Louth Town Council
The Sessions House, Eastgate,
Louth, Lincolnshire, LN11 9AJ
01507 355895
To the Members of the Town Council of Louth:
You are hereby summoned to attend a meeting of Louth Town Council, its Governance and Finance and Planning Committees which will be held on Tuesday 14th June 2022 in The Old Court Room, The Sessions House, Eastgate, Louth at 7pm. The business to be dealt with at the meeting is listed in the agenda below.
Please note, there will be a 15 minute public forum between 6.45pm and 7.00pm when members of the public may ask questions or make short statements to the Council, and your attendance is requested during this period.
Any public, wishing to speak on an agenda item or ‘sit in’ on the meeting(s) please contact the Town Clerk, using the above email address, in advance to discuss attendance arrangements.
Members of the public should note that they will not be allowed to speak during the formal meeting.
Mrs. L.M. Phillips
Town Clerk
Dated this 9th Day of June 2022
AGENDA
GOVERNANCE AND FINANCE COMMITTEE
(Membership: All Cllrs.)
1. Election of Governance and Finance Committee Chairman
The Mayor will initially take the chair for this item.
Committee to receive nominations and to elect the Chairman of the Governance and Finance Committee to hold office until the Annual Meeting of Louth Town Council in 2023.
2. Election of Governance and Finance Committee Vice Chairman
Committee to receive nominations and to elect Vice Chairman to hold office until the Annual Meeting of Louth Town Council in 2023.
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 / 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.
5. Committee Minutes
To approve as a correct record the notes of the Governance and Finance Committee Meeting held on 10th May 2022. (Attached).
6. Finance
On a recommendation by FOG, Committee to note/approve/authorise the following:
a) Receipts and Payments – Cashbooks 1 and 2 – Month 12
i. Cash Book 1 Receipts £3,748.28 Payments £53,764.74
ii. Cash Book 2 Receipts £200.00 Payments £155.87
b) Detailed Income and Expenditure Report (Budget Variance Report) as at Month 12 to 31st March 2022.
c) Earmarked Reserves Report as at 31st March 2022.
d) Cashbook 1 and 2 Bank Reconciliations which reconcile to account statements showing balances as follow
i. Lloyds Treasurers Account (balance on statement 64) – £332,592.23
ii. Petty Cash (balance as at 31st March 2020) – £198.92
iii. Lloyds Deposit Account – £166,650.51
iv. National Savings and Investment Account (balance on statement 10) – £111,334.60
7. Annual Governance and Accountability Return (AGAR) 2021/22
a) To receive the Balance Sheet for the year ended 31st March 2022 and recommend to Town Council that it be approved and signed by the Chairman and Responsible Financial Officer. (Attached).
b) On the recommendation of FOG to approve the completion of the Annual Governance Statement (Section 1 of the AGAR) for the financial year 2021/22, placing ticks in all boxes except number 9 where n/a should be placed and recommend to Town Council signing by the Chairman and the Town Clerk. (Attached).
c) To consider and approve the Accounting Statements (Section 2 of the AGAR) for the financial year 2021/22 and recommend to Town Council signing by the Chairman. (Attached).
d) To note 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 possible after approval of the AGAR and with this in mind, recommend to Town Council that the period for the exercise of public rights should be set from Wednesday 15th June 2022 to Tuesday 26th July 2022.
8. Review of Notices, Policies and Procedures
Council to note that the following have been reviewed. Documents which required more than a date change within the body of the text are attached here for your information. Other documents are available to view on the Councils website or by request from the Town Clerk. Council to approve use of:
a) Cemetery Privacy Notice – Changes.
b) Staff and Councillor Privacy Notice – Change to date of last update required within body of document.
c) Email Contact Privacy Notice – Changes.
d) General Privacy Notice – Changes.
e) Remote Meeting Privacy Notice – Changes.
f) Data Protection Policy – No changes.
g) Information Security Incident Policy – No changes.
h) Subject Access Requests Policy – No changes.
i) Removeable Media Policy – No changes.
j) Retention of Documents Policy – No changes.
k) Secure Disposal of Information Policy – No changes.
l) Publication Scheme – No changes.
m) Policy on Handling of Freedom of Information Requests – No changes.
n) Co-option Policy – No changes.
o) LTC Vehicle Usage and Driving at Work Policy – No changes.
p) Members Allowance Policy – No changes.
9. Working Group
Committee to re-establish the Financial Overview Group as a working group to the Committee and approve remit and membership. (To be tabled).
10. Next Meeting
To note that the next scheduled meeting of the Governance and Finance Committee will take place on 26th July 2022.
TOWN COUNCIL
(Chairman: Cllr. J. Baskett, 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.
3. Minutes
To approve as a correct record the notes of the Council Meeting held on 17th May 2022. (Attached).
