Agenda and draft minutes

It was proposed by Councillor Dent, seconded by Councillor Peggs to nominate Councillor Bickford.

 

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

 

No further nominations were received.

 

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

 

Councillor Bickford in the Chair.

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

 

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

 

There were no other nominations.

 

Following a vote it was RESOLVED to appoint Councillor Brady 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 Peggs, seconded by Councillor Bickford and RESOLVED to amend minute 12/24/25 point 3 and 4 to:

 

3.  To RECOMMEND to the next Policy and Finance Committee meeting a project contribution allocated to budget code 6278 EMF CIL Planning Income, working within budget;

 

4.    To delegate to the Town Clerk working with the Working Group to appoint a consultant should additional support be required to prepare and submit a full CIL application RECOMMENDING to the next Policy and Finance Committee meeting associated costs to be allocated to budget code 6282 EMF Funding Bids (Consultancy Fees).

 

It was proposed by Councillor Bullock, seconded by Councillor Bickford and RESOLVED that the minutes of the Services Committee held on 11 April 2024 were confirmed as a true and correct record.

The Town Clerk explained that the budget statements format had been amended to offer clarity and simplicity.  Members agreed the budget statements offered simple and clear information.

 

It was proposed by Councillor Bickford, seconded by Councillor Brady and RESOLVED to note the budget statements and approve a virement of £107 from 6401 Water Rates to 6400 Rates – Guildhall to cover the shortfall of annual increases occurred.

 

Nothing to report.

a.  Departmental Report;

 

The Service Delivery Manager (SDM) briefed Members on the departmental report received and contained within the circulated reports pack.

                                                                                                  

Members discussed at length various items contained within the report.

 

Grassmere Way Play Area

 

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

 

1.  To delegate to the Service Delivery Manager to obtain three quotes to replace the play park gate at Grassmere Way at a maximum cost of £3,000 to supply and fit;

 

2.  To adhere to RoSPA safety requirements;

 

3.  To allocate the associated cost to budget code 6571 EMF Saltash Recreation Areas.

 

 

Public toilets at Calstock – To understand how their toilets are monitored

 

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

 

1.  To delegate to the Service Delivery Manager to purchase dummy CCTV cameras and signs for all Town Council public toilets at a maximum cost of £500 to supply and fit;

 

2.  To be installed in appropriate locations seeking permission from Key Stakeholders, if required;

 

3.  To allocate the associated costs to budget code 6580 EMF Public Toilets (Capital Works).

 

 

 

 

 

 

 

 

 

 

 

 

 

Fire, Intruder Alarm and CCTV system service agreement comparison for STC buildings

 

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

 

1.  To delegate to the Service Delivery Manager to ensure existing contracts are cancelled in accordance with the Town Council contract avoiding penalties;

 

2.  To appoint Company C at a cost of £2,971.20 to provide a Service Level Agreement for all Town Council Fire Alarms, Intruder Alarms and CCTV to be maintained, monitored and serviced over a 12-month period;

 

3.  To allocate the associated costs to the various budgets codes as follows:

 

      7104 Fire & Security Alarm – Longstone

6904 Fire & Security Alarm - Library

7004 Fire & Security Alarm – Maurice Huggins

6404 Fire & Security Alarm - Guildhall

6804 Fire & Security Alarm - Isambard House

6013 Security Alarm Maintenance – Churchtown Building

 

4.  To RECOMMEND to the next Policy and Finance Committee meeting the associated cost relating to the service provided for CCTV to budget code 6229 CCTV Annual Maintenance.

 

It was RESOLVED to note the remainder of the Departmental Report.

 

 

b.  Grounds Maintenance Works; 

 

It was RESOLVED to note.

 

 

c.   Work Request Log;

 

The Town Clerk reminded Members to not email staff directly regarding work related matters.  If Members identify works required to be undertaken by the Service Delivery Team, please complete the online reporting request form available on the Town Council website here:

 

www.saltash.gov.uk/service_delivery_enquiries.php

 

This allows the Service Delivery Manager to effectively manage the department, ensuring the work of the Town Council is completed within a reasonable timeframe.

 

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.

The Town Clerk advised that a Noticeboard Policy is required to offer staff and the public clarity on what can and cannot be displayed in various Town Council owned Noticeboards.

 

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

 

1.  To RECOMMEND the draft Saltash Town Council Noticeboard Policy to Full Town Council to form part of the Communications Strategy as an appendix to;

 

2.  To approve a new virtual noticeboard on the Town Council website at a cost of £75 to commence on the appointment of an Office Manager;

 

3.  To RECOMMEND to the next Policy and Finance Committee meeting to allocate the associated cost to budget code 6211 Website Maintenance.

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

 

Members discussed the option to adopt two play areas in Pillmere and the need to consult with residents to the future use of the areas.

 

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

 

1.  To RECOMMEND to Full Town Council to accept Taylor Wimpy’s offer of Harebell Close and Campion Close Titles at nil cost to Saltash Town Council;

 

2.  All associated legal fees to be covered by Taylor Wimpy and not Saltash Town Council;

 

3.  To delegate to the Service Delivery Manager to assess both sites on completion of transfer and site clearance reporting back to a future Services Committee meeting on the condition of the sites for future use.

a.  Third Round of Funding – Pillmere Play Park Provisions;

 

The Town Clerk briefed Members on the progress made with three tenders having been received and due to be scored and appointed on Tuesday 18 June 2024.

 

It was RESOLVED to note.

 

 

b.  Fourth Round of Funding – Saltash Waterside Improvement Project.

 

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

 

1.     To note the Expression of Interest submission andinvitation to submit a Full Application for the Saltash Waterside Improvement Project;

 

2.      To note the consultants cost of £4,800 to prepare a Full Application;

 

3.     To approve the project contribution of £10,000 allocated to budget code     6751 EMF Saltash Recreation Areas subject to approval of the Full Application;

 

4.     To continue to report the progress of the project to future Services Committee meetings.

The Town Clerk brought Members attention to the funding available to be applied for under the Bupa Foundation Green Community Grants 2024.

 

The Town Clerk and Members agreed there are not sufficient resources for the Town Council to apply at this time, however wished to promote the funding to external Saltash organisations.

 

It was RESOLVED to note.

The Administration Officer provided a brief verbal overview of the report received and contained within the circulated reports pack.

 

It was proposed by Councillor Dent, seconded by Councillor Stoyel and RESOLVED to provide delegated authority to the Administration Officer working with the Borough War Memorial Working Groupto appoint a Monumental Mason following Saltash Town Council’s procurement requirements, reporting back at a future Services Committee meeting.

It was proposed by Councillor B Samuels, seconded by Councillor Gillies and RESOLVED to ratify the agreement between Saltash Town Council and Plymouth Boat Trips to use the Jubilee Pontoon to operate a Saltash to Royal William Yard ferry service, free of charge with regular progress reports to be received at future Services Committee meetings.

 

Members wished to complete the project to install Happy to Chat plaques on Town Council owned street furniture.

 

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

 

1.  To approve to continue with the project installing plaques on Town Council owned street furniture;

 

2.  To purchase six Happy to Chat plaques at a cost of £57 allocated to budget code 6504 Street Furniture;

 

3.  To install a plaque to the bench located outside the new Banking Hub building and another on a picnic bench located at the Waterside Jubilee Green;

 

4.  The Service Delivery Manager to review other locations to install the remaining four plaques;

 

5.  To note that no stats will be available to determine whether the plaques are used by the community due to the Town Council website capabilities.

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.

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 RESOLVED to issue the following Press and Social Media Releases;

 

1.  Mental Health Plaques;

 

2.  Grant to improve green spaces.