Louth Town Council
The Sessions House, Eastgate,
Louth, Lincolnshire, LN11 9AJ
01507 355895
clerk@louthtowncouncil.gov.uk

To the Members of the Town Council of Louth:

You are hereby summoned to attend a meeting of Louth Town Council and its Governance and Finance Committee and Planning Committee which will be held on Tuesday 20^th June 2023 in The Old Court Room, The Sessions House, Eastgate, Louth at 7pm.  The business to be dealt with at the meeting is listed in the agenda below.

 

There will be a 15 minute public forum between 6.45pm and 7.00pm when members of the public may ask questions or make short statements to the Council, and your attendance is requested during this period. 

 

Please note, any public, wishing to speak in the public forum may do so on items which appear on the agenda or may ‘sit in’ on the meeting(s).  It would be much appreciated if any member of the public wishing to speak would please contact the Town Clerk, by emailing clerk@louthtowncouncil.gov.uk in advance of the meeting to discuss attendance arrangements.  If possible, please provide written representation rather than attending in person.

Members of the public should note that they will not be allowed to speak during the formal meeting.

 

Mrs. L.M. Phillips

Town Clerk

Dated this 15^th Day of June 2023

AGENDA

GOVERNANCE AND FINANCE COMMITTEE

(Membership: All Cllrs.)

 

1. Election of Governance and Finance Committee Chairman
   The Mayor will initially take the chair for this item. Committee to receive nominations and to elect the Chairman of the Governance and Finance Committee to hold office until the Annual Meeting of Louth Town Council in 2024.
2. Election of Governance and Finance Committee Vice Chairman
   Committee to receive nominations and to elect the Vice Chairman of the Governance and Finance Committee to hold office until the Annual Meeting of Louth Town Council in 2024.

3. Apologies for Absence
   To receive and note apologies where valid reasons for absence have been given to the Town Clerk at least one hour prior to the meeting.
4. Declarations of Interest / Dispensations
   To receive declarations of interest in accordance with the Localism Act, 2011 – being any pecuniary interest in agenda items not previously recorded on Members’ Register of Interests and any written requests for dispensation received by the Proper Officer under section 22 of the Localism Act.
5. Minutes
   To approve as a correct record the notes of the Governance and Finance Committee meeting held on 2^nd May 2023. (Attached).
6. Finance
   Committee to note/approve/authorise the following:
   1. Receipts and Payments – Cashbooks 1 and 2 – Month 12
      104. Cash Book 1 Receipts    £3,104.53                   Payments      £29,265.25
      105. Cash Book 2 Receipts           £0.00                   Payments            £63.00
   2. Detailed Income and Expenditure Report (Budget Variance Report) as at Month 12 to 31^st March 2023.
   3. Earmarked Reserves Report as at 31^st March 2023.
   4. Cashbook 1 and 2 Bank Reconciliations which reconcile to account statements showing balances as follows:
      450. Lloyds Treasurers Account (balance on statement 76) – £369,450.88
      451. Petty Cash (balance as at 31^st March 2023) – £155.49

• Lloyds Deposit Account (balance on statement 7 as at 31^st March 2023) – £166,652.51

438. National Savings and Investment Account (balance on statement 10 as at 31^st March 2023) – £111,438.22

7. Annual Governance and Accountability Return (AGAR) 2022/23
   1. To receive the Balance Sheet for the year ended 31^st March 2023 and recommend to Town Council that it be approved and signed by the Chairman and Responsible Financial Officer. (Attached).
   2. To approve the completion of the Annual Governance Statement (Section 1 of the AGAR) for the financial year 2022/23, placing ticks in all boxes except number 9 where n/a should be ticked and recommend to Town Council signing by the Chairman and the Town Clerk. (Attached).
   3. To consider and approve the Accounting Statements (Section 2 of the AGAR) for the financial year 2022/23 and recommend to Town Council signing by the Chairman. (Attached).
   4. To note that the period for the exercise of public rights must include the first 10 working days of July, must be at least 30 consecutive working days long, must commence as soon as reasonably possible after approval of the AGAR and with this in mind, recommend to Town Council that the period for the exercise of public rights should be set from Thursday 22^nd June 2023 to Wednesday 2^nd August 2023.
8. Review of Notices, Policies and Procedures
   Committee to note that the following have been reviewed. Documents which required more than a date change within the body of the text are attached here for your information.  Other documents are available to view on the Councils website or by request from the Town Clerk.  Council to approve continued use of:
   1. Cemetery Privacy Notice – No changes.
   2. Staff and Councillor Privacy Notice – Change to date of last update required within body of document.
   3. Email Contact Privacy Notice – No changes.
   4. General Privacy Notice – Change to date of last update required within body of document.
   5. Remote Meeting Privacy Notice – Change to date of last update required within body of document.
   6. Data Protection Policy – No changes.
   7. Information Security Incident Policy – No changes.
   8. Subject Access Requests Policy – No changes.
   9. Removeable Media Policy – No changes.
   10. Retention of Documents Policy – No changes.
   11. Secure Disposal of Information Policy – No changes.
   12. Publication Scheme – No changes.
   13. Policy on Handling of Freedom of Information Requests – No changes.
   14. LTC Vehicle Usage and Driving at Work Policy – No changes.
   15. Members Allowance Policy – No changes.
9. Working Group
   Committee to re-establish the Financial Overview Group as a working group and approve remit and membership as follows:
   Financial Overview Group (FOG) – Reports to Governance and Finance Committee / Town Council

