06-09-26 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 9th JUNE 2026

The Mayor, Cllr. Mrs. K. Parsons (Mrs. KP) (in the chair).

Councillors present: T. Ball (TB), Mrs. E. Ballard (Mrs. EB), J. Baskett (JB), J, Drake (JD), H. Filer (HF), D. Hobson (DH), G.E. Horton (GEH), Mrs. H. Hunt (Mrs. HH), Mrs. J. Makinson-Sanders (Mrs. JMS), D. Moore (DM), P. Starsmore (PS), H. Steer (HS), T. Tapsfield (TT).

Councillors not present: D.E. Wing (DEW).

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

G1. Election of Governance and Finance Committee Chairman
It was proposed, seconded and RESOLVED that Cllr. Mrs. EB be elected as Chairman of the Governance and Finance Committee for the year 2026/27. Cllr. Mrs. EB took the Chair.

G2. Election of Governance and Finance Committee Vice Chairman
It was proposed, seconded and RESOLVED that Cllr. GEH be elected as Vice Chairman of the Governance and Finance Committee for the year 2026/27.

G3. Apologies for Absence
Apologies for absence were received from Cllr. DEW.

G4. Declarations of Interest / Dispensations
There were no declarations of interest made.

G5. Minutes
It was proposed, seconded and RESOLVED that the notes of the Governance and Finance Committee meeting held on 12th May 2026 be approved as the minutes.

G6. Working Group
It was proposed, seconded and RESOLVED to re-establish the Financial Overview Group (FOG), which reports to it or the Town Council, as a working group, and approve the remit and membership as follows:

Membership 8 + Town Clerk and Mayor
Required Councillors Chairman and Vice Chairman of GF Committee + 6 others
Membership 2026/27 Cllrs. Mrs. KP (Mayor), Mrs. EB (Chair), GEH (Vice), TB, JB, JD, DM, PS
Officers Town Clerk – Responsible Financial Officer (RFO)
Remit To oversee financial transactions of LTC. Make recommendations regarding the appointment of internal and external auditors. Assess and make recommendations to GF Committee regarding applications for grants. Review policies of the Council, Standing Orders, Financial Regulations, Internal Controls and Insurance requirements, if/as required. Ensure that the statement of assurance on the 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.

G7. Review of Policies, Privacy Notices and Procedures
The Committee noted that the following policies, privacy notices and procedures had been reviewed (GDPR policies and privacy notices in conjunction with Cllr. Mrs. HH an Information Security Risk Professional). It was proposed, seconded and RESOLVED as follows:
a. Cemetery Privacy Notice – approve for use with no amendments.
b. Data Protection Policy – approve for use with recommended amendments.
c. Email Contact Privacy Notice – approve for use with no amendments.
d. General Privacy Notice – approve for use with recommended amendments.
e. Policy on Handling of Freedom of Information Requests – approve for use with recommended amendments.
f. Information Security Incident Policy – approve for use with recommended amendments.
g. Remote Meetings – discontinue use.
h. Removable Media Policy – approve for use with recommended amendments.
i. Retention of Documents and Records Policy – approve for use with amendments to retention of audio recordings of meetings.
j. Secure Disposal of Information Procedure – approve for use with recommended amendments.
k. Staff and Councillor Privacy Notice – approve for use with recommended amendments.
l. Subject Access Request Policy – approve for use with recommended amendments.
m. GDPR Security Compliance Checklist – approve for use.
n. Vehicle Usage and Driving at Work Policy – approve for use with no amendments.
o. Members Allowance Policy – approve for use with no amendments.
p. Publication Scheme – approve for use with recommended amendments.
q. Domestic Abuse Policy Statement – approve for use with amendment to statistics.

G8. Next Meeting
It was noted that the next scheduled Governance and Finance meeting would take place on 25th August 2026.

The Meeting Closed at 8.52pm.

 

Signed_______________________ (Chairman) Dated_________________________