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.

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

None received.

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 Gillies and RESOLVED that the minutes of the Services Committee held on 9 October 2025 were confirmed as a true and correct record.

It was RESOLVED to note.

Nothing to report.

(Pursuant to Services held on 9.10.25 minute nr. 57/25/26)

Cllr Gillies declared an interest in the matter under discussion. At the request of the Chairman, she remained in the room to respond to any questions Members might have.

Cllr Miller asked Cllr Gillies for her understanding of residents’ views regarding the potential use of the land at Campion Close, should the Town Council proceed with its purchase.

Cllr Gillies responded that while no formal consultation had taken place, residents had expressed a desire for the area to be better maintained and had shown interest in its potential use as an open green space with their input/assistance.

Cllr Gillies then left the room.

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

1.  To note the Report on Title and outstanding matters provided by Coodes Solicitors.

2.  To delegate authority to the Town Clerk to respond to the queries raised in the report from Coodes Solicitors on behalf of the Town Council, as follows:

a) Section 2.4 – A site survey is not required.
b) Section 2.5 – A site valuation is not required.
c) Section 4.2 – The Council will not proceed with the acquisition of the additional parcels of land offered by the transferor.
d) Section 7.1 – There are no plans to alter access to the site.
e) Section 7.2 – The section was noted.
f) Section 7.23 – The Council agrees that the transferor should proceed with the purchase of indemnity insurance in perpetuity for both Harebell Close and Campion Close.

3.  To note that Members have no further questions at this stage.

4.  To await the resolution of outstanding matters listed in Schedule 1 of the report from Coodes Solicitors.

5.  To note that the Town Clerk has made several attempts to contact the transferor regarding the urgent need to tidy the site, but no response has been received to date.

a.  Library held on 2 September 2025;

Members considered the following recommendations from the Library Sub Committee.

RECOMMENDATION 1:

29/25/26 TO SET THE LIBRARY SUB COMMITTEE FEES AND CHARGES

FOR THE YEAR 2026/27 RECOMMENDING TO THE SERVICES COMMITTEE.

Members discussed the fees and charges set by Cornwall Council for the year 2026/27.

It was proposed by Councillor Brady, seconded by Councillor P Samuels and resolved to RECOMMEND to the Services Committee to be held on 23 October 2025 to approve the Library Sub Committee Fees and Charges for the year 2026/27, as attached.

It was proposed by Councillor B Samuels, seconded by Councillor Mortimore and resolved to RECOMMEND the Library Sub Committee Fees and Charges for the year 2026/27 as attached, to the Extraordinary Policy and Finance meeting to be held on 25 November 2025.

RECOMMENDATION 2:

30/25/26 TO SET THE LIBRARY SUB COMMITTEE BUDGET FOR THE YEAR 2026/27 RECOMMENDING TO THE SERVICES COMMITTEE.

The Finance Officer worked through the budget statement for the year 2026/27 contained within the circulated reports pack.

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

8.  To RECOMMEND to the Services Committee to be held on 23 October 2025 to approve the budget statement for the year 2026/27, as attached.

It was proposed by Councillor B Samuels, seconded by Councillor Miller and resolved to RECOMMEND the Library Sub Committee budget statement for the year 2026/27 as attached, to the Extraordinary Policy and Finance meeting to be held on 25 November 2025.

b.  Property Maintenance held on 25 September 2025;

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

RECOMMENDATION:

38/25/26 TO SET THE TOWN COUNCIL FIVE-YEAR REPAIR AND MAINTENANCE PLAN TOGETHER WITH THE SERVICES COMMITTEE  BUDGET STATEMENTS AND CONSIDER ANY ACTIONS AND ASSOCIATED EXPENDITURE.

The Finance Officer worked through the five-year repair and maintenance plan together for the year 2026/27.

Members carefully reviewed the report against the Building Condition Report and expressed concerns that the carpet recommendation provided by the building surveyor would likely incur additional costs for maintenance or replacement.

It was proposed by Councillor Brady, seconded by Councillor P Samuels and resolved to RECOMMEND the Town Council Five-Year Repair and Maintenance Plan to the Extraordinary Services Committee meeting to be held on 23 October, as attached, including the following amendment:

Guildhall Major Works

1.  Interior – Carpet Renewal / Replacement part of budget code 6470 GH EMF Guildhall Maintenance be increased from £750 to £1,000 to provide sufficient funds are available for maintenance / renewal.