4. Presentation of Arms of the Town to former Mayor of Louth, Councillor D. Hobson (20/21 and 21/22)
5. Annual Governance and Accountability Return (AGAR) 2021/22
a) To receive the report of the internal auditor. (Attached).
b) To receive the Balance Sheet for the year ended 31st March 2022 and approve signing by the Chairman and Responsible Financial Officer. (Attached).
c) On the recommendation of the Governance and Finance Committee to approve the completion of the Annual Governance Statement (Section 1 of the AGAR) for the financial year 2021/22, placing ticks in all boxes except number 9 where n/a should be placed and approve signing by the Chairman and the Town Clerk. (Attached).
d) To consider and approve the Accounting Statements (Section 2 of the AGAR) for the financial year 2021/22 and authorise signing by the Chairman. (Attached).
e) To note 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 possible after approval of the AGAR and with this in mind, receive a recommendation from the Governance and Finance Committee that the period for the exercise of public rights should be set from Wednesday 15th June 2022 to Tuesday 26th July 2022.
6. Annual Town Meeting Minutes 2022
To receive the notes of the Annual Town Meeting held on 26th April 2022 and note that no proposals were raised by members of the public.
7. Working Groups
Council to re-establish working groups to the Council and approve remit and membership. (To be tabled).
8. Grants
Council to approve a go live date for the LTC grant application form 2022/23 of Tuesday 9th August and closing date for applications of noon on Tuesday 4th October 2022.
9. Christmas
Committee to delegate authority to the Town Clerk to make arrangements, along the same lines as in previous years, provided that costs are contained within budget and to accept the kind offer of a free real tree from Mr. Strawson.
10. YMCA
Council to receive a letter from the above and resolve upon the way forward.
11. Tribute to Keyworkers
Council to authorise the Town Clerk to obtain permission from the Church to install a plaque paying tribute to keyworkers at St. James’ and incur expenditure to expedite the same. Funds to be limited and taken from earmarked reserve contingency.
12. London Road Hockey Pitch
Cllr. Mrs. J. Makinson-Sanders to report.
13. Charles Street Recreation Ground/Fishing Pond
Council to consider sending a formal letter to ELDC requesting that it be kept abreast of any discussions, actions, decisions etc., which take place in regard to the above and approve in principle looking into taking ownership of the assets should the District Council see their only course of action to be closure.
14. Land at Julian Bower
Council to approve entering into a new and longer grazing licence with a previous user.
15. Sessions House Key Holder
Council to nominate a keyholder for 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.
16. Closed Session Items
Council to resolve to move into closed session in accordance with the Public Bodies (Admission to Meetings) Act 1960 due to the business to be discussed in the following items, information being of a third party, commercial, confidential and or legal nature.
a) Land at Julian Bower
b) Hubbard’s Hills
17. Next Meeting
To note that the next scheduled meeting of the Town Council will take place on 20th September 2022.
PLANNING COMMITTEE
(Membership: All Cllrs.)
1. Election of Planning Committee Chairman
The Mayor will initially take the chair for this item.
Committee to receive nominations and to elect the Chairman of the Governance and Finance Committee to hold office until the Annual Meeting of Louth Town Council in 2023.
2. Election of Planning Committee Vice Chairman
Committee to receive nominations and to elect Vice Chairman to hold office until the Annual Meeting of Louth Town Council in 2023.
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 / 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.
5. Minutes
To approve as a correct record the notes of the Planning Committee Meeting held on 10th May 2022. (Attached).
6. Active Travel Scheme
a) To receive an update regarding the organisation of a public meeting and resolve upon the way forward.
b) To resolve upon a corporate stance to the above / resolve upon future action.
7. Applications received by the Local Planning Authority
To consider and make observations on all planning applications received including those listed in the schedule (PA/Schedule 06-14-22). (Attached).
8. Planning Correspondence
Committee to receive planning decisions, enforcement complaints, appeal decisions, temporary road closures etc., as advised by the District and County Council. (Attached).
9. Proposed Works to Trees
Committee to consider the following proposed works to protected trees (details circulated by email 6th June 2022):
a) Location: Brook House, 65 James Street Proposal: T1 – Willow – Reduce back to previous pollard points. Reasons: T1 – to let light back into the back garden.
b) Location: 63 James Street, Proposal: T1 – Willow – Pollard to previous points, a reduction in height of approximately 3m from a current height of 10-12m. Remove branches overhanging the River Lud. Reasons: T1 – Maintenance work requested by the Environment Agency. Tree is also blocking light to neighbouring properties.
c) Location: Trinity Lodge. Proposal: T1 – Birch – Reduce in height from 8m to 6m. Reasons: None supplied.
10. Street Naming
Committee to note that further to consultation with the Planning Working Group the following extra street name suggestions were put forward in relation to Phase 2 of the Land South of the Chestnut Drive development: Cherry, Larch, Hornbeam, Blackthorn.
11. Traffic Proposals re. Waiting Restrictions on Monks Dyke Road
Committee to receive correspondence from LCC (attached) and resolve upon a corporate response.
11. Working Group
Committee to re-establish the Planning Working Group as a working group to the Committee and approve remit and membership. (To be tabled.).
12. Next Meeting
Committee to note that the date of the next scheduled Planning Committee meeting is 5th July 2022.