Agenda item

To receive and note the minutes of the following Committees and consider any recommendations:

Minutes:

a.  Services held on 8th February 2024;

 

It was RESOLVED to note the minutes. There were no recommendations.

 

b.  Planning and Licensing held on 16th February 2024;

 

The Chairman informed Members the date of the meeting showing on the agenda is incorrect and confirmed the recorded minutes had the correct date of Tuesday 20th February 2024.

 

It was RESOLVED to note the minutes. There were no recommendations.

 

c.   Extraordinary Policy and Finance held on 27th February 2024;

 

It was RESOLVED to note the minutes and consider the following recommendations.

 

RECOMMENDATION 1:

 

156/23/24 TO REVIEW THE TOWN COUNCIL'S POLICIES AND PROCEDURES AND CONSIDER ANY ACTIONS AND ASSOCIATED EXPENDITURE:

 

The Town Council policies can be found on the below link.

 

Please click here to view and download the Town Council Policies.

 

Members considered and reviewed each individual policy, section by section.

 

a.    Employees

 

1.    NJC Green Book

2.    Data Protection – Criminal Records Information Policy

3.    Data Protection Policy (Employees)

4.    Disability Employment Policy

5.    Employee Handbook 2023

6.    Protocol for Member Officer Relations

7.    Provision of IT and Acceptable Use Policy

8.    Recruitment and Selection Policy

 

It was proposed by Councillor Miller, seconded by Councillor P Samuels and resolved to RECOMMEND the Employees policies and amendments (as attached) to Full Council to be held on 7th March 2024.

 

It was proposed by Councillor Miller seconded by Councillor Dent and RESOLVED to approve the above recommendation and to readopt the Employees policies at the Annual Meeting of the Town Council held in May (as attached).

 

RECOMMENDATION 2:

 

b.    Finance:

 

1.    Accounts and Audit Regulations 2015

2.    Annual Business Continuity Plan

3.    Annual Internal Audit and Business Risk Assessment

4.    Annual Reserves Policy 2024-25

5.    Annual Statement on Internal Control 2024-25

6.    Annual Treasury Management Strategy

7.    Anti-Bribery Policy Statement and Anti-Fraud and Corruption Strategy 2024-25

8.    Local Government Pension Scheme

9.    Receipting of Income and Banking Procedures

10.  Risk Management Plan Statement 2024-25

11.  Risk Management Strategy 2024-25

12.  Scheme of Delegation

13.  Financial Regulations 2024-25

 

It was proposed by Councillor Foster, seconded by Councillor Stoyel and resolved to RECOMMEND the Finance policies and amendments (as attached) to Full Council to be held on 7th March 2024.

 

It was proposed by Councillor Miller seconded by Councillor Stoyel and RESOLVED to approve the above recommendation and to readopt the Finance policies at the Annual Meeting of the Town Council held in May (as attached).

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

RECOMMENDATION 3:

 

c.    General:

 

1.    Acquisition or Sale of Land and Property

2.    Allotments

3.    Complaint Handling and Customer Behaviour Policies

4.    Communications Policy and Strategy

5.    Data Retention and Disposal Policy

6.    Equality and Diversity Policy

7.    Events and Hire of Town Council Premises

8.    FOI Model Publication Scheme 2024-25

9.    Freedom of Information Policy

10.  Grants Policy

11.  Match Funding Policy

12.  Planning – a Guide for Councillors

13.  Public Loudspeaker Policy

14.  Receiving Public Questions, Representations and Evidence at Meetings

15.  Safeguarding Policy

16.  Social Media Policy

17.  Standing Orders

18.  STC Seals and Logo

19.  Terms of Reference – Committees and Sub-Committees

20.  Training and Development Policy

 

It was proposed by Councillor Foster, seconded by Councillor Dent and resolved to RECOMMEND to remove the restrictions on Chairmanship from all Terms of Reference to Full Council on 7th March 2024.

 

Members debated the removal of restrictions on Chairmanship from all Terms of Reference.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Councillor Miller requested a recorded vote be taken.

