Agenda and draft minutes
PDF 344 KBVenue: The John Meikle Room - The Deane House. View directions
Contact: Email: m.prouse@somersetwestandtaunton.gov.uk
Webcast: View the webcast
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Apologies
To receive any apologies for absence.
Additional documents: Minutes: Apologies were received from Cllrs Fothergill, Hill, Johnson, R Lees, Peters, Prior-Sankey and Woodmason. |
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Minutes of the previous meeting of the Taunton Shadow Town Council
To approve the minutes of the previous meeting of the Committee held on 1st December 2022.
Additional documents: Minutes: RESOLVED to approve that the minutes of the previous meeting of the Committee held on 1st December 2022 were a correct record. |
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Declarations of Interest
To receive and note any declarations of disclosable pecuniary or prejudicial or personal interests in respect of any matters included on the agenda for consideration at this meeting.
(The personal interests of Councillors of Somerset County Council, Town or Parish Councils and other Local Authorities will automatically be recorded in the minutes.)
Additional documents: Minutes: Members present at the meeting declared the following personal interests in their capacity as a Councillor or Clerk of a County, District, Town or Parish Council or any other Local Authority:-
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Public Participation
The Chair to advise the Committee of any items on which members of the public have requested to speak and advise those members of the public present of the details of the Council’s public participation scheme.
For those members of the public who have submitted any questions or statements, please note, a three minute time limit applies to each speaker and you will be asked to speak before Councillors debate the issue.
We are now live webcasting most of our committee meetings and you are welcome to view and listen to the discussion. The link to each webcast will be available on the meeting webpage, but you can also access them on the Somerset West and Taunton webcasting website.
Additional documents: Minutes: No requests had been made to participate. |
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Appointment of Town Clerk - Update
Officers to provide a verbal update on the successful conclusion of the recruitment activity associated with the employment of a Town Clerk for the new Council. Additional documents: Minutes: The Specialist in Governance and Democracy had emailed all Shadow Town Councillors on 16th January updating them on the successful conclusion of the Town Clerk recruitment process. This was considered a key part of the Workstream and Programme of a safe and legal Council vesting on 1st April 2023. A rigorous recruitment process had been undertaken with a number of highly qualified candidates that had applied. The successful applicant, Donna Ford, had started in post this week.
The Chair of the Shadow Council echoed those prior comments on the quality of candidates and looked forward to working with the new Clerk. The Technical Advisor was thanked as well as Cllrs Larcombe and Lisgo for their time and effort in the interview selection process.
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Town Council Budget Update
Officers will present a verbal update on this item at the meeting with slides.
It is recommended that the Shadow Town Council: · Note the update on the Budget and provide any comments.
Additional documents: Minutes: Paul Fitzgerald (s151 Officer) and Paul McClean (Finance Specialist) introduced the item and went through a slide pack, which aimed to: - Review the budget to provide context and explanations to the items in the budget - Review the key data used to determine the Council Tax Base (CTB) and compare the May estimate to the December actual. - Compare the 2022/23 Parish precepts with the 2023/24 precepts, for those parishes affected by/adjacent to the new boundary. - Review the 2022/23 forecast implementation costs to budget. - Outline the impact of the boundary change on Community Infrastructure Levy (CIL) at vesting date. During the discussion of this item, Members made comments and asked questions which included: - · In relation to Parks, concern was raised around those in the urban extensions and any smaller parks that come with them and if the full impact they would have on the budget of the new town council was understood? · Officers had established the cost of the services that were operated by the district council and the charter trustees, what does it cost now and what do we estimate those costs to be by year one. · A query was raised as to whether the budget was set for general routine maintenance of the parks or was there any element for improvement in there? · The budget is based on the as is situation, any improvements would come out of discretionary funds. · Concern was raised around the salaries figure feeling very low. · The staffing budget was for two permanent members of staff and two part time members of staff. Maintenance would be outsourced to the Unitary council at least initially. · Concern was raised that there were parks left off and the risk of an additional budgetary pressure. · Officers had used high level estimations with Parish Councils existing budgets as building blocks. New council has obligation up to October to revise its budget, but it could not set a higher rate than that levied but there may be tweaking. · Members queries whether redundancy payments had been considered? · No provisions for redundancy were in this budget but these costs would be met if incurred. · Comment was made that in terms of Council Tax Band D precept was a misnomer, there were a lot of properties that were not band D. Band D equivalent is a measure, but reality is different. · Officers reiterated that presented this evening was the budget for 23/24, that is the take. It is the amount of money that the Town Council would receive. · Discussion was raised around the event employee only bringing in an income of £10,000 which was felt conservatively low. Comment was made that hopefully the Town Council could use Vivary Park for events although it will no longer own the park. · Comment was made that it was felt unnecessary for all elected members to receive brand new IT kit. · Officers had erred on the side of caution for income budget for events that might be unachievable if set too high. |
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Civic Activity/Cover for Vesting to the AGM
This report sets out a proposal to ensure the continuation of the civic activity associated with the historic Taunton Mayoralty in the period between the dissolution of the Charter Trustees for Taunton and the Annual General Meeting of the newly created Taunton Town/Parish Local Government Area, which will be required to take place within fourteen days of the elections on Thursday 4th May 2023. (1st April – 18th May 2023). The Shadow Town Council is requested to note the report.
