Finance & General Purposes Committee Agenda

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

A meeting of the
to be held at
The Guildhall, Church Street, Harwich
on Tuesday 25th June 2019 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 ‘personal’ interests relating to items on the agenda
3. Election of Vice-Chair
To appoint a Vice-chair of the committee
4. 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 20th March 2019 (circulated separately)
5. Matters arising from the minutes
F097/18 – To confirm purchase of plywood and approve additional cost of £18 more than agreed as the wood was far superior and would last longer, so represented better value.
6. Matters arising from previous minutes
F070/18 – To confirm that Historic England would not consent to the proposed alteration, but they will investigate alternatives and report back.
7. Grant requests
To consider requests for grant funding as listed in the attached schedule:
8. Estates Supervisor Report
To give a report on the progress of current works since the last meeting.
9. Guildhall Hire Charges
To consider the charges for hire of the Guildhall.
10. Independent Review of the Accounts

To report findings on behalf of Cllr Fowler following an independent review of the accounts and bank reconciliation for the periods Jan-Mar.

11. Civic Robes

To consider options for civic gown maintenance:

1.    To clean and replace the fur with fake fur on up to 3x robes


2.    To purchase 2x new civic robes in French Navy 42” in length

12. Hill School Site – Building 5

• Building 5 – To consider request from the current occupiers of building 5 (Harwich & Dovercourt Martial Arts Association) to change the paint colour on the rear (eastern) external wall of the building.

13. St George Cross

To consider the purchase of a new Cross of St George flag to fly above the Guildhall.

Cllr Calver

14. Virements

To close down the Putting Green Improvements EMR in order to pursue one of the Council’s Key Priorities.

15. Hill School Site – Buildings 4 and 5

Ref MIN F71/18 – To agree to change of action in relation to buildings 4 and 5 and consider quotation for replacement roofs.

17. Putting Green litter management

To consider quotation for emptying of bins at the council-managed site.

18. Crazy Golf

To consider quotation for replacement hazards for the crazy golf.

19. Electricity contract for the Guildhall

To agree to renew the contract for the electricity supply for the ground and first floor of the Guildhall with the same supplier for a two-year period, at an estimated increase of £144 p/a.

20. Matters to be reported
21. Matters received in the post or information raised by members
• Letter of thanks/acknowledgement of grant from Baby Bank Tendring, Harwich & District Social Stroke Group, Harwich International Shanty Festival Committee, H&D Community Crime Prevention Panel, Harwich Festival of the Arts and the Harwich Electric Palace Trust.• Evaluation form following grant from Harwich Quay New Year’s Eve Fireworks
22. Date for next meeting
The date of the next meeting of the Finance and General Purposes Committee is at 7pm, on Tuesday 30th September 2019 the Guildhall, Church Street, Harwich.
23. 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:

  • Additional Key Holder
24. Additional Key holder
To agree to re-issue the spare set of Guildhall keys to a councillor to be used as the need arises under the direction of the Council.

Dated:  19th June 2019

Ms Lucy Ballard

Clerk to the Council





Applicant Name:
Harwich Quay FireworksContact:
Andrew Tannock (Secretary to Committee)

Purpose of Grant:
To directly assist in funding all expenditure in producing a single non-profit-making event on 31st December 2019.Benefits:
To provide a free to attend/view, firework display for the residents of Harwich, Dovercourt and surrounding areas, enhancing tourism and the town’s economy and profile.

Total cost of project:
Grant Requested:
£1500Funds from other sources:
£4500 from own resources
Secured Y/N
Further funds to come from fundraising events, local business and collections.


Applicant Name:
Ark Family Resource CentreContact:
Sally Johns Green (Centre Manager)

Purpose of Grant:
Carpet replacement in hallway.Benefits:
Benefits pre-school children who have a lot of ‘floor’ time and those with additional needs who are unable to walk as they spend a lot of time on the carpet.

Total cost of project:
Grant Requested:
£1500Funds from other sources:
Secured Y/N
None – came to HTC first but can fundraise for any shortfall.



Applicant Name:
One World in Harwich (Sub-group of Churches Together on the Harwich Peninsula)Contact:
Anne Crotty (Chair)

Purpose of Grant:
To fund steel band during the event.Benefits:
People of all ages, backgrounds and cultures, all faiths and none, will be able to meet, share food nd learn about, and from, each other in a thought-provoking, yet fun way.  It will celebrate diversity.

Total cost of project:
Grant Requested:
£250Funds from other sources:
£139 – Churches Together Lent services
Secured Y/N