Agenda and draft minutes

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

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

No further nominations were received.

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

Councillor B Samuels in the Chair.

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

No further nominations were received.

Following a vote it was RESOLVED to elect 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 received.

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 B Samuels, seconded by Councillor Peggs and RESOLVED that the minutes of the Library Sub Committee held on 16 January 2025 were confirmed as a true and correct record.

Members received the current budget statement contained within the circulated reports pack.

The Office Manager / Assistant to the Town Clerk (OM/AttTC) provided a verbal overview of the budget statement, confirming there were no areas of concern at present.

It was RESOLVED to note.

Nothing to report.

Nothing to report.

a.    Quarter Four for the year 2024/25;

It was RESOLVED to note.

b.    Quarter One for the year 2025/26;

Members considered the Town Vision recommendation as outlined in the circulated reports pack.

In line with the recommendation, Members reviewed Strategic Priority 4. A discussion followed regarding the current transport options available in Saltash and their links to Saltash Library.

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

1.    To enhance the promotion of the online library services such as free book borrowing and newspapers via social media and notice board poster;

2.    To re-adjust Strategic Priority 4 ‘Aim’ from ‘To continue to promote’ to ‘Encourage’ and support sustainable travel and transport;

3.    To add under Strategic Priority 4 ‘Actions’ - To encourage Library users to use sustainable travel - cycle, walk and bus, to promote local transport services within the area and to further strengthen relationships with local transport companies.

Following the discussions regarding transport links to the Library, Members further discussed the need to increase footfall and use of the community space.

The Town Clerk (reporting in the absence of a Community Hub Team Leader) briefed Members on the current footfall, noting that limitations in resources had restricted the ability to carry out outreach work aimed at increasing footfall. It was highlighted that there may be a general lack of public awareness and visibility of the library and its services within the town.

The importance of recruiting a Community Hub Team Leader (CHTL) was emphasised, as this role is key to driving the department forward.

Members were informed that, following the gifting of a tablet from Cornwall Council, staff were now able to collect data and sign up new members at community events, helping to provide a more accessible service.

It was requested by Members that when in post, the CHTL should be responsible for providing data in their monthly report to Members to help evaluate the success of events and services delivered.

The Town Clerk recommended deferring any decision on extending opening hours until the CHTL has been appointed. At that point, a comprehensive review can be undertaken to ensure any changes to operations align with the needs of the service.

It was proposed by Councillor B Samuels, seconded by Councillor Peggs and RESOLVED to note the report and delegate to the Community Hub Team Leader, upon appointment, to continue engaging with key stakeholders and community projects, reviewing current activities and events at Saltash Library to increase footfall and gather supporting data, reporting back to a future Library Sub Committee meeting.

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

It was proposed by Councillor  Brady, seconded by Councillor Bickford and RESOLVED to approve the removal of one Cornwall Council Public Network PC and its associated desk, at no cost to the Town Council.

(Pursuant to Library Sub Committee held on 29.08.24 minute nr. 13/24/25 and held on 16.01.25 minute nr. 31/24/25)

Members received and reviewed the Library Hub Survey report contained within the circulated reports pack.

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

1.  To approve the Library Hub Survey, as attached;

2.  To approve a prize draw with a local to Saltash gift card of £25, as an incentive, to complete the survey allocating to budget code 6922 Library Activities;

3.  To distribute the survey via Town Council Noticeboards, social media channels and website;

4.  To delegate to the CHTL, upon appointment, to publish and coordinate the responses, managing the feedback appropriately reporting back at a future Library meeting.

(Pursuant to Library Sub Committee held on 16.01.25 minute nr. 32/24/25)

Members received and reviewed the final report on the curtain walling work, contained within the circulated reports pack.

The OM/AttTC confirmed since writing the report, all snagging work had been completed, signed off and the final account settled.

It was RESOLVED to note the front curtain walling and side elevation works have been satisfactorily completed and all identified snagging issues addressed.

(Pursuant to the Library Sub Committee held on 2.10.23 minute ne 48/23/24 and 16.01.25 minute nr. 33/24/25)

Members received and reviewed the report on the second phase library internal refurbishment works contained within the circulated reports pack.

Members reviewed the current library layout, acknowledging the need for modernised design and enhancements of the reception area and available space provided.

Members noted that the refurbishment works completed to date and proposed, align with the scope and objectives approved in the Public Works Loan Board application, which aims to deliver a modernised, multi-use hub and enhanced library service.

Members requested setting a timeframe with the surveyors as soon as possible and calling a Library Sub Committee meeting to review the designs to ensure timely progress with the project. 

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

1.    To reaffirm the three priorities for internal refurbishment works:

a.  Create a fully accessible toilet for public use together with a separate staff toilet;

b.  Demolish the reception area and make good creating a new reception space;

c.   Advise on water supplies to accommodate a vending machine.

2.    To appoint Bailey Partnership as the Principle Designer throughout the project at a cost of £2,500 and to complete a design review at an additional cost of £1,000;

3.    To appoint Bailey Partnership to submit a Building Regulations application at a cost of £1,000 on behalf of STC;

4.    To appoint Bailey Partnership to provide a detailed design, reimagining the current layout to explore possibilities for a more efficient and user-friendly design, at a cost of £3,000, inclusive of an indicative pretender estimate to be received at a future Library Sub Committee meeting;

5.    To appoint Bailey Partnership to prepare and deliver tender documents including specifications, drawings and preconstruction health and safety information, carrying out a full tender process including opening tenders and appointment of contractor on behalf of STC in line with Financial Regulations at a total cost of £1,150;

6.    To allocate the total cost of £8,650+VAT to budget code 6971 LI EMF Saltash Library Property Refurbishment for the appointment of Bailey Partnership;

7.    To note the available budget of £139,683.17 to undertake internal library refurbishment work, budget code 6971 LI EMF Saltash Library.

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.

Pursuant to Section 1(2) of the Public Bodies (Admissions to Meetings) Act 1960, it was resolved that 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.

It wasresolved that the public and press be re-admitted to the meeting.

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

1.  Library Survey;

2.  Online Library services available.