Finance & General Purposes Committee Agenda

HARWICH TOWN COUNCIL
Guildhall, Church Street, Harwich, Essex CO12 3DS
Tel: 01255 507211
email: info@harwichtowncouncil.co.uk

A meeting of the
FINANCE & GENERAL PURPOSES COMMITTEE
to be held at
The Guildhall, Church Street, Harwich
on Wednesday 20th March 2019 at 7pm or at the rise of Planning, whichever is later

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

AGENDA

 

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 5th December 2018 (circulated separately)

– To approve as a correct record the Minutes and Confidential Minutes of the Extraordinary meeting of the Finance & General Purposes Committee held on Tuesday 26th February 2019 (circulated separately)

4. Matters arising from the minutes

MIN F021/18 – To report Hill School leases are now completed and signed.

5. Matters arising from previous minutes
6. Grant requests
To consider requests for grant funding as listed in the attached schedule:
7. Viring Funds

To agree to the following end of year virements:

Debit:

• £2k from the Economic Development budget heading and £2k from the S137 budget heading.

credit:

• £4k to the Christmas Lights EMR.

8. Estates Supervisor Report
To receive a report on the progress of current works since the last meeting.• To consider suggested works in relation to the Putting Green Hut and agree on expenditure, estimated at no more than £60.
9. Leisure season 2019

To consider pricing for 2019 season 

10. Skatepark Floodlights

To consider request for floodlights surrounding the skatepark to remain on until later in the evening on all days of the week and agree to the costs of £94.50 For new signage.

11. Key holder and Alarm Response services
To agree to renew contract with Oakpark for key holder and alarm response services for the Guildhall for the 2019/20 Financial Year, at a cost of £199.80 plus £36 for callouts.
12. CCTV Maintenance

• To agree to renew CCTV maintenance contact with Homeview for the financial year 2019/20 at a cost of £189.

• To agree to the replacement of a faulty camera at a cost of £195 to be expended from the HS – Repairs & Maintenance budget

13. Shuttle Bus provision

To consider the provision of a shuttle bus service for the crew of cruise ships docking for transit calls at Harwich for the 2019 cruise season. Quotations to be considered in confidential business.

14. Request for use of Putting Greens

To consider request from Simply Skate to make use of the part of the putting greens (behind the Petanque course) for the purposes of hosting the 2019 Comic Con event.

15. Litter Pick at Skate park

To review services for 2018/19 and agree to renew contract with Veolia for litter picking services at the skate park at the current intervals/frequencies for 2019/20 at a cost of £646.02 to be expended from the Leisure budget.

16. Landscaping at the Hill School site/Planting at the Putting Green

To agree to renew existing arrangement with Tendring District Council for landscaping services and planting at the council-managed sites for the 2019/2020 year at a cost of £1169 to be expended from the respective maintenance budgets.

17. Seasonal Lighting Displays 2019
• To agree to renew contract with LITE for the 2019/20 Financial Year for Christmas lighting displays, installation works and storage at a cost of £3280 and agree to keep the displays lit 24 hours.• To agree to seek options and quotes for consideration of future direction. 
18. Independent Review of the Accounts

Cllr Fowler to report findings following an independent review of the accounts and bank reconciliation.

19. Data Protection Policy

To adopt new Data Protection Policy for Harwich Town Council

20. Leave Policy

To adopt new Leave Policy for Harwich Town Council

21. Financial Regulations

To review Financial Regulations for 2019/20 and adopt accordingly

22. 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.

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

• Letter of thanks for grant from the Harwich & District Social Stroke Group and Harwich & Dovercourt Community Events Team

• Evaluation form following grant from the Dovercourt Theatre Group and Harwich International Shanty Festival

• Evaluation form following grant from Harwich & Dovercourt Community Events Team. The Clerk to confirm level of underspends returned to Council.

