HARWICH TOWN COUNCIL
The Guildhall, Church Street, Harwich, Essex CO12 3DS
Tel: 01255 507211
email: info@harwichtowncouncil.co.uk
A meeting of the
FINANCE & GENERAL PURPOSES COMMITTEE
to be held at
The Guildhall, Church Street, Harwich
on
Tuesday 24th September 2024 at 7pm
Public Question Time:
15 minutes will be available for members of the Public to ask questions in relation to items on the agenda only.
AGENDA
| 1. | Apologies for absence To receive apologies for absence |
| 2. | Declarations of members’ interests To receive any ‘pecuniary’ or ‘Other/Non Registrable’ interests relating to items on the agenda |
| 3. | Minutes of last meeting
To approve as a correct record the Minutes and Confidential Minutes of the meeting of the Finance & General Purposes Committee held on Tuesday 18th June 2023 (circulated separately) To approve as a correct record the Minutes and Confidential Minutes of the Extraordinary meeting of the Finance & General Purposes Committee held on Wednesday 7th August 2024 (circulated separately) |
| 4. | Matters arising from the minutes
• MIN F005/24 • To consider revised CCTV project and in principal decision to proceed, with updated quotation and associated costs to be discussed under Confidential Business. • MIN F013/24 – To confirm replacement Bollard Lighting has been installed at the Hill School site. • MIN F015/24 – To confirm Clerk and Asst. Clerk will be attending Mental Health Workplace First Responder Training on 17th October. A new date for Difficult People and Conversations training is yet to be announced. • F23/24 – To confirm replacement Emergency Exit/Bulkhead lights and LED floodlights have been installed at the Hill School Site. |
| 5. | Matters arising from previous minutes |
| 6. | Grant requests
To consider requests for grant funding as listed in the attached schedule. |
| 7. | Estates Supervisor Report
To receive a report of activities and works since previous meeting. |
| 8. | Independent Review of the Accounts
Cllr D Smith to report findings following an independent review of the accounts and bank reconciliation on 6th September 2024. |
| 9. | Banking & Investment Review
• To review the council’s banking and investment arrangements and consider and amendments or investment for recommendation to Full Council. |
| 10. | Leisure Season Analysis 2024
To receive analysis for the 2024 season. |
| 11. | Financial Regulations 2024
To appoint a small working party to review the new model Financial Regulations to be brought back before the next meeting of the Committee for adoption. |
| 12. | Fire Safety in the Guildhall
To appoint a small working party to review fire safety measures within the Guildhall. |
| 13. | Hot water urns
To agree to purchase 2x 5-litre Pump Action Air Pots at a cost of £59.97 to be expended from the Office equipment budget. |
| 14. | BT phone service
• To note that redundant analogue phone line is to be cancelled from 18th October (no cancellation fee), making a monthly saving of £31.68. • To consider additional handset function (Busy Lamp Field) at a cost of £2.50 p/m on a rolling basis. |
| 15. | Matters received in the post or information raised by members
Letters of thanks/acknowledgement for grants received from: • Harwich International Shanty Festival • Thera East Evaluation forms for grants received from: • Harwich Electric Palace Trust • Harwich Festival of the Arts
• Update from The Ark Centre |
| 16. | Matters to be reported
• To note expenditure of £408.22 authorised under delegated authority for the materials and labour costs associated with repairs to the swing door in the hallway of the Guildhall. Cost to be expended from the Building Maintenance EMR. • To confirm notice given on outsourced Guildhall cleaner and agree to commence measures to replace. • To note expenditure of £60 authorised under delegated authority for the disposal of rubbish from Guildhall cellar, to be expended from the Maintenance and Consumables budget. |
| 17. | Date for next meeting The date of the next meeting of the Finance and General Purposes Committee is Tuesday 10th December 2024 at 7pm at The Guildhall Church Street, Harwich. |
| 18. | Exclusion of public and press Pursuant to Sub-Section 2 of Section 1 of the Public Bodies (Admission to Meetings) Act 1960 the meeting is closed to the press and public for the transaction of the under-mentioned business:• Payroll Services Contract • CCTV |
| 19. | Payroll Services Contract
To review the updated contract from existing payroll provider along with service charges from April 2025 and consider whether to continue. |
| 20. | CCTV
• To consider quotation for the installation of CCTV at the skate park, agreeing to waive Financial Regulations (ref FR 11.1d) and consider a single quote for the purposes of utilising the same provider who services the existing CCTV on the same site, as owned by the district council, to ensure a streamlined working relationship. • To consider set-up and ongoing broadband charges to facilitate the CCTV £30 set-up fee and either: £27.95 p/m for standard broadband or £37.95 p/m for enhanced broadband Both are for a 3-year term and are subject to price increases during the term. |
Dated: 18th September 2024
Ms Lucy Ballard
Clerk to the Council
APPLICATIONS FOR GRANT FUNDING
FINANCE & GENERAL PURPOSES MEETING 24th September 2024
Applicant Name:Harwich Quay New Year’s Eve Fireworks Contact: Administrator
|
Purpose of Grant: To contribute towards the funding of the annual NYE Firework display for 2024.Benefits: For the direct social benefit of Harwich residents to raise the profile of Harwich. |
Total cost of project: £10,500 Grant Requested: £2.5kFunds from other sources: Yet to be advised
|
Applicant Name:Harwich Electric Palace Trust Contact: Trustee
|
Purpose of Grant: To fund a new projector for the cinemaBenefits: To secure operations and viability for the cinema in the medium-term.
|
Total cost of project: £50k Grant Requested: £5kFunds from other sources: £4k – Own Sources £10k – In principal from Harwich Haven Authority
|
Applicant Name:Harwich Boxing Club Contact:
|
Purpose of Grant: To replace windows and door on club buildingBenefits: Improve appearance on the gym for users.
|
Total cost of project: £2200 Grant Requested: £950Funds from other sources: £150 – Own resources £1100 – Facebook appeal |
Applicant Name:Harwich & Dovercourt Partnership
Contact: Town Centre Leader
|
Purpose of Grant: Costs towards advertising and promotion of the event, live performers staging, free activities for children.Benefits: Rejuvenate and regenerate the town, boost tourism and support local high street. |
Total cost of project: £2700 Grant Requested: £500Funds from other sources: Yet to be advised
|
Applicant Name:Parish of Harwich Peninsula Contact: Parish Administrator
|
Purpose of Grant: To assist in purchasing sweets crafts and refreshments for the Arriva of St NicholasBenefits: Community spirit and to learn the Christmas story, sharing of fellowship. A session for the whole community. |
Total cost of project: £200 Grant Requested: £160Funds from other sources: Yet to be advised |