06-18-24 TC MINS

 

MINUTES OF THE MEETING OF LOUTH TOWN COUNCIL
HELD IN THE OLD COURT ROOM, THE SESSIONS HOUSE, LOUTH

ON TUESDAY 18^th JUNE 2024

 

                                                The Mayor, Cllr. Mrs. J. Simmons (JS) (in the chair).

 

Present Councillors: Mrs. E. Ballard (Mrs. EB), L.M. Cooney (LMC), J. Drake (JD), H. Filer (HF), D. Hobson (DH), G.E. Horton (GEH), Mrs. J. Makinson-Sanders (Mrs. JMS), Mrs. K. Parsons (Mrs. KP), P. Starsmore (PS), Mrs. P.F. Watson (Mrs. PFW).

Councillors Not Present: M. Barnes (MB), J. Baskett (JB), D. Moore (DM), D.E. Wing (DEW).

 

The Town Clerk, Mrs. L.M. Phillips, the Town Clerk’s Assistant, Miss S. Chitauro and one member of the public were also present.

 

In the public forum, the Mayor, Councillor Mrs. J. Simmons made an announcement regarding her health and informed Councillors that she had received the resignation of Cllr. L. Frost that day.

• Apologies for Absence
  Apologies for absence were received from Cllrs. JB, DM and DEW. 
• Declarations of Interest / Dispensations
  The following dispensations were made:
  1. Mrs. JMS – Item 10 as a member of the Hubbard’s Hills Trust.

 

