Full Council

Wednesday, May 19, 2021

7:00 PM - 9:00 PM

Location
St Michael's Church, St Michael's Road, Newquay
Chair
Cllr Louis Gardner
Explanation

You are hereby summoned to an Annual meeting of the Newquay Town Council which is to be held on Wednesday 19 May 2021 at 7pm in the St Michael's Church, St Michael's Road, Newquay to transact the business contained in the attached agenda and associated papers.

Agenda documents

Agenda items

  1. To receive, consider and decide on the nominations for Mayor of Newquay for the 2021-22 Civic Year.

    Please note:

    • The deadline for complete nominations is by 9am on Monday 17 May 2021.
    • All valid nominations will be uploaded to iBabs once received and no later than by 5pm on Monday 17 May in order for members to be aware of who is nominated.
    • Only valid nominations received by the deadline and uploaded to iBabs, will be considered at the meeting.
  2. To receive, consider and decide on the nominations for Deputy Mayor of Newquay for 2021-22

    Please note:

    • The deadline for complete nominations is by 9am on Monday 17 May 2021.
    • All valid nominations will be uploaded to iBabs once received and no later than by 5pm on Monday 17 May in order for members to be aware of who is nominated.
    • Only valid nominations received by the deadline and uploaded to iBabs, will be considered at the meeting.
  3. To receive and where relevant note/accept apologies for absence

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

  5. To take as read and confirm as accurate the minutes of the meetings held on:

  6. To discuss or note any matters arising from the minutes under item 5.

    This is for information only unless specific matters/items are on the agenda for decision.

  7. To receive previously notified public questions by the deadline set out on the Front Sheet/summons, 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.

  8. To receive, consider and resolve to (re)/establish or implement the following under items 8A - 8T inclusively and/or separately:

  9. To receive, consider and adopt the updated Scheme of Delegation

    Please note:

    • All amendments are highlighted through tracked changes in the Draft Scheme of Delegation 2021.
    • A 'clean' version with all changes accepted is also included to assist members with reviewing the whole document.
  10. To receive, consider and decide on the draft schedule of meetings.

    Please note:

    • The proposed dates follow existing precedent and the established structure set by Council.
  11. To receive, consider and adopt the draft committee Terms of Reference documents and re-establish the existing structure along with the new committees

    Please Note:

    • All amendments are highlighted in tracked changes.
    • This structure has been adopted by Council in order to meet the objectives of the adopted Corporate Plan.
    • A review of the effectiveness of this structure will be undertaken in 2022.
  12. To appoint a Selection Working Party who shall draft recommendations for Committee/Working Party membership and representatives to outside bodies

  13. To give delegated authority to the Planning and Office Administrator along with the Mayor, Deputy Mayor and any other member(s) to submit consultee responses on any Planning & Licensing applications and consultations received that cannot be extended to after the first scheduled meeting of the Planning & Licensing Committee in June.

    Please note:

    • This would be following an email canvass of members on the proposed responses.
    • The majority view will be taken.
  14. Please note:

    • Amendments are identified through tracked changes under the following agenda items.
    • Items in Bold relate to statutory matters and are not subject to general changes unless an Act or Statutory Instrument has been changed.
    • A 'Clean' version of the recommended document is also included in order to assist members with reviewing them with changes applied.
  15. Please note:

    • Amendments are identified through tracked changes under the following agenda items.
    • A 'Clean' version of the recommended document is also included in order to assist members with reviewing them with changes applied.
  16. Please note:

    • This code has been drawn up by Cornwall Council and adapted by the Cornwall Association of Local Councils in order to try and establish a Cornwall-wide code for all Councils in Cornwall.
    • Where we have been asked to consider a local value i.e. for declaring gifts, a recommended level has been inserted in the code (highlighted). Members should specifically consider this value to ensure the Council is satisfied at the level proposed.
    • A separate MEMO outlining the changes has been included to explain the principle differences between the existing and new code.
    • The existing code is included for completeness, but members should note the national changes requiring the new code to be considered.
  17. To receive, review and note the schedule of arrangements including legal agreements with other local authorities, not-for-profit bodies and businesses

  18. To receive, review and note the inventory of land and other assets including buildings and office equipment.

    Please note:

    • Each of the services are working towards a standardised asset list.
    • Whilst the Council maintains records for assets, a definition of small assets is being reviewed in order to recognise the growing minor values of assets and to ensure we continue to formulate a compliant corporate asset list. Such a list would be further supported by individual service asset lists (with more information about maintenance undertaken along with anticipated replacement timetables etc).
  19. To receive, review and note the Council's arrangements for insurance cover in respect of all insurable risks

