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Agenda for Town Council Meeting – 18 September 2018

Postedon 13th September, 2018 in Agendas – Town Council

A meeting of the Town Council will be held on Tuesday 18 September 2018 in the Council Chamber, Council Offices, North Street, Ilminster, TA19 0DG at 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


1.         Apologies for Absence

To receive apologies for absence from Councillors unable to attend the meeting.

2.         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.

3.         Minutes 

a) To confirm the minutes of the meeting held on 17 July 2018 as a correct record.  (To follow)

b) To consider the office Action Plan relating to the Town Council Meetings.  (To follow)

4.         Mayor’s Announcements/Engagements

a) The Mayor will make announcements relevant to Town Council and Mayoral activities and engagements

b) The Mayor attended engagements between 11 July 2018 and 11 September 2018 as detailed on the schedule.  (To follow)

5.         Police Report

This agenda item provides an opportunity for the Police to report on any matters relevant to policing in Ilminster.  (To follow)

6.         Reports from District Councillors

To receive reports from District Councillors.

7.         Report from the County Councillor for the Ilminster Division

To receive a report from the County Councillor.  (To follow)

8.         Reports from Representatives on Outside Bodies

To receive reports from Representatives on Outside Bodies. (To follow)

9.         Update from the Neighbourhood Plan Development Group
To receive an update on the work of the Neighbourhood Plan Development Group. (To follow)

10.       Recommendations From the Open Spaces Committee

To consider recommendations from the Open Spaces committee regarding the use of the Town Council’s Open Spaces equipment by volunteers for the purposes of maintaining grounds for their Club / organisation’s activities.  (To Follow)

11.      Designation of Herne Hill as a Local Nature Reserve

(i) To approve the plan showing the area for which designation is sought.  (To Follow)

(ii) To approve inclusion of the plan approved in (i) above as part of the Herne Hill Management Plan

(iii) To approve the draft declaration for submission to Natural England.  (To Follow)

12.       Application For Quality Award

That following the assessment of readiness conducted by Councillors Fowler, Dewick and Gunn and compilation of the evidence for the application, the Town Council is asked to resolve that it publishes the requisite information on-line and has the other appropriate information.  (To Follow)

13.       Internal Audit Report for 2017/18

To consider the updated action list from the Internal Auditors’ report. (To Follow)

14.       External Audit Report for 2017/18

To consider the External Audit Report for 2017/18.  (To Follow)

15.       Archie Gooch Pavilion – Annual Landlord & Tennant Meeting

To nominate Councillors to represent the Town Council at the second annual landlord and tenant meeting (date to be arranged).

16.       Archie Gooch Pavilion

To consider information received from Ilminster Sports Club Ltd regarding the tarmacking of the car park at the Archie Gooch Pavilion.  (To Follow)

17.       Housing Needs Survey Report

To consider the Housing Needs Survey Report.  (To Follow)

18.       Payments and Virements

The Schedule of Payments will be presented for Council’s information.  (To Follow)

19.      Clerk’s Updates

The following Clerk’s Updates have been sent by email since the last Council agenda was published.

10/1812.07.181.         Police & Crime Commissioner in Ilminster

2.          Councillor Walkabout

3.         Funding of Grass Cutting Equipment

4.         Archie Gooch Pavilion

11/1823.07.181.    Draft Town Council minutes

2.    Planning Highways & Transport Notes

3.    Contact list /Committee memberships / Outside Bodies

12/1807.08.181.    Wharf Lane Swings

2.    PHT Draft Minutes 07.08.18

3.    2019/20 Budget Planning Day

4.    Councillor Training

5.    Cemetery Space & Churchyard grave shortage

13/1808.09.18 1. Open Spaces Staffing
2. Open Spaces equipment

20.      Exclusion of Press and Public

To consider taking agenda item 21 without members of the public and press present, due to the confidential nature of the business to be transacted i.e. personal information.

21.       Open Spaces Staffing

(i) To receive a general update

(ii) To consider composition of a Councillor Panel should the need arise for a panel to be convened


Formal Meetings  – Reminder


2 October                  Planning, Highways & Transport Committee

16 October               Resources Committee

6 November             Planning, Highways & Transport Committee

13 November           Open Spaces Committee

20 November           Council

Click here to download the Agenda for Town Council meeting 18.09.18

Click here to download Agenda 3a – Draft minutes of Town Council held on 17 July 2018

Click here to download Agenda 3b – Office Action List

Click here to download Agenda 4b – Mayor’s Engagements

Click here to download Agenda 5 – Police Report

Click here to download Agenda 7 – County Councillor Report July & August

Below are items for Agenda 8 – Reports from Outside Bodies

Click here to download report from Chamber of Commerce

Click here to download The Swanmead Pen

Click here to download Wadham Words

Click here to download Agenda 9 – Neighbourhood Plan Update

Click here to download Agenda 10 – Recommendation from the Open Spaces Committee

Click here to download Agenda 11 (i) & (ii) – Map of intended Herne Hill LNR

Click here to download Agenda 11 (iii) – Text of Natural England Draft LNR Declaration

Click here to download Agenda 13 – Internal Auditor Report 2017/18

Click here to download Agenda 16 – Archie Gooch Pavilion

Click here to download Agenda 18 – Payments & Virements

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Ilminster Town Council