02-25-25 G&F MINS

MINUTES OF THE LOUTH TOWN COUNCIL GOVERNANCE AND FINANCE COMMITTEE
HELD IN THE OLD COURT ROOM, THE SESSIONS HOUSE, LOUTH
ON TUESDAY 25th FEBRUARY 2025

Councillor Mrs. E. Ballard (Mrs. EB) (in the chair).

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

Councillors not present: J. Baskett (JB), M. Barnes (MB), D.E. Wing (DEW).

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

G37. Apologies for Absence
Apologies were received from Cllr. JB.

G38. Declarations of Interest / Dispensations
There were no declarations of interest or dispensations made.

G39. Minutes
It was proposed, seconded and RESOLVED that the notes of the Governance and Finance Committee meeting held on 10th December 2024 be approved as the minutes.

G40. Finance
On a recommendation by FOG, it was proposed, seconded and RESOLVED to note/approve/authorise the following financial information in relation to Months 7, 8 and 9:
i. Month 7
1. Cash Book 1 Receipts £15,715.78 Payments £28,350.68
2. Cash Book 2 Receipts £250.00 Payments £24.99
ii. Month 8
1. Cash Book 1 Receipts £4,381.67 Payments £27,826.69
2. Cash Book 2 Receipts £0.00 Payments £150.29
iii. Month 9
1. Cash Book 1 Receipts £4,197.20 Payments £36,912.65
2. Cash Book 2 Receipts £250.00 Payments £271.55
b) Detailed Income and Expenditure Report (Budget Variance Report) as at Month 9 to 31st December 2024.
c) Earmarked Reserves Report as at 31st December 2024.
d) Balance Sheet to 31st December 2024 and Cash Book 1 and 2 Bank Reconciliations which reconcile to account statements showing balances as follows:
i. Lloyds Treasurers Account (balance at 31/12/24 on statement 9) – £371,981.40.
ii. Petty Cash (balance as at 31/12/24 – £209.91.
iii. Lloyds Deposit Account (balance on statement 9 printed 12th February 2025) – £166,652.51.
iv. National Savings and Investment Account (balance on last statement received (no. 12) as at 01/01/24) – £112,300.42.

G41. Deputy Mayor Elect 2025/26
The Council received a nomination of Cllr. Mrs. KP for the position of Deputy Mayor Elect and it was subsequently proposed, seconded and RESOLVED that Cllr. KP would be recommended to fill the position for 2025/26. It was noted that:
a. The Deputy Mayor historically ascends to the position of Mayor in the following Mayoral year (May 2026).
b. Candidates were expected to fulfil the role of Mayor as per the job specification.
c. Councillors who put themselves forward for the position of Deputy Mayor Elect 2025/26 required a seconder in advance of the meeting.
d. Those who proposed another Councillor were required to ensure that the nominee wished to stand and that a seconder was in place.
e. The position of Deputy Mayor for 2025/26 was subject to a formal election at the Annual Town Meeting taking place on 20th May 2025.

G42. Strengthening the Standards and Conduct Framework for Local Authorities in England 2025
The Committee received a draft corporate response produced by members at an informal meeting held on Wednesday 19th February. A recorded vote was requested, and, as per resolution made on 4th February 2025 it was proposed, seconded and RESOLVED to approve the draft response for submission as follows:

Cllr. Mrs. EB For
Cllr. LMC For
Cllr. JD For
Cllr. HF For
Cllr. DH For
Cllr. GEH Abstained
Cllr. JMS Abstained
Cllr. DM Abstained
Cllr. KP For
Cllr. PS For
Cllr. Mrs. PFW Abstained

G43. Review of Governance Documents
The Committee received a recommendation from FOG that the following documents be approved for use. It was proposed, seconded and RESOLVED to approve the documents with the following amendments:
a. Code of Conduct (no amendments)
b. Standing Orders
i. Spelling amendment to SO 19c.
c. Financial Regulations
i. Replacement of the word ‘members’ to ‘Councillors’ in FR 9.4.
ii. Removal of ‘Welsh Assembly Government’ from FR 12.2.

G44. Risk Management Register
The Committee received a recommendation from FOG that the attached risk arrangements be approved. After discussion, it was proposed, seconded and RESOLVED to approve the Risk Management Register with the addition of ‘administering investment loans correctly’ to the Accounts section.

NB: Cllr. GEH left the meeting at 9.49pm and re-entered at 9.52pm.

G45. Investment Policy
The Committee received a recommendation from FOG that the attached policy be approved for use with date amendments only. Upon reviewing the policy, it was proposed, seconded and RESOLVED approve for use with the following amendments to the first paragraph of Section 5 Local Investments to read as follows: The Town Council may loan funds to local enterprises, local third sector bodies and joint ventures as part of a wider strategy for local economic growth, subject to detailed scrutiny.

NB: it was proposed, seconded and RESOLVED to suspend standing orders at 10pm.

G46. Cemetery Fees
The Committee received a recommendation from FOG that the Cemetery Fees be raised from 1st April 2025 by 3.5%. It was proposed, seconded and RESOLVED to raise Cemetery Fees.

G47. Next Meeting
It was noted that the date of the next scheduled Governance and Finance Committee meeting was 6th May 2025.

The Meeting Closed at 10.14pm.

Signed_______________________ (Chairman) Dated_________________________