Agenda of the Town Council will be held on Tuesday 19th September 2023 in the Council Chamber, Council Offices, North Street, Ilminster, TA19 0DG starting at 19:30 hrs.

A meeting of the Town Council will be held on Tuesday 19 September 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 Meetings held on the 20 June 2023 and 18 July 2023 as a correct record. Any recommendations from this committee can be found on the actual minutes.

7. Minutes – Planning, Highways & Transport
To receive the minutes of the meeting held on 1 August and 5 September 2023 and note the committee’s comments made on planning applications therein. Any
recommendations from this committee can be found on the actual minutes.

8. Minutes – Open Spaces
To receive the minutes of the meeting held on 1 August 2023 and note the committee’s comments made therein. Any recommendations from this committee can be found on the actual minutes.

9. Minutes – Resources
To receive the minutes of the meeting held on 5 September 2023 and note the committee’s comments made therein. Any recommendations from this committee can
be found on the actual minutes.

10. Mayor/Deputy Mayor Reports
To note the written reports.

11. Police Report
https://www.police.uk/pu/your-area/avon-somerset-constabulary/ilminster-andwindwhistle/ To receive a verbal report from the Police if available.

12. Income and Expenditure report
To inform Members of the income and expenditure to 31 August 2023.

13. Schedule of Payments
To agree the payments for July and August 2023.

14. Notification of end of Audit – AGAR
To note the External Auditors notification and AGAR report.

15. S106 Funding Award from Somerset Council
To consider acceptance of the S106 Award Agreement Terms and Conditions for the fitness trail and gym equipment project and consider alternative funding options.

16. Community Plan
To receive and consider information from the Community Plan Working Group.

17. Lighting the Beacon for D Day 80
To consider lighting the beacon for this national event.

18. Minster Milers Dash
To consider a request from the Minster Milers to use Britten’s Field and West Crescent.

19. Bonfire & Fireworks 2023 – Britten’s Field
To consider a request received from ISCL for the annual bonfire and fireworks display on Britten’s Field.

20. Memorial tree and commemoration bench
To consider the corner of the recreation ground where the memorial bench and tree will be located.

21. Vehicles on the Recreation Ground
For members to consider the extension of fencing and bollards around the Recreation Ground following repeated breaches of the bye-laws and lease agreements.

22. Information Technology Quotes
To consider quotes for setting up SharePoint.

23. Cleaning Contract
To consider quotes for a one-year contract to clean Town Council facilities.

24. Cemetery Lodge
To consider a report from the Cemetery Lodge Working Group

25. 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.

26. Information Technology Quotes
To consider quotes for setting up SharePoint.

27. Cleaning Contract
To consider quotes for a one-year contract to clean Town Council facilities.

28. Cemetery Lodge
To consider a report from the Cemetery Lodge Working Group

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 19-09-23

Ag 6 Draft Minutes Town Council 20-06-23

Ag 6 Draft Minutes Town Council 18-07-23

Ag 7 Draft minutes PHT 1st August 2023

Ag 7 Draft minutes PHT 5th September 2023

Ag 8 Draft minutes Open Spaces 1st August 2023

Ag 9 Draft minutes Resources 05-09-23

Ag 10 MAYOR’S REPORT FOR FULL COUNCIL SEPT 23

Ag 12 Income Expenditure August 23

App 12A Income Expenditure

Ag 13 Schedule of Payments July August 23

App 13A Schedule of Payments July 23