A meeting of the Town Council will be held on Tuesday 17th January 2023 in the Council Chamber, Council Offices, North Street, Ilminster, TA19 0DG starting at 19:30 hrs.
Members of the public are welcome and encouraged to attend. However, due to ongoing Covid-19 concerns and a duty to protect all attendees, there will be a limited number of members of the public able to attend. If you wish to attend, please let Ilminster Town Clerk know either by email town.council@ilminster.gov.uk or phone the office on 01460 52149 by 3pm on Tuesday 17th January 2023. Officers of the council will advise whether capacity remains.
If members of the public have any questions on matters that are on the agenda, then, if possible, please notify the Council Office before the day of the meeting which item you would like to speak about.
This meeting has been advertised as a public meeting and as such could be filmed or recorded by broadcasters, the media, or members of the public. Please be aware that whilst every effort is taken to ensure that members of the public are not filmed, we cannot guarantee this, especially if you are speaking or taking an active role.
The business to be transacted at the meeting is outlined on the Agenda below. Any report will be made available as soon as possible, and in any event at least 30 minutes before the start of the meeting.
Yours sincerely
Mark Tredwin
Town Clerk
AGENDA
1. Public Forum –
Fifteen minutes will be made available for public comment and response in relation to
items on this agenda. Individuals will be permitted a maximum of three minutes each
to address the committee.
2. Apologies for Absence
To receive apologies for absence from Councillors unable to attend the meeting.
3. District and County Councillors Reports
4. 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.
Members are reminded that if they have a Disclosable Pecuniary Interest on their register of interest relating to any item on the agenda they are prevented from participating in any discussion or voting on that matter at the meeting as to do so would amount to a criminal offence. Similarly, if you are or become aware of a Disclosable Pecuniary Interest in a matter under consideration at this meeting which is not on your register of interests or is in the process of being added to your register you must disclose such interest at this meeting and register it within 28 days.
5. Dispensations
To note the grant of dispensations made by the Town Clerk in relation to the business of this meeting.
6. Minutes – Town Council
To confirm the Minutes from the Full Council Meeting held on the 20 December 2022 as a correct record
7. Minutes – Planning, Highways & Transport
To receive the Minutes of the meeting held on 10 January 2023 and note the committee’s comments made on planning applications therein
8. Minutes – Resources
To receive the Minutes of the meeting held on 10 January 2023 and note the committee’s comments and to consider any recommendations for the council to resolve
9. Police Report
https://www.police.uk/pu/your-area/avon-somerset-constabulary/ilminster-andwindwhistle/ To receive a verbal report from the Police if available
10. Councillor Representatives of external organisations
Members to be given updates by Councillor Representatives of any meetings that they have attended
11. Budget 2023/2024
For members to consider changes to the budget following the members day discussions
12. Income and Expenditure report
To inform members of the income and expenditure to December 2022
13. Schedule of Payments
To agree the payments for November and December 2022
14. Interim Audit Response
To note the outcome and response to the interim audit
15. Clerk’s Update
To update members on matters already reported to council
16. Standing Orders amendment
Members to consider adopting a variation to the Standing Orders in respect of attendance at meetings
17. Crosscut Shredding contract
Members to consider outsourcing the office/wardens shredding after a recent trial.
18. Coronation Saturday 6th May 2023
To receive an update from the working group about activities to celebrate the King’s Coronation
19. Neighbourhood Plan
To receive an update about the Neighbourhood Plan
20. Cost of Living Crisis
To update members on the council’s response to the cost of living crisis
21. Future of Local Government in Somerset
To receive updates and consider how they see Ilminster post the unification of the District Councils and Somerset County Council
22. Ilminster Tennis Courts
Members to receive an update on a potential upgrade to the Tennis Courts on the recreation ground.
Should any members consider that any items should be discussed in Part B, Exempt Business the following will apply.
That in view of the confidential nature of the business about to be transacted, it is advisable in the public interest that the press and public be temporarily excluded while members consider this item in accordance with the Public Bodies (Admission to Meetings) Act 1960.
23. Exempt Business To move that under Section 1, Paragraph 2 of The Public Bodies (Admission to Meetings) Act 1960, the press and public be excluded from the meeting for this item of business in view of the likely disclosure of confidential matters about information relating to an individual, and information relating to the financial or business affairs of any particular person, within the meaning of paragraphs 1 and 8 of schedule. 12A to the Local Government Act 1972 (see Section 1 and Part 1 of Schedule 1 to the Local Government (Access to Information) Act 1985), as amended by the Local Government (Access to Information) (Variation) Order 2006.
24. Ilminster Tennis Courts
Members to receive an update on a potential upgrade to the Tennis Courts on the recreation ground.
PLEASE NOTE THAT MEMBERS OF THE PUBLIC ARE WELCOME TO ATTEND
THIS MEETING AS OBSERVERS. Under the Openness of Local Government Bodies Regulations 2014, any members of the public are now allowed to take photographs, film and audio record the proceedings and report on all public meetings (including on social media). No prior notification is needed but it would be helpful to let the office know of any plans to film or record so that any necessary arrangements can be made to provide reasonable facilities to report on meetings. This permission does not extend to private meetings or parts of meetings which are not open to the public. All recording and photography equipment should be taken away if a public meeting moves into a session which is not open to the public.
If you are recording the meeting, you are requested to act in a reasonable manner and not disrupt the conduct of meetings for example by using intrusive lighting, flash photography or asking people to repeat statements for the benefit of the recording. You may not make an oral commentary during the meeting. The Chairman has the power to control public recording and/or reporting so it does not disrupt the meeting. Members of the public exercising their right to speak during Public Question Time may be recorded. Copies of this document are available in large print on request.
Click here to download the agenda: Agenda 17-01-23 NB
Ag 6 Draft minutes of the Full Council Meeting held on 20th December 2022
Ag 7 Draft minutes PHT 10th Jan 2023
Ag 8 Draft minutes Resources 10.01.23
Ag 10 Warehouse Jan 2023 newsletter
APP 11 Budget 2023-24 17-01-23 MT v4
Ag 12 Income Expenditure Report
APP 12A Income and Expenditure 31-12-22
Ag 13 Schedule of Payments Report
Ag 14 Interim Internal Auditor Report 2022-2023
APP 14A 2022-23_ITC_Interim_Internal_Audit_Cover letter
APP 14B 2022-23_Ilminster_Town_Councl_Interim_Internal_Audit_Clerk Response
App 15 A Councillor Surgeries 2023 (version 3) 17-01-23
App 16A Draft Standing Orders January 2023 v4
Ag 17 Crosscut Shredding Contract
APP 18A 230112-CORONATION MEETING
