Agenda and draft minutes

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

It was proposed by Councillor Stoyel to nominate Councillor Miller. The proposal did not receive a seconder.

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 Brady as Chairman.

Councillor Brady in the Chair.

It was proposed by Councillor Stoyel, seconded by Councillor Bullock to nominate Councillor Miller.

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

No further nominations were received.

Following a vote it was RESOLVED to appoint Councillor B Samuels 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.

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.

It was proposed by Councillor Miller seconded by Councillor Stoyel and RESOLVED that the minutes of the Property Maintenance Sub Committee held on 20 February 2025 were confirmed as a true and correct record.

Members agreed to receive the recommendation to review the Sub Committee’s strategic priority four under agenda item 9b.

a.  Quarter Four for the year 2024/25;

Members reviewed the Business Plan Deliverables and scores and agreed that quarter four scores accurately reflect the Property Maintenance’s progress to date.

It was RESOLVED to note.

b.  Quarter One for the year 2025/26.

Members discussed the aim of strategic priority 4 – Travel and Transport in which the sub committee had aimed to review Town Council owned properties to assess the potential for offering cycling facilities, such as bike storage and secure lockers.

Upon further review of the sub committee’s terms of reference it was concluded that this deliverable would be more appropriately considered under the remit of the Services Committee.

It was proposed by Councillor Brady seconded by Councillor Miller and RESOLVED;

1.  To remove Strategic Priority 4’s aim of the Property Maintenance business plan deliverables due to it not falling within the remit of the Property Maintenance Sub Committee;

2.   To delegate to the Town Clerk to review and score quarter one of the Property Maintenance Sub Committee deliverables for the year 2025-26.

Members received the report and proposed maintenance plan for the pontoon contained within the circulated reports pack.

Members highlighted how it is essential to have a maintenance plan for the pontoon in place ensuring compliance with insurance policies.

Members discussed the figures provided by Voyager Marine and expressed concern that the total cost outlined may be insufficient to cover all the works anticipated within the ten-year plan. Members requested a detailed breakdown of costs to be provided for further consideration at a future meeting.

During the discussion of the agenda item Councillor Stoyel left the meeting and returned.

Members noted that due to the specialised nature of the works and services required, a suitable alternative local company has not yet been identified to provide a comparative quotation.

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

1.  To note Voyager Marine’s ongoing maintenance plan for Saltash Town Council with a further review of the recommended annual budget upon confirmation of costs being received at the Property Maintenance budget setting meeting to be held on 25 September;

2.  To RECOMMEND to the Services Committee that the Annual Maintenance checks continue to be undertaken by the Service Delivery team and that Voyager Marine be appointed to undertake the two-yearly inspections referring to the maintenance plan, as attached;

3.  To review the 8 – 10 year major maintenance proposal in the future, referring to the maintenance plan as attached.

Councillor Stoyel provided his apologies for an early departure.

Councillor Bullock declared an interest in the next agenda item and left the meeting.

(Pursuant to Property Maintenance held on 20.02.25 minute nr. 48/24/25)

Members reviewed the report contained within the circulated reports pack on the works required to the Heritage Building.

The Office Manager / Assistant to the Town Clerk provided a brief verbal overview of the report.

It was proposed by Councillor Brady, seconded by Councillor Miller and RESOLVED;

1.  To note the report from Barron Surveying following the recent drone survey of the roof;

2.  To allocate appropriate funding within the five-year plan for the recommended roof works;

3.  To note the scope of works for external redecoration and repair of the front elevation is now open for tender submissions;

4.  To RECOMMEND to Full Council to vire £25,000 from General Reserves to budget codes 6471 EMF Heritage Centre (£20,000) and 6595 EMF Legal and Professional Fees (£5,000) to cover associated costs for the external redecoration and repair to the front elevation and professional fees (to note, Property Maintenance reports directly to Services, to avoid delay in the process, on this occasion, recommendation directly to Full Council);

5.  To appoint Barron Surveying to provide contractual administration support up to completion of the external redecoration and repair to the front elevation at a cost of 15% of the contract value;

6.  To appoint Councillors Miller and Brady to open and score the tender submissions following the tender closing date on 14 July 2025.

Councillor Bullock was invited to rejoin the meeting and subsequently offered apologies for an early departure.

Members received the Town Council’s Five-Year Repair and Maintenance plan together with the Services budget statements.

It was RESOLVED to note

Members received the report on the Guildhall external repairs and redecoration work, contained within the circulated reports pack.

It was RESOLVED to note.

Members reviewed the report included in the circulated pack and expressed concerns regarding the terminology used in the Heads of Terms, specifically the reference to the property's use as a toilet block and storage facility.

Further concerns were raised about the break clauses outlined in the Heads of Terms.

It was proposed by Councillor Brady seconded by Councillor Miller and RESOLVED;

1.  To RECOMMEND to Full Council to note the successful award of £7,480 in funding to Saltash Town Council and delegate to the Development and Engagement Manager (D&EM) to proceed with the process of undertaking the feasibility study for the Waterside Sheds and Public Conveniences site;

2.  To note Councillors Bullock, Bickford and Miller remain on the Waterside Sheds and Public Toilet Project Working Group and approve the addition of Councillor Brady, and continue to work with the D&EM for the Waterside Sheds and Public Conveniences project;

3.  To support in principle the Waterside Sheds and Public Toilets Heads of Terms, delegating to the D&EM and the working group to further review, reporting back to the next Property Maintenance Sub Committee meeting.

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.