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Governance and Resources Committee

Monday, July 28, 2025

7:00 PM - 9:00 PM
Location

Council Chamber

Chair
Cllr Sarah Thomson
Explanation

You are hereby summoned to an ordinary meeting of the Governance and Resources (G&R) Committee which is to be held on Monday 31 July 2025 at 7pm in the Council Chamber, Municipal Offices, Marcus Hill, Newquay to transact the business contained in the attached agenda and associated papers.


The meeting will be live streamed and the link for this is in the summons attachment or can be found here: MEETING LINK

Agenda documents

Agenda items

  1. 01

    To receive and accept apologies for absence

  2. 02

    To receive Declarations of Interest and Dispensations awarded in respect of items on the agenda

  3. 03

    To take as read and confirm as accurate the minutes of the meeting held on: 28 April 2025

    Attachment

    Decision

    It was proposed by Cllr S Thomson, seconded by Cllr S Slade and

    RESOLVED to accept the minutes of the meeting held on 28 April 2025
  4. 04

    To discuss or note any matters arising from the minutes under item 3 (for information only)

  5. 05

    To receive previously notified public questions, followed by verbal questions (if technologically possible) from attending electors of Newquay.


    In line with Standing Order 3(e), members of the public may make representations, answer questions and give evidence at a meeting which they are entitled to attend in respect of the business on the agenda of the meeting.


    In line with Standing Order 3(f), the time allowed under this item is 15 minutes unless directed by the Chair.


    In line with Standing Order 3(g), members of the public shall not speak for more than 3 minutes.

    Decision

    It was proposed by Cllr S Thomson, seconded by Cllr M North and

    RESOLVED unanimously to bring agenda items 20, 21 & 23 to next on the agenda.
  6. 06

    To review the Council's Procurement Policies and Procedures to prioritise Local Businesses

  7. 07

    To review the Council's plans and priorities in respect of supporting long-term apprenticeships and skilled jobs

  8. 08
    OBJECTIVE B10 - Seek Government Investment
  9. 09

    To define our image and brand for better recognition among residents, businesses and visitors.

  10. 10

    To prioritise the devolution of key assets, such as car parks, for a more sustainable service.

  11. 10.A
    TOR 7.6.17 - Establish devolution opportunities and negotiate outcomes with Cornwall Council
  12. 10.A.i

    Decision

    It was proposed by Cllr S Slade, seconded by Cllr M North and

    RESOLVED to show an interest to Cornwall Council along with finding out if there are any restrictions on the land.
    Cllr S Thomson informed members that there is a parcel of Land at Trembath Crescent that Cornwall Council have asked if we would be interested in having devolved.

    Members discussed and would like to show interest to Cornwall Council.
  13. 10.B

    To consider the establishment of a working party who will be responsible for providing a written report with recommendations for consideration.

    Decision

    It was proposed by Cllr S Thomson, seconded by Cllr M North and

    RESOLVED unanimously to create a Devolution Working Party with the membership made up of Cllrs M North, S Thomson, S Carter and D Creek.
    Cllrs M North, S Thomson, S Carter and D Creek requested to sit on the Devolution Working Party.
  14. 11

    To ensure efficient use of council properties while considering community needs

  15. 12

    To identify funding opportunities for community projects.

  16. 12.A

    To receive, consider and determine drafted applications for external grant funding with an emphasis on ensuring the Council is satisfied with any specific requirements or commitments outlined with the application terms and conditions.

  17. 12.B

    To review the Grant Scheme and to receive, consider and determine applications received in relation to the committee’s remit.

  18. 13

    To consider ways to ensure council decisions reflect community needs.

  19. 14

    To clarify roles between councillors and officers for efficient operations.

  20. 15

    To promote respect and professionalism in council interactions.

  21. 16

    To set aside politics to focus on solving community issues.

  22. 17

    To complete the youth centre transfer and establish a social and skills development hub.

