Agenda for the Annual Town Council meeting to be held on Tuesday 16th May 2023 at 19:30 in The Council Chamber, Council Offices, North Street

The Annual Town Council Meeting meeting will be held on Tuesday 16 May 2023 in the Council
Chamber, Council Offices, North Street, Ilminster, TA19 0DG starting at 19:30 hrs.

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. Election of Mayor
To elect the Mayor of Ilminster for the period up to the May 2024 Annual Town Council
Meeting

2. Declaration of Acceptance of Office
To receive the Acceptance of Declaration of Office by the Mayor

3. Election of the Deputy Mayor
To elect the Deputy Mayor of Ilminster for the period up to the May 2024 Annual Town
Council Meeting

4. 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.

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

6. Somerset Council Member’s Reports
To receive the written reports from Ilminster’s representative members.

7. 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.

8. Dispensations
To note the grant of dispensations made by the Town Clerk in relation to the business
of this meeting.

9. Minutes – Town Council
To confirm the Minutes from the Full Council Meeting held on the 25 April 2023 as a
correct record

10. Minutes – Planning, Highways & Transport
To receive the minutes of the meeting held on 2 May 2023 and note the committee’s
comments made on planning applications therein.

11. Standing Orders
To review and approve the Town Council’s Standing Orders for the council year 2023 –
2024

12. Financial Regulations
To review and approve the Town Council’s Financial Regulations for the council year
2023 – 2024

13. Scheme of Delegation
To review and consider the Town Council’s Scheme of Delegation

14. Code of Conduct
To review and consider the Code of Conduct agreed at the 2022 Annual Council Meeting

15. Banking Authorisation
Appointment of authorisation for bank and investment transactions and mandates

16. Earmarked Reserves
To approve the proposed Earmarked Reserves for 2023 – 2024

17. Direct Debit and Regular Payments
To approve the Direct Debit and regular payments for the council year 2023 – 2024

18. Appointment of Members to Committees and Working Groups
To allow Members to agree the membership of the committees and working groups that
have met over 2022-2023

19. Appointment of Representatives to other Groups
Members to external groups to be allocated

20. Chair’s Award

21. Councillor’s Surgeries
To review the surgeries and any amendments that might be deemed appropriate.

22. Coronation
To receive feedback relating to the coronation
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.
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 asked 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

Please click here to download a copy of the agenda 16-05-23

Ag 6 Somerset Council Members Briefing Sheet May 2023

Ag 6 May Monthly Report

Ag 9 Draft Minutes Town Council 25-04-23

Ag 10 Draft minutes PHT 2nd May 2023

Ag 11 Standing Orders

APP11 Standing Orders DRAFT MAY 2023 MT3

Ag 12 Financial Regs

APP 12A Financial Regs May 2023

Ag 13 Scheme of delegation

APP 13A – DRAFT Scheme of Delegations

Ag 14 Code of conduct