To the Members of the Town Council of Louth:

 

You are hereby summoned to attend a meeting of Louth Town Council and it’s Community Resources Committee and Governance and Finance Committee which will be held on Tuesday 30th March 2021 by Zoom Video Conference at 7pm.  The business to be dealt with at the meeting is listed in the agenda below.

 

Please note that the meeting will begin at 7pm unless there is a need to hold a public forum.  Any public, wishing to speak on an agenda item or ‘sit in’ on the meeting(s) should advise the Town Clerk, using the above email address, in advance and may ‘join’ the meeting using the following details:

To join by computer:

https://us02web.zoom.us/j/81746227664?pwd=RVhyczRiUFdMQmd1bDB3T0FaR1YrQT09

Meeting ID: 817 4622 7664    Passcode: 025330

To join by telephone:

+44 203 901 7895, +44 131 460 1196, +44 203 051 2874, +44 203 481 5237, +44 203 481 5240

Meeting ID: 817 4622 7664    Passcode: 025330

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 25th Day of March 2021

AGENDA

 

TOWN COUNCIL

(Chairman: Cllr. D. Hobson, 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.                  Declaration 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.                  Council Minutes
To approve as a correct record the notes of the Council Meeting held on 2nd March 2021.

 

4.                  Committee Minutes
To confirm receipt of the minutes and adopt the resolutions contained therein of the following Committee Meetings:

a.      Planning – 16th February 2021

b.      Governance and Finance – 2nd February 2021

 

5.                   Mayor and Deputy Mayor Elect 2021/22
Council to discuss options for Mayor Elect and Deputy Mayor Elect for 2021/22, note the attached Job Description of the Mayor and with the contents of this in mind resolve as necessary.  (See attached).

 

6.                  Future Meetings of the Council
Council to receive a report from the Town Clerk (attached) and resolve as necessary.

 

7.                  Care and Protection of Elderly and Vulnerable People
Cllr. Horton to propose that Louth Town Council send a letter lending its support to ELDC who has written to Victoria Atkins MP and Matt Warman MP to express its concern about the amount of unsolicited nuisance phone calls received by the elderly and vulnerable people and the amount who from this are persuaded/conned out of their money and savings.

 

8.                  All Weather Astroturf Pitch, London Road
Further to recent emails circulated by the Clerk from Magna Vitae on progress of the replacement of the above, Council to consider whether it would like to become more involved/assist.  (See attached).

 

9.                  Louth’s Best-loved Tree Competition
Council to consider its response to correspondence on the above, circulated by email on 1st March 2021 and attached herewith.

 

10.              Pedestrianisation of Louth
Council to consider making a corporate response to the attached survey which LCC have recently launched.

 

11.              Graffiti
Council to receive an update from the Clerk and resolve upon the way forward.

 

12.              Closed Session Items
Council to resolve to move into closed session in accordance with the Public Bodies (Admission to Meetings) Act 1960 due to the business to be discussed in the following item, information being of either a legal, confidential or commercial and third party nature in relation to:

a.      Request from the Deputy Monitoring Officer

b.      Hubbard’s Hills

 

13.              Next Meeting
Council to note that the date of the next scheduled Town Council meeting is 18th May 2021.

 

COMMUNITY RESOURCES

(Chairman: Cllr. A. Leonard, Membership: All Cllrs.)

 

14.              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.

 

15.              Declaration 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.

 

16.              Committee Minutes
To approve as a correct record the notes of the Community Resources Meeting held on 2nd February 2021.

 

17.              Closed Session Item
Council to resolve to move into closed session in accordance with the Public Bodies (Admission to Meetings) Act 1960 due to the business to be discussed in the following item, information being of a confidential, commercial and third party nature in relation to:

a.      Volunteer

b.      Cemetery Grasscutting

 

18.              Next Meeting
Council to note that no further Community Resources Committee meetings are scheduled in 2020/21.

 

GOVERNANCE AND FINANCE COMMITTEE
(Chairman: Cllr. Mrs. E. Ballard, 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 Governance and Finance Committee meeting held on 16th March 2021.

 

4.                  Financial Reports
Committee to receive a recommendation from FOG regarding the authorisation of:

Receipts and Payments – Cash Books 1 and 2 – Months 10 and 11. (Attached).
i.      Month 10 (Jan)        Cash Book 1   Receipts   £4,517.51     Payments      £21,746.34

ii.      Month 10 (Jan)        Cash Book 2   Receipts      £100.00     Payments           £136.32

iii.      Month 11 (Feb)       Cash Book 1   Receipts   £1,108.32     Payments      £24,083.37

iv.      Month 11 (Feb)       Cash Book 2   Receipts      £100.00     Payments             £50.00

b.      Detailed Income and Expenditure Report (Budget Variance Report) as at Month 11 to 28th February 2021 (Attached).

c.       Earmarked Reserves report as at 28th February 2021.

d.      Balance Sheet as at Month 11 to 28th February 2021 and Cashbook 1 and 2 Bank Reconciliations which reconcile to account statements showing balances as follows:

i.      Lloyds Treasurers Account (Balance at 28th February 2021) – £326,112.16

ii.      Petty Cash (balance as at 28th February 2021) – £135.40

iii.      Lloyds Deposit Account (balance as at 17th December 2019) – £166,650.51

iv.      National Savings and Investment Account (balance as at 1st January 2021) – £111,323.47

 

5.                   Earmarked Reserves
Committee to receive a recommendation from FOG that all Earmarked Reserve balances from 2020/21 be carried forward to 2021/22.

 

6.                   Day to Day Budgets
Committee to receive a recommendation from FOG to approve the following:

a.      That the Town Clerk be given delegated authority to carry forward unspent exceptional day to day item balances to 2021/22, if required or move surplus funds in 2020/21 day to day budgets to Earmarked Reserves at year end as required, to include but not be exclusively limited to the following:

b.      To move any remaining balance at year end in the 2020/21 day to day Community Payback and Amenity Grasscutting budgets to EMR Contingency.

c.       To move any remaining balance at year end in the 2020/21 day to day Cem Grasscutting budget to EMR Cem Facilities

d.      To move any remaining balance at year end in the 2020/21 day to day Security Maglok budget to EMR Accommodation (as agreed at budget setting).

e.       To move any remaining balance at year end in the 2020/21 day to day budget Election Expenses to EMR Elections (as agreed at budget setting).

f.        To move any remaining balance at year end in the 2020/21 day to day budget Tidy Louth to EMR IT Replacement

 

7.                  Policy Review
To review and approve the following policies:

a.      Media Policy

b.      Computer and Telephone Misuse Policy

 

8.                  Risk Management
Committee to review and receive a recommendation from FOG to approve the attached Risk Management document.

 

9.                   Asset register
Committee to review and receive a recommendation from FOG to approve the attached Asset Register.

 

10.               Next Meeting
Committee to note that the date of the next scheduled Governance and Finance Committee meeting is 11th May 2021.