*CANCELLED* Agenda for Town Council Meeting-17th March 2020 - Ilminster Town Council

UPDATE – In response to the latest guidance and advice, the decision has been made to cancel this meeting.

A meeting of the Town Council will take place on Tuesday 17th March 2019 in 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 Agenda for the meeting is given below. Please contact the Town Council Office if you would like a copy of any of the reports.

Joy Norris

Interim Town Clerk

AGENDA

Apologies for Absence

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

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.

Minutes

To confirm the minutes of the meeting held on 21 January 2020 as a correct record.

Office Action Plan

To consider the Office Action Plan relating to Town Council Meetings.

5. Mayor’s Announcements/Engagements

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

(b) To receive details of the Mayor’s engagements

Police Report

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

Reports from District Councillors

To receive reports from District Councillors

Report from the County Councillor for the Ilminster Division

To receive a report from the County Councillor.

Reports from Representatives on Outside Bodies

To receive reports from Representatives on Outside Bodies.

Update from the Neighbourhood Plan Development Group

To receive an update from the Neighbourhood Plan Development Group including information on recent and future activities and any expenditure requests.

VE & VJ 75^th Commemorations

To receive an update from the Town Council representatives who are working with the Royal British Legion.

Financial Regulations

To consider the recommendation of the Resources Committee held on 11 February 2020 to adopt the Financial Regulations as attached.

Standing Orders

To consider if any amendments are required to the Town Council’s Standing Orders

Terms Of Reference

To consider if any amendments are required to the Town Council’s terms of Reference for Council and Committees

Scheme of Delegation

To consider if any amendments are required to the Town Council’s Scheme of delegations

Policy and Procedure Reviews – Recommendations from the Resources Committee

At its meeting on 11 February 2020 the Resources Committee considered a number of the Town Council’s Policies and made the recommendations stated below:

(a) Recruitment Policy & Procedure

That the Recruitment Policy & Procedure as attached is adopted and is

reviewed in 3 years unless legislation or best practice requires and earlier review

(b) Whistleblowing

That the Whistleblowing Policy & Procedure as attached was the subject of consultation with staff and that the consultation results are reported to Council together with a recommendation that the Whistleblowing Policy & Procedure is adopted and is reviewed in 3 years unless legislation or best practice requires and earlier review.

(c) Sponsorship

That the Sponsorship Policy & Procedure as attached is adopted and is reviewed in 3 years unless legislation or best practice requires and earlier review

(d) Equality & Diversity,

That the Equality Policy & Procedure as attached is adopted and is reviewed in 3 years unless legislation or best practice requires and earlier review.

(e) Absence Management

That the Absence Management Policy & Procedure as attached is adopted and is reviewed in 3 years unless legislation or best practice requires and earlier review.

(f) Capability (Performance)

That the Capability (Performance) Policy & Procedure as attached is adopted and is reviewed in 3 years unless legislation or best practice requires and earlier review.

(g) Disciplinary

That the Disciplinary Policy & Procedure as attached was the subject of consultation with staff and that the consultation results are reported to Council together with a recommendation that the Disciplinary Policy & Procedure is adopted and is reviewed in 3 years unless legislation or best practice requires and earlier review.

(h) Grievance

That the Grievance Policy & Procedure as attached was the subject of consultation with staff and that the consultation results are reported to Council together with a recommendation that the Grievance Policy & Procedure is adopted and is reviewed in 3 years unless legislation or best practice requires and earlier review.

17. Nomination of a Councilor To Sit on the Appeals Panel

To appoint a Councillor to the Appeals Panel to replace Councillor James.

As Councillor James has been elected as Chair of the Resources Committee it is no longer appropriate for him to be part of the Appeals Panel due to a potential conflict of interest with the role he has to play as Chair in the Town Council’s various employment processes.

18. Policy and Procedure Reviews – Recommendations from the Open Spaces Committee

At its meeting on 28 January 2020 the Open Spaces Committee considered a number of the Town Council’s Policies and made the recommendations stated below

a. Metal Detecting

That the policy of not allowing metal detecting on Town Council owned and managed land, as previously adopted remains in place and that this policy is reviewed in 3 years unless legislation or best practise requires an earlier review.

b. Flags on Open Spaces Building

That the Union Jack may be flown outside the Warden’s Workshop on agreed dates and that Council approve a list of dates on which the Union Flag will be flown outside the Wardens Workshop

19.Market House Roof

To consider the quotations received for repairs to the Market House Roof

20. Town Council Insurance

To consider the quotations obtained and confirm the Town Council’s Insurance arrangements wef 1 April 2020.

21. Purchase of an All Terrain Vehicle (ATV) – Recommendations from the Open Spaces Committee

To consider the recommendations from the Open Spaces Committee held on 10 March 2020 regarding the purchase of a Can-Am Traxter HD8 Pro to replace the current vehicle.

22. Warden’s Workshop, Health & Safety:

To consider the purchase of a chemical/fuel store for the Warden’s Workshop.

23. Grass Cutting Contract Ilminster Cemetery.

To consider the quotations received for grass cutting at the cemetery

24. Internet, Broadband, Mobile Phone Coverage in Ilminster

To consider a report from Ilminster Forum regarding Internet, Broadband, Mobile Phone Coverage; the report is based on the Ilminster Forum’s Business

25. Cricket Pavilion – Sub Lease to Ilminster Cricket Club

To consider matters relating to a sub -lease for the Cricket Pavilion.

26 A358 Preferred Route

To consider the Town Council’s position regarding the A358 preferred route

and possible involvement with other affected local councils.

27. Payments and Virements

The Schedule of Payments will be presented for Council’s information.

28. Delegation to Town Clerk – Report of Decision

At the Town Council Meeting held on 21 January 2020 the Town Clerk was given delegated authority following consultation with the Chair and Vice-Chair of the Open Spaces Committee to appoint a Project Manager for the Wharf Lane Recreation Ground refurbishment. The organisation appointed was Slade Parry of Yeovil and the main contact will be Mr Gary Slade

29.Clerk’s Updates

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

Number

Date

Topic

2/20

09.03.20

1. New bus shelter

2. Local Government Reorganisation Workshop – Frome

3. Special Town Council Meeting – Co-option

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Formal Meeting Reminders