Harwich Town Council

The Guildhall,
Church Street,
Harwich. CO12 3DS

t: 01255 507211
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Hours: 9.30am – 1pm Monday, Wednesday & Friday

Environment Minutes 6th November 2013

MINUTES of the Meeting of the ENVIRONMENT & COMMUNITY COMMITTEE
held at
The Guildhall, Church Street, Harwich
on
Monday 4th November 2013 at 7.00pm

Present: Councillors Flavell, F Powell, C Powell, King, Day, Brown and McLeod
In the Chair: Councillor Fowler
Clerk: Mrs Michelle Townsend
Also present: 3 members of the public and no members of the press

PUBLIC QUESTION TIME:
Steve Wollard wished to highlight the dangerous actions of lorry drivers mounting the pavement outside his shop Bathside Stores in Ingestre Street. This escalating problem is a great danger to local children and residents. Cllr Flavell felt that this is an unintended consequence of the Friday Market and assured
Mr Woollard that members would discuss the issue during this meeting.

Chris Strachan, Trustee and Director of the Electric Palace wished to inform members of his current project in relation to item 9. Previously, the Electric Palace had coordinated the installation of promotional notice boards by Dovercourt sea front on the old kiosk. These boards were used to promote the Electric Palace as well as events and services for surrounding towns and villages. When the kiosk was demolished, the family who ran the arcade kindly agreed to site and maintain them. The future plan, in consultation with TDC, is to provide an additional two community notice boards which could be utilised to promote local events as well as events to be held in surrounding towns and villages. Councillor McLeod commended Mr Strachan’s efforts and felt that his project would help promote and enhance the town.

E41/13 APOLOGIES FOR ABSENCE
Cllr I Henderson
E42/13 DECLARATIONS OF MEMBERS’ INTERESTS
None
E43/13 MINUTES OF THE LAST MEETING
RESOLVED that the minutes of the Environment & Community meeting held on 4th September 2013 (previously circulated) be approved by the Committee and signed by the Chairman as a true record.
FURTHER RESOLVED that the confidential minutes of the Environment & Community meeting held on 4th September 2013 (previously circulated) be approved by the Committee and signed by the Chairman as a true record.
E44/13 MATTERS ARISING FROM THE MINUTES
Cllr Flavell was pleased to note that the new town map was in place by the High Lighthouse.
E45/13 ROAD JUNCTION ALEXANDRA RD./ST. AND INGESTRE ST.
Councillor Flavell concurred with Mr Woollard and felt that the issue of lorries mounting the road outside Bathside Stores was a particularly dangerous problem and suggested that the situation could be easily rectified by the strategic placing of bollards.
RESOLVED: Councillor Flavell to compile a map with proposed placement of bollards. In consultation with Councillor Flavell, the Clerk to put forward a proposal to the Local Highways Panel.
E46/13 PUTTING GREEN
Cllr C Powell confirmed that the Working Party has now met on two occasions as well as attending a very productive site meeting with David Hall, TDC. Some of the issues being considered and under discussion included opening periods, level of usage, review of income and expenditure, maintenance costs, insurance, ideas for future facilities, replacement of the hut, promotion and available funding.The Working Party is in the early stages of sourcing possible improvements to the facility which includes ideas for crazy golf along with compiling required dimensions and functionality for a new hut.

Following the review of the licence received from TDC, the Working Party made recommendations to be put forward to F&GP Committee.
RESOLVED:   To recommend F&GP Committee to review the license with legal assistance and consider the following items; lease or license – investigate the legal differences; 5 year term with a fixed lease fee to TDC for this term; clause to allow HTC to lease to a third party to run facility on the Council’s behalf should HTC wish to do this in the future.

E47/13 BUDGETS FOR THE MUNICIPAL YEAR 2014/15
The Chairman provided members with an update on budgets spent year to date and expenditure due to be incurred for 2013/2014.   Members discussed possible future projects and proposed budgets for 2014/15.
RESOLVED TO RECOMMEND: Budget for the Municipal Year 2014/15
MEMORIAL EARMARKED FUND – 500
ENVIRONMENT SCHEMES/PROJECTS – 2100
PLANTING& MAINTENANCE – 1200
SET UP A NEW EARMARKED FUND -E&C RESERVE FUND
COSTS FOR PLANNING PERMISSION REQUIRED
FOR THE SITING OF THE BUOY – 200
E48/13 TREE PLANTING & OUTDOOR SPACES
Paul Preece, Horticultural Adviser, clarified details of his submitted proposals for HTC’s tree planting scheme and asked if members would consider approving the additional cost of watering 3 of the trees to be situated by Dovercourt sea front. Members agreed in principle as the care of new trees were vital.   The Clerk agreed to place on the next agenda. Mr Preece was pleased to announce that his application to the Woodland Trust Initiative was successful and he was currently building up a volunteer network to help with the planting of 420 trees in the Hangings.   Councillor Flavell wished to thank Mr Preece for his very comprehensive and well thought out planting strategy.
RESOLVED:   To approve the tree planting recommendation and submit to TDC as part of their Tree Grant Programme. Clerk to place order for supply, delivery and planting at a cost of £856.
FURTHER RESOLVED: To approve the inclusion of trees to be planted by HTRA and Secret Gardens as part of HTC’s Tree Planting Grant application.
FURTHER RESOLVED: To approve gift from HTRA and Secret Gardens for the costs of ordering and tree planting being carried out on their behalf.
E49/13 PROVISION FOR COMMUNITY NOTICE BOARDS
Cllr Flavell notified members that TDC were unlikely to approve locating the notice board on the toilet wall by the High Lighthouse but suggested that approval would be granted for it to be situated slightly along from this site. TDC agreed to place the new bench purchased by HTC, originally to be sited by the Lifeboat Museum, at the same location. In order to ensure that the notice board is in keeping with the street furniture, HTC would be required to source further designs for approval by TDC.
RESOLVED: Decision for sourcing and ordering notice board to be delegated to the Assistant Clerk in consultation with the Chairman, TDC and the Working Party.   Funds previously approved for this project to be increased to £800 plus VAT.
E50/13 PROPOSAL FOR BUOY AT GAS HOUSE CREEK
The Clerk confirmed that regular discussions had taken place with Paul Howe at Trinity House.   He originally hoped that there were 10 possible buoys which could be evaluated as not serviceable, however due to changes in the rules set by the National Audit Office, it looks like there is only one option, a non-standard buoy. Once approvals have been given in-house, Trinity House will formally respond.   Members concurred that it would be fitting for the buoy to be in place for May and hoped that Cllr I Henderson would liaise with TDC an ECC.
E51/13 EALC TRAINING COURSE – GREENS, COMMONS AND OPEN SPACES
The Chairman gave members details of a training course being run by the EALC regarding greens, commons and open spaces.
RESOLVED: Assistant Clerk and Chairman to attend. Funds to be allocated from the training budget.
E52/13 MATTERS RECEIVED IN THE POST OR RAISED BY MEMBERS
Councillor McLeod made Councillors aware of his plans to contact Essex County Council regarding the number of redundant posts in the town and requested members to carry out an audit of their ward and forward details to him so that he can forward a coordinated response to ECC.
Councillor Flavell notified members that he had received 3 flood alert warnings today and was surprised that no gates had been shut but had been informed that a crew was on standby should conditions deteriorate.
E53/13 DATE OF NEXT MEETING
The next meeting of the Environment & Community Committee will be held at the Guildhall, Church Street, Harwich on 8th January at 7pm

The Chairman closed the meeting at 7.40pm