06-24-25 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 24th JUNE 2025

The Mayor, Councillor D. Hobson (DH) (in the chair).

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

Councillors not present: M. Barnes (MB), P. Starsmore (PS), D.E. Wing (DEW).

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

Public Forum
• Before speaking in the public forum, Cllr. JD wished to make it clear that he was speaking as a member of the public, not as a Councillor, and disclosed his disagreement with the way certain elements of the Annual Meeting of the Town Council were conducted.
• Cllr. LMC also commented on the Annual Meeting of the Town Council, sharing that she felt uncomfortable at the meeting due to one of the attendees.

G1. Election of Governance and Finance Committee Chairman
It was proposed, seconded and RESOLVED that Cllr. Mrs. EB be elected as Chairman of the Governance and Finance Committee for the year 2025/26. Cllr. Mrs. EB took the chair.

G2. Election of Governance and Finance Committee Vice Chairman
It was proposed, seconded and RESOLVED that Cllr. GEH be elected as Vice Chairman of the Governance and Finance Committee for the year 2025/26.

G3. Apologies for Absence
Apologies were received from Cllrs. PS and DEW.

G4. Declarations of Interest / Dispensations
There were no declarations of interest or dispensations made.

G5. Minutes
It was proposed, seconded and RESOLVED that the notes of the Governance and Finance Committee meeting held on 13th May 2025 be approved as the minutes.

G6. Finance
On a recommendation by FOG, it was proposed, seconded and RESOLVED to note/approve/authorise the following financial information:
a) Receipts and Payments – Cashbooks 1 and 2, Month 12
i. Month 12
1. Cash Book 1 Receipts £16,951.36 Payments £30,870.96
2. Cash Book 2 Receipts £0.00 Payments £3.60
b) Detailed Income and Expenditure Report (Budget Variance Report) as at Month 12 to 31st March 2025.
c) Earmarked Reserves Report as at 31st March 2025.
d) Statutory Balance Sheet and Cashbook 1 and 2 Bank Reconciliations as at 31st March 2025 which reconcile to account statements showing the balances as follows:
i. Lloyds Treasurers Account (balance on statement 12) as at 31st March 2025 – £310,476.83.
ii. Petty Cash (balance as at 31st March 2025) – £120.37.
iii. Lloyds Deposit Account (balance on statement 12 as at 31st March 2025) – £166,652.51.
iv. National Savings and Investment Account (balance on statement 14 as at 31st March 2025) – £113,426.50.

NB: Cllr. LMC left the meeting at 7.18pm.

G7. Annual Governance and Accountability Return (AGAR) 2024/25
On a recommendation by FOG:
a. The Committee received the report of the internal auditor noting that no concerns had been raised.
b. The Committee received the Statutory Balance Sheet for the year ended 31st March 2025 and it was proposed, seconded and RESOLVED to recommended to Town Council that it be approved and signed by the Chairman and Responsible Financial Officer.
c. It was proposed, seconded and RESOLVED to approve the completion of the Annual Governance Statement (Section 1 of the AGAR) for the financial year 2024/25, placing ticks in all boxes except number 9 where n/a should be ticked and recommend to Town Council such and signing by the Chairman and Town Clerk of Town Council.
d. It was proposed, seconded and RESOLVED to approve the Accounting Statements (Section 2 of the AGAR) for the financial year 2024/25 and recommend the same to Town Council and signing by the Chairman of the Town Council.
e. The Committee noted 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. The Committee recommended to Town Council that the period for the exercise of public rights should be set from Thursday 26th June 2025 to Wednesday 6th August 2025.

G8. Review of Notices, Policies and Procedures
The Committee noted that the following had been reviewed and with the exception of the Publication Scheme, only date changes had been made. It was proposed, seconded and RESOLVED to approve the following for use:
a. Cemetery Privacy Notice
b. Staff and Councillor Privacy Notice
c. Email Contact Privacy Notice
d. General Privacy Notice
e. Remote Meeting Privacy Notice
f. Data Protection Policy
g. Information Security Incident Policy
h. Subject Access Requests Policy
i. Removable Media Policy
j. Retention of Documents Policy
k. Secure Disposal of Information Policy
l. Publication Scheme
m. Policy on Handling of Freedom of Information Requests

G9. Working Group
It was RESOLVED to re-establish the Financial Overview Group as a working group, with the membership as follows and remit as per the schedule:
a. Members in 2025/26 – Cllrs. Mrs. EB (GF Chair), GEH (GF Vice Chair), JB, JD, DM, Mrs. KP, PS.

G10. Next Meeting
It was noted that the next scheduled Governance and Finance meeting would take place on 19th August 2025.

The Meeting Closed at 7.45pm.

 

Signed_______________________ (Chairman) Dated_________________________