Go to page content Go to searchbox Go to menu
Previous page

Governance and Resources Committee

Monday, February 26, 2024

7:00 PM - 9:00 PM

Council Chamber

Cllr Drew Creek

You are hereby summoned to an ordinary meeting of the Governance and Resources (G&R) Committee which is to be held on Monday 26 February 2024 at 7pm in the Council Chamber, Municipal Offices, Marcus Hill, Newquay to transact the business contained in the attached agenda and associated papers.

Agenda documents


Agenda items

  1. 1

    To receive and accept apologies for absence

  2. 2

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

  3. 3

    To take as read and confirm as accurate the minutes of the meeting held on: 13 December 2023

  4. 4

    To discuss or note any matters arising from the minutes under item 3 (for information only - A current Action Items list has been attached for members to see).

  5. 5

    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. 6
    Objective 3.1 – Oversee and scrutinise the effective and efficient operation of the Council
  7. 6.A

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

  8. 6.B

    To receive, note and approve the following documents as set out:

    Staff Structure Review Working Party:

    • Project Initiation Document
    • Terms of Reference
    • Risk Assessment
    • Action Notes (exempt)
  9. 6.C

    To receive, consider and decide on the report from the IT Service Manager (note the report contains commercial information and so may need to be discussed under Exempt Business if comparing prices).

  10. 6.D

    To receive, note and consider any recommendations or update on the External Auditor Report and except for/other matters raised.

  11. 7
    Objective 3.2 – Oversee and scrutinise Town Council finances in accordance with Financial Regulations
  12. 7.A

    To receive, note and consider any recommendations contained within the report. (Information to follow if not attached)

  13. 7.B

    To receive, consider and recommend to Full Council the Annual Investment Strategy.

  14. 7.B

    To receive and note the updated asset register and IT Asset Report

  15. 8
    Objective 3.3 - Oversee and scrutinise Town Council legal, governance and statutory responsibilities.
  16. 8.A

    To consider and approve the commissioning (and budget) for undertaking a full review and draft of a new Corporate Plan by an external, independent specialist.

  17. 10
    Objective 3.6 – Internal Audit
  18. 10.A

    To receive, note and consider any recommendations contained within the Internal Auditor’s report and any Management Response Report and recommend the report goes to Full Council for noting.

  19. 10.B

    To consider and recommend to Full Council confirmation that following a review of the effectiveness of the internal audit and controls, that the Councils considers these measures to be adequate and effective, including confirming the independence and effectiveness of the Internal Auditor, Steve Hudson.

  20. 10.C

  21. 11
    Objective 3.7 - Manage and implement the Town Council Grant scheme
  22. 11.A

    To consider and recommend to Full Council any changes to the Grants Policy including Communications.
    Please note: 

    The following action is from a past meeting:- "At the next meeting review the grants policy with a view to changing the way the council operates it’s grants for example discussion was had over promotion in quarter one, review and release of grants in quarter two, another promotion in quarter three with a further and final review and release in quarter four in order to spread the grants across the year and reduce the first come, first served approach that we currently have also to discuss pooling of grants into one committee or having a better coordination of the funds by some other means".

  23. 12
    Objective 3.8 - Seek and identify external funding and grant opportunities
  24. 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.

  25. 12.A.i

    To support the footpath development along the A3059, that Newquay Town Council submit an Expression of Interest into the Community Levelling Up Fund and for Cllr Thomson to be approved to do this. This is subject to approval of the Environment and Facilities Committee to progress this project if successful.

  26. 13
    Objective 3.10 - Establish devolution opportunities and negotiate outcomes with Cornwall Council
  27. 13.A

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

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

  28. 14

    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

  29. 14.A

    To receive and respond to the email from Steve Double MP regarding the budget.

  30. 15
    Governance and Accountability
  31. 15.A

    To receive, note and consider any recommendations contained within the draft a) Financial and b) Strategic Risk Assessments and refer them to Full Council for noting.

  32. 16

    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.

  33. 16.A

    To establish a working party to strategically review the Council's land and property holdings in order to seek more effective income generation, to include Killacourt Units/Cafe and Mount Wise Ground Floor

  34. 16.B

    To discuss any matters regarding the confidential action notes (if needed).

  35. 16.C

    To receive and note the Confidential MEMO 240218

  36. 16.D

    To discuss any matters regarding the confidential IT Manager's Report (if needed).

  37. 16.E

    To receive, note and consider any recommendations in the Confidential Debtor's Report. (Report to follow if not attached)

  38. 17

    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.

  39. 18

    The next G&R Committee meeting is to take place on Monday 29 April 2024 at 7pm in the Council Chamber, Marcus Hill, Newquay.

    Future Meeting Dates:
    29 April 2024