Annual Meeting – Election of Mayor
To the Members of the Town Council of Louth:
You are hereby summoned to attend the Annual Meeting of Louth Town Council and meetings of its Planning, Community Resources, Governance and Finance and Personnel Committees which will be held on Thursday 6th May 2021 by Zoom Video Conference at 7pm. The business to be dealt with at the meeting is listed in the agenda below.
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/85069843557?pwd=Mjl1dWN2Nk13SVdPTGhzb3BNb255Zz09
Meeting ID: 850 6984 3557 Passcode: 225129
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: 850 6984 3557 Passcode: 225129
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 29th Day of April 2021
AGENDA
TOWN COUNCIL
(Membership: All Cllrs.)
1. Election of Mayor (Chairman)
Council to receive nominations and to elect the Mayor of Louth (Chairman) to hold office until the Annual Meeting of Louth Town Council in 2022, followed by:
a) Mayor to sign the Declaration of Acceptance of Office
b) Vote of Thanks to Retiring Mayor
c) Appointment of Chaplain, The Mayor will announce the arrangements he would like to make.
2. Election of Deputy Mayor
Council to receive nominations and to elect Deputy Mayor (Vice Chairman) to hold office until the Annual Meeting of Louth Town Council in 2022.
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
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. Council Minutes
To approve as a correct record the notes of the Council Meeting held on 30th March 2021. (Attached).
6. Committee Minutes
To confirm receipt of the minutes and adopt resolutions contained therein of the following Committee Meetings:
a) Planning – 16th March 2021
b) Governance and Finance – 16th March 2021
c) Community Resources – 2nd February 2021
7. Louth Town Council Governance
Council to confirm that Governance Documents such as Standing Orders, Financial Regulations, Risk Management and Internal Controls, the Asset Register, Insurance arrangements, the Council’s Complaints Procedure, all policies relating to GDPR, the Handling Freedom of Information Requests Policy, Media Policy and other policies and procedures were reviewed and adopted in 2020/21. (Available to view from the office or print at www.louthtowncouncil.gov.uk).
8. Committees of the Council
On a proposal by the Mayor, seconded by the Deputy Mayor, Council to re-establish Committees, as Committees of Louth Town Council and confirm terms of reference / delegated authority as contained within Standing Orders and confirm membership:
a) Planning Committee (P), All Members
b) Governance and Finance Committee (G), All Members
c) Community Resources Committee (C), All Members; and
d) Personnel (H) Committee, 5 Members, (Existing: JMS, SC, EB, GEH, DEW)
9. Town Clerk
On a proposal by the Mayor, seconded by the Deputy Mayor, Council to confirm delegated authority to the Town Clerk as contained within Standing Orders and Financial Regulations and as previously approved on 30th March 2021.
10. Representation on External Bodies and Arrangements for Reporting Back
Council to note or resolve upon representation as follows:
a) Louth United Charities – Cllrs. Mrs. SEL, Mrs. JMS, DEW, Mrs. SC, Mrs. JS and AL. Council to note that Cllr. Mrs. SEL’s term of office will expire in May 2021 and she would like to stand again. Council to elect a representative.
b) King Edward VI Almshouse School and Educational Charity of Louth – Cllrs. AL, Mrs. EB and Mrs. SC.
c) Louth Navigation Regeneration Partnership – Cllr. Mrs. PFW with Cllrs. Mrs. JS to substitute, as required.
d) CCTV Partnership – Cllrs. Mrs. EB, AC and Town Clerk
11. Council’s Membership of Other Bodies
Council to note that Louth Town Council is a subscriber to / associate of / registered with:
a) Lincolnshire Association of Local Councils (LALC)
b) National Association of Local Councils (NALC)
c) LALC Annual Training Scheme
d) Historic Towns Forum (Free associate)
e) The Federation of Burial and Cremation Authorities
f) The Information Commissioners Office
g) The Institute of Cemetery and Crematorium Management
12. Meetings of the Council
On a proposal by the Mayor, seconded by the Deputy Mayor, Council to approve:
a) Details of future meetings of Louth Town Council and Committees. These to be physical meetings unless legislation allows. (Attached).
b) The Town Clerk to issue summons accordingly
13. Working Groups
Council to re-establish the Events Working Group and Past Mayors Working Group as working groups to the Council and approve remit and membership. (Attached).