 

Bickford

For

Brady

Against

Bullock

For

Dent

For

Foster

For

Gillies

For

Griffiths

For

Lennox-Boyd

For

Martin

For

Miller

For

Mortimore

For

Peggs

For

B Samuels

Absent

P Samuels

Against

Stoyel

Against

Yates

Absent

 

It was proposed by Councillor Dent seconded by Councillor Martin and following a recorded vote of 11 for, it was RESOLVED to approve the above recommendation and to readopt the Terms of Reference policy at the Annual Meeting of the Town Council held in May (as attached).

 

 

RECOMMENDATION 4:

 

It was proposed by Councillor Miller, seconded by Councillor Foster and RESOLVED to:

 

4.      RECOMMEND to Full Council to be held on 7th March 2024 the remaining General policies and amendments (as attached).

 

It was proposed by Councillor Miller seconded by Councillor Foster and RESOLVED to approve the above recommendation and to readopt the General policies at the Annual Meeting of the Town Council held in May (as attached).

 

 

 

 

 

 

 

 

 

 

 

 

RECOMMENDATION 5:

 

d.  Health and Safety

 

1.  Health and Safety Manual

 

e. Library

 

1.  Home Library Service

 

2.  Library Stock Management Policy

 

It was proposed by Councillor Foster, seconded by Councillor Bullock and resolved to RECOMMEND the Health and Safety and Library policies (as attached) to Full Council to be held on 7th March 2024.

 

It was proposed by Councillor Miller seconded by Councillor Foster and RESOLVED to approve the above recommendation and to readopt the Health and Safety and Library policies at the Annual Meeting of the Town Council held in May (as attached).

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

RECOMMENDATION 6:

 

e.  Members

 

1.  Advisory Dress Code (Councillors)

 

2.  Co-option Policy

 

3.  Code of Conduct

 

It was proposed by Councillor Lennox-Boyd, seconded by Councillor Stoyel and resolved to RECOMMEND the Members policies (as attached) to Full Council to be held on 7th March 2024.

 

Councillor Martin requested further consideration be given to the removal of the Advisory Dress Code (Councillors).

 

Members debated the advisory policy.

 

It was proposed by Councillor Griffiths seconded by Councillor Dent and RESOLVED to remove the Advisory Dress Code (Councillors) from the Town Council library of policies and include guidance under a Q and A section of the Councillor Induction Pack.

 

Further consideration was given to the remaining Co-Option Policy and Code of Conduct.

 

It was proposed by Councillor Miller, seconded by Councillor Stoyel and RESOLVED to approve the recommendation and to readopt the remaining Members policies at the Annual Meeting of the Town Council held in May (as attached).

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

RECOMMENDATION 7:

 

f.    Civic

 

1.  Awarding the Honorary Freedom of Saltash

 

2.  Civic Awards

 

3.  Civic Handbook

 

4.  Election of Mayor and Deputy Mayor

 

It was proposed by Councillor Stoyel, seconded by Councillor B Samuels and resolved to RECOMMEND the Civic policies and amendments (as attached) to Full Council to be held on 7th March 2024.

 

It was proposed by Councillor Miller, seconded by Councillor Stoyel and RESOLVED to approve the above recommendation and to readopt the Civic policies at the Annual Meeting of the Town Council held in May (as attached).

 

2.    Joint Burial Board held on 27th February 2024;

 

It was RESOLVED to note the minutes. There were no recommendations.

 

3.    Personnel held on 29th February 2024.

 

It was RESOLVED to note the minutes and consider the following recommendations.

 

Councillor Martin requested a recorded vote be taken for all recommendations.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

RECOMMENDATION 1:

 

84/23/24    TO REVIEW THE CHRISTMAS AND NEW YEAR SHUT DOWN FOR THE YEAR 2024 AND CONSIDER ANY ACTIONS AND ASSOCIATED EXPENDITURE.

 

It was proposed by Councillor Stoyel, seconded by Councillor Miller and unanimously resolved to RECOMMEND to Full Council held on 7th March:

 

1.    The Town Council Christmas shutdown period to commence on Tuesday 24th December 2024 at 12.30 and re-opens on Thursday 2nd January 2025;

 

2.    Staff to take annual leave on 27th, 30th and 31st December 2024 to cover the Christmas shutdown period;

 

3.    This will not apply to operational staff who are required to remain on duty during this period by an agreed on call rota system to carry out essential services in the town.

