An Extra Ordinary meeting of the Town Council will be held on Tuesday 28 November
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 written monthly reports
To receive any written reports from the Somerset Council Members for Ilminster.
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 21 November 2023
as a correct record.
7. Minutes – Planning, Highways & Transport
To receive the Minutes of the meeting held on 7 November 2023 and note the
committee’s comments made on planning applications therein.
8. Minutes – Resources
To receive the Minutes of the meeting held on 7 November 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/ To receive a verbal report from the Police if available.
11. Co-option
To note information regarding co-option and a casual vacancy.
12. Schedule of Payments
To agree the payments for October 2023.
13. Interim Audit Results
To consider the Interim Audit report and agree the responses to the Internal Auditor.
14. Draft Budget 2024/2025
To consider updates to the budget from the previous meeting and any additional
information from Somerset Council should it be available.
15. Application from Ilminster Sports Club Ltd for a container.
To consider an application from Ilminster Sports Club Ltd to add a second storage
container to the compound at Britten’s Field.
16. Clearing North Street Offices
To consider options for clearing furniture from the North Street offices and giving notice
to finish the internet contract.
17. Scouts visit to Ilminster Town Council
To note the report on the Scouts visit to the Council Offices and Chamber.
18. Grant Application
To consider a grant application received from the Quakers for Warm Spaces Ilminster.
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.
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.
19. West Crescent Play Park Quotes
To consider quotes for the replacement play equipment.
20. Fitness equipment Quotes
To consider quotes for installing a fitness station.
21. Path to the tennis courts
To consider quotes for laying a path to the tennis courts to make them accessible.
22. Cleaning contract
To consider options and quotes for a one-year contract to clean Town Council facilities.
23. To receive details of the Lease meetings
To receive updates from the Lease meetings held with both Ilminster Cricket Club Ltd
and Ilminster Sports Club Ltd.
24. Cemetery Lodge
To receive an update, and to consider a report from the Cemetery Lodge Working
Group.
25. Town Clerk’s Appraisal
To receive 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 for 28-11-23
Ag 6 Draft Mins Town Council 21-11-23
Ag 8 Draft min Resources 7-11-23
Ag 9 MAYOR’S REPORT FOR FULL COUNCIL 28 NOVEMBER 2023
App11A ITC Co-Option policy February 2023
Ag 12 Schedule of Payments October 23
APP 12A Schedule of Payments October
APP 13A 2023-24_Ilminster_Town_Council_Interim_Internal_Audit_Cover_Letter
APP 13B 2023-24_Internal_Audit_Ilminster_Town_Council_-_SUMMARY_INTERIM
Ag 16 Clearing North Street Offices
APP 16B Scripti quote burial books
