22nd June 2020 Agenda Town Council

To: The Chairman – Cllr Mike Facey and all members of the Town Council

You are hereby summoned to attend the next meeting of the Town Council to be held at 7pm on Monday 22^nd June 2020 via video conferencing.

Yours sincerely

Samantha Winter

Town Clerk

15^th June 2020

Please note that, due to volume of items on this agenda, the Chairman will not hear a public participation session prior to the formal meeting. Anyone wishing to speak on any matter is asked to contact their ward Councillor, who will assist as appropriate.

Please be aware that meetings are recorded.

Prior to the agenda Cllr David Fothergill will present & receive questions from councillors on Somerset County Council’s position with regards Local Government Reorganisation.

AGENDA

1. To receive any apologies for non-attendance
2. To receive any declarations of interest in items on this agenda & note any dispensations granted
3. To receive and approve minutes of the Town Council meeting held on 4^th May 2020 & the minutes of the extraordinary meetings held 28^th May and 11^th June 2020.
4. To receive the signed & witnessed declaration of acceptance of office from the Chairman
5. To note updates to the Action List
6. To receive reports from the police or other emergency services
7. To receive the Chairman’s announcements
8. Reports by Members (for information only)
   • To receive any reports from County councillors on County Council relevant matters
   • To receive any reports from District councillors on District Council relevant matters
   • To receive any reports from Town Council councillors on Town Council relevant matters
     • Cllr Winfield written update on Highbridge Festival of Arts
9. Motions for note/resolution
   1. To form an initial view on potential concerns & opportunities from LGR, from the perspective of this Town Council.
   2. To receive the SALC commissioned report on local government reorganisation, and resolve whether to support the points advanced in the report.
   3. To review and adopt the updated ico Model Publication Scheme and to note that the Council’s new website is in the process of being updated with the required information
   4. To receive and approve the invitation to tender documentation for advertising in respect of Christmas lights
   5. To receive the invitation to tender documentation in respect of the CIM funded seafront works and resolve that authority is delegated to the Town Improvements Committee to consider the tender submissions returned and to award a contract within the designated budget and in line with Financial Regulations.
   6. To receive an update on the Council’s grant payments relating to Coronavirus community initiatives
   7. To consider whether to take on the ownership of Railway Heritage noticeboards and approve the signing of legal agreements
   8. To note that the potential relocation of the Council office has been on temporary hold due to competing priorities associated with Coronavirus affecting both the Town Council and County Council.
10. Accounts

10.1 To receive and approve details of expenditure during March and April 2020 (as circulated)

10.2 To receive the Town Council Accounts for the month of March and April 2020 (as circulated)

10.3 To note the RFO’s financial report regarding, general reserve, accounting changes and ear marked reserves.

10.4 To consider the Annual Internal Audit Report 2019/20, letter and observations

10.5 To note that the quarterly sign off of the accounts including year-end has now taken place

10.6 To approve the Annual Governance Statement (s. 1 of the Annual Return 2019/20)

10.7To approve the Annual Accounting Statement for the year ending 31st March 2020 (s.2 of the Annual Return 2019/20)

11. Minutes of previous committee meetings:

To receive the minutes of the following committees, as previously circulated and published on the Town Council website:

1. Finance & Resources Committee held on 27^th April – Draft
2. Planning Committee held on 13^th May – Draft
3. Town Improvements Committee held on 18^th and 21^st May – Draft

12.Items of correspondence: (Members are requested to notify the office ahead of the meeting if they wish to have further information on any item)

Please see appendix attached

13.Dates of next Meetings

Monday 29^th June                Finance & Resources

Wednesday 1^st July             Burial

Wednesday 8^th July             Planning

Monday 13^th July                  Town Improvements

Wednesday 29^th July           Planning

Monday 3^rd August              Next Town Council