24. Matters to be reported
• The NJC has agreed new pay scales for 2019-2020 to be implemented from 1st April 2019. Staff to be assimilated to new scales which have been created as a result of the implementation of the NLW.• To report teambuilding activity at Harwich Escape Rooms booked for 21st March at a cost of £72 to be expended from the Training and consultancy budget• To report expenditure of £19.99 on purchasing non-slip robe hangers to be expended from the Civic Expenditure budget and £49.48 on purchasing more crockery to be expended from the Maintenance & Consumables budget

• To report cost incurred of £4.80 to transfer control of the .co.uk domain name to another hosting provider to resolve current councillor email difficulties

• To report a motion by the EALC to NALC in relation to funding to the church in the LGA 1894 has been successful.

• To report Section 137 expenditure limit for 2019/20 is set at £8.12

25. 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.
26. 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:

  • Cruise Ship Shuttle Buses
  • Gas Boiler works
27. Shuttle Buses

• To consider quotations for the provision of a shuttle bus service for cruise ship crews during the 2019 cruise ship season.
• To agree to the expenditure of producing flyers to advertise the service at £45.

28. Gas Boiler Works

• To consider quotation for boiler works

 

Dated: 13th March 2019                                                         
Ms Lucy Ballard
Clerk to the Council and Responsible Financial Officer

 

  APPLICATIONS FOR GRANT FUNDING

FINANCE & GENERAL PURPOSES MEETING 20th MARCH 2019

 


Applicant Name:
Harwich & District Community Crime Prevention PanelContact:
Mr Nigel Spencer (Chairman) 

Purpose of Grant:
To contribute towards the costs associated with re-launching Rhyme Against Crime (poetry books, venue hire, prizes, certificates)Benefits:
To help in enhancing the Panel’s anti-crime message within the community and involve young people.

Total cost of project:
£1000
Grant Requested:
£500Funds from other sources:
£250 from Grassroots£100 shortfall contingency from own resources

 

Secured Y/N
Yes

 


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

Purpose of Grant:
To assist with the advertising, venue hire and printing costs for the 2019 festivalBenefits:
Brings trade to the town which benefits local businesses. Encourages interest in local history and maritime heritage – includes school projects. 

Total cost of project:
£26950
Grant Requested:
£3000Funds from other sources:
£3276 – own sources*£1800 – fundraising

£4000 – sponsorship

Others grants applied for:

ECF and ECC
Secured Y/N
* Yes

 

 


Applicant Name:
Harwich & District Social Stroke GroupContact:
Philip Waterman – Group organiser

Purpose of Grant:
To contribute towards the cost of providing social outings for members and their carersBenefits:
Helps members mix with others outside of their normal domestic environment, minimising isolation and easing the pressure on social services 

Total cost of project:
Upwards of £2083
Grant Requested:
£500Funds from other sources:
£91.41 – Own sources*Previous funders have included Fellowship for the Sick, Harwich Secret Gardens and RAOB
Secured Y/N
* yes

 


Applicant Name:
Baby Bank TendringContact:
Georgia PhillipsChair of Baby Bank

Purpose of Grant:
To assist with the cost of purchasing new items to be gifted to those referred to the Baby BankBenefits:
Benefits users of the service who otherwise wouldn’t be in a position to purchase baby/child items 

Total cost of project:
£500
Grant Requested:
£500Funds from other sources:
Rely upon donations
Secured Y/N

 

 


Applicant Name:
The Harwich FestivalContact:
Michael OffordGeneral Manager

Purpose of Grant:
To cover the performer costs for the free lunchtime concerts and the cost of cover design, printing and distribution of marketing materials.Benefits:
Provides redevelopment of the area and enhancing the cultural offerings by providing wide-ranging opportunities and acting as a stimulus to the local economy by attracting inward investment. Provides free events that would otherwise incur a cost. 

Total cost of project:
£27935
Grant Requested:
£4670Funds from other sources:
£7975 – projected ticket sales£2550 – programme sales

£3350 – Donations/merchandise

£2000 – Sponsorship

£6000 – in-kind project management

£1390 CIF – applied for

Secured Y/N
Unknown

 


Applicant Name:
The Harwich SocietyContact:
Colin FarnellChairman

Purpose of Grant:
To cover the cost of providing 40 hanging baskets throughout Harwich and DovercourtBenefits:
Will enhance the ‘feelgood’ factor with residents. 

Total cost of project:
£4500
Grant Requested:
£3000Funds from other sources:
Own sources – £1500Secured Y/N

 

 

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