Town Council Agenda 17th March 2015

10^th March 2015

A meeting of the Town Council will take place on Tuesday 17^th March 2015 at Greenfylde First School, Silver Street, Street, Ilminster starting at 19:30 hrs.

The public are welcome to attend this meeting. Members of the public are invited to ask questions or raise issues relevant to the work of the Council. The overall time available for this session is restricted to 15 minutes unless the Chair decides otherwise. Individual speakers are restricted to 3 minutes and are asked not to repeat points that have been made previously. It is helpful if potential contributors can make themselves known to the Meeting Administrator before the meeting so that the session can be programmed effectively.

Public participation is not part of the formal meeting of the Council however a note will be made of matters raised and recorded at the start of the minutes of the meeting.

The Agenda for the meeting is given below. Please contact the Town Council Office if you would like a copy of any of the reports.

Joy Norris

Town Clerk

AGENDA

1. Apologies for Absence

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

2. 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.

3. Minutes

a) To confirm the minutes of the meeting held on 25^th February 2015 as a correct record

b) To consider the office Action Plan relating to the Town Council Meetings.

4. Mayor’s Announcements/Engagements

a) The Mayor will make announcements relevant to Town Council and Mayoral activities and engagements

b) The Mayor attended the following engagements between 17^th February 2015 and 17^th March 2015

2381 (Ilminster) Squadron Annual Dinner & Presentation Night on Saturday 14^th March 2015 at Hornsbury Mill, Eleighwater, Chard
Information session for potential town councillor candidates on Tuesday 3^rd March 2015 at the Minster rooms, Ilminster

5. Police Report

This agenda item provides an opportunity for the Police to report on any matters relevant to policing in Ilminster.

6. Reports from District Councillors

To receive reports from District Councillors

7. Report from County Councillor for Ilminster

To receive the report from the County Councillor Linda Vijeh

8. Reports from Representatives on Outside Bodies

To receive reports from Representatives on Outside Bodies

Ilminster Forum

9. Resources Committee Recommendation

The Chair of the Resources Committee to provide an oral update on relevant matters and present recommendations made by the Committee meeting held on the Tuesday 10^th February 2015

10. Monmouth Rebellion Board

To discuss the proposal for a new “The History of Ilminster Board” and the minor reparation of the existing “Monmouth Rebellion Board” and consider the Town Council’s stance on the project.

11. Winterhay Lane Recreation Ground – Play Area Project

The Open Spaces Review Group has considered the plan for the play area (attached) and recommends it for implementation. There is s106 money allocated for the Winterhay play area and the Town Council has informally indicated that it would be willing to use the money in the renewals budget for play equipment at Winterhay. The Town Council is asked to consider formally applying to South Somerset District Council for the s106 money for this project and also to authorise the use of the renewals budget. Quotations are being sought for both the supply and installation of the equipment and an oral update will be given at the meeting.

12. Update from the Open Spaces Review Group

An update and recommendations from the recent meeting of the Open Spaces Review Group will be presented and considered by the meeting.

13. Update from Football & Community Facility Governance Group
An update and recommendations from the recent meeting of the Football and Community Facility Governance Group will be presented and considered by the meeting. Topics likely to be included are: update on grant applications; appointment of a contract administrator; advertising for expressions of interest (to compile a list of contractors to be invited to submit tenders) lease

14. Licences and Leases
(i) To consider a request from the Cricket Club that the Town Council discuss with the Ilminster Education Foundation the possibility of a sub-lease, rather than a licence, for the cricket pavilion

(ii) to receive an update on the discussions regarding the lease and licence content based upon the headings already agreed by the Town Council

(iii) to consider the principles to be applied in setting the rent for:

Football and Community Facility and associated pitches
Cricket Pavilion and associated cricket squares
The Sports Club

(iv) To consider the length of tenure to be granted to the Cricket Club in the licence for The Sports Club

15. Projects for future s106 funding

It has been suggested that the Town Council should have a list of potential projects that s106 money could be sought / used for and that such a list should be provided to South Somerset District Council. The Town Council is asked to decide what it would like on the list.

16. Consider Insurance Renewal

In accordance with financial regulations to consider approval of the Council’s Insurance cover 2015/16

17. Project Plan

To consider progress on the project plan and whether any changes are necessary.

18. Authorisation of Payments and Notification of Virements

The Schedule of Payments for authorisation is attached for Council’s approval.

19. Exclusion of the Press and Public

To consider taking item 20 without members of the public and press present due to the confidential nature of the business to be transacted.

20. Hammerhead Land

The Town Clerk to provide an oral update on progress with implementing the Council’s instructions regarding the Hammerhead Land.

Upcoming Finance Meetings

Upcoming Planning Meetings

Upcoming Town Council General Meetings