05-13-25 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 13th MAY 2025

Councillor Mrs. E. Ballard (Mrs. EB) (in the chair).

Present Councillors: J. Baskett (JB), D. Hobson (DH), G.E. Horton (GEH), Mrs. J. Makinson-Sanders (Mrs. JMS), D. Moore (DM), P. Starsmore (PS).

Councillors not present: M. Barnes (MB), L.M. Cooney (LMC), J. Drake (JD), H. Filer (HF), Mrs. K. Parsons (Mrs. KP), Mrs. P.F. Watson (Mrs. PFW), D.E. Wing (DEW).

The Town Clerk, Mrs. L.M. Phillips was also present.

G48. Apologies for Absence
Apologies were received from Cllrs LMC, JD, HF, Mrs. KP, Mrs. PFW and DEW.

G49. Declarations of Interest / Dispensations
There were no declarations of interest or dispensations made.

G50. Minutes
It was proposed, seconded and RESOLVED that the notes of the Governance and Finance Committee meeting held on 25th February 2025 be approved as the minutes.

G51. 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, Months 10 and 11
i. Month 10
1. Cash Book 1 Receipts £2,552.54 Payments £25,940.13
2. Cash Book 2 Receipts £0.00 Payments £48.86
ii. Month 11
1. Cash Book 1 Receipts £1,736.11 Payments £25,933.49
2. Cash Book 2 Receipts £0.00 Payments £37.08
b) Detailed Income and Expenditure Report (Budget Variance Report) as at Month 11 to 28th February 2025.
c) Earmarked Reserves Report as at 28th February 2025.
d) Balance Sheet to 28th February 2025 and Cash Book 1 and 2 Bank Reconciliations which reconcile to account statements showing balances as follows:
i. Lloyds Treasurers Account (balance at 28/02/25 on statement 11) – £324,396.43.
ii. Petty Cash (balance as at 28/02/25) – £123.97.
iii. Lloyds Deposit Account (balance on statement 11 printed 1st May 2025) – £166,652.51.
iv. National Savings and Investment Account (balance on last statement received (no. 12) as at 01/01/24) – £112,300.42.

G52. Review of Governance Documents
Following review and a recommendation from FOG, it was proposed, seconded and RESOLVED that the following be approved for use after recommendation from NALC that the amendments be made subsequent to the introduction of new procurement legislation and to better reflect Code of Conduct requirements:
a) Standing Orders, with the inclusion of a further amendment to 3(t) regarding apologies for absence.
b) Financial Regulations

G53. Review of Policies and Procedures
Following review and a recommendation from FOG, it was proposed, seconded RESOLVED that the following be approved for use:
a) Complaints Procedure
b) Media Policy

G54. Mayor’s Account
The Committee noted that, further to discussion on 25th March, the Mayor’s Account had been closed and the remaining funds in the sum of £208.55 had been withdrawn. It was proposed, seconded and RESOLVED to donate the funds to a Louth based charity.

G55. Changes to 2025/26 Practitioners Guide
The Committee noted the above.

G56. Closed Session Item
At 7.47pm, it was proposed, seconded and RESOLVED to move into closed session in accordance with the Public Bodies (Admission to Meetings) Act 1960 in order to discuss confidential information from third parties in relation to Grants. After discussing each application, it was proposed, seconded and RESOLVED to award the following Grants:
1. Create Hope and Safe Environments (CHASE) – £0.00.
2. Louth and District Help for Homeless – £0.00, due to the group’s large reserves.
3. Louth Town Action Group – £0.00.

The Meeting Closed at 8.23pm.

 

Signed_______________________ (Chairman) Dated_________________________