 

Bickford

For

Brady

For

Bullock

For

Dent

For

Foster

For

Gillies

For

Griffiths

For

Lennox-Boyd

For

Martin

For

Miller

For

Mortimore

For

Peggs

For

B Samuels

Absent

P Samuels

For

Stoyel

For

Yates

Absent

 

It was proposed by Councillor Martin, seconded by Councillor Stoyel and following a recorded vote of 14 for, it was RESOLVED to approve the above recommendation.

 

 

 

 

 

 

 

 

 

RECOMMENDATON 2:

 

85/23/24         TO REVIEW THE 'SALTASH DAY' FOR THE YEAR 2024 AND CONSIDER ANY ACTIONS AND ASSOCIATED EXPENDITURE.

 

It was proposed by Councillor Martin, seconded by Councillor Stoyel and unanimously resolved to RECOMMEND to Full Council held on 7th March:

 

1.  Half a day be awarded to all staff on Tuesday 24th December 2024, finishing at 12.30;

 

2.  To allocate staff that work part time, the half a day in the morning rather than the afternoon.

 

Bickford

For

Brady

For

Bullock

For

Dent

For

Foster

For

Gillies

For

Griffiths

For

Lennox-Boyd

For

Martin

For

Miller

For

Mortimore

For

Peggs

For

B Samuels

Absent

P Samuels

For

Stoyel

For

Yates

Absent

 

It was proposed by Councillor Martin, seconded by Councillor Stoyel and following a recorded vote of 14 for, it was RESOLVED to approve the above recommendation.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

RECOMMENDATION 3 AND 4:

 

92/23/24         TO RECEIVE THE FOLLOWING DRAFT JOB DESCRIPTIONS AND PERSON SPECIFICATIONS AND CONSIDER ANY ACTIONS AND ASSOCIATED EXPENDITURE:

 

a.  Development Manager; 

 

It was proposed by Councillor Foster, seconded by Councillor Miller and unanimously resolved to RECOMMEND to Full Council held 7th March to:

 

1.    Approve the new role, Development and Engagement Manager into the existing Town Council organisation structure;

 

2.    Approve the job description and person specification (as attached) subject to the HR Advisers review and sign off;

 

3.    To advertise from 1st April 2024;

 

4.    To note the new role will assist with the implementation of the Business Plan and other Town Council business.

 

b.  Communications and Engagement Officer. 

 

It was proposed by Councillor Martin, seconded by Councillor Miller and unanimously resolved to RECOMMEND to Full Council held 7th March to:

 

1.    Approve the new role, Communications and Engagement Officer into the existing Town Council organisation structure;

 

2.    Approve the job description and person specification (as attached) subject to the HR Advisers review and sign off;

 

3.    To advertise from 1st April 2024.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Members discussed the roles and responsibilities contained within the job descriptions.

 

Bickford

For

Brady

Against

Bullock

For

Dent

For

Foster

For

Gillies

For

Griffiths

For

Lennox-Boyd

For

Martin

For

Miller

For

Mortimore

For

Peggs

For

B Samuels

Absent

P Samuels

Against

Stoyel

For

Yates

Absent

 

It was proposed by Councillor Martin, seconded by Councillor Griffiths and following a recorded vote of 12 for, it was RESOLVED to approve the above recommendation.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

RECOMMENDATION 5:

 

94/23/24         TO RECEIVE A REPORT ON THE ANNUAL STAFF PERFORMANCE REVIEWS AND CONSIDER ANY ACTIONS AND ASSOCIATED EXPENDITURE.

 

The Town Clerk informed Members that the annual staff performance reviews have taken place.

 

It was proposed by Councillor Martin, seconded by Councillor Stoyel and unanimously resolved to RECOMMEND to Full Council held on 7th March to approve all incremental point progressions for eligible staff for the year 2024-25, from 1st April 2024.

 

Bickford

For

Brady

For

Bullock

For

Dent

For

Foster

For

Gillies

For

Griffiths

For

Lennox-Boyd

For

Martin

For

Miller

For

Mortimore

For

Peggs

For

B Samuels

Absent

P Samuels

For

Stoyel

For

Yates

Absent

 

It was proposed by Councillor Martin, seconded by Councillor Dent and following a recorded vote of 14 for, it was RESOLVED to approve the above recommendation.

Supporting documents: