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

Full Council Minutes 29th August 2012

MINUTES of the Meeting of HARWICH TOWN COUNCIL held at The 1912 Centre, Cow Lane, Harwich on Wednesday 29th August 2012 commencing at 7.00 pm

HARWICH TOWN COUNCIL
Guildhall, Church Street, Harwich, Essex CO12 3DS
Tel: 01255 507211

Present: Councillors Brown, C Callender, Calver, Day, Double, Flavell, Fowler, Gibbins,

I Henderson, J Henderson, King, McLeod, Thompson and Todd

In the Chair: Councillor J Thurlow

Clerk: Mrs Michelle Townsend

Also present: 7 members of the public and 1 member of the press

Prayers were said by Reverend P Mann

053/12 APOLOGIES FOR ABSENCE
Cllr R Callender

054/12 DECLARATIONS OF MEMBERS’ INTERESTS
None

055/12 PUBLIC QUESTIONS
Mr Rogers referred to minute no. 178/11 regarding regeneration of Harwich and employment opportunities and requested an update, to which the Clerk confirmed that HTC were still awaiting a reply from Sarah Candy. Mr Rogers requested confirmation of the number of long term jobs that have been created in the renewable energy sector. Cllr Double advised Mr Rogers that the best way forward would be to put the request in writing to TDC Full Council.

Mr Sergeant raised concerns with the footpath development to the rear of the former Magistrates Court and his dissatisfaction with lack of consultation from HTC. Mr Sergeant asked why he and other residents have not been informed and requested a meeting with the Hill School Sub Committee. Cllr Double gave an update on the history on the purchase of Hill School site and that there was no reason to consult with residents. Cllr Double informed Mr Sergeant that HTC had asked Rose Builders to make contact with Mr Sergeant to discuss the planned work and agree measures to be put in place in order to ensure his driveway was protected. Mr Sergeant was informed by Cllr Double that he believed when HTC purchased the land, rights of way were discussed with ECC and that there has always been access to the site for both pedestrians and vehicles. HTC were then able to obtain a license to gain access across the Magistrates Court land. The Leases for HTC tenants have always stated pedestrian access with occasional vehicle access and this will remain the same. Vehicle access will be under the control of the office. Cllr Double confirmed that HTC did consider purchasing the Magistrates Court but unfortunately was not possible.

Mr D Rutson asked why the Hill School Site is being discussed in the confidential part of the meeting and asked who was responsible for making decisions. Cllr Double confirmed tenders were discussed and therefore it was necessary to exclude press and public.

Mr Rutson was informed that at the Full Council meeting on 18th July, 2012, it was resolved that the Clerk, Chair and Vice Chair of F&GP Committee to scrutinise the tenders and select the successful contractor.

056/12 MAYOR’S ANNOUNCEMENTS
The Mayor gave an account of some of the engagements attended since the last meeting, which included the Children’s Carnival, an invitation to The Full Monty at West Cliffe Theatre, Clacton Concert Orchestra, Progress Club, Help for Heroes charity bike ride and to welcome the alternative Olympic Torch at Harwich.

Deputy Mayor, Cllr McLeod, confirmed his attendance to the Felixstowe Mayor’s Reception where he received a warm welcome.

057/12 MINUTES OF THE LAST MEETING
RESOLVED: that the minutes of the meeting of the Town Council held on 18th July 2012 (previously circulated) be approved by the Chairman and signed as a true record.
FURTHER RESOLVED: that the confidential minutes of the meeting of the Town Council held on 18th July 2012 (previously circulated) be approved by the Chairman and signed as a true record.

058/12 MATTERS ARISING FROM THE MINUTES
Parking on the Quay Harwich – Cllr Flavell noted that HTC are still awaiting a reply from NEPP and made reference to the letter received from Mr Overall.
RESOLVED: Clerk to forward a second letter to NEPP requesting a response.
FURTHER RESOLVED: Clerk to liaise with Cllr Flavell and write to Mr Overall asking to proceed with the first consultation.

20 Market Street – Cllr Flavell welcomed the reply received from Enforcement, TDC informing that the insurance settlement is imminent, but had concerns for the time scale for this to happen.
RESOLVED: To contact TDC and request specific details and target date for completion of works.

