Agenda and minutes

Councillor Bickford in the Chair to open the meeting and deliver agenda item 1.

It was proposed by Councillor Brady, seconded by Councillor Martin, to nominate Councillor Bickford.

No further nominations were received.

Following a vote it was RESOLVED to elect Councillor Bickford as Chairman.

Councillor Bickford in the Chair.

It was proposed by Councillor P Samuels, seconded by Councillor B Samuels, to nominate Councillor Brady.

It was proposed by Councillor Gillies, seconded by Councillor Martin, to nominate Councillor Gillies.   

No further nominations were received.

Following a vote it was RESOLVED to elect Councillor Gillies as Vice Chairman.

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 Stoyel and RESOLVED that the minutes of the Services Committee held on 10 April 2025 were confirmed as a true and correct record.

a.  To receive the current Committee budget statement.

The Office Manager / Assistant to the Town Clerk gave a brief update with regard to the budget statements and confirmed that there are no areas of concern.

It was RESOLVED to note.

Nothing to report.

It was proposed by Councillor Bickford, seconded by Councillor Gillies and RESOLVED the next item of business to be received is agenda item 22.

Members received and reviewed the request and accompanying report received from the members of the former Saltash Great War Commemoration Committee (SGWCC) contained within the circulated reports pack.

The Chairman referred to L Marsh in attendance, a former member of the former SGWCC who with the agreement of the meeting, was invited to speak.

Members discussed the report in detail and debated the position of the Town Council who had adopted the World War I Pebble Memorial on 14 July 2021, and that of the former members of the SGWCC, who are requesting the Town Council consider supporting them in their wish to raise funds to repaint and restore the Memorial.

Members emphasised the importance of receiving Risk Assessments, Insurance documentation, and Health and Safety requirements before any work begins on a Town Council site.

It was confirmed by the former SGWCC that they are both capable of undertaking the task, having done similar projects previously, and willing to fundraise for the restoration, providing all necessary documentation to the Town Council upon appointment of contractors.

The former SGWCC are confident that the artist approached to carry out the work would do so sympathetically, responsibly and professionally. The paints used would be long lasting and the Memorial Pebbles would be decorated in keeping with the original designs. 

The former SGWCC are confident that they could oversee the whole project in a professional manner, and that they would prefer to appoint and manage the works themselves, working with the Service Delivery Manager to ensure works are carried out safely.

It was proposed by Councillor Brady, seconded by Councillor P Samuels and resolved:

1.  The Town Council appoint an artist and contractor for the repainting and resin coating of the Memorial Pebbles with support for fundraising to be received from the former members of the SGWCC, allocating any shortfall of costs to budget code 6506 Grounds Maintenance and Watering; 

2.  To note future budgeting of funds be considered at the Services Precept meeting allocating to 6571 SE EMF Saltash Recreational Areas.

Councillor Miller requested a recorded vote.

Following the recorded vote, the Officer Manager / Assistant to the Town Clerk confirmed that the proposal did not carry.

It was proposed by Councillor Miller, seconded by Councillor Ashburn and RESOLVED:

1.  To allow the former members of the SGWCC to undertake the restoration project of the Memorials appearance;

2.  The former members of the former SGWCC to appoint a contractor and provide relevant risk assessments, method statements and insurance certificates prior to the works commencing and signed off by the Service Delivery Manager;

3.  The former members of the former SGWCC to report back to a future Services Committee Meeting on the journey and the outcome of the Community Project;

4.  To note future budgeting of funds be considered  ...  view the full minutes text for item 29/25/26

Members agreed to take Town Visions recommendations together with agenda item 11.

Members considered the Town Vision recommendations, as outlined in the circulated reports pack, and received and reviewed the Service Committee Business Plan Deliverables for Quarter One 2025/26.

Following a discussion it was proposed by Councillor Bickford, seconded by Councillor Nowlan and RESOLVED:

1.  To approve the Town Clerk’s scores for Quarter One 2025/26;

2.  To approve the Town Vision Sub Committee’s recommendation (a-h) as attached;

3.  To delegate to the Town Clerk to review the recommendations and apply accordingly for review at future Services Committee meeting;

4.  To delegate to the Town Clerk to score Quarter Two 2025/26.

a.  Departmental Report;

Members received and reviewed the Service Delivery Department report as contained within the circulated reports pack.

The Service Delivery Manager provided an overview of the report, outlining the department’s recent works.

Members discussed Longstone Public Conveniences opening hours and vandalism being experienced and the possibility of closing Longstone Toilets earlier but raised strong concerns due to community reliance during those hours.

Members felt changes could discourage use of Longstone Park and cause confusion, given the widely advertised opening times.

The Service Delivery Manager confirmed Cornwall Council will cut back surrounding shrubbery within 28 days which it was hoped would improve visibility and deter vandalism.

Members suggested that redesigning the entrance to create a more open layout could help deter vandalism.

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

1.  To note the report received from the SD Department;

2.  For Longstone Toilets to remain open as previously agreed - 8:30am to 7:00pm - 1st April to 30th September, delegating to the Services Delivery Manager to review the entrance design to the toilets, reporting back to the Property Maintenance Sub Committee.

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;

It was RESOLVED to note.

e.  Statutory and Mandatory Building Asset Checks.

It was RESOLVED to note.

Members received and reviewed the Service Delivery equipment report contained within the circulated reports pack.

The Office Manager / Assistant to the Town Clerk informed the meeting that the quotes received and contained did not meet financial regulations, therefore it was advised to defer the item, requesting further information be provided at a future Services Committee meeting.