    Decision

    | It was proposed by Cllr S Thomson, seconded by Cllr D Creek and

    | RESOLVED unanimously to write to Cornwall Council to ask what is currently happening with the Youth Centre Building. |
    Cllr S Thomson informed members that this is progressing but has been delayed.
  23. 18.A

    To receive, note and consider any planning for the forthcoming budget setting process.

    Decision

    It was proposed by Cllr S Thomson, seconded by D Creek and

    RESOLVED unanimously to move forward with the suggested budget setting process.
    The Town Clerk informed members of the budget setting process for this financial year.
  24. 18.B

    To receive, note and consider any recommendations contained within the report.

    Attachment

    Decision

    It was proposed by Cllr S Thomson, seconded by Cllr S Carter and

    RESOLVED unanimously to note the report.
    The RFO provided members with an overview of the written report.
  25. 18.B.i

    To receive a report on the Year End Comparisons, consider the content of the report and make a decision on the recommendation(s) contained therein.

  26. 18.B.ii

    To receive a report on the Insurance Re-statement Valuations, consider the content of the report and make a decision on the recommendation(s) contained therein.

    Attachment

    Decision

    It was proposed by Cllr S Thomson, seconded by M North and

    RESOLVED unanimously that RTP are engaged to carry out the insurance re-instatement valuation at a cost of £4,250.00 plus VAT, in preparation for the insurance renewal in October 2026 and to suspend the Financial Regulations in relation to getting three quotations.
  27. 18.B.iii

    To receive a report on the Council's Investments (Annual 2024-25), consider the content of the report and make a decision on the recommendation(s) contained therein.

    Attachment

    Decision

    It was proposed by Cllr S Thomson, seconded by Cllr D Creek and

    RESOLVED unanimously to give delegated authority to the Chief Executive and RFO to increase/decrease the investment with CCLA to maximise the return on investment without impacting the operations of the Council.
    The RFO provided members with an overview of the written report.

    Members discussed.
  28. 18.B.iv

    To receive a report on the Twinning Funding, consider the content of the report and make a decision on the recommendation(s) contained therein.

    Attachment

    Decision

    It was proposed by Cllr S Thomson, seconded by Cllr D Creek and

    RESOLVED unanimously to RECOMMEND to Full Council the release of £750 for the Twinning Association food and soft drinks from the Grants EMR.
  29. 19

    To receive, consider and approve the drafted Brand Style Guide

    Attachment

    Decision

    It was proposed by Cllr S Thomson, seconded by Cllr S Slade and

    RESOLVED unanimously to formally adopt the Brand Style Guidelines and to use the remaining budget of £630 against any changes post the staff review.
    Cllr S Thomson provided members with an overview of the guide within their packs. The Town Clerk informed members that the new logos and colours are compliant.

    Members discussed.
  30. 20

    To receive a report on the Renewal of Council owned domain names, consider the content of the report and make a decision on the recommendation(s) contained therein.

    Attachment

    Decision

    It was proposed by Cllr S Thomson, seconded by Cllr D Creek and

    RESOLVED unanimously to note the domains proposed for cancellation, Approves the cancellation of the aforementioned domains at respective renewal dates, Approves the continued registration of the retained domains and supports the ongoing review of digital assets to ensure alignment with Council priorities.
    The IT Manager provided members with an overview of his written report.

    Members discussed.

    It was proposed by Cllr S Thomson, seconded by Cllr D Creek and

    RESOLVED unanimously to note the domains proposed for cancellation, Approves the cancellation of the aforementioned domains at respective renewal dates, Approves the continued registration of the retained domains and supports the ongoing review of digital assets to ensure alignment with Council priorities.
  31. 21

    To receive a report on the Data Protection Audit, consider the content of the report and make a decision on the recommendation(s) contained therein.

    Decision

    It was proposed by Cllr S Thomson, seconded by Cllr M North and

    RESOLVED unanimously that the committee approves the commissioning of a Data Protection Audit and Compliance Package, notes the strategic importance of this work in preparation for AGAR 2026 and Cyber Essentials certification and Approves Breakthrough Communications proposal (Option 1).
    The IT Manager provided members with an overview of his written report.

