Agenda item

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

Minutes:

a.  Services held on Wednesday 8th December 2021

 

RECOMMENDATION 1:

 

72/21/22    TO RECEIVE AND CONSIDER CCTV PROVISIONS FOR AN ADDITIONAL CAMERA AND ANY ASSOCIATED EXPENDITURE.

 

The Acting Town Clerk reminded Members of the commercially sensitive information contained within the CCTV report and asked Members to be mindful when discussing the agenda item.

 

Members discussed the proposal and the inclusion of an eighth camera to be situated at Alexandra car park.

 

Members talked of various funding streams available for the shortfall of capital costs.

 

Members agreed an application to the s106 panel would be made but would exclude costs for the two cameras not located in the high street (funding stipulation).

 

Members agreed further investigations and applications to be made to alternative funding sources to cover the capital costs of the Waterside and Leisure Centre.

 

It was proposed by Councillor Peggs, seconded by Councillor Bickford and resolved to RECOMMEND to Full Town Council to be held on Thursday 13th January 2022:

 

1.    To approve an additional camera to be situated at Alexandra car park at an additional capital cost for the supply and installation.

 

2.    To approve maintenance option A for the annual maintenance costs, inclusive of all labour and replacement of parts for all eight cameras, subject to further clarification of warranty parameters.

 

3.    To give delegated authority to the Chairman and Vice Chairman liaising with the Acting Town Clerk to further progress a s106 application for funding towards the six cameras at the locations specified within the Town Centre:

 

Camera 1 - on the existing Christmas lights pole, Top of Fore Street

Camera 2 - on streetlight R013, Fore Street

Camera 3 - on streetlight R006, Top of Lower Fore Street

Camera 4 - next to streetlight C050, Lower Fore Street

Camera 5 - on streetlight B051, Old Ferry Road

Camera 6 – Alexandra car park.

 

 

 

4.    To give delegated authority to the Chairman and Vice Chairman liaising with the Acting Town Clerk to further progress alternative means of funding identified such as the Police and Crime Commissioners Office, Safer Streets and National Lottery Community Funding for the remaining cameras not situated in the Town Centre:

 

Camera 7 - adj. to streetlight A108, outside The Union Inn

Camera 8 – by the Leisure Centre.

 

It was proposed by Councillor Yates, seconded by Councillor Bickford and RESOLVED to amend point 3 and 4 of the recommendation to state that delegated authority be given to the Acting Town Clerk, liaising with the Chairman and Vice Chairman, to further progress alternative means of funding identified such as the Police and Crime Commissioners Office, Safer Streets and National Lottery Community Funding for the remaining cameras not situated in the Town Centre:

 

It was proposed by Councillor Peggs, seconded by Councillor Gillies and RESOLVED to note the minutes and approve the above recommendations.

 

b.  Extraordinary Personnel held on 16th December 2021

 

It was RESOLVED to note. There were no recommendations.

 

c.   Planning and Licensing held on 21st December 2021

 

It was RESOLVED to note. There were no recommendations.

 

d.  Extraordinary Personnel held on 6th January 2022

 

RECOMMENDATION 1:

 

112/21/22  TO RECEIVE DOCUMENTS AND CONSIDER THE RECRUITMENT OF A TOWN CLERK / RFO AND ANY ASSOCIATED EXPENDITURE

 

The Acting Town Clerk advised Members that they may wish to appoint CALC or SLCC to carry out a benchmarking exercise to review the salary of the Town Clerk (Proper Officer) / Responsible Finance Officer (RFO) to establish a range for the post when recruiting.

 

It was proposed by Councillor Martin, seconded by Councillor Peggs and resolved to RECOMMEND to Full Council held on the 13th January 2022 to approve:

 

1.  The advertisement notice for the position of a Town Clerk (Proper Officer) / Responsible Finance Officer (RFO) (as attached)

 

 

2.  The post to be advertised with SLCC for Local Council Professionals Gold Advert Package to include coverage on SLCC website, social media channels (reaching 73,050) and listed on the bi-weekly news bulletin for a period of one month commencing 14th January 2022 at a cost of £347 + VAT allocated to budget 6657 Staff Recruitment Advertising.

 

3.  The post to be advertised with CALC (free of charge), Town Council website and social media channels, all noticeboards and Plymouth City Council’s recruitment website (free of charge) for a period of one month commencing 14th January 2022.

 

4.  Saltash Town Council Line Management Organisational Chart (as attached)

 

5.  The job description for the post of Town Clerk (Proper Officer) / Responsible Finance Officer (RFO) (as attached)

 

6.  The person specification for the post of Town Clerk (Proper Officer) / Responsible Finance Officer (RFO) (as attached)

 

7.  The Personnel Committee to shortlist, undertake interviews, and appoint a successful candidate reporting back to Full Council at a future date.

 

It was proposed by Councillor Martin, seconded by Councillor Miller and RESOLVED to note the minutes and approve the above recommendations subject to an amendment to point 7 as follows:

 

The Personnel Committee to shortlist, undertake interviews, with suitable candidates to attend an informal meeting with Full Council (either face to face or virtually) in a format yet to be defined, upon which the Personnel Committee will appoint a successful candidate reporting back to Full Council at a future date.

 

e.  Policy and Finance held on 11th January 2022 

 

RECOMMENDATION 1:

136/21/22  TO RECEIVE A REPORT FROM THE FINANCE OFFICER.

