Finance & General Purposes Committee Agenda

The Guildhall, Church Street, Harwich, Essex CO12 3DS
Tel: 01255 507211

A meeting of the
to be held at

The Guildhall, Church Street, Harwich


Tuesday 22nd March 2022 at 7pm

Public Question Time:
15 minutes will be available for members of the Public to ask questions in relation to items on the agenda only.


1. Apologies for absence
To receive apologies for absence
2. Declarations of members’ interests
To receive any ‘pecuniary’ or ‘non-pecuniary’ interests relating to items on the agenda
3. Minutes of last meeting

To approve as a correct record the Minutes and Confidential Minutes of the meeting of the Finance & General Purposes Committee held on Wednesday 8th December 2021 (circulated separately)

4. Matters arising from the minutes

MIN F65/21 – Transportable Regalia Case has been ordered and received

MIN 67/21Council Website revamp is in progress.  Completion now expected into the new financial year due to work prioritisation.

5. Matters arising from previous minutes

MIN F80/20 – To receive update on endeavours to arrange an informal council meeting with Ian Taylor of TDC in relation to Leisure Facilities.

MIN F33/21 – To review the decision taken to extend the rent ‘holiday’ to tenants of the former Hill School site until the end of the 2021/22 financial year.

MIN F37/21 – To receive update on works to install additional lighting in the Guildhall hallway.

MIN F48/21 – To provide update on licence for the Putting Green.

6. Grant requests
To consider requests for grant funding as listed in the attached schedule:
7. Estates Supervisor Report
To receive a report of activities and works since commencement of appointment.
8. Independent Review of the Accounts

Cllr D Smith to report findings following an independent review of the accounts and bank reconciliation on 16th March for the period Oct-Dec 2021.

9. Annual Leave

To agree to carry over untaken annual leave entitlement of all HTC employees to the next annual leave year, taking regard of ACAS guidance surrounding Covid.

10. Leisure season 2022

• To consider pricing for 2022 season.

• To authorise expenditure of c£25, for purchase of materials (piping) for putting green, to be expended from the Leisure Maintenance budget.

11. Staff Training

To authorise Data Protection training for 1x employee at cost of £14 to be expended from the Training budget.

12. 5-year Periodic Electrical Inspections

• To agree to proceed with inspections at Buildings 1, 3 and 5 at the Hill School site at a cost of £360, £244 and £244, respectively to be expended from the Hill School Professional costs budget in 2022/23.

• To authorise all future inspections as a health & safety duty and streamline inspections for all Hill School site buildings by arranging for these to be carried out within the same financial year, commencing in March 2027.

13. Harwich Conservation Panel EMR

To agree to utilise surplus EMR for ‘Writing on the Sea Wall’ E&C project.

14. Financial Regulations

To review Financial Regulations for 2022/23 and adopt accordingly.

15. Financial Risk Assessment and System of Internal Control.

• To review the Financial Risk Assessment and confirm measures taken to mitigate risk are adequate.

• To consider the current System of Internal Control and carry out a review of its effectiveness.

16. Matters received in the post or information raised by members

• Letters of acknowledgement of grant from Age Concern Colchester/Age Well East; Harwich & District Social Stroke Group and CVST.

• Letter received from the Harwich Quay Fireworks Committee to confirm 2021 event was cancelled due to Covid restrictions and the full grant of £1500 was returned to the council on 7th Jan.

• Evaluation forms received from Harwich International Shanty Festival and Harwich & Dovercourt Traders following grant.

17. Matters to be reported
• To report Section 137 expenditure limit for 2022/23 is set at £8.82 per elector.• To note expenditure of £98, authorised under delegated authority, for the purchase of a replacement LED light and microwave sensor in accessible toilet, to be expended from the Maintenance & Consumables budget.• To note expenditure of £340, authorised under delegated authority, for the 5-year electrical installation condition report and emergency lighting/fire detection system inspection at Building 4 at the Hill School Site.

• To note expenditure of £310, authorised under delegated authority, for the replacement of office lighting due to fault, to be expended from the Guildhall Maintenance budget.

• To note expenditure of £37.50, authorised under delegated authority, for the purchase of paint for repairs to the internal walls and ceilings at the Guildhall.

• The NJC has reached agreement on the 2021-22 pay awards at 1.75% and these are implemented with immediate effect for all applicable employees, along with the necessary back pay.  No agreement has been made on the 2022-23 pay awards.

• To note expenditure of £105, authorised under delegated authority, for stair lift emergency callout and purchase of replacement batteries at £20 each, to be expended from the Premises budget.

18. Date for next meeting
The date of the next meeting of the Finance and General Purposes Committee is at 7pm, on a date to be confirmed at The Guildhall, Church Street, Harwich.
19. Exclusion of public and press
Pursuant to Sub-Section 2 of Section 1 of the Public Bodies (Admission to Meetings) Act 1960 the meeting is closed to the press and public for the transaction of the under-mentioned business:·         Estates Supervisor·         Leisure Attendants
20. Estates Supervisor

To consider additional duty (Ref: MIN E37/21)

21. Leisure Attendance

• To ratify appointments to Leisure Attendant vacancies for 2022

• To consider providing a uniform allowance in lieu of a uniform.



Dated:  16th March 2022                                                                       

Ms Lucy Ballard

Clerk to the Council



Applicant Name:
Harwich International Shanty FestivalContact:
Pam Fitzgerald (Director)

Purpose of Grant:
To assist with the marketing/advertising, printing, stationery, office supplies, postage and insurance costs for the 2022 festival.Benefits:
Will help to raise the profile of the town globally, boost tourism and bring business to the town with the use of local supplier and food outlets.

Total cost of project:
Grant Requested:
£2350Funds from other sources:
£6500 – own


Secured Y/N
* Yes


Applicant Name:
Harwich & District Indoor Bowls CentreContact:

Howard Lewsey (Chairman)
Purpose of Grant:
To fund a new carpetBenefits:
To assist in modernising the club for the benefit of its members.  Hope to encourage more members with growth in local population.

Total cost of project:
£35880Grant Requested:

Funds from other sources:
£20000 – Own resources
Secured Y/N