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 Brady, seconded by Councillor P Samuels and RESOLVED that the minutes of the Services Committee held on 13 June 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 and approve:

1.    To vire £1,700 from 7100 LO Rates - Longstone to 6526 SE Tools, Equipment & Materials (Store & All Areas) due to not enough budgeted for 2024/25;

2.    To vire £3,436 from 7100 LO Rates – Longstone to 6531 SE Public Toilet Commercial Cleaning due to increase in contract due to higher than anticipated minimum wage costs.

3.    To vire £1,000 from 7100 LO Rates - Longstone to 7110 LO General Repairs & Maintenance – Longstone due to not enough budgeted for 2024/25;

4.    To vire £1,000 from 7101 LO Water Rates - Longstone to 6524 SE Vehicle Maintenance and Repair Costs due to not enough budgeted for 2024/25.

Nothing to report.

Members received the recommendation from the Town Vision Sub Committee to review and develop their Strategic Priorities against their ‘Actions’ and to consider a number of recommendations.

The Town Clerk provided an overview of the overarching Strategic Priorities set by the Town Council as the corporate body.

The Town Clerk drew Members attention to the deliverables and actions presented for review at this evening’s meeting.

Members reviewed the recommendation for amendments to the Services Committee’s deliverables and actions.

It was proposed by Councillor Bickford, seconded by Councillor Martin and RESOLVED to approve the amendments to the Services Committee Business Plan Deliverables as follows and attached;

a.   Remove under ‘Boosting Jobs and Economic Prosperity’ the ‘Aim’ – To invest in Town Council employees – due to the ‘Aim’ not fitting within the Committee’s Terms of Reference, the ‘Aim’ is covered by the Personnel Committee;

b.   Remove under ‘Health and Wellbeing’ the ‘Aim’ – Maintain, promote and reinvest in Town Council play parks and recreational areas – due to duplication of the same ‘Aim’ under the ‘Recreation and Leisure’ Strategic Priority;

c.   Refer under ‘Climate and Emergency’ the ‘Aim’ – Continue to partake in No Mow May initiative to strategic areas – due to it fitting better under the ‘Actions’ of – Support community initiatives for tree planting and wildflower meadows;

d.   Amend under ‘Climate and Emergency’ the ‘Aim’ – Continue to implement sustainable, non-toxic grounds maintenance methods – to cover all environmental matters to - Continue to implement sustainable grounds maintenance methods and good environmental practices;

e.   Remove under ‘Climate and Emergency’ the ‘Aim’ – Seek further environmentally friendly alternatives for groups maintenance works within the Town Council Service Delivery Department – due to duplication of the ‘Aim’ – Continue to implement sustainable grounds maintenance methods and good environmental practices;

f.    Refer under ‘Climate and Emergency’ the ‘Aim’ – Continue to be hedgehog friendly – due to it fitting better under the ‘Actions’ of - Continue to implement sustainable grounds maintenance methods and good environmental practices;

g.   Refer under ‘Recreation and Leisure’ the ‘Aim’ – Promote mental health and wellbeing via the Town Council website to ‘Health and Wellbeing’ because the ‘Aim’ fits better under that Strategic Priority.

The Town Clerk requested Members further input into the deliverables.

Members discussed the deliverables, actions and scores and how the Services Committee can achieve their aspirations over the next three years.

It was proposed by Councillor Bickford, seconded by Councillor Miller and RESOLVED to approve the Services Committee Business Plan Deliverables as attached with the following amendments:

1.  Strategic Priority 5 - Climate Emergency the ‘Action’ under the ‘Aim’ To continue to implement sustainable grounds maintenance methods and good environmental practices – Continue to partake in the No Mow May initiative to strategic areas be amended to – Continue to partake in the Low Mow May initiative to strategic areas;

2.  Strategic Priority 5 – Climate Emergency - Members felt the score of 3 for quarter 1 was high and agreed to decrease  ...  view the full minutes text for item 49/24/25

a.  Departmental Report;

Members received and discussed in length various items contained within the circulated report.

Items discussed included, but not limited to, removal of the Pillmere wilding and wildflower area sign and to consider better fixing, Ann Glanville speech recorder voice box and the opening hours of the public conveniences requiring review.

Members wished to thank the Assistant Service Delivery Manager for his professional work installing the Isambard House kitchen.  Well done!

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

1.  To note the report;

2.  To create a QR code linking to the Town Council website for Ann Glanville voiceover in replace of the speech recorder voice box;

3.  The Service Delivery Department to continue to clean the Borough War Memorial, as required, using the same method of soap and water.

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.

The Chairman provided a brief verbal summary of the changes to the Town Council Jubilee Pontoon Mooring Agreement, highlighting the amendments aimed at protecting the Town Council and potentially increasing revenue from the Pontoon whilst maintaining full capacity.

Members discussed the amendments.

It was proposed by Councillor Bickford, seconded by Councillor Miller and RESOLVED to approve the amendments to the Town Council Jubilee Pontoon Mooring Agreement, as attached, with immediate effect.

The Town Clerk briefed Members on the amendments to the policy and tenancy agreement and drew Members’ attention to the two template letters contained within the circulated reports pack.

It was proposed by Councillor Miller, seconded by Councillor Gillies and resolved to RECOMMEND approving the amendments and additions to the Allotment Policy to Full Council to be held on 3 October 2024 (as attached).

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

Members discussed the need for expertise in negotiations with the Duchy of Cornwall and agreed that Cornwall Council should lead the negotiations, ensuring clear communication with the Town Council at every stage.

