Agenda for Town Council Meeting – 22 May 2018 - Ilminster Town Council

The Annual Meeting of the Town Council will be held on Tuesday 22nd May 2018 at the Council Chamber, Council Offices, North Street, Ilminster starting at 19:30 hrs.

The public are welcome to attend this meeting. Members of the public are invited to ask questions or raise issues relevant to the work of the Council. The overall time available for this session is restricted to 15 minutes unless the Chair decides otherwise. Individual speakers are restricted to 3 minutes and are asked not to repeat points that have been made previously. It is helpful if potential contributors can make themselves known to the Meeting Administrator before the meeting so that the session can be programmed effectively.

Public participation is not part of the formal meeting of the Council however a note will be made of matters raised and recorded at the start of the minutes of the meeting.

The business to be transacted at the meeting is outlined on the Agenda below. Any reports listed as “to follow” will be made available as soon as possible, and in any event at least 30 minutes before the start of the meeting.

Yours sincerely

Joy Norris
Town Clerk

AGENDA
1. Election of Mayor To elect the Mayor for the period to the 2019 Annual Town Council meeting
2. Declaration of Acceptance of Office
To receive the Declaration of Acceptance of Office by the Mayor
3. Appointment of Deputy Mayor
To appoint the Deputy Mayor for the period to the 2019 Annual Town Council meeting
4. Apologies for Absence
To receive apologies for absence from Councillors unable to attend the meeting.
5. Declarations of Interest
To receive any declarations from Councillors and Officers of interests in respect of matters to be considered at this meeting, together with an appropriate statement regarding the nature of the interest.
6. Minutes
a) To confirm the minutes of the meeting held on 1st May 2018 as a correct record (to follow)
b) To consider the Office Action Plan relating to the Town Council Meetings. (to follow)
7. Mayor’s Announcements/Engagements
a) The Mayor (incoming) will make announcements relevant to Town Council and Mayoral activities and engagements
b) The Mayor (outgoing) attended the following engagements between 12 April 2018 and 16 May 2018 (to follow)
8. Standing Orders
To consider and approve the Town Council’s Standing Orders (To follow)
9 Financial Regulations
To consider and approve the Town Council’s Financial Regulations (Attached)
10 Council and Committee Terms of Reference
To consider and approve the Town Council’s Council and Committee Terms of Reference (Attached)
11 Scheme of Delegations
To consider and approve the Town Council’s Scheme of Delegation (To Follow)
12 Asset Register
To consider the Town Council’s Asset Register (Attached)
13 Appointment of Committees
a) Open Spaces Committee
b) Planning, Highways and Transport Committee
c) Resources
d) Grievance, Capability and Disciplinary Committee – The Chair of this Committee is the Deputy Mayor as an ex officio appointment; the Committee requires 2 other members currently Councillors Fagan and Shearman, and 2 reserves, currently Councillors Belobaba and James
e) Appeals Committee – This committee requires 3 members and 1 reserve; The precedent is that the Mayor would chair this Committee (unless they were involved in the appeal issue / topic) the other current appointed Councillors are Shepherd and Swann with Councilors Mackillop and Dewick as reserves
Note: The Town Council meeting will be adjourned at this point to enable the Committees to meet and elect their Chairs and Vice-Chairs.
14. Ratification of the Election of Committee Chairs & Vice Chairs
To ratify the election of the Committee Chairs and Vice-Chairs
15. Disbanding The Decision Making Review Working Group
To consider disbanding the working group which was reviewing the Decision Making Structure as it completed its work and reported to the Town Council on 1 May 2018, (current membership of the group
16. Disbanding the Football and Community Facility Governance Group
To consider disbanding the Football and Community Facility Governance Group as its purpose of scrutiny and governance relating to the build of the Football and Community Facility (Archie Gooch Pavilion) is no longer required. (Membership of the group comprises ex officio The Chair of the Open Spaces Committee, the Chair of the Resources Committee and the Deputy Mayor plus Cllr Walker.)
17 Appointment of Councillors to Working Groups
To appoint Councillors to working Groups:
a) Accommodation Working Group (currently Cllrs Fagan, Fowler, Keitch, Shearman and Shepherd)
b) Licence Conditions Negotiations (currently Councillors Burton, James and Shearman)
c) Cemetery Working Group (currently Councillors Mackillop, Shepherd, Shearman and Swann)
d) Local Council Award Scheme Working Group (Currently Councillors Dewick and Fowler)
18. Appointment Of Councillors to other Groups
To appoint Councillors to
a) Rec Users Group (currently Councillors Dewick, Keitch and Shearman, appointed 20.03.18)
b) Neighbourhood Plan Development Group (currently Councillors James, Shepherd and Walker)
19. Appointment of Representatives to Outside Bodies
To appoint representatives to various organisations;
a) Arts Centre (currently Cllr Fowler)
b) Chamber of Commerce (currently Cllrs James and Walker with Cllr Swann as a deputy)
c) Christmas Lights (currently Cllr Swann)
d) Dementia Awareness Alliance (currently Cllr Mackillop)
e) Fairtrade Committee (currently Cllrs Burton, and keitch with Cllr Walker as deputy))
f) Greenfylde School Liaison (currently Cllr Swann)
g) Ile Valley Children’s Centre (currently Cllr Burton)
h) Ile Youth Centre (currently Cllrs Burton & Walker)
i) Ilminster Education Foundation (currently Cllrs Swann and Shepherd)
j) Ilminster Entertainment Society (currently Cllr Shepherd)
k) Ilminster Literary Festival (currently Cllr Fowler)
l) Ilminster Tourism (currently Cllr Burton)
m) Market Town Investment Group (currently Cllr Fagan with Cllr Belobaba as deputy)
n) Neroche Community Primary School (currently Cllr Swann)
o) Police and Communities Together (currently Cllrs Keitch & Shepherd)
p) Somerset Association of Local Councils (currently Cllrs Fowler and Walker)
q) Swanmead School (currently Cllr Walker)
r) Wadham School Liaison (Cllr Fagan)
20. Appointment of Authorisation for Bank Transactions
To appoint Councillors as signatories and online banking authorisers to the Town Council’s bank accounts; the current signatories are Councillors Fowler, James, Keitch, Shepherd, Swann and Walker.
21. Calendar of Meetings 2018/19
To approve the calendar of meetings for the municipal year. (Attached)
22. Approval of Annual Governance Statement 2017/18
To consider and approve Annual Governance Statement 2017/18 (To follow)
23. Approval of Accounting Statements 2017/18
To consider and approve the 2017/18 accounts. (To follow)
24. Authorisation of Payments and Notification of Virements
The Schedule of Payments for authorisation is presented for Council’s approval. (To Follow)
25 General Data Protection Regulation (GDPR) Privacy Notices
To consider and approve the Town Council’s Privacy Notices (To follow)
26 Exclusion of Press and Public
To consider taking Agenda items 27 Archie Gooch Pavilion Snagging Works and 28 Ride on Mower Replacement, without members of the public and press present, due to the confidential nature of the business to be transacted i.e. business / financial information.
27 Archie Gooch Pavilion Snagging Works
To consider the quotations for the snagging works at the Archie Gooch Pavilion. (To follow)
28 Ride on Mower Replacement
To consider the replacement of the current ride-on mower. (To follow)