MINUTES OF THE LOUTH TOWN COUNCIL GOVERNANCE AND FINANCE COMMITTEE
HELD ONLINE USING THE ZOOM PLATFORM
ON TUESDAY 26th APRIL 2021
Present Cllr. Mrs. E. Ballard (EB), (in the chair).
Councillors: M. Bellwood (MB), S. Crew (SC), D.J.E. Hall (DJEH), D Hobson (DH), Mrs. S.E. Locking (SEL), K. Norman (KN), J. Simmons (JS), F.W.P. Treanor (FWPT) and Mrs. P.F. Watson (PFW).
Councillors not present: J. Baskett (JB), L. Cooney (LMC), A. Cox (AC), H. Filer (HF), D. Ford (DF), J. Garrett (JG), G.E. Horton (GEH), D. Jackman (DJ), A. Leonard (AL), Mrs. J. Makinson-Sanders (JMS)A and D. Wing (DEW).
The Town Clerk, Mrs. L.M. Phillips and the Town Clerk’s Assistant, Mrs. M Vincent were also present.
326. Apologies for Absence
Apologies for absence were received from Cllrs. JB, HF, DF, Mrs. JMS and KN.
327. Declarations of Interest / Dispensations
It was RESOLVED that the notes of the Governance and Finance Committee Meeting held on 16th March 2021 be approved as the Minutes.
329. Financial Reports
The Committee RESOLVED to authorise the following on FOG’s recommendation:
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
330. Earmarked Reserves
Following a recommendation from FOG the Committee RESOLVED that all Earmarked Reserve balances from 2020/21 be carried forward to 2021/22.
331. Day to Day Budgets
Following a recommendation from FOG the Committee RESOLVED 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.
332. Policy Reviews
The Committee reviewed and RESOLVED to approve the following policies:
a. Media Policy
b. Computer and Telephone Misuse Policy
Media Policy, Management of Negative Publicity – Cllr. Mrs. PFW wished it to be minuted that she thought that if the media reported a slur on an individual Councillor, that they should have the right to take that up directly with the media in question.
333. Risk Management
The Committee reviewed and RESOLVED to approve the Risk Management document.
334. Asset Register
Following a recommendation from FOG, the Committee RESOLVED to approve the Asset Register.
335. Next Meeting
The Committee noted that the date of the next scheduled Governance and Finance Committee meeting was 11th May 2021 but that this may be subject to change depending on the legislation allowing remote meetings to be continued.
The Meeting Closed at 12.52pm.
Signed_______________________ (Chairman) Dated_________________________