The Town Clerk spoke of communications with Cornwall Council and has highlighted the Town Council’s limited income against high operating expenditure at the Jubilee Pontoon.

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

1.  To approve in principle option 1:

a.  That Cornwall Council negotiates and enters into a Lease with the Duchy of Cornwall for the fundus which is then immediately assigned to Saltash Town Council (STC) on completion;

b.  All Lease terms would be agreed in consultation with STC so Cornwall Council will not be agreeing to terms STC is unhappy with;

c.   Cornwall Council to grant a Lease of its land currently comprised in the Tenancy at Will, the pontoon and other land on the green currently used by STC to tie in with the term dates of the Duchy Lease;

d.  Upon completion STC will then have long-term management control over this area;

e.  Cornwall Council requests the Duchy to provide STC with a Lease term of 99 years;

2.  To delegate to the Town Clerk to work on behalf of the Town Council to ensure that all negotiations include the Town Clerk to avoid negotiations that the Town Council won’t agree to;

3.  Cornwall Council to cover STC legal fees.

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

Members welcomed the request from the successful ferry service operated by Plymouth Boat Trips and discussed landing charges, considering the potential impact on trusted boat scheme users and the ferry service costs for the upcoming season.

Members noted that vandalism and anti-social behavior incidents had seen a decrease since the ferry had been in operation this summer.

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

1.  To approve Plymouth Boat Trips free landing charges of Jubilee Pontoon for the season 2025 (1 April 2025 to 30 September 2025, extending the service for weekends in October and October half term);

2.  Subject to relevant insurance certificates and RAMS provided and approved by the Town Clerk;

3.  To further review for the season 2026 Jubilee pontoon landing charges for discussion with Plymouth Boat Trips.

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

The Town Clerk provided a brief update on the project's progress.

It was RESOLVED to note.

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

The Town Clerk provided a summary of the application for the fourth round of CIL funding, confirming the application had been submitted to Cornwall Council and confirmed as received. The expected response date is November 2024.

It was RESOLVED to note.

Members expressed their gratitude to the Town Clerk for her hard work on both funding projects.

The Town Clerk reported a lack of applications for the Christmas Lights Display tender, noting that while contractors had shown interest, feedback after the deadline indicated no contractor was willing to adopt the Town Council's existing decorations in their proposals.

The Town Clerk further reported that the maximum budget of £28,500 was incorrectly added to the tender when the cost budgeted over three years was £90,000.

Members discussed the options presented in the report contained within the reports pack.

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

1.  To appoint Company C to deliver option 2 for a one-year period at a cost of £10,579 to be allocated to budget code 6572 EMF Festive Lights subject to relevant insurance certificates and RAMS being received and approved by the Service Delivery Manager;

2.  To delegate to the Service Delivery Manager to manage call outs and lamp replacements, working within budget 6515 Festive Lights Maintenance;

3.  To delegate to the Town Clerk to issue a tender for the Christmas Light Display 2025 in January to allow sufficient time for bids;

4.  To review the tender amount budgeted over a three year period at the Services Committee meeting to be held on 10 October 2024.

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

Members requested thanks be given to Radland Haulage for kindly offering to install Christmas trees free of charge for the year 2025.

Members discussed the environmental aspects of procurement of Christmas flags, current available flagpole fittings and permissions required for additional flagpole locations.

Councillor Bullock gave her apologies and left the meeting.

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

1.  To appoint Company C at a cost of £725 to supply two 25ft Spruce Christmas trees for the Waterside and Victoria gardens allocated to budget code 6515 Festive Lights Maintenance and Electricity;

2.  To approve £100 to cut down the trees and transport to Green Waste Recycling allocated to budget code 6515 Festive Lights Maintenance and Electricity;

3.  To appoint Radland Haulage to install the Christmas trees on 7 November 2024 and remove on 6 January 2025, free of charge;

4.  To purchase Christmas tree fairy lights at a cost of £250 allocated to budget code 6572 EMF Festive Lights;

5.  To approve the application to apply for a Highways Limits License at a cost of £100 to safely manage the traffic during installation of Christmas trees;

6.  To upgrade Victoria Gardens electrical fuse box, cupboard door and install additional sockets to support future events at a maximum cost of £700, subject to Cornwall Council approval, as the landowners, allocated to budget code 6588 EMF Victoria Gardens;

7.  To purchase 30 Christmas flags at a maximum cost of £200 to be allocated to budget code 6519 Flags and Bunting, working within the Town Council’s environmental policy and Business Plan;

8.  To delegate to the SDM to seek approval from Fore Street building owners for STC to install missing flag poles and fixings to their building reporting back at a future Services Committee meeting.

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

It was RESOLVED to note.

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

The SDM is due to meet with SEA and further discuss the works being undertaken at Elwell Woods.

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

1.  To note the report;

2.  To delegate to the SDM to work with SEA to assist with maintenance at Elwell Woods within existing service delivery resources;

3.  To RECOMMEND to the Devolution Sub Committee to consider the planting of a Christmas tree at the time of reviewing plans for Victoria Gardens.

Members extended their thanks to SEA for their ongoing hard work and 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 Bickford, seconded by Councillor Brady and RESOLVED to issue the following Press and Social Media Releases:

1.  2024 Christmas Light Display;

2.  2024 Christmas Light Switch On;

3.  Thank you to Radland Haulage;

4.  2025 Ferry Service in partnership with Plymouth Boat Trips.