• Town Clerk’s Remarks
  The Town Clerk informed the Council that:
  1. A presentation from Ms Davis, the Fundraising and Communication Coordinator at EDAN Lincs (Ending Domestic Abuse Now), was in the process of being rearranged, and that the dates of the next two meetings had been offered.
  2. Three quotes had been received from Chartered Surveyors regarding the appraisal of the Sessions House, as discussed at the meeting held on 28^th May 2024, and that costs were low enough for the Clerk and Chairman of the Community Resources Committee to deal with the matter as per Financial Regulations. They were to meet shortly to discuss the quotes.
  3. All parties had been notified of the outcome of the recent Julian Bower Field discussions and that arrangements had been made for a new grazing licence. The valuation of the site had yet to be arranged.
  4. She had been notified om Monday 10^th June that Old Mill House had been broken into at the rear of the property. It appeared that those responsible were searching for copper or potentially using the building as shelter.  The Town Clerk told the Council that she had asked a local contractor to review the site security and that the matter had been reported to Kelly Palmer, the Neighbourhood Police Officer and to the police on 101, who had issued a crime incident number.  The Town Clerk also informed solicitors of the break in and of the outcome of the meeting held on 28^th May 2024 and was awaiting a response.
  5. The Sessions House would be used as a polling place for the General Election on 4^th July 2024 and that key holders had arranged a shift system between themselves so that someone would be present during non-work hours to open, close and oversee the building. 
• Minutes
  It was RESOLVED to approve as a correct record, the notes of the Council Meetings held on the 14^th May 2024.
• Committee Minutes
  It was RESOLVED to confirm receipt of the minutes and adopt the resolutions contained therein of the following Committee Meetings:
  1. Planning – 30^th April 2024
  2. Community Resources – 19^th March 2024
• Annual Governance and Accountability Return (AGAR) 2023/24
  On the recommendation of FOG and the Governance and Finance Committee it was RESOLVED:
  1. To receive and note the report of the internal auditor.
  2. To receive the Statutory Balance Sheet for the year ended 31st March 2024 and approve signing by the Chairman and Responsible Financial Officer.
  3. To approve the completion of the Annual Governance Statement (Section 1 of the AGAR) for the financial year 2023/24, placing ticks in all boxes except number 9 where n/a should be placed and approve signing by the Chairman and the Town Clerk.
  4. To approve the Accounting Statements (Section 2 of the AGAR) for the financial year 2023/24 and authorise signing by the Chairman. (Attached).
  5. 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 on a recommendation from FOG and the Governance and Finance Committee approve that the period for the exercise of public rights should be set from Thursday 20^th June 2024 to Wednesday 31^st July 2024.
• Annual Town Meeting Minutes 2023/24
  The Council received the notes of the Annual Town Meeting held on 16^th April 2024 and it was agreed that, unless there was a contentious subject requiring discussion in 2025, the Annual Town Meeting would be held at the Sessions House.
• Working Groups
  The Council received details relating to working groups remit, delegated powers and remit and RESOLVED to re-establish the following working groups, approving remit and delegated powers as per the paper and membership as follows:
  1. Events Working Group: Cllrs. JS (Chair TC), DH (Vice TC), PS, DM, JB, JD.
  2. Past Mayors: Cllrs. Mrs. EB, JB, DH, GEH. Mrs. JMS, JS, Mrs. PFW.
  3. Floral Enhancements: Cllrs. Mrs. KP, PS, HF, Mrs. JMS, MB.
  4. Speed Awareness: Cllrs. JS (Chair TC), DH, PS, GEH, Mrs. KP, Mrs. EB, MB.
  5. Asset Review Group: Cllrs. DH (Chair CR), Mrs. EB (Chair GF), HF, MB, LF, JMS, GEH, LMC, PS, DM.
  6. Planning Working Group: All Cllrs.
  7. Financial Overview Group (FOG): Mrs. EB (Chair GF), PS (Vice GF), GEH, HF, JD, KP and the Town Clerk.
  8. Louth Travel Board: JB, JD.
  9. Rural Market Town Group: Cllr. Mrs. JMS and the Town Clerk.
• Christmas Tree Festival 2024
  The Council RESOLVED that it would take part in the 2024 St. James’ Church Christmas Tree Festival running from 5^th – 11^th December 2024 and to delegate authority to the Town Clerk to incur expenditure, with the Mayor leading arrangements.
• Hubbard’s Hills Future Management
  The Council received papers from the Hubbard’s Hills Working Group, compiled from comments submitted by Councillors. It was RESOLVED that:
  2024. Hubbard’s Hills would be taken back into direct management from 30^th November 2024.
  2025. The Working Group would continue to work on the details of the changeover and present costed options for the Council in September covering governance and management arrangements, maintenance and development.
  2026. The Town Clerk would write an open letter to the existing Trust, to be released to the press, informing them of its decision, thanking them for their service to the Council and the people of Louth over the last 14 years and explaining that the Council would take the time to consider the longer-term future of Hubbard’s Hills.
  2027. The Town Clerk would evaluate the extra administrative burdens as a result of the changes and consider extra staffing requirements and costings, as well as advising on appointment processes and timescales for the above.
  2028. The Working Group (or its follow-on management and administration arrangements) would present further recommendations to the Town Council by end September 2025 which could include any of the original options and more, to be informed by the experience of the preceding year.

 

 

• Louth Town Plan
  After a proposal from Cllr. JD, it was RESOLVED to establish the Louth Town Plan Working Group, approving remit and membership as follows:

Membership	6
Members in 24/25	Cllrs: JD (Chair), PFW, HF, PS, LMC, JMS. Group will have the opportunity to invite Councillors and Non-Councillors to meetings as required.
Remit	To develop an effective Louth Town Plan to provide a long-term vision for the improvement of Louth and its future by creating a coherent planning policy and bringing together interested individuals and organisations in the town to foster co-operation to create plans to improve various sectors in the town.
Delegated Powers	None – group is to make enquires and bring recommendations the Town Council.
Meetings	As required

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

• Next Meeting
  It was noted that the date of the next scheduled Town Council meeting was 27^th August 2024.

 

The Meeting Closed at 8.52pm.

 

 

 

Signed_______________________ (Chairman)                Dated_________________________