Membership	5 + Town Clerk
Req’d Councillors	Chairman and Vice Chairman of GF Committee + 4 others
Members 2022/23	Cllrs. Mrs. EB, LMC, MB, DEW, JS and BO.  (The Mayor, Ex. Officio).
Officers	Town Clerk – Responsible Financial Officer (RFO)
Remit	To oversee financial transactions of LTC. Make recommendations to Council regarding the appointment of internal and external auditors. Assess and make recommendations to GF Committee regarding applications for grants. Review Standing Orders, Financial Regulations, Internal Controls and Insurance requirements. Ensure that statement of assurance on Annual Report can be approved by the Full Council.
Delegated Powers	None. Investigate and enquire with recommendations to GF Committee or Town Council.
Meetings	As required.

 

 

10. Next Meeting
    To note that the next scheduled meeting of the Governance and Finance Committee will take place on 8^th August 2023.

 

TOWN COUNCIL

(Chairman: Cllr. J. Simmons, Membership: All Cllrs.)

1. Apologies for Absence
   To receive and note apologies where valid reasons for absence have been given to the Town Clerk at least one hour prior to the meeting.
2. Declarations of Interest / Dispensations
   To receive declarations of interest in accordance with the Localism Act, 2011 – being any pecuniary interest in agenda items not previously recorded on Members’ Register of Interests and any written requests for dispensation received by the Proper Officer under section 22 of the Localism Act.

3. Minutes
   To approve as a correct record the notes of the Council Meeting held on 16^th May 2023.
4. Committee Minutes
   To confirm receipt of the minutes and adopt resolutions contained therein of the following Committee Meetings:
   1. Planning Committee – 25^th April 2023
5. Annual Governance and Accountability Return (AGAR) 2022/23
   1. To receive the report of the internal auditor. (Attached).
   2. To receive the Balance Sheet for the year ended 31^st March 2023 and approve signing by the Chairman and Responsible Financial Officer. (Attached).
   3. To receive the Income and Expenditure Account for the year ended 31^st
   4. On the recommendation of the Governance and Finance Committee to approve the completion of the Annual Governance Statement (Section 1 of the AGAR) for the financial year 2022/23, placing ticks in all boxes except number 9 where n/a should be placed and approve signing by the Chairman and the Town Clerk. (Attached).
   5. To consider and approve the Accounting Statements (Section 2 of the AGAR) for the financial year 2022/23 and authorise signing by the Chairman. (Attached).
   6. To note that the period for the exercise of public rights must include the first 10 working days of July, must be at least 30 consecutive working days long, must commence as soon as reasonably possible after approval of the AGAR and with this in mind, receive a recommendation from the Governance and Finance Committee that the period for the exercise of public rights should be set from Thursday 22^nd June 2023 to Wednesday 2^nd August 2023.
6. Co-option
   Council to consider candidates for co-option onto Louth Town Council and resolve as necessary.
7. Annual Town Meeting Minutes 2022/23
   To receive the notes of the Annual Town Meeting held on 18^th April 2023 and consider if further action should be taken on proposals raised by members of the public. (Minutes Attached and information on proposals by members of the public).

8. Working Groups
   Council to re-establish working groups to the Council and approve remit and membership. (To be tabled).

 

9. Louth Food Festival
   2023. Councillors to consider volunteering to assist ELDC with marshalling of the Louth Food Festival, which will take place on Lincolnshire Day, 1^st October 2023.
   2024. Council to consider running a Lincolnshire Day Poem competition in schools, as part of the food festival – with the winning child being invited to read their poem on stage and be presented with a prize (of the Town Council’s choosing and at their cost).
10. Land at Julian Bower
    Council to approve renewal of grazing licence with previous user.

 

11. Partnership Working – Tree for King Charles III
    Council to receive a proposal from the Mayor that it approve that the Town Clerk attempt to make arrangements for a tree to be planted in Westgate Fields to commemorate the Coronation of King Charles III. Horton, the Tree Officer at ELDC has already indicated that ELDC would purchase and permit a tree to be planted (tree at ELDC’s expense).  ELDC would also permit a plaque to commemorate the occasion to be erected with the tree (at LTC’s expense).  Enquiries as to the availability of suitable dignitaries to attend will also be made. 

