Agenda item

a.    Policy and Finance held on 11 March 2025;

 

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

 

RECOMMENDATION 1:

 

163/24/25 TO RECEIVE A REPORT ON UPDATING STANDING ORDERS AND CONSIDER ANY ACTIONS AND ASSOCIATED EXPENDITURE.

 

The Chairman invited Councillor Peggs to brief Members on the background to her report regarding the training and civility and respect pledge of Members of the new Town Council in May.

 

The Town Clerk informed Members that the Town Council Standing Orders already advise Members to undertake Code of Conduct (Standing Order 14.6) and Employment Law training (Standing Order 5.11).

 

It was proposed by Councillor Peggs, seconded by Councillor P Samuels and resolved to RECOMMEND to Full Council to be held on 3 April 2025:

 

1.    To note that Standing Orders already cover Code of Conduct and Employment Law training;

 

2.    To add the following two additions to the relevant section of Standing Orders (as attached):

 

All Town Councillors sign the Civility and Respect Pledge at the point of signing their Declaration of Acceptance of Office to show their commitment to the pledge;

 

All Town Councillors should undertake training in Finance for Councillors within 6 months of delivery of their Declaration of Acceptance of Office, subject to course availability.

 

It was proposed by Councillor Miller, seconded by Councillor Peggs and RESOLVED to approve the above recommendation.

 

RECOMMENDATION 2:

 

164/24/25 TO REVIEW TOWN COUNCIL'S POLICIES AND PROCEDURES AND CONSIDER ANY ACTIONS AND ASSOCIATED EXPENDITURE:

 

Finance:

1.         Annual Business Continuity Plan;

2.         Annual Internal Audit and Business Risk Assessment;

3.         Annual Reserves Policy;

4.         Annual Statement on Internal Control;

5.         Annual Treasury Management Strategy;

6.         Anti Bribery Policy Statement & Anti Fraud & Corruption Strategy;

7.         Finance Schedule & Precept Plan;

8.         Financial Regulations.

9.         Receipting of Income & Banking Procedures;

10.      Risk Management Plan Statement;

11.      Risk Management Strategy;

12.      Scheme of Delegation;

13.      Local Government Pension Scheme.

 

It was proposed by Councillor Miller, seconded by Councillor Peggs and resolved to RECOMMEND to Full Council held on 3 April 2025 the Finance policy amendments.  No further amendments were made at the meeting.

 

General:

1.         Acquisition or Sale of Land and Property;

2.         Allotments;

3.         Communications Policy & Strategy;

4.         Complaint Handling and Customer Behaviour Policies;

5.         Data Retention and Disposal Policy;

6.         Events and Hire of Town Council Premises;

7.         FOI Model Publication Scheme 2023;

8.         Freedom of Information Policy;

9.         Grants Policy;

10.      Match Funding Policy;

11.      Planning – A Guide for Councillors;

12.      Public Loudspeaker Policy;

13.      Receiving Public Questions, Representations and Evidence at Meetings;

14.      Safeguarding Policy;

15.      Social Media Policy;

16.      Standing Orders;

17.      STC Corporate Guidelines;

18.      Corrections and Additions to Saltash War Memorials Policy;

19.      Noticeboard Policy;

20.      Fundraising Strategy.

 

It was RESOLVED to note that the Admin Department reviewed policy 6,7,8,10,16,17,18, 19 above and advised there are no amendments to be made at this time.

 

It was RESOLVED to note that the Policy and Finance Committee reviewed throughout the year:

policy 1 above - refer to minute 74/24/25,

policy 5 above – refer to minute 135/24/25d,

policy 9 above – refer to minute 134/24/25

policy 12 above – refer to minute 74/24/25. 

There are no new updates at this time

 

It was RESOLVED to note that the Services Committee held on 12.9.24 reviewed policy 2 above – refer to minute 52/24/25.  There are no new updates at this time

 

It was RESOLVED to note that the Planning and Licensing Committee held on 18.02.25 reviewed policy 11 above – refer to minute 122/24/25.  There are no new updates at this time.

 

It was RESOLVED to note that the Personnel Committee held 12.12.24 reviewed amendments to policy 14 above – refer to minute 63/24/24 and agreed a further review was required prior to reporting back at a future Personnel Committee meeting.

 

It was proposed by Councillor Miller, seconded by Councillor Bullock and resolved to RECOMMEND to Full Council to be held on 3 April 2025 the amendments to policy 3,4,13,15 above plus additional amendments made at the meeting (as attached).

 

Civic:

 

1.  Awarding the Honorary Freedom of Saltash

2.  Civic Awards

3.  Civic Handbook

4.  Election of Mayor and Deputy Mayor

 

It was RESOLVED to note that the Admin Department reviewed policy 1 and 4 above and advised there are no amendments to be made at this time.

 

It was resolved to RECOMMEND to Full Council to be held on 3 April 2025 amendments to policy 2 and 3 above plus additional amendments made at the meeting (as attached).

 

The Chairman requested the amendments to existing Town Council policies be considered en-bloc.

 

It was proposed by Councillor Miller, seconded by Councillor P Samuels and RESOLVED to approve the above recommendations.

 

b.    Planning and Licensing held on 18 March 2025;

 

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

 

c.    Extraordinary Personnel held on 27 March 2025.

 

It was RESOLVED to note the minutes and consider the following recommendation:

 

RECOMMENDATION:

 

98/24/25 TO RECEIVE A STAFFING REPORT FROM THE TOWN CLERK AND CONSIDER ANY ACTIONS AND ASSOCIATED EXPENDITURE.

 

It was proposed by Councillor Martin, seconded by Councillor Stoyel and resolved to RECOMMEND to Full Council held on 3 April 2025 to:

 

1.  Revert the Responsible Finance Officer (RFO) role to the Town Clerk post;

 

2.  Update the Town Clerk job description to encompass the responsibilities of the RFO (as attached);

 

3.  Revert the Finance Officer / RFO role to Finance Officer role only;

 

4.  Update the Finance Officer job description to encompass the responsibilities of the Finance Officer only (as attached);

 

5.  Update the Town Council Organisation Structure (as attached) to reflect the changes that were originally agreed by the Personnel Committee under the Private and Confidential session.

 

It was proposed by Councillor Martin, seconded by Councillor Foster and RESOLVED to approve the above recommendation.