05-20-25 ATC MINS
MINUTES OF THE ANNUAL MEETING OF LOUTH TOWN COUNCIL
HELD IN THE OLD COURT ROOM, THE SESSIONS HOUSE, LOUTH
ON TUESDAY 20th MAY 2025
The Deputy Mayor, Cllr. Darren Hobson (DH) (in the chair).
Present Councillors: Mrs. E. Ballard (Mrs. EB), J. Baskett (JB), L.M. Cooney (LMC), J. Drake (JD), G.E. Horton (GEH), Mrs. J. Makinson-Sanders (Mrs. JMS), D. Moore (DM), Mrs. K. Parsons (Mrs. KP), P. Starsmore (PS).
Councillors Not Present: M. Barnes (MB), H. Filer (HF), Mrs. P.F. Watson (Mrs. PFW), D.E. Wing (DEW).
The Town Clerk, Mrs. L.M. Phillips and the Town Clerk’s Assistant, Mrs. S. Chitauro-Adlard, the Mayor’s Serjeant, Mrs. S. Dykes, The Mayor’s Chaplain, Reverend Keith Dally, The Deputy Mayoress, Mrs. Sarah-Jayne Hobson and 13 members of the public were also present.
T1. Election of Town Mayor (Chairman)
It was proposed, seconded and RESOLVED by vote of the Council that Cllr. DH should be elected Mayor of Louth to hold office until the Annual Meeting of the Council in 2026.
a) Declaration of Acceptance of Office
Cllr. DH read out and signed the official Declaration of Acceptance of Office witnessed by the Town Clerk and took the Chair.
b) Mayor’s Address
Cllr. DH thanked the Council for his nomination, expressing gratitude to be elected as Mayor again. He also thanked his family, friends, invited guests, the Council and the Councils staff for their support in a busy and challenging year. He shared that he would focus on the principles of unity, engagement and celebration during his time as Mayor, and assured attendees that he would serve with enthusiasm and integrity.
c) Vote of Thanks to the 2024/25 Mayor
It was proposed, seconded and RESOLVED that a vote of thanks be given to the Mayor of 2024/25, Cllr. JS, who had sadly passed away during her time in office. Thanks were also extended to her consort, Mr. Alan Simmons.
d) Appointment of Chaplain
The Mayor confirmed that the Reverend Keith Dally had kindly agreed to act as his Chaplain for the year 2025/26.
T2. Election of Deputy Mayor
It was proposed, seconded and RESOLVED that Cllr. Mrs. KP be elected Deputy Mayor to hold office until the Annual Meeting of the Council in 2026.
T3. Apologies for Absence
Apologies for absence were received from Cllrs. HF, Mrs. PFW and DEW.
T4. Declarations of Interest / Dispensations
a) Cllr. DH – Items 13(k) and 13(m) as a member of East Lindsey District Council (ELDC).
b) Cllr. GEH – Items 13(k) and 13(m) as a member of ELDC.
c) Cllr. Mrs. JMS – Items 13(k) and 13(m) as a member of ELDC.
T5. Council Minutes
It was proposed, seconded and RESOLVED to approve as a correct record, the notes of the Council Meetings held on the 25th March 2025.
T6. Committee Minutes
It was RESOLVED to confirm receipt of the minutes and adopt the resolutions contained therein of the following Committee Meetings:
a) Planning Committee – 25th February 2025
b) Planning Committee – 25th March 2025
c) Planning Committee – 15th April 2025
d) Governance and Finance Committee – 25th February 2025
e) Community Resources Committee – 4th February 2025
f) Personnel Committee – 4th February 2025
g) Personnel Committee – 15th April 2025
T7. Louth Town Council Governance
It was proposed, seconded and RESOLVED to confirm that Governance Documents such as Standing Orders, Financial Regulations, Code of Conduct, Risk Management and Internal Controls, the Asset Register, the Council’s Complaints Procedure, all policies relating to GDPR, the Handling of Freedom of Information Requests Policy, Media Policy, Employment policies, Health and Safety Policy, Sexual and General Harassment Policy and other policies and procedures were reviewed and adopted in 2024/25.
T8. Insurance
Further to previous discussions, the Council noted that the insurance review was still underway. It was proposed, seconded and RESOLVED to renew delegated authority to the Town Clerk, to be assisted by Cllr. DH, Cllr. Mrs. KP and Cllr. PS to progress and finalise.
