14th May 2020
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 which will be held on Tuesday 19th May 2020 by Zoom Video Conference at 7pm. The business to be dealt with at the meeting is listed in the agenda below.
Please note that 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 should contact the Town Clerk in advance on the email above for joining instructions. Members of the public should note that they will not be allowed to speak during the formal meeting.
Mrs. L.M. Phillips
Dated this 14th Day of May 2020
TOWN COUNCIL AGENDA
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 2021, followed by:
a) Mayor to sign the Declaration of Acceptance of Office
b) Vote of Thanks to Retiring Mayor
i. A vote of thanks to the 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 2021.
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 14th January 2020. (Attached).
6. Committee Minutes
To confirm receipt of the minutes and adopt resolutions contained therein of the following Committee Meetings:
a) Community Resources – 22nd October 2019
b) Personnel – 22nd October 2019, 10th December 2019
c) Governance and Finance – 26th November 2019
7. Ratification of Actions Taken to Date During Covid-19 Lockdown
On a proposal by Cllr. FWPT (Mayor 2019/20), seconded by Cllr. DEW (Deputy Mayor 2019/20) Council to formally ratify the actions taken to date during the Covid-19 Lockdown. (Attached).
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 members, terms of reference and delegated authority:
a) Planning Committee (P), All Members,
b) Governance and Finance Committee (GF), All Members,
c) Community Resources Committee (CR), All Members; and
d) Personnel (PERS) Committee (5 members: 19/20 – JMS, SEL, EB, DEW, SC) (NB If Cllr. DEW becomes Mayor he will have to step down from this Committee and a new member will need to be agreed)
9. Louth Town Council Governance
On a proposal by Cllr. Mrs. EB, seconded by Cllr. Mrs. SEL (Chairman and Vice Chairman of Governance and Finance 2019/20) Council to confirm that Standing Orders, Financial Regulations, the Code of Conduct, Risk Management and Internal Controls, the Publication Scheme, the Asset Register, Insurance arrangements, the Council’s Complaints Procedure, and other policies and procedures have been reviewed and adopted. (Available to view or print from www.louthtowncouncil.gov.uk).
10. 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.
11. Representation on External Bodies and Arrangements for Reporting Back
Council to confirm representation and agree on arrangements for reporting back from:
a) Louth United Charities – Cllrs. Mrs. SEL, Mrs. JMS, DEW, Mrs. SC and AL
b) King Edward VI Almshouse School and Educational Charity of Louth – Cllrs. AL, Mrs. EB and Mrs. SC (Mrs. SC’s term of office has come to an end. Council to re-affirm her as their representative).
c) Louth Navigation Regeneration Partnership – Cllr. Mrs. PFW
d) Carers Contact – Cllr. Mrs. JMS
e) CCTV Partnership – Cllr. Mrs. EB and Town Clerk
f) Hubbard’s Hills Trust – Cllr. AL, JMS, DEW (1 other required)
12. 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
13. Meetings of the Council
On a proposal by the Mayor, seconded by the Deputy Mayor, Council to approve:
a) Purchase of subscription to remote meetings platform ‘Zoom’ through LALC at a cost of £7.99 per month (payable annually)
b) Dates for future physical meetings of Louth Town Council and Committees (attached)
c) That until advised otherwise, remote meetings be held as required (not necessarily adhering to the physical meetings schedule, but ensuring minimum 4 TC per year) and as per new legislation
d) The Town Clerk to issue summons accordingly
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 confirm or nominate signatories, as follows:
a) Lloyds Account – EB, SEL, JMS, AL, DEW
b) NSI Account – SC, EB (Council to nominate 2 further signatories)
16. Boston Borough and East Lindsey Councils Alliance
On a proposal by Cllr. Mrs. JMS, Council to approve the arrangement of a video conference meeting between Cllrs. and ELDC Cllr. Leyland and approve that a corporate letter of complaint be sent thereafter, if required.