14. Nominated Key Holders
On a proposal by the Mayor, seconded by the Deputy Mayor, Council to confirm nominated key holders of The Sessions House, which role involves opening/closing up of Sessions House as required and being on call to deal with Chubb Fire and Security in the event of the building’s alarm being activated overnight or at weekends. Current key holders: FWPT, DJ, DH, SC.
15. Cheque Signatories
Council to note signatories, as follows:
a) Lloyds Account – EB, SEL, JMS, AL, DEW
b) NSI Account – SC, EB, Mrs. SEL, DH and AL
PLANNING COMMITTEE
(Membership: All Cllrs.)
1. Election of Planning Committee Chairman
The Mayor will initially take the chair for this item.
Committee to receive nominations and to elect the Chairman of the Planning Committee to hold office until the Annual Meeting of Louth Town Council in 2022.
2. Election of Planning Committee Vice Chairman
Committee to receive nominations and to elect Vice Chairman to hold office until the Annual Meeting of Louth Town Council in 2022.
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 Planning Committee meeting held on 13th April 2021.
6. Applications received by the Local Planning Authority
To consider and make observations on all planning applications received including those listed in the schedule (PA/Schedule 05-06-21).
7. Planning Correspondence
Committee to note planning decisions, enforcement complaints, appeal decisions, temporary road closures etc., as advised by the District and County Council. (Attached).
8. Working Group
Committee to re-establish the Planning Working Group as a working group to the Committee and approve remit and membership. (Attached).
9. Street Naming
Council to consider approving the name Kenwick View or Kenwick Mews for use on a new development of 13no. dwellings off Kenwick Gardens N/105/00704/21/21.
10. Proposed Work to Trees
Committee to ratify the comments of the planning working group which were made in support as an extension to the deadline for comments could not be obtained. Location: Byford House, 149A Eastgate. Proposal: T1 – Cypress – Fell and T2 – Yew – Fell.
COMMUNITY RESOURCES COMMITTEE
(Membership: All Cllrs.)
1. Election of Community Resources Committee Chairman
The Mayor will initially take the chair for this item.
Committee to receive nominations and to elect the Chairman of the Community Resources Committee to hold office until the Annual Meeting of Louth Town Council in 2022.
2. Election of Community Resources Committee Vice Chairman
Committee to receive nominations and to elect Vice Chairman to hold office until the Annual Meeting of Louth Town Council in 2022.
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 Community Resources Committee meeting held on 30th March 2021.
6. Working Groups
Committee to re-establish the Asset Review Working Group, Floral Enhancement Working Group and Tidy Louth Working Group as working groups to the Committee and approve remit and membership. (Attached).
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 2022.
2. Election of Governance and Finance Committee Vice Chairman
Committee to receive nominations and to elect Vice Chairman to hold office until the Annual Meeting of Louth Town Council in 2022.
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 26th April 2021.
6. Working Group
Committee to re-establish the Financial Overview Group as a working group to the Committee and approve remit and membership. (Attached).
PERSONNEL COMMITTEE
(Membership: 5 Cllrs.)
1. Election of Personnel Committee Chairman
The Mayor will initially take the chair for this item.
Committee to receive nominations and to elect the Chairman of the Personnel Committee to hold office until the Annual Meeting of Louth Town Council in 2022.
2. Election of Personnel Committee Vice Chairman
Committee to receive nominations and to elect Vice Chairman to hold office until the Annual Meeting of Louth Town Council in 2022.
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 Personnel Committee meeting held on 16th February 2021.