A meeting of the Town Council will be held on Tuesday 20 June 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. 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. Somerset Council Member’s Reports
To receive the written reports from Ilminster’s representative members.
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 16 May 2023 as a
correct record.
7. Minutes – Planning, Highways & Transport
To receive the Minutes of the meeting held on 6 June 2023 and note the committee’s
comments made on planning applications therein.
23-0026-PHT Speed Limits in Sea
Members RESOLVED unanimously to support the formal reduction of the speed limit
from the A358 to the Ilminster Town boundary.
Proposer Cllr Shearman Seconded Cllr Hamilton
23-0027-PHT Street Names
Members RESOLVED unanimously to RECOMMEND to Full Council that officers work
with Somerset Council on the pilot that will suggest street names to be put forward to
both Ilminster Town Council and Somerset Council ahead of building taking place.
Proposer Cllr Shearman Seconded Cllr Hamilton
8. Minutes – Open Spaces
To receive the Minutes of the meeting held on 6 June 2023 and note the committee’s
comments made on planning applications therein.
Members RESOLVED unanimously to RECOMMEND to Full Council the proposed
Terms of Reference for the Recreation Users Group and the Herne Hill Users Group.
Proposed Cllr Osborne Seconded Cllr Shepherd
9. Mayor/Deputy Mayor Reports
To note the written reports.
10. Police Report
https://www.police.uk/pu/your-area/avon-somerset-constabulary/ilminster-andwindwhistle/ To receive a verbal report from the Police if available.
11. Internal Auditor Report 2022/23
To receive and note the internal auditors report.
12. Fixed Asset Register
a. To review and accept the purchase and disposals of fixed assets as of 31 March
2023.
b. To review and accept the Fixed Asset Register as of 31 March 2023.
13. AGAR 2022/23
a. To consider and resolve each of the annual AGAR Statements
b. To confirm the dates set for the exercise of public rights.
14. Banking Mandates
To confirm the current mandates for all accounts held by Town Council.
15. Finance report
a. To approve the payments made for April and May 2023.
b. To approve the completion of the bank reconciliations for April and May 2023.
16. Grant Application from Ilminster Carnival Committee
To consider a request from Ilminster Carnival Committee for £800 to support the first aid
and safety provision for the event.
17. Clerk’s Update
To update Members on matters already reported to council.
18. Section 19 Flood Report
To receive the Section 19 Flood Report relating to the flooding that took place on the 20th
October 2021.
19. Use of North Street Offices
Members to consider a request from the Ilminster History Society to use North Street offices.
20. S106 Agreement with Somerset Council for new play equipment and fencing at
Winterhay
a. To approve the play equipment and fencing for Winterhay play park.
b. To consider acceptance of the S106 Award Agreement Terms and Conditions.
21. Nominations for the Chair’s Award for Service to the Community
To discuss and nominate one person or group to the Chair of Somerset
22. Staff Matters
To consider details of staffing information
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. S106 Agreement with Somerset Council for new play equipment and fencing at
Winterhay
a. To approve the play equipment and fencing for Winterhay play park.
b. To consider acceptance of the S106 Award Agreement Terms and Conditions.
25. Nominations for the Chair’s Award for Service to the Community
To discuss and nominate one person to the Chair of Somerset
26. Staff Matters
To consider details of staffing information
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 the agenda 20-06-23
AG 3 Somerset Councillor report June 2023
Ag 3 Somerset Councillor report 2
AG 6 Draft Minutes Town Council 16-5-23
Ag 7 Draft minutes PHT 6th June 2023
Ag 8 Draft minutes open spaces 6th June 2023 (2)
APP 11A 2022-23_Ilminster_Town_Councl_Interim_Internal_Audit_Clerk Response
APP 11B 2022-23_Ilminster_Town_Council_Year_End_Internal_Audit_Cover_Letter
APP 11C IA Report 2022-23 Year_End_Internal_Audit_Observations CLerks responses
App 12A Purchase disposals Fixed Assets 310323
APP 13B AGAR 2022-23_Ilminster_Town_Council_Not_Covered_Letter
APP 15A Schedule of payments April to May 2023
Ag 16 Grant Application Ilminster Carnival Committee Report
App 16A Ilminster Carnival Committee Application June 23
APP 16B GRANT APPLICATIONS – POLICY AND GUIDANCE
App 17A Launch Meeting of Local Community Network
App 18A CAUSES of flooding 2017 extract
App 18B Ilminster floods action plan 2023
APP 18C EA Ilminster Working Group Project Update 20230613
App 18D S19 Illminster October 21 Final report