  20. To receive and note the Council's subscriptions to other bodies

  21. To receive, consider and adopt the amended Complaints Procedure.

    Please note:

    • All amendments are highlighted through tracked changes
  22. To receive, consider and adopt the draft Data Governance Policies document

  23. To review and re-adopt the existing Community Engagement and Communications Strategy

  24. To receive, review and adopt/note the Council's Risk Management Policies, Strategic Risk Assessments and Disaster Recovery & Business Continuity Policy

    Please Note:

    • These are the strategic documents - the various risk assessments are kept under review by managers, committees and project leads.
    • New Strategic Risk Assessments will be drafted through the committees to reflect changes to the areas of responsibility and services being delivered. These will be reported to Full Council in the near future once signed off.
  25. To receive, consider and adopt the Council's Environmental Policy and Draft Climate Strategy

  26. To receive, consider and note the Council’s expenditure incurred under s137 of the Local Government Act or the General Power of Competence

    Please Note:

    • All expenditure is made under the General Power of Competence. Therefore all payments lists which are available on the website along with all spend as outlined in the various attachments under item 9A are relevant expenditure incurred.
  27. To receive, consider and adopt the Council's Annual Investment Strategy 2021

    Please note:

    • All amendments are highlighted through tracked changes.
  28. To consider and resolve the following "Newquay Town Council declares that it meets the conditions, prescribed in Article 2 paragraph 2 of The Parish Councils (General Power of Competence) (Prescribed Conditions) Order 2012 (SI2012/965), and hereby resolves to adopt the General Power of Competence as provided in the Localism Act 2011 ss1-8. This declaration has effect until the Council’s Annual Meeting in 2025".

    Please note:

    • The Power of General Competence allows the Council to do anything in which an individual can do, provided there are no other laws or statutes preventing a specific activity from being undertaken by a Town Council.
    • The Council meets the requirements of the eligibility to adopt the power. These requirements are: 1) A CILCA Qualified Clerk and 2) at-least 2 thirds of the Council must be elected at the time of a normal election (in the Case of Newquay this means 16 members).
  29. To receive, consider and determine the following items (9A - G inclusive) and/or any recommendations contained therein:

  30. To receive, consider and note the Financial Reports from the Accountant including authorising relevant signatures to verify documents

    Please note:

    • The Mid-year forecast version is based on a revised budget and forecast compiled between August and December 2020. It is more up to date than the original budget version.
    • The original budget version is for completeness and shows how the Council performed against budgets set in December 2019.
  31. To receive, consider and determine any matters appertaining to additions or releases to EMRs in-line with Fin. Reg. 4.2

  32. To receive, consider and determine any matters appertaining to the Council’s Fixed Assets including noting the register

    Please Note:

    • There is currently a review across all council services on their asset registers - providing much more information about maintenance, initial purchase and anticipated replacement timeframe.
    • The Asset Register below is the financial asset register and this forms part of the Annual Governance and Accountability return calculations.
  33. To receive, consider and determine the effectiveness of internal controls including noting the Internal Auditor’s final interim report and any actions therein

  34. To receive, consider and determine the approval of the Section 1 - Annual Governance Statement 2019/20 having first considered the effectiveness of internal control and the Council’s adherence to all relevant regulations and procedures

    Please Note:

    • The Responsible Financial Officer has included recommended responses. However, Full Council determines the response.
    • Please note the separate report on the issue that has been raised by the Internal Auditor. This statement has been published on the Council's website as part of the requirements
  35. To receive, consider and determine the certification/approval of the Section 2 - Accounting Statements 2020/21

  36. To receive, consider and determine any further matters in relation to adoption of the final Year End Financial reports and associated submissions to the External Auditors - if item is needed

  37. To receive and note the list of Correspondence/individual letters or emails attached and to refer or respond accordingly (if any)

    Please note any emails or letters that have already been circulated to members will not be included unless a decision is needed that cannot be dealt with outside of Full Council or a committee.

  38. To receive, consider and confirm the co-option process for the remaining vacancies on the Council, which is proposed to be carried out at the end of the June 2021 Full Council meeting in-line with advice from the Cornwall Association of Local Councils.

    Please note

    • The Town Council is obliged the fill the vacancies as soon as practicable.
    • The Council currently has four vacancies to fill by co-option.
  39. To raise and discuss other business at the Chairman’s discretion (for information only)

  40. The next scheduled Full Council meeting will take place on Wednesday 02 June 2021 at 7pm at a location to be advertised.