    Members discussed.
  32. 22

    To receive a report on the Music License Fees, consider the content of the report and make a decision on the recommendation(s) contained therein.

    Attachment

    Decision

    It was proposed by Cllr S Thomson, seconded by Cllr M North and

    RESOLVED for the music licence fee to be added to all premises booking forms moving forwards.

    Members discussed the report within their packs and would like the music licence fee added to the booking forms for all premises bookings. Charity events and Community groups to


    have their fee waivered, however private businesses / Commercial events and bookings must be charged the full amount.

    Moving forwards if any private or commercial bookings and events would like to play music then the music licence fee needs to be charged. Members asked the RFO to change the terms and conditions and to write to all future bookings outside of the next 30 days to inform them that we have changed our terms and conditions and to give them the opportunity to either continue with their booking or not.
  33. 23

    To receive a report on website upgrade works, consider the content of the report and make a decision on the recommendation(s) contained therein.

    Decision

    It was proposed by Cllr S Thomson, seconded by Cllr M North and

    RESOLVED unanimously for the Cape Creative to be awarded the contract at a cost of £8,750, with a timeframe of 12 weeks and to approve a 30% up-front payment as a deposit as part of Cape Creative’s payment terms.
    The IT Manager provided members with an overview of his written report.

    Members discussed.
  34. 24

    To receive and approve the CIL report as well as consider and recommend to Full Council approval of appropriate projects for CIL Funding (if projects have been identified).

    Attachment

    Decision

    It was recommended by Cllr S Thomson, seconded by Cllr S Slade and

    RESOLVED unanimously to remove the digital noticeboards and South Fistral Projects from the committed projects list and push forward with the Mount Wise Play Area Project.

    Members discussed and asked for the digital noticeboard and South Fistral Play Park to be removed from the committed projects list and would like to put forward for the Mount Wise Play Area Project
  35. 25

    To consider the formation of a working party to work on achieving Gold award status

  36. 26

    To receive, consider and make any decisions in relation to correspondence to the committee which has not been otherwise dealt with outside of the meetings

  37. 27

    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.

  38. 27.A

    To create multi-disciplinary teams where appropriate

    Decisions

    It was proposed by Cllr D Creek, seconded by Cllr M North and

    RESOLVED unanimously to proceed with the amended staff structure.
    It was proposed by Cllr S Thomson, seconded by Cllr M North and

    RESOLVED unanimously to extend the meeting by 1 hour.
  39. 27.B

    To promote accountability, teamwork and respect within staff.

  40. 27.C

    To receive, consider and make any decisions on confidential matters or reports raised by the Head of Paid Service or People Manager

  41. 27.C.i

    To receive, consider and make any decisions in relation to the formal request from the CCTV Manager.

    Decision

    It was proposed by Cllr S Thomson, seconded by Cllr M North and

    RESOLVED unanimously to support the CCTV Manager JEQ request.
  42. 27.C.ii

    To receive, consider and make any decisions in relation to the formal request from the interim Communications Officer

    Decision

    It was proposed by Cllr S Thomson, seconded by Cllr M North and

    RESOLVED unanimously to turn down the request and offer the suggested compromise.
  43. 27.D

    To receive a Debtor's report, consider the content of the report and make a decision on the recommendation(s) contained therein.

    Decision

    It was proposed by Cllr S Thomson, seconded by Cllr M North and


    RESOLVED unanimously to commission Tozers to assist from tomorrow.
  44. 28

    Urgent items for information and discussion only.


    Any questions asked under this item by members are likely to be responded to at the next meeting.

  45. 29

    The next G&R Committee meeting is to take place on Monday 29 September 2025 at 7pm in the Council Chamber, Marcus Hill, Newquay.
    Future Meeting Dates:
    29 September 2025
    24 November 2025
    23 February 2026
    27 April 2026 (Reserve date)