Agenda of the Town Council will be held on Tuesday 17th October 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 17 October 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 19 September 2023
as a correct record.

7. Minutes – Planning, Highways & Transport
To receive the Minutes of the meeting held on 3 October 2023 and note the committee’s
comments made on planning applications therein.

8. Minutes – Open Spaces
To receive the Minutes of the meeting held on 3 October 2023 and note the committee’s
comments made therein.

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/ Members are asked to report any query directly to officers.

11. Mid-Year Income and Expenditure Report
To inform Members of the income and expenditure to 30th September 2023.

12. Schedule of Payments
To agree the payments for September 2023.

13. Byelaws
To approve the byelaws with annotations prepared for a public consultation.

14. Grant applications from Horton Cross Nursing Home and Ilminster Ukulele Club
To consider two grant applications from the two organisations.

15. Christmas Lights Storage
To note the increase in rent charges.

16. A358 Update
To receive updates on A358.

17. New surfacing of the Mound
To consider quotes for the surfacing of the mound on the recreation ground.

18. Finance/Cemetery Software Quotes
To consider the renewal quote for the finance and cemetery software companies.

19. Cleaning Contract for Town Council Buildings
To consider quotes for a new cleaning contract.

20. North Street
To consider information following the receipt of the valuation report.

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.

21. 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.

22. New Surfacing of the Mound
To consider quotes for the surfacing of the mound on the recreation ground.

23. Finance/Cemetery Software Quotes
To consider the quotes from three finance/cemetery software companies

24. Cleaning Contract for Town Council Buildings
To consider quotes for a new cleaning contract

25. North Street
To consider information following the valuation report.

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.