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 27th June 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 1912 Centre, Cow Lane, Harwich on Monday 27th June 2012 commencing at 7pm

Present: Councillors Brown, R Callender, Flavell, J Henderson and Thurlow

In the Chair: Councillor Calver

Clerk: Mrs L Ballard

Also present: No other attendees

There were no questions

G01/12 APOLOGIES FOR ABSENCE
Apologies received from Cllrs King and McLeod.

G02/12 ELECTION OF VICE-CHAIR
RESOLVED: to elect Cllr J Henderson as Vice-Chair of the Guildhall Committee for the Municipal year 2012/13.

G03/12 DECLARATION OF MEMBERS’ INTERESTS
None

G04/12 MINUTES OF THE LAST MEETING
RESOLVED that the minutes of the Guildhall meeting held on 16th January 2012 (previously circulated) be approved by the Committee and signed by the Chairman as a true record.

G05/12 COUNCILLOR ROBE
The Clerk confirmed that the order had been placed for a further councillor robe and delivery was expected before the end of June if there were no delays.

G06/12 GUILDHALL CHARGES
Charges for hire of the Guildhall were reviewed in light of the number of occasions the chamber had been hired out in the last Municipal year.
RESOLVED: To freeze the charges.
FURTHER RESOLVED: to check the parameters of the licence and check if activities for those hiring the chamber can include music.

G07/12 VISITS TO GUILDHALL
Members discussed opportunities for encouraging school visits, both from teachers and governors as well as pupils. Cllr Brown suggested writing to all primary schools in Harwich and Dovercourt, and Two Village School, to inform them of what’s available at the Guildhall.
RESOLVED: to write to the schools.

G08/12 MAYORMAKING ARRANGEMENTS AND CIVIC PROCESSION AND OCCASIONS
Cllr Calver suggested that due to previous apparent confusions over the order of processions and seating arrangements for civic occasions, it was now necessary to agree a set procedure that can be relied upon each year but that was also flexible should changes need to be made. He proposed that it is recommended to Full Council that he, as Chairman, along with Cllr Henderson, as Vice-Chair take the lead on this, in consultation with the Clerk and Assistant Clerk and also meet, as necessary, with both Trinity House and church wardens to enable a suitable procedure to be put in place.
RESOLVED: to recommend to Full council.

G09/12 MATTERS RECEIVED IN POST OR INFORMATION ITEMS RAISED BY MEMBERS
Cllr Callender asked if any thought had been given of linking the former Bridewell House in West Street with The Guildhall.

Cllr Calver said no as it was not a property under the control of the Town Council and could only be considered if it came onto the open market.

G10/12 NEXT MEETING OF GUILDHALL COMMITTEE
Cllr Calver mentioned that this Municipal year, all Guildhall Committee meetings would follow Planning Committee meetings. All members were content with this approach.

The next meeting of the Guildhall Committee will be held on Wednesday 19 September 2012 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 7.30pm