T9. Committees of the Council
It was proposed, seconded and RESOLVED that the Council re-establish the Committees below, as Committees of Louth Town Council, confirm terms of reference and delegated authority (as contained within Standing Orders) and confirm membership:
a) Planning Committee (P), All Members
b) Governance and Finance Committee (G), All Members
c) Personnel – It was noted that Cllr. DH, as Mayor, would need to stand down and that Cllr. HF wished to stand down. It was proposed, seconded and RESOLVED:
i) that those eligible previous members wishing to stand again (Cllrs. Mrs. JMS, Mrs. EB, JB, JD and GEH) should remain on the Committee.
ii) to defer a decision on replacements to the next meeting of the Town Council on 3rd June 2025.
T10. Town Clerk
It was proposed, seconded and RESOLVED to confirm delegated authority to the Town Clerk as contained within Standing Orders and Financial Regulations.
T11. Representation on External Bodies and Arrangements for Reporting Back
The following representations were noted:
a) Louth United Charities – Cllr. Mrs. JMS (whose term of office would end in January 2027 and Mr. AL whose term of office would end in June 2025).
b) King Edward VI Almshouse School and Educational Charity of Louth – Cllrs. PS, Mrs. JMS and Mr. A. Leonard.
c) Louth Navigation Regeneration Partnership – Cllr. Mrs. PFW.
d) CCTV Partnership – Cllr. Mrs. EB and the Town Clerk.
e) LALC Management Committee – the Town Clerk.
f) Louth Transport Board – Cllr. JB, Cllr. JD and the Town Clerk.
Councillor representatives noted that they were requested to report back to the Council at least every 6 months.
T12. Council’s Membership of Other Bodies
It was noted that the Council was a subscriber/member or associate of:
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) Information Commissioners Office (ICO)
f) The Institute of Cemetery and Crematorium Management
g) Rural Market Towns Group
h) Society of Local Council Clerks (SLCC)
T13. Arrangements with Other Organisations
It was noted that the Council had arrangements with other organisations e.g., leases/agreements in respect of:
a) Old Mill House (lease with private tenants/their mortgage company)
b) Wayleave (with Northern Powergrid re. poles located on Council land at Julian Bower)
c) Grasscutting (agreement with LCC that the Council will cut amenity grass verges in the town)
d) Legal representation (letters of engagement with Wilkin Chapman Rollits)
e) Land off London Road (lease with Louth Athletics Club)
f) Julian Bower Field (grazing licence with private individual)
g) St. Aethelheard’s Chapel (occupation agreement with local branch of Greek Orthodox Church)
h) Sessions House (agreement with LNALS re. storage space at SH)
i) Flood alleviation Scheme (agreement with Environment Agency to contribute financially annually)
j) Trinity Lane, London Road, Mount Pleasant Allotments (lease with Louth Cottage Garden and Allotments Assoc.)
k) Land off London Road – Astro Turf Site (lease with Magna Vitae (LRSP))
l) London Road Sports Partnership (agreement that Council will contribute annually to a maximum of £20,000)
m) CCTV (maintenance contract with ELDC)
n) St. James’ Church – clock and external lights (LTC pay for clock repairs and electricity to run it and lights)
o) War Memorial (agreement with ELDC that it will pay for electricity and LTC will maintain the asset)
T14. Meetings of the Council
It was proposed, seconded and RESOLVED to approve the schedule of meetings as attached to the agenda for 2025/26 and as discussed on 25th March 2025 and that the Town Clerk should issue summons by email, accordingly.
T15. Nominated Key Holders
It was noted that the nominated key holders of the Sessions House, whose role was primarily to respond to alarm call outs, were no longer required, as in accordance with the Council’s Insurance Risk Assessors recommendations, a private company had now been awarded the work. Previous keyholders were asked to return their keys to the Town Clerk for safe keeping.
T16. Bank Signatories
The Council noted signatories, as follows:
Lloyds Account – Cllr. Mrs. EB, Cllr. LMC, Cllr. DH, Cllr, Mrs. JMS and Cllr. Mrs. KP. It was proposed, seconded and RESOLVED to add Cllr. PS as a signatory to the Lloyds Account.
NSI Account – Cllr. Mrs. EB, Cllr. LMC and Cllr. DH.
T17. Purchase of Street Hoover
Following a recommendation from the Governance and Finance Committee, it was proposed, seconded and RESOLVED that a street hoover and additional battery be purchased from Overton Ltd at a cost of £1933 + VAT, with funds to be taken from the EMR Capital Expenditure, and that procedures be drawn up to allow this to be used by other local organisations if needed.
T18. Date of Next Meeting
It was noted that the date of the next scheduled Town Council meeting was 3rd June 2025.
The Meeting Closed at 7.38pm
Signed_______________________ (Chairman) Dated_________________________