Full Council Meeting Agenda – Thursday 4th April 2024

Guildhall, Church Street, Harwich, Essex CO12 3DS
Tel: 01255 507211
email: info@harwichtowncouncil.co.uk
Clerk: Ms Lucy Ballard

To be held at

The Guildhall, Church Street, Harwich


 Thursday 4th April 2024 at 7pm
Or at the rise of the TOWN PLANNING MEETING, whichever is the later



1 Apologies for Absence
To receive apologies for absence
2 Declarations of Members’ Interests
To receive any ‘Pecuniary’ or ‘Other Registrable’ interests relating to items on the agenda
3 Public Questions
Questions pursuant to Standing Order 3
4 Mayor’s Announcements
The Mayor to give a brief report of engagements undertaken since the last meeting.
5 Minutes of Last Meeting
• To approve as a correct record the Minutes of the meeting of Harwich Town Council held on 20th February 2024 (circulated separately).
6 Matters Arising from the Minutes of the Last Meeting

MIN 154/23 – To confirm cost of facilitating presentation evening for former High Steward was £105, expended from the Hospitality budget.

7 Matters Arising from the Minutes of Previous Meetings

MIN 091/23 – To agree a budget for the commemorations for D-Day 80 to include the provision of framed prints of the Proclamation for each of the schools within the parish of Harwich and Dovercourt.

MIN 129/23 – Cllr Fowler to provide update on HTC’s decision to become lead member of the TDFC Harwich Sub-group following meeting on 14th February and members to agree to expenditure in connection with an initial coffee morning for local stakeholders.

8 Scheme of Allowances

• To review the allowances report and consider recommendations of the Independent Remuneration Panel in terms of:

Councillor and Mayoral Allowances

Applicable timeframes and Regularity of payment

Measures regarding mid-term resignation/death in service

Travel and subsistence allowances (mileage payments)

(Report circulated separately)

9 Subscription Fees
To approve annual subscriptions which become payable during the 2024/25 financial year.
10 Regular Payments
To authorise regular payments (inc. those by Direct Debit) for the 2024/25 financial year.
11  Internal Auditor

• To review the effectiveness of the arrangements for internal audit to include an assessment of the following:

1)    Scope of Internal Audit work

2)    Competence

3)    Independence

4)    Relationship with Clerk

5)    Audit Planning and Reporting


• To consider the re-appointment of Heather Heelis of Heelis & Lodge as HTC’s Internal Auditor for the Financial Year 2024-25 at a cost of £420, in accordance with the Scope of Internal Audit work presented.

12 Train Ferry Gantry

To consider requesting from Historic England that the former train ferry gantry be designated ‘At Risk’.

Cllr Todd

13 HMS Venturer

To consider the Essex County Council news release and welcome the Royal Navy Frigate (under construction) to Harwich.

Cllr I Henderson

14 Friends of Esplanade Hall

To consider invite for a representative from Harwich Town Council, to join the ‘Friends of Esplanade Hall’ Committee.

15 Investiture of the High Steward

To agree maximum expenditure, for the costs in incurred in the Investiture of the High Steward.

16 RNLI 200th Anniversary

To consider a request for a civic service on Tuesday 9th July to mark the 200th anniversary of the RNLI in Harwich.

Cllr Morrison

17 Stairlift

To consider options regarding future replacement of the Guildhall stairlift.

Cllr Calver


To agree to continue with the current arrangement to part-fund 1x PCSO for Harwich, commencing from 1st April 2024 for a period of 3 years, on condition that TDC Cabinet ratifies the decision to proceed on the same terms.

19 Leisure Facilities

To investigate transforming the Dovercourt seafront putting green site into a multipurpose sport and leisure facility for all ages that is mainly free to use and is available for use throughout the calendar year.

Cllr Calver

20 Two Village Primary School

To consider whether to include the Lt. Oakley-based school in the Mayor Making arrangements and to what extent.

Cllr Morrison

21 Brief Reports by Members appointed to outside bodies by the Council
22 Committee Meeting Minutes

To receive the Minutes of previous committee meetings (circulated separately):

Allotments Committee – 6th March 2024

Finance & General Purposes Committee – 21st March 2024

• To consider recommendations of the committee in relation to grant funding for the following:

• Harwich Festival – £3500

Environment & Community Committee – 28th March 2024

23 Accounts
To receive the financial report and to approve accounts for payment as per the schedule (previously circulated)
24 Correspondence Received in the Post or Matters Raised by Members

Report(s) from PCSO Sue Groves (for information)

• Harwich Festival report

• To receive a letter of thanks for former High Steward, Chris Strachan, following retirement reception on 20th March.

25 Matters to be Reported

To note expenditure of £50 agreed by delegated authority for the costs incurred in the catering of the investiture of the High Steward.

26 Date of Next Meeting
The next meeting of Harwich Town Council will be held on a date in June at The Guildhall, Church Street, Harwich, at 7.00pm, or at the rise of the Town Planning Committee, whichever is the later.The Annual Statutory and Mayor Making meeting will be held on Thursday 16 May 2024 at The Guildhall, Harwich, at 11am.

Dated: 27th March 2024

Lucy Ballard  

Ms Lucy Ballard
Clerk to the Council