 

c.    Staff Welfare

 

It was proposed by Councillor Miller, seconded by Councillor Yates and resolved to RECOMMEND to Full Town Council to be held on Thursday 13th January 2022 to vire £500 from General Reserves to Budget Code 6654 for the purchase of essential vaccinations for new staff members of the Service Delivery Department.

 

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

 

 

RECOMMENDATION 2:

 

141/21/22  TO RECEIVE AND CONSIDER RECOMMENDING EMERGENCY COVID-19 AMENDMENTS TO THE SCHEME OF DELEGATION.

 

It was proposed by Councillor Miller, seconded by Councillor Yates and resolved to RECOMMEND to Full Town Council to be held on Thursday 13th January 2022 to approve that the Acting Town Clerk should have the delegated authority to take any actions necessary with associated expenditure up to £5,000 to protect the interest of the community and ensure council business continuity during the period of the coronavirus pandemic where it is deemed inappropriate to meet.

 

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

 

RECOMMENDATION 3:

 

142/21/22  TO RECEIVE AND CONSIDER RECOMMENDING TO FULL COUNCIL THE APPOINTMENT OF A BUILDING SURVEYOR TO CARRY OUT AN INSURANCE VALUATION OF THE COUNCIL'S ASSET PORTFOLIO.

 

It was proposed by Councillor Miller, seconded by Councillor Foster and resolved to RECOMMEND to Full Town Council to be held on Thursday 13th January 2022 to appoint Company A at a cost of £4,800 plus VAT to carry out the revaluation works and to request the sum of £2,800 to be vired from General Reserves to make up the shortfall.

 

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

 

RECOMMENDATION 4:

 

143/21/22  TO APPROVE THE RECOMMENDATION TO APPOINT AN IT CONSULTANT TO ACT ON BEHALF OF THE TOWN COUNCIL.

 

It was proposed by Councillor Miller, seconded by Councillor Foster and resolved to RECOMMEND to Full Council to be held on Thursday 13th January 2022 to approve the following:

 

1.    The appointment of Company D at a cost of £240 per month for the provision of IT Services only and a monthly cost of £782.75 for the support and operational services to be allocated to Budget Code 6306 IT Maintenance. 

 

 

 

2.    To delegate authority to the Acting Town Clerk up to an expenditure limit of £1,000 to further progress additional IT projects, including the use of Sharepoint which will require additional training for staff and Councillors as required.

 

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

 

RECOMMENDATION 5:

 

144/21/22  TO RECEIVE A REPORT AND CONSIDER RECOMMENDING TO FULL COUNCIL A REDUCTION TO THE QUORUM LEVEL FOR ALL TOWN COUNCIL SUB COMMITTEES.

 

It was proposed by Councillor Miller, seconded by Councillor P Samuels and resolved to RECOMMEND to Full Town Council to be held on Thursday 13th January 2022 to reduce the quorum level to four for all Town Council Sub Committees.

 

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

 

RECOMMENDATION 6:

 

145/21/22  TO RECEIVE AND CONSIDER RECOMMENDING TO FULL COUNCIL THE AWARDING THE FREEDOM OF SALTASH POLICY.

 

It was proposed by Councillor P Samuels, seconded by Councillor Miller and resolved to RECOMMEND to Full Town Council to be held on Thursday 13th January 2022 to adopt the Awarding the Freedom of Saltash Policy subject to the following amendment to the survey poll requirements:

 

1.    Nomination Procedures – Points 7 & 8, page 4, to be amended to read ‘two thirds of respondents’, rather than ‘two thirds of Members’.

 

It was proposed by Councillor Miller, seconded by Councillor Yates and RESOLVED:

 

1.     To defer the above recommendation to Full Town Council to be held on 3rd February 2022.

 

2.     That Councillors submit their amendments to the policy to Councillor Miller copying in the Acting Town Clerk.

 

3.     To consider the amendments at an informal meeting to be held following the Planning and Licensing meeting on 18th January 2022.

 

 

 

 

RECOMMENDATION 7:

 

146/21/22  TO RECEIVE AND CONSIDER RECOMMENDING TO FULL COUNCIL THE GUILDHALL COVID-19 PHYSICAL FACE TO FACE TOWN COUNCIL MEETINGS RISK ASSESSMENT.

 

It was proposed by Councillor Miller, seconded by Councillor Gillies and resolved to RECOMMEND to Full Town Council to be held on Thursday 13th January 2022 to adopt the Guildhall Covid-19 Physical Face to Face Town Council Meetings Risk Assessment.

 

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

 

RECOMMENDATION 8:

 

147/21/22  TO CONSIDER EXTENDING THE MAYORS USAGE OF THE GUILDHALL TO ALL TOWN COUNCIL PREMISES FOR FUNDRAISING EVENTS.

 

It was proposed by Councillor Miller, seconded by Councillor P Samuels and resolved to RECOMMEND to Full Town Council to be held on Thursday 13th January 2022 to adopt the proposal to extend the Mayor’s usage of the Guildhall to all Town Council premises for fundraising events only and to amend the Civic Handbook.

 

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

 

RECOMMENDATION 9:

 

149/21/22  TO CONSIDER REINSTATING THE TOWN COUNCIL ANNUAL REPORT.

 

It was proposed by Councillor Miller, seconded by Councillor P Samuels and resolved to RECOMMEND to Full Town Council to be held on Thursday 13th January 2022 to approve:

 

1.    To reinstate the Town Council Annual Report.

 

2.    The Mayor, Committee and Sub Committee Chairs and Vice-Chairs to work up their contributions.

 

3.    To review the design in the lead up to the Annual Meeting in May 2022.

 

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

 

 

 

 

 

 

Supporting documents: