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Governance and Resources Committee

Monday, September 29, 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 29 September 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: 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 July 2025

    Decision

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

    RESOLVED unanimously to accept the minutes of the meeting held on 28 July 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.

  6. 06

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

  7. 06.A

    To receive an update on any devolution matters.

  8. 07

    To promote respect and professionalism in council interactions.

    Decision

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

    RESOLVED unanimously to task someone in the Office to look at becoming part of the Civility and Respect Pledge accreditation.
    The Town Clerk informed members that the SLCC & NALC are now doing a national campaign on Civility and Respect Pledge Accreditation; Town Councils have an opportunity to sign up. If Members are happy to task someone from the Office to investigate and come back with what is required and the benefits of being part of this scheme.
  9. 08

    To receive an update on the following objective: To complete the youth centre transfer and establish a social and skills development hub.

  10. 09.A

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

    Decision

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

    RESOLVED unanimously to reinstate the Community Chest back into the budget.
    The Town Clerk provided members with an overview of the RFO written report.

    Members discussed line 64.

    Cllr D Creek asked if the Community Chest budget that was once in place could be reinstated, £250 per Councillor and the benefit of this as well as the grant gateways. This committee could then decide the procedures over the next few months.
  11. 09.B

    To receive an update on then budget process and current status.

  12. 10
    TOR 7.6.11 - Oversee and scrutinise Town Council legal, governance and statutory responsibilities.
  13. 10.A

    To receive, note and recommend to Full Council, formal noting of the External Auditor's Report and Conclusion of Audit

    Decisions

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

    RESOLVED unanimously to note the External Auditor’s Report and to RECOMMEND to Full Council for noting.
    It was proposed by Cllr S Thomson, seconded by Cllr M North and

    RESOLVED unanimously for the invoice to be paid retrospectively
  14. 10.B

    To receive, consider and note the Assertion Review Forms (completed).

    Decision

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

    RESOLVED unanimously to note the Assertion Reviews on the 25 July and 20 August 2025.
  15. 10.C

    To receive, consider and make a decision on the recommendation(s) contained within the report.

    Decision

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

    RESOLVED unanimously to follow the guidance of the Internal Auditor as to the required increased amount of £5,000 of fidelity insurance at renewal to protect the Council sufficiently, and that this be reviewed annually prior to renewal to ensure the cover in place is sufficient.
  16. 11

    To receive and note the updated report on the PRS License Fees.

    Decision

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

    RESOLVED unanimously to accept that the music licence costs will be put on the booking forms at the time of booking.
  17. 12

    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

  18. 13

    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.

  19. 13.A

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

  20. 13.A.i

    To receive an update from the People Manager and consider the request.

  21. 13.A.ii

    To receive an update from the People Manager and consider the report.

    Decision

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

    RESOLVED unanimously to give delegated authority to the HR Manager to plan and identify who needs training.
  22. 13.A.iii

    To receive an update from the People Manager and note the report.

    Decision

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

    RESOLVED unanimously to note the cost of the staff redundancy that was provided in the written report.
  23. 13.A.iv

    To receive an update from the People Manager and consider the report.

    Decision

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

    RESOLVED to delegate the Director and TIC Uniform to the Town Clerk and HR Manager.

    2 members voted against.
  24. 13.A.v

    To receive an update from the Chief Finance Officer and make a decision on the proposed updated Employer's Discretions Policy (requirement under the Pension's Regulations).

    Decision

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

    RESOLVED unanimously to adopt the updated Employers Discretions Policy.
  25. 13.A.vi

    To receive and update and approve the procurement of replacement equipment needed to maintain the effective and efficient operations of the Environment Service.

    Decision

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

    RESOLVED unanimously to give delegated authority to the Town Clerk and HR Manager to look at additional uniform and a reasonable cost for domestic appliances if there is a case for it and being used appropriately.
  26. 13.B

    To receive, consider and make decisions/recommendations on the Staff Budget (based on the agreed Staff Review)

  27. 14

    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 or via email between meetings.

  28. 15

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