To the Members of the Town Council of Louth:
You are hereby summoned to attend a meeting of Louth Town Council’s Governance and Finance Committee which will be held on Tuesday 13th April 2021 by Zoom Video Conference at 12pm. The business to be dealt with at the meeting is listed in the agenda below.
Please note that the meeting will begin at 12pm 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:
Meeting ID: 849 5453 4731 Passcode: 030408
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: 849 5453 4731 Passcode: 030408
Members of the public should note that they will not be allowed to speak during the formal meeting.
Mrs. L.M. Phillips
Dated this 8th Day of April 2021
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.
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.