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

Guildhall Minutes 20th September 2012

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

MINUTES of the Meeting of the GUILDHALL COMMITTEE held at The Guildhall,

Church Street, Harwich on Thursday 20th September 2012 commencing at 7pm

Present: Councillors Brown, Flavell, J Henderson, King, McLeod and Thurlow

In the Chair: Councillor Calver Clerk: Mrs Michelle Townsend

Also present: No other attendees

There were no questions

G11/12 APOLOGIES FOR ABSENCE
Cllr R Callender

G12/12 DECLARATION OF MEMBERS’ INTERESTS
None

G13/12 MINUTES OF THE LAST MEETING
RESOLVED that the minutes of the Guildhall meeting held on 27th June 2012 (previously circulated) be approved by the Committee and signed by the Chairman as a true record.

G14/12 MATTERS ARISING FROM MINUTES
Events at the Guildhall – Clerk gave an update received from Licensing Dept, TDC. At present there is no cost for the license to play music, but it would cost HTC £300 to advertise. In October, the Live Music Act 2012 will come into effect which will enable music to be played from 8am to 11pm as long as alcohol is not being sold and that there are no more than 200 attendees.
RESOLVED: Clerk to update Cllr Fowler, as Harwich Town Council’s representative on the Harwich Festival Committee so they can be advised that the Guildhall may be available as an additional venue.

G15/12 POLICY ON FLYING FLAGS AT THE GUILDHALL
Cllr Calver informed members that the flag pole was erected on the roof of the Guildhall approximately 12 years ago and updated members on the Council’s historic policy on flying flags.
RESOLVED: To follow the set procedures below:

Armed Forces Day – To fly Armed Forces flag

Battle of Britain Day – HTC would be prepared to fly the RAF flag if one can be provided.

Merchant Navy Day – Merchant Navy flag provided to us by the Merchant Navy Association

Remembrance Day, Trinity Sunday, Queen’s birthday – to fly the Union flag

As a matter of routine – St George’s flag at all times where possible

Clerk updated members with approximate costs for replacing the Union and St George’s flag.
RESOLVED: Clerk to purchase replacement Union and St Georges flags at a cost up to £150.

G16/12 ATTENDANCE OF COUNCILLORS AT GUILDHALL EXHIBITIONS
Cllr Calver updated members on the background to the historic policy of the Council where it is deemed appropriate for 2 councillors to be present on the premises when it is open to the public for these functions. All members acknowledged the hard work and dedication of the Archivists and wished to continue giving their support.
RESOLVED: Clerk to continue to forward invites to all councillors under the management of the Chairman of the Guildhall Committee.

G17/12 MATTERS RECEIVED IN POST OR INFORMATION RAISED BY MEMBERS
DPL Engineer Report – Members reviewed the suggested improvements on the recent report.
RESOLVED: Clerk to obtain a more detailed breakdown with costings. Report to be passed to F&GP Committee for actioning.

G18/12 NEXT MEETING OF GUILDHALL COMMITTEE
The next meeting of the Guildhall Committee will be held on Wednesday 23rd January 2013 at The 1912 Centre, Cow Lane, Harwich at 7pm or at the rise of the Town Planning Committee, whichever is later.

The Chairman closed the meeting at 7.45pm