Regeneration of Harwich and Employment Opportunities – Cllr Double and

Cllr I Henderson gave further details in response to Mr Roger’s question and the problems experienced with obtaining responses from TDC.
RESOLVED: Clerk to write to Cllr Neil Stock to ask why his portfolio holder, Cllr Sarah Candy and not responded to HTC’s request.

059/12 STANDING ORDERS
RESOLVED: To revise Standing Orders to reflect changes to Code of Conduct in light of Localism Act 2011 – Standing Order 13 refers to Councillors observing the Code of Conduct adopted by the Council on 18th July 2012.

60/12 ANNUAL SAUSAGE THROWING COMPETITION
Cllr Calver gave an account of the well attended event last year and confirmed that it was hoped that butchers from 8 Parish Councils would be involved.
RESOLVED: To agree to invite Chairs of participating Parishes to the Guildhall prior to the event.

061/12 HTC IT UPGRADE
Members were made aware that Micrologic were the selected provider for the IT upgrade following the scrutiny of 3 quotations received which had varying specifications.

062/12 ARRANGEMENTS FOR REMEMBRANCE DAY CIVIC SERVICE
Members discussed alternative arrangements in relation to laying wreaths during the church service due to Deputy-Mayor’s absence.
RESOLVED: Cllr Barry Brown to lay the wreath in the absence of the Deputy Mayor.

063/12 CCTV
Members considered the request from TDC to amend the billing arrangements from those as previously agreed.
RESOLVED: HTC are in agreement to amend billing arrangements, however, Clerk is to ensure that future payments are no more than originally agreed.

064/12 PARKING ON HARWICH QUAY (RE FISHERMAN)
Cllr Todd updated members following communication with ECC regarding the 2 vehicle bays at the end of West Street and confirmed that there are plans to make use for permit holders.

065/12 CONSULTATION ON DRAFT DOCUMENT: SUSTAINABLE DRAINAGE SYSTEM DESIGN AND ADOOPTION GUIDE
Reviewed and no comments made.

066/12 FLOOD SIREN WORKING PARTY
The Sub Committee met on 23rd August and have now agreed to contact Trinity House to arrange meetings and take forward. Cllr Day had investigated suitable sirens for the town, and will report back to Council with costs for delivering this service to the Town. Cllr Double informed members that it would be helpful if this information is available before December in readiness for next years precept and suggested that in due course clarification was sought from TDC as to the procedures under their Emergency Plan as there is a lack of understanding currently. Cllr Flavell thanked Cllr Henderson for securing a location for the siren.
RESOLVED: to write letters of thanks to both Trinity House, for agreeing to house and activate the siren, and to the Environment Agency for assisting in sourcing a siren.

067/12 MINUTES OF LAST ALLOTMENT MEETING
RESOLVED: that the minutes of the meeting of the Allotment Committee held on 26th July 2012 (previously circulated) be received.

068/12 MINUTES OF LAST ENVIRONMENT & HIGHWAYS MEETING
RESOLVED: that the minutes of the meeting of the Environment & Highways Committee held on 23rd August 2012 (previously circulated) be received.
FURTHER RESOLVED: Respond to Cllr Bentley’s letter with proposal to return site to opening 7 days a week during the high usage season in June to September. During the remaining part of the year, the 2 day closure should be split during the week and not be on consecutive days.

069/12 ACCOUNTS
Payments and receipts, current balances, financial activity against budgets and earmarked funds were noted.
RESOLVED: to authorise payments as listed Appendix A

070/12 BRIEF REPORTS FROM MEMBERS
Cllr Double confirmed his attendance at the Tendring District Association of Local Councils meeting but felt as a long standing councilor that it would be more beneficial for a relatively new town councilor to attend.

071/12 CORRESPONDENCE RECEIVED IN POST OR RAISED BY MEMBERS
Members thought that the Secret Gardens should be applauded for raising £1500 and holding a successful event in bad weather.

072/12 DATE OF NEXT MEETING
The next meeting of Harwich Town Council will be held on Wednesday 10th October 2012 at The 1912 Centre, Cow Lane, Harwich, at 7.00pm, or at the rise of the Town Planning Committee, whichever is the later.

073/12 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 by virtue of the confidential nature of the business to be transacted.

The Chairman closed the public part of the meeting at 8.08pm.