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

1.  To defer to the following Services Committee meeting to allow the Service Delivery Manager to provide a revised report containing three detailed quotes for an RTV and battery operated equipment, as per financial regulations, inclusive of a detailed inventory of what the SD Department currently have in stock and its condition, working with the Town Clerk for final sign off;

2.  To note the cost analysis comparing the purchase of a Cherry Picker against ongoing hiring costs.

It was proposed by Councillor Bickford, seconded by Councillor Miller and resolved to RECOMMEND the amended Noticeboard Policy to Full Town Council to be held on 7 August 2025, as attached.

Members received and reviewed the updated report on the Jubilee Pontoon, contained within the circulated reports pack.

The Chairman thanked the Town Clerk for all of her hard work in connection with the repair and refurbishment of the pontoon. 

The pontoon is now back in the water and fully operational with all ten berths full and several people on the waiting list. 

It was RESOLVED to note.

Members received the recommendation from the Property Maintenance Sub Committee, contained within the circulated reports pack.

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

1.  To note the recommendation from the Property Maintenance Sub Committee and approve Annual Maintenance checks are to be undertaken by the Service Delivery Department;

2.  To ensure that the 2 yearly inspection costs be included in the 5-year Repair and Maintenance Plan, noting that no appointment to undertake the 2 yearly inspections is required at this stage.  

Members received and reviewed the report for further maintenance works required to the link bridge section of the pontoon, detailed and contained within the circulated reports pack.

The SD Department had taken advantage of the pontoon not being in place, to carry out maintenance work on the deck boards.  It was subsequently noticed that there is some corrosion to the walkway.

These areas are cause for concern and require to be addressed. However, it is not thought that this is an issue which requires immediate attention.

Members considered that the matter should be deferred to the October meeting of the Services Committee to allow opportunity to source alternative quotes and to plan for a programme of works in the winter period. 

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

1.  To approve in principle,repair works to the walkway sections of the pontoon to be undertaken in the winter months to avoid further disruption to the service;

2.  To delegate to the Service Delivery Manager to obtain a further two quotes in line with Financial Regulations, reporting back to the following Services Committee meeting;

3.  To note Primrose Marine’s Pontoon Survey and recommendations.

Councillor Brady gave his apologies and left the meeting.

It was RESOLVED to note.

Councillor Martin left and returned to the meeting.

Members received and reviewed the Christmas lights working group report contained within the circulated reports pack.

Members appreciated the cost breakdown, but concerns were raised about the overall expense, particularly for items like road closures, entertainment and prizes.

Members discussed alternative locations emphasising the need for a balanced, safe and well-budgeted event.

Clarification was sought on whether it is a Town Council or Chamber of Commerce led event.

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

1.  To approve a maximum budget of £2,500 allocated to budget code 6506 Grounds Maintenance and Watering; 

2.  To approve the Administration Department to invite Primary Schools to a ceremony to switch on the Christmas Lights on Fore Street;

3.  To approve the Saltash Town Council representatives of the working group to lead on the treasure hunt;

4.  To seek clarification of the Christmas Light Switch On working group as to whether this is a Town Council event supported by the Chamber of Commerce;

5.  The Christmas Light Switch On working group to confirm the final event arrangements at October’s Services meeting.

Members received and reviewed the report on the Town’s festive lighting provisions contained within the circulated reports pack.

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

1.  To note the report and that EICR testing and upgrading of the infrastructure of Fore Street supply points had been completed in-house;

2.  To approve a virement of £3,000 from budget code 6506 Grounds Management and Watering to 6515 Festive Lights Maintenance & Electricity, to replace the supply units with new components that match the specification and build quality recently installed, inclusive of stainless-steel brackets and to be completed in-house by the SD Department;

3.  To install daylight detection timers for the Festoon Lighting at the same time as replacement of the supply units, working within budget code 6515 Festive Lights Maintenance & Electricity.

Members received and reviewed the CCTV report contained within the circulated reports pack.

The Chairman advised Members that the S106 application to fund the cameras in Fore Street had been signed off by the S106 Officer and is due to be considered by the S106 panel.

Members discussed the placement of the CCTV cameras and of the ability to redeploy cameras to different locations.

It was RESOLVED to note.

Members praised the Grenfell Avenue Community Allotment for their excellent report, which clearly demonstrates the effective use of the plot.

It was RESOLVED to note.

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.

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

The Chairman confirmed that the meeting was now in Part Two and reminded Members that the items discussed are of the strictest confidence and must not be discussed or shared with others.

Members are to ensure all CONFIDENTIAL papers are returned to the Office Manager / Assistant to the Town Clerk immediately after this agenda item.

Members discussed the report received.

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

1.  To note that this matter is taken in part two of the Public Bodies Act 1960 due to commercial sensitivity and contractual reasons;

2.  To note that the procurement process was properly followed and that three bids were received.  The Council approved the recommendation made by the evaluation panel as part of the procurement process to appoint Company A for a three-year period commencing in 2025, at a total cost of £88,242.90, subject to a full site survey;

3.  The contract will be funded through equal annual payments of £29,414.30, allocated to Budget Code 6572 EMF Festive Lights, for the design, supply, installation, maintenance, removal, storage, with necessary approvals obtained as required, of all Christmas/festive lights and decorations;

4.  To delegate authority to the Town Clerk to oversee the management of the contract between Saltash Town Council and Company A, including approval of any additional costs, provided they remain within the allocated budget of £90,000, reporting back to future Services Committee meetings as necessary.

None.

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

It was proposed by Councillor Bickford, seconded by Councillor Gillies and RESOLVED that the public and press be re-admitted to the meeting.

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

1.  Vandalism reporting for public conveniences (Social Media Post);

2.  CCTV, at the appropriate time;

3.  Pebble Memorial Restoration in partnership with former members of the Saltash Great War Commemoration Committee;

4.  Christmas Lights and the partnership with the Christmas Event, at the appropriate time;

5.  Grenfell Avenue Community Allotment.