12. Lincolnshire Police
    Following the recent visit of Sgt. Palmer, Council to consider a proposal from the Mayor to send a letter to the Police Commissioner and Chief Constable outlining the Council’s thoughts on the proposed reduction in PCSO numbers etc.
13. LALC Management Committee
    Council to note that on 16^th May it nominated the Clerk to act as a representative on the Association’s Management Committee. Since that time, it has become apparent that the LALC County Committee on which Cllr. JB has represented the Council for the past four years is to cease as the above takes over.  Therefore, Council to ratify the nomination of Cllr. JB to the above also.

 

14. Council Photograph
    Council to approve that arrangements be made for a Council photograph to be taken to mark the new Council’s term of office.
15. King Edward VI Almshouse, School and Educational Charity
    Council to note that Mr. Leonard’s term as a trustee on the above is to end on 24th August 2023. Leonard has confirmed that he would like to be re-elected as he is currently handling a large financially based property deal for the Trust and it would severely impact the ongoing process if he were to leave.  This would be to the detriment of the other trustees and trust itself as all project contact is through him as the main liaison with the contractors. The total value of benefit to the trust is potentially more than one million pounds.  Mr. Leonard hopes that Council will agree for him to continue on behalf of the Town Council, to benefit the community and facilitate the aims and objectives, for which the trust was established.  Council to nominate a representative.
16. Tree Planting and Community Orchard Scheme
    Council to receive correspondence on the above from the South East Lincolnshire Council’s Partnership, Climate Change and Environment Officer and resolve upon the way forward.

17. Next Meeting
    To note that the next scheduled meeting of the Town Council will take place on 19^th September 2023.

PLANNING COMMITTEE

(Chairman: Cllr. Mrs. S. Crew, Membership: All Cllrs.)

1. Apologies for Absence
   To receive and note apologies where valid reasons for absence have been given to the Town Clerk at least one hour prior to the meeting.
2. Declarations of Interest / Dispensations
   To receive declarations of interest in accordance with the Localism Act, 2011 – being any pecuniary interest in agenda items not previously recorded on Members’ Register of Interests and any written requests for dispensation received by the Proper Officer under section 22 of the Localism Act.
3. Minutes
   To approve as a correct record the notes of the Planning Committee Meeting held on 23^rd May 2023. (Attached).
4. Applications received by the Local Planning Authority
   To consider and make observations/ratify comments already submitted by the Planning Working Group to meet deadlines, on all planning applications received including those listed in the schedule (PA/Schedule 06-20-23). (Attached).

 

 

5. Planning Correspondence
   Committee to receive planning decisions, enforcement complaints, appeal decisions, temporary road closures etc., as advised by the District and County Council. (Attached).

6. Proposed Works to Trees
   Committee to consider the following proposed works to trees (details circulated by email) and resolve as required:
   1. Location: 2 Horncastle Road. Proposal: T27 (T1 on plan) and T29 (T2 on plan) – Limes.  Removal of all epicormic growth from stems and base up to a height of 6m, leaving the growth on the pollarded heads.  Reasons: To allow more light into the garden and house windows.
   2. Location: 5 George Street. Proposal: T1 – Lilac – Fell.  Reasons: Decayed bases on some stems, gutters getting blocked and minor cracks within retaining wall between properties. 
   3. Location: Holly Cottage, 8 Somersby Court. Proposal: Reduce in height from 9m to 7m and width from 6m to 4m.  Reasons: None supplied.
   4. Location: 18 Commercial Road. Proposal: T1 – English Yew – remove to ground level.  Reasons: Small garden; tree blocks light to house and adjacent properties.
   5. Location: 22 St. Mary’s Lane. Proposal: A1 – Ash, Beech, Birch, Cedar, Chestnut, Elm, Fir, Oak, Sycamore – T1 and T2 on plan (Laurel) reduce lateral spread into garden of No. 3 by 3m.  Reduce height by 3m and reshape accordingly.  T3 on plan (Cupressus) approx. 8m high protruding above Laurel by 3-4m; top in line with crown of Laurels.  Reasons: Trees encroaching into property and significantly reducing light and hindering plant and shrub growth underneath.
   6. Location: Elm Lodge, 57 Crowtree Lane. Proposal: A6 – Several Ash, Beech, Chestnut, Oak and Sycamore trees – (Chestnut marked on plan) lift canopy to 3.5m agl where it overhangs No. 5 by removing 1 no. limb at c2.5m agl back to the main branch with a c75mm pruning cut.  Balance remaining canopy over garden with final cuts no larger than 30mm.  Reasons: None supplied.
7. NHS Update
   Mrs. JMS to provide an update on possible changes to services at hospitals in Grimsby and Scunthorpe which might have an impact on Louth. Committee to resolve upon the way forward.
8. Next Meeting
   To note that the next scheduled meeting of the Planning Committee will take place on 11^th July 2023.