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 Bickford, seconded by Councillor Brady and RESOLVED that the minutes of the Services Committee held on 13 February 2025 were confirmed as a true and correct record.

Members received the recommendation from the Town Vision Sub Committee as contained within the circulated reports pack.

Members discussed the virement into the EMF Victoria Gardens budget code.

Due to there being no further progress with regard to the lease, the Town Clerk advised that members may wish to consider whether to continue with the recommendation or to leave the funds with the Town Vision Sub Committee.

It was proposed by Councillor Bickford, seconded by Councillor Brady and RESOLVED to leave the suggested virement of £9,000 in the Town Vision Budget Code 6280 EMF Town Vision, due to the uncertainty of Victoria Gardens and Maurice Huggins through devolution.

Members received the Services Committee Deliverables for Quarter Four as contained within the circulated reports pack.

The Town Clerk summarised the current position and requested that Members consider whether any further items could be added to assist in scoring Quarter Four.  In particular, the areas of Climate Change and Transport and Travel both remain on a score of 1.

Members discussed ideas which would enhance the areas mentioned by the Town Clerk and with reference to the area of Transport and Travel, the Chairman highlighted the forthcoming tunnel works and the need for increased public transport links and cycle routes available in Saltash.

Members suggested deliverables for inclusion in quarter four not listed were the retention of Beryl Bikes and Street Audits.

Members discussed a suggestion from the Town Clerk for the Town Council to collaborate with Saltash Environmental Action (SEA) in hosting free events on Climate Change, aiming to enhance outcomes in this area. The Chairman emphasised the Town Council's ongoing support for SEA's initiatives and proposed working with SEA to gather more information about attendance at their events.

It was proposed by Councillor Peggs, seconded by Councillor Mortimore and RESOLVED to approve the additional deliverables and to delegate to the Town Clerk to continue with scoring Quarter Four.

Members received the budget statements contained within the circulated reports pack.

The Chairman informed Members that a virement is required due to an overspend which was due to excess use of water as the results of an identified leak. 

The Finance Officer has been requested to investigate whether funds can be reclaimed. 

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

1.  Note the budget statements;

2.  To vire £900 from 6531 SE Public Toilet Commercial Cleaning to 6508 SE Public Toilets (Operational Costs);

3.  To report back findings related to the water bill and the identified leak to a future Services Committee meeting.

Nothing to report.

The Assistant Service Delivery Manager (ASDM) briefed Members on the report contained within the circulated reports pack; highlighting areas of particular interest.

a.  Departmental Report;

Members thanked the Service Delivery Team for their hard work and continued high standards which contribute significantly to the overall enhancement of the town. 

The ASDM was also congratulated on passing his electrical exams resulting in the Town Council being able to carry out electrical work in-house, negating the need to employ outside contractors.

Members discussed the departmental report in length.

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

1.  To note the report;

2.  To approve the extension of the operational hours for Longstone toilets on 3 May 2025 to 9.00 p.m. to support the May Fair event;

3.  To approve the additional staff hours and delegate to the ASDM to manage any potential damage and repairs to Longstone Park Toilets, working within the budget code 6508 Public Toilets Operational Costs;

4.  To approve the ASDM to undertake the required 2025 EICR testing and certification of Fore Street Festoon Lighting in-house at the earliest opportunity and carry out any remedial works;

5.  To approve the future EICR testing and inspection of the power supply of the Festoon Lights on a 5-year basis delegating to the ASDM to diarise the work, reporting back at a future Services Committee Meeting;

6.  To approve the appointment of a cherry picker and operator at a cost of £280 up to a maximum of 4 hours hire for the electrical work / bulb replacement of the Festoon Lights and any other work that requires the need for a cherry picker to ensure best value for the Town Council;

7.  To delegate to the Service Delivery Manager to work with the Services Committee Chairman and Vice Chairman to determine when replacement of bulbs takes place in Fore Street;

8.  The ASDM to review the associated cost to purchase a cherry picker and associated training costs for an operative, reporting back at the July meeting;

9.  Delegate to the Town Clerk and ASDM to review the roundabouts that fall under the Service Level Agreement with Cornwall Council creating a low maintenance regime that is safe reporting back at a future Services Committee meeting.

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.

Members reviewed the report received in the circulated reports pack and considered the feedback summary from residents.

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

1.  To thank everyone for taking part in the Play Park Survey to date and to encourage those who have yet to do so;

2.  To approve the survey to remain active to ensure continuous monitoring;

3.  To report back with new data at a future Services Meeting.

Members received the report as contained within the circulated reports pack.

The Chairman advised that the report outlines some of the difficulties encountered in progressing the Play Park and Sensory Garden.  In particular, a change in Cornwall Council Officer opinion from a verbal conversation advising that planning consent is not required, to advice that it may now be required.  Due to the initial absence of this advice, there is a need to cover the costs of a Planning Application which were not built into the original funding application.

Additionally, Cornwall Council Flood and Coastal Erosion Risk Asset Manager are proposing to do work on the sea wall around Jubilee Green.   However, Cornwall Council are delaying a decision regarding this work, which has left the Town Council’s work in that area on hold at present.  It was noted that there is a need to maintain access to the Town Council’s portacabin and pontoon.

