

It was RESOLVED to note.

c.   Work Request Log;

It was RESOLVED to note.

d.  Vandalism and Anti-Social Behaviour Report;

Nothing to report.

e.  Statutory and Mandatory Building Asset Checks.

It was RESOLVED to note.

Members received the detailed report on the current condition of the pontoon and an update on the insurance claim and tenancy at will.

Members discussed the proposed works, acknowledging the potential timeframes while recognising the many uncertainties of works, associated cost, insurers current position, and the Town Council’s responsibility against the tenancy at will.

It was proposed by Councillor Bickford, seconded by Councillor Brady and RESOLVED:

1.  To note the report and that the Health and Safety element of the Pontoon, phase one work, has been actioned under agenda item 7 at this evening’s meeting (minute nr. 106/24/25);

2.  To delegate to the Responsible Finance Officer to liaise with the Town Council insurers providing evidence of maintenance work to the pontoon over the years;

3.  To delegate to the Town Clerk to oversee phase one pontoon work reporting to the Chairman of the Services Committee, what phase two looks like, associated cost and the insurers position, reporting back to a meeting to be determined.

Members considered the detailed report circulated in the reports pack, discussing the administration charges outlined in the Town Council's Pontoon Mooring Agreement that applies to Licensee’s when processing refunds.

It was proposed by Councillor Miller to approve:

1.  Reimbursement of the berthing fee pro rata for the unexpired part of the Licence period, not applying the 20% administrative fee;

2.  The pro rata period is to be applied from the date the Licensee vacated the pontoon to 31 March 2025.

The motion did not receive support and therefore did not move.

It was proposed by Councillor Bickford, seconded by Councillor Brady and RESOLVED to approve:

1.  Reimbursement of the berthing fee pro rata for the unexpired part of the Licence period, subject to a 20% administrative fee;

2.  The pro rata period is to be applied from the date the Licencee vacated the pontoon to 31 March 2025.

(Pursuant to the Services Committee meeting held 12.12.24, minute number 90/24/25)

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

It was proposed by Councillor Brady, seconded by Councillor Gillies and RESOLVED:

1.  To instruct Cornwall Council at their cost, to remove all play equipment prior to 1 April 2025 leaving the play area closed.  Service Delivery to undertake checks and maintain the area;

2.  To instruct Cornwall Council at their cost, to remove the litter bin prior to 1 April 2025;

3.  Members to consider the future of the site at the July Services Committee meeting.

The Town Clerk provided a verbal overview on the report received and contained within the circulated reports pack.

The Town Clerk outlined the reasons for the delay in signing the formal funding agreement on behalf of the Town Council, primarily due to the absence of a management agreement or license from Cornwall Council. This document is necessary to allow Saltash Town Council to undertake the work (play park and sensory garden) on Cornwall Council land.

Additionally, the delay is impacted by upcoming sea defence works planned by Cornwall Council.

The Town Clerk is awaiting further information to clarify how the project will proceed and has scheduled a meeting with Cornwall Council / Cormac early next week.

The Community Infrastructure Fund has been informed and is aware of the delay.

It was proposed by Councillor Bickford, seconded by Councillor Brady and RESOLVED:

1.  To note the updated report;

2.  To delegate to the Town Clerk to work with the relevant responsible Cornwall Council and Cormac Offices to bring the project to fruition reporting back at a future Services meeting;

3.  To delegate to the Town Clerk to negotiate the right deal with Cornwall Council to formalise a management agreement or licence with the Town Council’s ambitions being a Lease;

4.  To note this area may form part of the devolution package that is currently under review.

Members received the policy for Corrections and Additions to Town Council War memorials.

It was brought to the attention by Councillor B Samuels that the proposed name was already present on the new war memorial.

Members proposed amendments to the policy.

It was proposed by Councillor Bickford, seconded by Councillor Dent and RESOLVED:

1.  To RECOMMEND to Full Council to be held on 6 March 2025 to approve the Corrections and Additions to the Saltash War Memorial policy, subject to amendments as attached;

2.  To note the request to add a name is not required at this time because the name is already listed;

3.  To update the Commonwealth War Graves Commission with the names on the new ‘Lest We Forget’ war memorial benches.

Members expressed their gratitude to local historian Peter Clements for his independent research and support to the Administration Department.

