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:
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| 27. | Shuttle Buses
• To consider quotations for the provision of a shuttle bus service for cruise ship crews during the 2019 cruise ship season. |
| 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 |
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 |
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
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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 |
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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