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Full Council

Wednesday, May 4, 2022

7:00 PM - 9:00 PM
Location

Council Chamber

Chair
Cllr Louis Gardner
Explanation

You are hereby summoned to an ordinary meeting of the Full Council (Annual Council Meeting) which is to be held on Wednesday 04 May 2022 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. 0

    To receive a statement from the outgoing Mayor

  2. 1

    To receive, consider and decide on the nomination of Cllr Margaret North for the position of Mayor of Newquay for the 2022-23 Civic Year.


    Nomination: Cllr Margaret North
    Proposer: Cllr Gardner
    Seconder: Cllr Cheney


    Please note:

    • All valid nominations are included on the agenda for consideration (members can see signed versions attached).
  3. 2

    To receive, consider and decide on the nominations for Deputy Mayor of Newquay for 2022-23


    Nomination 1: Cllr Kevin Towill
    Proposer: Cllr Johns
    Seconder: Cllr North


    Nomination 2: Cllr Joanna Kenny
    Proposer: Cllr Hick
    Seconder: Cllr Williamson


    Please note:

    • All valid nominations are included on the agenda for consideration (members can see signed versions attached).
    • Nominations are in the order they were received only
  4. 3

    To receive and where relevant note/accept apologies for absence

  5. 4

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

  6. 5

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

  7. 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.

  8. 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.

  9. 8

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

  10. 8.A

    To receive, consider and adopt the updated Scheme of Delegation


    Please note:

    • No material changes to the 2021 version.
  11. 8.B

    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.
  12. 8.C

    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 by tracked changes (red line).
    • 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 with any significant changes planned for May 2023.
    • For information only - at the Governance and Resources Committee meeting on 25/04/2022 a recommendation in relation to TROs being added to the Planning and Licensing Terms of Reference and removed from the Community and Tourism (C&T) Terms of Reference was discussed. This is being referred to the C&T Committee for initial thoughts before being decided/recommended to Full Council as it is appropriate for the committee to provide a view before changes are proposed formally.
  13. 8.D

    To receive, consider and decide on the Selection Working Party Recommendations for Committee Membership and identified Working Parties and Outside Bodies

  14. 8.E

    To give delegated authority to the outgoing committee chairs (apart from the Governance and Resources Committee, who's chair is identified in its Terms of Reference) to continue to make any relevant decisions which are normally determined by the committee chair, that may be required, before the new committee has sat and elected its chair for the 2022-23 Civic Year.


    Please note:

    • This would be following an email canvass of members on the proposed responses.
    • The majority view will be taken.
    • This is only for urgent or time-critical actions and should remain a last resort as part of the Council's Business Continuity arrangements.
  15. 8.F
    Review and adoption of appropriate Standing Orders, Financial Regulations and Credit Management Code of Conduct
  16. 8.F.i

    Please note:

    • Governance and Resources Committee reviewed and recommended this policy at their meeting on 28 March 2022.
    • No material changes to the 2021 version.
    • Items in Bold relate to statutory matters and are not subject to general changes unless an Act or Statutory Instrument has been changed.
  17. 8.F.ii

    Please note:

    • Governance and Resources Committee reviewed and recommended this policy at their meeting on 28 March 2022.
    • No material changes to the 2021 version.
  18. 8.F.iii

    Please note:

    • Governance and Resources Committee reviewed and recommended this policy at their meeting on 28 March 2022.
  19. 8.G

    To receive, review and note the schedule of arrangements including legal agreements with other local authorities, not-for-profit bodies and businesses

  20. 8.H

    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.
    • The IT Asset Management System is an active system and so subject to constant change. A regular report will be sent to the relevant committee whenever new equipment is needed, with annual reports showing what assets the Council has and where they are located/held.
    • 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).
    • Updated Small Asset Register (Financial) is to follow once received from our Accountant.
  21. 8.I

    To receive, review and note the Council's arrangements for insurance cover in respect of all insurable risks

  22. 8.J

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

  23. 8.K

    To receive, consider and adopt the Persistant or Vexatious Complaints Policy and associated Complaints Procedure.


    Please note:

    • Governance and Resources Committee reviewed and recommended these policies at their meeting on 25 April 2022.
  24. 8.L

    To receive, consider and re-adopt the draft Data Governance Policies document

  25. 8.M

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

  26. 8.N

    To receive, consider and adopt the Council's Employment Policies and Procedures asset out


    Please Note:

    • The Staff Handbook and all associated policies have been approved by the HR Committee or Full Council (Annual Council Meeting) previously.
    • The new Officer Member Protocol has been recommended by the HR Committee at its meeting on 16 March 2022 for adoption.
  27. 8.O

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


    Please Note:

    • Governance and Resources Committee reviewed and recommended the Risk Assessments at their meeting on 28 March 2022. These were also signed off following a review by Full Council at its meeting on 06 April 2022.
    • These are the strategic documents - the various risk assessments are kept under review by managers, committees and project leads.
    • The Disaster Recovery & Business Continuity Policy has no proposed changes at this stage, but a wider review is taking place to update this document in 2022.
  28. 8.P

    To receive, consider and re-adopt the Council's Environmental Policy and Draft Climate Strategy

  29. 8.Q

    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.
  30. 8.R

    To receive, consider and adopt the Council's Annual Investment Strategy 2022


    Please note:

    • Governance and Resources Committee reviewed and recommended this policy at their meeting on 28 March 2022.
  31. 9

    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.

  32. 10

    To receive and approve the Financial Statements of the Town Council (to follow if not attached).

  33. 11

    To raise and discuss other business at the Chairman’s discretion (for information only)

  34. 12

    The next scheduled Full Council meeting will take place on Wednesday 01 June 2022 at 7pm in the Council Chamber, Municipal Offices, Marcus Hill, Newquay.