Members reviewed the report and considered suitable locations from the proposed sites identified in the report as areas that would benefit from CCTV coverage.

Members also discussed the associated cost of procuring the cameras and the potential for using S106 funding to cover the cost of the Town Centre cameras.

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

1.  To delegate to the Administration Officer to purchase five CCTV cameras to cover locations - Top and bottom of Fore Street, Ashtorre Rock area, Old Ferry Road and Burraton Cross Traffic lights;

2.  To delegate to the Administration Officer to submit an S106 application for associated capital cost for the cameras located in the Town Centre and RECOMMEND to Policy and Finance Committee for the remaining cost to be allocated to budget 6270 PF EMF Crime Reduction;

3.  To delegate to the Administration Officer to appoint Plymouth City Council for the monitoring of, reporting and information sharing (Service Level Agreement) at a cost of £3,000 per annum allocated to budget 6229 SE CCTV Annual Maintenance;

4.  To note there is likely to be additional cost relating to suitability of columns, electricity, permissions, additional improvements etc. the costs are to be allocated to budget 6229 SE CCTV Annual Maintenance working within budget;

5.  To comply with all CCTV regulations;

6.  To delegate to the Town Clerk on behalf of Saltash Town Council to sign the Service Level Agreement between Saltash Town Council and Plymouth City Council;

7.  To delegate to the Town Clerk to sign the application to join the Airwave Sharers List and complete a TEA2 sub-licence to be submitted by 1 September 2025 at no cost to the Town Council.

Members received the report to turn the river of lights on to brighten up Fore Street, contained within the circulated reports pack.

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

1.  To delegate to the Service Delivery Manager (SDM) to arrange for the river of lights on Fore street to be utilised between dusk and 11.30pm at the earliest opportunity;

2.  To delegate to the SDM to purchase additional timers, only if required, associated cost to be allocated to budget code 6515 SE Festive Lights Maintenance and Electricity Cost;

3.  An updated report on the river of lights switch on to be received at a future Services Committee meeting.

(Pursuant to Services held on 12.12.24 minute nr. 93/24/25)

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

Members were informed that the dates for 2024 had already been set, making it necessary to postpone a joint event with the Saltash Chamber of Commerce until 2025.

Members also discussed the associated cost and the potential format of the event, agreeing that further information is required to be gathered and reported back to the Services Committee for consideration.

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

1.  To note the report;

2.  To create a working group comprising of Councillors Peggs and Bullock and representatives of the Chamber of Commerce to create a separate joint light switch on event with the potential date of 14 November 2025 at 6pm;

3.  To receive an updated report from the working group at the April Services Committee meeting inclusive of what the event will look like together with timings, associated cost, promotion of the event and the financial contribution being sought from Saltash Town Council and the Chamber of Commerce.

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

The Town Clerk advised Members that work agreed with Saltash Environmental Action (SEA) would become the Town Council’s responsibility if SEA were to disband in the future.

It was proposed by Councillor Bickford, seconded by Councillor Gillies and RESOLVED to:

1.  Request SEA to reconsider chemical treatment to treat the heliotrope in Elwell Woods with a report to be received at the April Services Committee meeting;

2.  Approve seed with meadow grass and wildflowers in the proposed site Orchard D, once the heliotrope has been removed and subject to the Town Clerk reviewing the Lease Agreement with Cornwall Council;

3.  Approve SEA to plant a native hedge behind the wall on Tamar Street at Elwell Woods, maintained at a manageable height, subject to the Town Clerk reviewing the Lease Agreement with Cornwall Council;

4.  Approve the purchase of six 1.8m cundy stakes to support protective caging for three silver birch trees, associated cost allocated to budget code 6589 Community Planting Initiative, subject to SEA providing evidence of Cornwall Council’s permission to plant;

5.  Approve the purchase of three 100 litre bags of bark, for routine maintenance of the tree planting in previous years, associated cost allocated to budget code 6589 Community Planting Initiative;

6.  Delegate purchasing of all items to the Service Delivery Department following all internal financial processes.

Members requested thanks be passed to SEA for their continued support.

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.

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

1.  Jubilee Pontoon – storm damage work and delay with the ferry timetable;

2.  Fore Street River of Lights;

3.  CCTV;

4.  Pillmere Drive Play Park partnership with Cornwall Council.