Harwich Town Council

The Guildhall,
Church Street,
Harwich. CO12 3DS

t: 01255 507211
e: info@harwichtowncouncil.co.uk
Hours: 9.30am – 1pm Monday, Wednesday & Friday

Finance Minutes 10th December 2014

MINUTES of the Meeting of the Finance & General Purposes Committee
held at
The Guildhall, Church Street, Harwich
on Wednesday 10th December 2014 at 7pm

Present: Cllrs Brown, Calver (from 7.06), Fowler (substituted for Morrison), I Henderson, J Henderson, Nicholson, C Powell, Thompson and Todd
In the Chair: Councillor Day
Clerk: Mrs Lucy Ballard
Also present: 0 members of the public, 0 members of the press and Estates Supervisor

Public Question Time:
None

F079/14 APOLOGIES FOR ABSENCE
Cllr Morrison (Substituted by Cllr Fowler)
F080/14 DECLARATIONS OF MEMBERS’ INTERESTS
None
F081/14 MINUTES OF THE LAST MEETING
RESOLVED: that the Minutes and Confidential Minutes of the Finance & General Purposes meeting held on Tuesday 7th October 2014 (previously circulated) be approved by the Committee and signed by the Chairman as a true record.
F082/14 MATTERS ARISING FROM THE MINUTES

  • Min F073/14 – The Chair confirmed that Homeview Surveillance would be contracted to install CCTV at the Hill School Site.
F083/14 MATTERS ARISING FROM PREVIOUS MINUTES

  • F038/14 – The Clerk confirmed that a site survey had been undertaken in order to produce an energy certificate in accordance with current legislation and this had now been received.  The total cost was £228.
F084/14 HARWICH FESTIVAL OF THE ARTS
Members considered awarding a grant in 2014/15 for their 2015 event(s) and to be expended from the 2015/16 budget, to enable HTC to be suitably credited on the early release promotional literature.
RESOLVED: To fully support the festival and agree in principal to award a grant in 2015/16 subject to the receipt of an eligible application.
F085/14 ESTATES SUPERVISOR’S REPORT
The Estates Supervisor, Peter Barrenger, gave a report on the progress of current works since the last meeting.  He referred to the flat refurbishment and the move has been completed and the Robing room is finished.  The future plan is now to decorate the empty ground floor office before any new furniture is put in.  He mentioned the Asbestos reports are completed and no major issues reported.  These will need to be provided to any contractors prior to works commencing, including stair lift.  He referred to a couple of minor issues at the Hill School site but no further damage over the Skate Park, which is also clean.  He reported a setback with the installation of the boiler due to the requirement of LBC and submission of architectural drawings.
F086/14 FLEXIBLE WORKING POLICY
RESOLVED: To adopt the policy for Harwich Town Council.
F087/14 CLOSURE OF THE GUILDHALL OVER CHRISTMAS 2014
RESOLVED: To close the Guildhall between 25th December 2014 and 4th January 2015, to return on Monday 5th January 2015.
F088/14 PAYROLL SERVICES
Members considered renewing the contracted Payroll service provider for another term, commencing in April 2015.
RESOLVED: To agree to contract current Payroll service provider for 2015/16.
F089/14 ANNUAL ASBESTOS RE-INSPECTION
Members considered the cost of training HTC staff and members to carry out this mandatory function against the cost to contract out the service on an annual basis.
RESOLVED: To opt for staff training to enable annual checks in-house, with the training date to be agreed after May 2015.
F090/14 APPLICATIONS FOR GRANT FUNDING
Members considered submitting applications for grant funding in respect of the skate park refurbishment, to the Big Lottery Reaching Communities programme and Sport England Inspired Facilities programme
RESOLVED: To proceed with making applications and seeking support for grant writing.
F091/14 OPENING DATES FOR THE PUTTING GREEN FOR 2015 LEISURE SEASON
Members considered the standard opening dates as well as possible additional dates weather permitting.
RESOLVED: To allow for additional dates of Easter and Spring school holidays subject to progress with the Putting Green Improvements.
F092/14 FLOOD SIREN
No update at the present time.
F093/14 GUILDHALL DISABLED ACCESS AND IMPROVEMENTS
Cllr Day updated members on progress made with plans to install disabled access to the Grade I Listed building.  He confirmed the flat has been refurbished and the roof is targeted for repairs as is the redecoration of the ground floor office and the installation of the new boiler.  The Stair lift is ready to be considered and the disabled ramp is here.  Cllr Nicholson suggested all projects that need LBC are put into a single application.  The Clerk confirmed that Planning could be contacted tomorrow to ascertain what’s needed.
F094/14 MATTERS TO BE REPORTED

  • The Clerk reported that the Martial Arts building roof was now repaired following storm damage on 24th December 2013 and an Insurance claim had been settled, minus £250 excess.
  • The Clerk reported on the requirements of the Local Government Transparency Code 2014 and commencement of HTC’s obligations under the Code.
  • The Clerk reported on the completion of Asbestos surveys.  Reports retained in office and distributed to tenants of Hill School Site.
  • The Clerk reported on the agreed New NJC Payscales.  There is a 2.20% increase from January 2015 with a non-consolidated payment made in December (for the Asst. Clerk and Estates Supervisor) and December and April (for the Clerk) paid pro-rata.
  • Members noted expenditure for Flat refurbishment: Office furniture move (£300); Kitchen Unit inc Del. (£682); Boardroom table (£50); Taps, tiles and water heater (£150); Gownroom equipment (£40); Cylinder Jacket (£12.50); Consumables (£35)
  • The Clerk reported on progress with reviewing Financial Regulations in line with new draft model, aswell as Financial Risk Assessment and Review of our Sound System of Internal Control.
F095/14 MATTERS RECEIVED IN THE POST OF INFORMATION RAISED BY MEMBERS

  • Members noted receipt of an Evaluation form received from the Harwich Secret Gardens
  • Members noted receipt of an Evaluation form received from Harwich International Shanty Festival
  • Members noted receipt of a Letter of thanks for grant received from Harwich Quay Fireworks Committee
  • Members noted receipt of a Letter of thanks for grant received from the Dovercourt Theatre Group
F096/14 DATE OF NEXT MEETING
The date of the next meeting of the Finance and General Purposes Committee will be at 7pm on Wednesday 11th February 2015 at The Guildhall, Church Street, Harwich.
F097/14 EXCLUSION OF THE PUBLIC AND PRESS
Pursuant to Sub-section 2 of Section 1 of the Public Bodies (Admission to Meetings) Act 1960 the meeting was closed to the press and public for the transaction of the under-mentioned business:

  • Stair lift Quotations
  • Town Plaque Quotations
  • Key holder services
  • Roof repairs and loft insulation
  • Flooring in office 2
  • Architect services
  • Services Contracts
  • Emergency Lighting in Council Chamber
  • Accounts Software
  • Portable Harwich Town Council signage

The Chairman closed the public part of the meeting at 8.15pm