Additional documents: Minutes: The report set out a proposal to ensure the continuation of the civic activity associated with the historic Taunton Mayoralty in the period between the dissolution of the Charter Trustees for Taunton and the Annual General Meeting of the newly created Taunton Town/Parish Local Government Area, which will be required to take place within fourteen days of the elections on Thursday 4th May 2023. (1st April – 18th May 2023). Members were generally in support of the report which was deemed sensible. It was requested that the support to the Mayor was provided out of the implementation budget. The progress of the work of the Coronation and Christmas lights was highlighted as needing to be commenced now. RESOLVED that the Shadow Town Council noted the report.
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Judicial Review Update
Legal Workstream Lead and Deputy County Solicitor Tom Woodhams to give an update on the Judicial Review Action.
Additional documents: Minutes: Legal Workstream Lead and Deputy County Solicitor Tom Woodhams to give an update on the Judicial Review Action. Cheddon Fitzpaine Parish Council had issued an application for a Judicial Review of Somerset County Council’s decision to make an Order back in October. A summary grounds of defence had been submitted and the application should be thrown out at the permission stage. Since then the Council had heard from neither the Court or the applicant. It was not certain the administrative court would contact the Council before April. If the court hearings took place after April they would be far more difficult to unwind, if so ordered. The Legal Advice is that both Councils should continue the work they are doing with a legally effective Order in place.
During the discussion of this item, Members made comments and asked questions which included: - · A query was raised as to whether the Judge had the power to rescind the Order, even in June/July. · The Judge could have the power to quash the Re-Organisation Order and therefore it will be as if it had never been made. · Cllr Baker and Isaacs declared, as Cheddon Fitzpaine Parish Councillors, that they removed themselves from the Parish Council closed sessions whenever this matter was being discussed.
RESOLVED that the Shadow Town Council noted the update. |
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Taunton Garden Town Briefing
Officers will present a verbal update on this item at the meeting with slides.
It is recommended that the Shadow Town Council: · Note the update on the Taunton Garden Town
Additional documents: Minutes: Officers presented a verbal update on this item at the meeting with slides.
During the discussion of this item, Members made comments and asked questions which included:- · Queries were raised that if the Town Council looked to take on extra responsibility of maintenance and assets in these highlighted areas, what work has been done to look at the cost of this? · Report that the consultants had provided us with has potential follow up actions. Particularly around income generation and cost. Not there yet, work that needs to be done. Just whether there is an interest in principle. · It was raised that of the original Garden Town project, was there any of that money left and could this be transferred to the new town council? · Funds are limited and with the view that there aren’t any available to the Town Council. · A request was made for further engagement for when a Town Council was in place. Concerned about what could be done about it at this stage. · It was highlighted that this designation was not just about new community assets but also about existing community assets, and they did not want the needs of these assets to be forgotten. · This was coming from a new asset perspective. · Councillors welcomed the presentation and would like this door to remain open. The existing system of stewardship was felt to not work well. · Queries were raised about whether there was a time limit or timeframe guiding this matter? · Officers were currently getting questions from developers on what we are proposing. No timeframe at this stage. · A query was raised as to how many jobs had been created since the Town was given Garden Town status in 2017? · A written answer would be provided. RESOLVED that the Shadow Town Council: · Noted the update on the Taunton Garden Town and provided comments.
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Implementation Programme -Progress overview scorecard
Officers will present a verbal update on this item at the meeting with attached slides.
It is recommended that the Shadow Town Council: · Note the update on the Implementation Plan progress and provide any comments.
Additional documents: Minutes: Officers took members through the Implementation Progress Update on Tranche 1 and 2 of the Implementation Plan. All Key milestones for Tranche 1 were met and the Town Clerk was now in post.
During the discussion of this item, Members made comments and asked questions which included:- · Concern was raised that the Parish Clerks have not had the level of engagement they should have and that time was running out. Further assurance was sought clarity on the completion of all tasks by Vesting Day. · Members requested a confidential briefing on the HR issues in play. · A statement was made that the communications for the Elections needed to be spot on for the May elections, the first elections since the new regulations were boughtin around Voter ID. RESOLVED that the Shadow Town Council: · Noted the update on the Implementation Plan progress and provided any comments.
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Taunton Shadow Town Council Forward Plan
To review the Forward Plan. Additional documents: Minutes: The Chair introduced the item and mentioned the additional items which were requested to be covered at the next meeting in terms of the steps taken to Vesting Day/Programme Plan/ and a confidential HR Update. Members attention was drawn to the LCN Update which had been programmed for the next meeting.
RESOLVED that the Shadow Council noted the Forward Plan. |