06-18-24 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 18^th JUNE 2024

                                                                                      

Councillor Mrs. Julia Simmons (JS) (in the chair).

Present Councillors: Mrs. E. Ballard (Mrs. EB), L.M. Cooney (LMC), J. Drake (JD), H. Filer (HF), D. Hobson (DH), G.E. Horton (GEH), Mrs. J. Makinson-Sanders (Mrs. JMS), Mrs. K. Parsons (Mrs. KP), Mrs. P.F. Watson (Mrs. PFW).

 

Councillors not present: M. Barnes (MB), J. Baskett (JB), D. Moore (DM), D.E. Wing (DEW).

 

The Town Clerk, Mrs. L.M. Phillips, the Town Clerk’s Assistant, Miss. S. Chitauro and one member of the public were also present.

• Election of Governance and Finance Committee Chairman
  It was RESOLVED that Cllr. Mrs. EB be elected as Chairman of the Governance and Finance Committee. Mrs. EB took the Chair.

• Election of Governance and Finance Committee Vice Chairman
  It was RESOLVED that Cllr. PS be elected as Vice Chairman of the Governance and Finance Committee.
• Apologies for Absence
  Apologies were received from Cllrs. JB, DM and DEW.
• Declarations of Interest / Dispensations
  There were no declarations of interest or dispensations made.
• Minutes
  It was RESOLVED that the notes of the Governance and Finance Committee meeting held on 30^th April 2024 be approved as the minutes.
• Finance
  On a recommendation by FOG, it was RESOLVED to note/approve/authorise the following:
  1. Receipts and Payments – Cashbooks 1 and 2, Month 12
     408. Cashbook 1 Receipts        £7,408.94            Payments                               £29,657.09
     409. Cashbook 2 Receipts               £0.00            Payments  £21.93
  2. Detailed Income and Expenditure Report (Budget Variance Report) as at Month 12 to 31^st March 2024.
  3. Earmarked Reserves Report as at 31^st March 2024.
  4. Balance Sheet and Cash Book 1 and 2 Bank Reconciliations as at 31^st March 2024 which reconcile to account statements showing balances as follows:
     408. Lloyds Treasurers Account (balance on statement 76) – £294,408.46.
     409. Petty Cash (balance as at 31^st March 2024 – £54.08.

• Lloyds Deposit Account (balance on statement 7 as at 31^st March 2024) – £166,652.51.

300. National Savings and Investment Account (balance on statement 10 as at 31^st March 2024) – £112,300.42.

• Annual Governance and Accountability Return 2023/24
  After receiving recommendations from FOG, it was RESOLVED:

1. To receive the report of the internal auditor.
2. To receive the Statutory Balance Sheet for the year ended 31^st March 2024 and to recommend to the Town Council that it be approved and signed by the Chairman and Responsible Finance Officer.
3. To approve the completion of the Annual Governance Statement (Section 1 of the AGAR) for the financial year 2023/24, to place ticks in all boxes except number 9 where n/a would be ticked and to recommend to the Town Council that the Chairman sign.
4. To approve the Accounting Statements (Section 2 of the AGAR) for the financial year 2023/24 and recommend to the Town Council that the Chairman sign.
5. It was noted that the period for the exercise of public rights needed to include the first 10 working days of July, needed to be at least 30 consecutive working days long, needed to commence as soon as reasonably possible after approval of the AGAR and, with that in mind, recommended to Town Council that the period for the exercise of public rights should be set from Thursday 20^th June 2024 to Wednesday 31^st July 2024.

• Review of Notices, Policies and Procedures
  It was noted that the following had been reviewed and it was RESOLVED to approve the continued use of:

1. Cemetery Privacy Notice – No changes.
2. Staff and Councillor Privacy Notice – Change to date of last update required within body of document.
3. Email Contact Privacy Notice – No changes.
4. General Privacy Notice – Change to date of last update required within body of document.
5. Remote Meeting Privacy Notice – Change to date of last update required within body of document.
6. Data Protection Policy – No changes.
7. Information Security Incident Policy – No changes.
8. Subject Access Requests Policy – No changes.
9. Removable Media Policy – No changes.
10. Retention of documents Policy – No changes.
11. Secure Disposal of Information Policy – No changes.
12. Publication Scheme – No changes.
13. Policy on Handling of Freedom of Information Requests – No changes.
14. LTC Vehicle Usage and Driving at Work Policy – No changes.
15. Members Allowance Policy – No changes.

• Working Group
  It was RESOLVED to re-establish the Financial Overview Group as a working group and approve the remit and membership as follows:

Membership	6 + Town Clerk
Req’d Councillors	Chairman and Vice Chairman of GF Committee + 4 others
Members 2024/25	Cllrs. Mrs. EB, PS, GEH, HF, JD, KP  (The Mayor, Ex. Officio).
Officers	Town Clerk – Responsible Financial Officer (RFO)
Remit	To oversee financial transactions of LTC.  Make recommendations to Council regarding the appointment of internal and external auditors.  Assess and make recommendations to GF Committee regarding applications for grants.  Review Standing Orders, Financial Regulations, Internal Controls and Insurance requirements.  Ensure that statement of assurance on Annual Report can be approved by the Full Council.
Delegated Powers	None.  Investigate and enquire with recommendations to GF Committee or Town Council.
Meetings	As required.

 

• Next Meeting
  It was noted that the date of the next scheduled Governance and Finance Committee meeting was 6^th August 2024.

 

 

The Meeting Closed at 7.32pm.

 

 

 

 

 

Signed_______________________ (Chairman)                Dated_________________________