Following a discussion, it was proposed by Councillor Peggs, seconded by Councillor Brady and RESOLVED:

1.  To note the report;

2.  To appoint Barron Surveying to submit a Pre-Planning Application for the Play Park and Sensory Garden on behalf of Saltash Town Council at a cost of £100 per hour up to 6 hours;

3.  To delegate authority to the Town Clerk up to £1,500 to cover Barron’s cost and the fees to Cornwall Council for the Pre-Planning Application;

4.  To approve associated cost to budget code 6595 EMF Legal and Professional Fees.

Members received the comprehensive report circulated in the reports pack.

The Chairman provided a verbal review of the report, noting that the Services Meeting approved removing the pontoon for inspection and repairs at the previous meeting held in February under Health and Safety.

The Town Clerk has been coordinating with the boatyard, insurers, and surveyors regarding the assessment of the Pontoon for storm damage and maintenance work.

Members received a quotation to fix the storm damage with the insurers confirming to pay only some of this cost, because they consider that some of the damage is caused by a lack of maintenance. 

Members received further quotes to put the pontoon back together and into the water. 

The insurers have confirmed they will pay 50% of the cost to take it out of the water and take it apart and another 50% to put it back together and into the water. 

Two further quotes for works which are not essential, but described as desirable, to help with the longevity of the life of the pontoon were also received.

The desirable works proposed included stripping the pontoon back to bare metal and recoating it with paint and replating metal works. An additional quote to descale the five piles which hold the pontoon system in place and recoat with plating was also received.

The work on the piles would not be undertaken until the pontoon is back in the water so there may be a short period of time when the pontoon is closed.

Members discussed the work and agreed that as the pontoon is already out of the water it is an opportune time to maintain the pontoon to a high standard.

Members were reminded that a Tenancy at Will was signed with Cornwall Council by the Town Council to maintain the pontoon in a fit state.

Members consider the pontoon as an extremely important asset to the Town Council and the town, especially regarding the public ferry service. A lot of work went into the connectivity project which included the ferry service, and all felt it should continue.

The Town Clerk advised members that Voyager Marine are looking to put the pontoon back into the water week commencing 19 May and to have the public ferry service running by end of May. Members have been offered a visit to the boatyard to view the work being carried out.

The Town Clerk reminded Members that an agreement has still to be reached with The Duchy concerning the Fundus.  This will come back to the Services Committee at a future meeting.

The Town Clerk went through the finance to be sure Members were fully aware of the associated cost involved.

Councillor Brady requested a recorded vote:

Following a recorded vote, it was proposed by Councillor Peggs, seconded by Councillor  ...  view the full minutes text for item 12/25/26

(Pursuant to P&F held on 11.03.25 minute 146/24/25)

Members received the report as contained within the circulated reports pack.

The Chairman informed the meeting that this item has returned to the Services Committee due to concerns surrounding the high cost to connect the cameras to the data network, particularly in connection with the purchase of SIM cards over the next 5 years. 

The Office Manager/Assistant to the Town Clerk summarised the report, emphasising that all options had been thoroughly investigated.

Members discussed the cost of the SIM card for each camera. 

The Chairman thanked the Office Manager/Assistant to the Town Clerk and the Administration Officer for their hard work on the CCTV project.

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

1.  To note the Policy and Finance Minute 146/24/25 confirms approval of associated costs upon further research and Services Committee approval against budget code 6270 EMF Crime Reduction;

2.  To approve the associated fixed cost of £75 per month per camera over a 5-year period for a fixed IP address to support the CCTV system;

3.  To approve the Administration Officer to proceed with the CCTV project. 

Members received the Draft Internal CCTV Policy as circulated in the reports pack. 

It was proposed by Councillor Bickford, seconded by Councillor P Samuels and resolved to RECOMMEND the CCTV Policy to a future Full Town Council Meeting, subject to inclusion of the town CCTV system (as attached).

(Pursuant to Services Committee held 13.02.25 minute 115/24/25)

Members received the report as contained within the circulated reports pack.

Councillor Peggs gave an update on the progress of the proposed joint venture between the Chamber of Commerce and the Town Council.  Traders are keen to open later and several nights before the Christmas Lights Switch On and prices have been obtained from Diverse Events to support the event. 

Members discussed concerns regarding the last event when it was felt that the space in Victoria Gardens was too small for the number of people present. 

The Town Clerk emphasized the importance of Health and Safety, highlighting the need to be aware of Martyn’s Law and that budgets to partly support the event will need to be investigated. 

It was proposed by Councillor Peggs, seconded by Councillor Lennox-Boyd and RESOLVED:

1.   To support in principle, subject to finalising the event details and associated costs, reporting back to a future Services Committee;

2.  To extend the Working Group to include Councillors Mortimore, Stoyel and Bickford. 

Members received the report from Saltash Environmental Action (SEA) contained within the circulated reports pack.

The Chairman highlighted the work being carried out by SEA in Elwell Woods and that they will be postponing work on their Management Plan.

It was RESOLVED to note.

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 Bullock and RESOLVED to issue the following Press and Social Media release:

1.  Play Park Survey;

2.  Jubilee Pontoon – issue closer to relaunch.