Agenda and draft minutes

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

No further nominations received.

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

Councillor Martin in the Chair.

It was proposed by Councillor Bullock, seconded by Councillor Bickford to nominate Councillor Bullock.

No further nominations received.

Following a vote it was RESOLVED to elect Councillor Bullock 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 12 noon the day before the meeting.

None.

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 Martin, seconded by Councillor B Samuels and RESOLVED that the minutes of the Devolution Sub Committee held on 17^th March 2023 were confirmed as a true and correct record.

Nothing to report.

The Town Clerk advised Members that the latest Cornwall Council tree condition survey (dated January 2022) identified tree recommendations and that the works were carried out in April 2022.

Further to that, the next Cornwall Council tree condition survey is to take place around July/August 2023.

The Community Link Officer confirmed that the Cormac maintenance schedule is not available at present.

Members asked if any further works are scheduled by Cormac to be undertaken this year.  The Community Link Officer reported that no further works are scheduled, however, any updates would be reported to the Town Clerk.

Members discussed a redundant air quality monitor station and flag pole sited at Victoria Gardens that poses a potential Health and Safety issue.

It was RESOLVED to note and that the Town Clerk is to formally write to the Community Link Officer to further investigate.

The Town Clerk briefed Members on the building and landscaping fabric report received and contained within the circulated reports pack.

The Town Clerk informed Members that there are no areas of immediate concern identified in the above report, however, there are a number of items that require work in the near future.

It was proposed by Councillor Martin, seconded by Councillor Miller and RESOLVED to delegate to the Town Clerk to prioritise the works required and obtain approximate costings from the Town Council’s Building Surveyor with a report to be received and considered at a future Devolution Sub Committee meeting.

(Pursuant to FTC held on 13.04.23 minute nr. 19/23/24)

The Town Clerk informed Members of Cornwall Council’s revised Heads of Terms to form a five-year Leasehold.

The Town Clerk confirmed the existing Town Council Public Liability insurance covers all areas that the Town Council is responsible for, there are no additional costs should Members wish to proceed with the five-year Leasehold.

The Community Link Officer advised that the Heads of Terms will be refined and formed as the basis of the Leasehold and the referral of the Maurice Huggins Room as Tea Rooms would be amended at the point of drafting the Leasehold.

It was proposed by Councillor Bullock, seconded by Councillor B Samuels and resolved to RECOMMEND to Full Council to be held on 1^st June 2023;

1.  To approve Cornwall Council’s revised Heads of Terms to form a five-year Leasehold for the Maurice Huggins Room and Victoria Gardens, subject to the Personnel Committee identifying additional work levels to efficiently discharge works required by the Town Council;

2.  To accept Cornwall Council’s offer to provide the Town Council with a grant in the sum of £5,000 to undertake repair and maintenance works to the railings.

Members discussed the requirement for a Constitution to be created for the Friends of Victoria Gardens to operate.

It was proposed by Councillor Martin, seconded by Councillor Bickford and RESOLVED to delegate to the Town Clerk together with the Chairman to liaise with Councillor Peggs to further progress a Constitution for Friends of Victoria Gardens reporting back at a future Devolution Sub Committee meeting.

Members discussed the living document for the Town Council’s long-term vision for Victoria Gardens and the Maurice Huggins Room contained within the circulated reports pack.

Members identified the priority remains to formulate the Friends of Victoria Gardens and to continue with the planned works under Cornwall Council’s five month Licence to Occupy (as attached).

It was RESOLVED to note.

Members discussed STC Devolution Programme for Victoria Gardens and the Maurice Huggins Room contained within the circulated reports pack.

Further to that, Members requested the Town Clerk adds an additional column to specify expected and completed dates for work.

The Town Clerk is to update information relating to the current Agreement for the Memorial Peace Garden.

The Community Link Officer is to further investigate the progress of a Leasehold for Alexandra Square toilets.

The Town Clerk informed Members of the next onsite Waterside Working Group meeting led by Cornwall Council.

It was proposed by Councillor Martin, seconded by Councillor Bullock and RESOLVED to note the Programme and for the Town Clerk to further update the Programme to be received at a future Devolution Sub Committee meeting (as attached).

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.

None.

It was proposed by Councillor Bullock, seconded by Councillor B Samuels and RESOLVED to issue the following Press and Social Media Releases:

1.  Friends of Victoria Gardens – works to date and future meeting dates.