It was proposed by Councillor B Samuels, seconded by Councillor Bullock and resolved to RECOMMEND the Town Council Five-Year Repair and Maintenance Plan for the year 2026/27 as attached, to the Extraordinary Policy and Finance meeting to be held on 25 November 2025.

c.   Station Property held on 29 September 2025;

Members considered the following recommendation from the Station Property Sub Committee.

RECOMMENDATION 1:

35/25/26 TO SET THE STATION PROPERTY SUB COMMITTEE FEES  AND CHARGES FOR THE YEAR  ...  view the full minutes text for item 73/25/26

The Finance Officer presented the report included in the circulated reports pack.

It was noted that the Fees and Charges for the Library and Station Property Sub-Committees had already been actioned under Minute 73/25/26.

Members proceeded to discuss the Services Committee Fees and Charges only.

It was proposed by Councillor Bickford, seconded by Councillor Gillies and resolved to RECOMMEND that the current community and commercial room hire charges for the Guildhall be retained for the financial year 2026/27, as attached, and referred to the Extraordinary Policy and FinanceCommittee meeting scheduled for 25 November 2025.

Further to this, it was proposed by Councillor Miller, seconded by Councillor P Samuels and resolved to RECOMMEND:

1.  That the current refreshment charges for both the Guildhall and Maurice Huggins Room be retained for 2026/27, due to insufficient data to support a cost increase at this time.

2.  That the mooring fees for the ten permanent berthsbe increased by 20% for2026/27,in light of high maintenance costs and increased demand.

3.  That the charges for the Trusted Boat Owner Schemeand Daily Visiting Berths be retained for 2026/27.

4.  That the Services Committee Fees and Charges for 2026/27, as attached, be referred to the Extraordinary Policy and Finance Committee meeting on 25 November 2025.

The Finance Officer provided an overview of the proposed budgets for the year 2026/27 received and contained within the circulated reports pack.

Members discussed the budget setting for the year 2026/27.

It was proposed by Councillor Bickford, seconded by Councillor Stoyel and resolved to RECOMMEND to the Extraordinary Policy and Finance Committee meeting to be held on 25 November 2025:

Guildhall Budget

Guildhall Operating Expenditure:

1.         To vire unspent funds from 6414 GH Equipment – Guildhall to 6470 SE EMF Guildhall Maintenance subject to there being an unspent balance available at the end of the year;

2.         Create budget code 6420 GH Annual Keyholding Service;

Maurice Huggins Budget

Maurice Huggins Operating Expenditure:

3.         Create budget code 7021 MA Annual Keyholding Service (new code)

Service Delivery Budget

Service Delivery Operating Income:

4.         Rename budget code 4510 Public Footpath Grant to SE Grass Cutting & Planting;

Grounds and Premises Expenditure:

5.         To vire unspent funds from 6500 SE Tree Survey and Tree Maintenance to 6591 SE EMF Tree Maintenance subject to there being an unspent balance available at the end of the year;

6.         To vire unspent funds from 6503 SE Allotments – Churchtown to 6599 SE  EMF Allotments subject to there being an unspent balance available at the end of the year;

7.         To vire unspent funds from 6532 SE Allotments – Grenfell to 6599 SE EMF Allotments subject to there being an unspent balance available at the end of the year;

8.         To vire unspent funds from 6533 SE Allotments – Fairmead to 6599 SE  EMF Allotments subject to there being an unspent balance available at the end of the year;

Town & Waterfront Expenditure:

9.         To vire unspent funds from 6511 SE Tourism & Signage to 6569 SE EMF Tourism & Signage subject to there being an unspent balance available at the end of the year;

10.      Create a new budget code 6535 SE Annual Keyholding Service;

Service Delivery EMF Expenditure:

11.      Rename budget code 6591 SE EMF Open Spaces & Tree Maintenance to 6591 SE EMF Tree Maintenance;

12.      Create a new budget code 6599 SE EMF Allotments;

Town & Waterside EMF Expenditure:

13.      Create a new budget code 6569 SE EMF Tourism & Signage and budget an additional £15k to support the improvement of tourism and signage in the town.

14.      That the Services Committee budgets for the year 2026–27, as attached, be referred to the Extraordinary Policy and Finance Committee meeting on 25 November 2025.

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 Bickford, seconded by Councillor Miller and RESOVLED to issue a press and social media release on the Town Council Facilities for hire.