HARWICH TOWN COUNCIL
Guildhall, Church Street, Harwich, Essex CO12 3DS
Tel: 01255 507211
A meeting of the
FINANCE & GENERAL PURPOSES COMMITTEE
to be held remotely
on Tuesday 8th December 2020 at 7pm
Members of the public wishing to attend the meeting should contact the clerk for joining instructions.
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||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 Tuesday 6th October 2020 (circulated separately)
|4||Matters arising from the minutes (for information only)
F19/20 – Brickwork on buildings at the Hill School site is in progress.
F18/20 – Re-routing and replacing of CV cabling at the Hill School site is now complete as is the removal of the sycamore tree.
F21/20 – Putting Green lease has been signed and is being finalised by TDC.
F22/20 – HTC has made contact with TDC over management of allotment land and is awaiting this to be progressed.
F23/20 – Images have been printed and sent to the framer who will contact when ready.
F24/20 – Funds have been vired
F25/20 – Difficulty in sourcing an Emergency Services Day flag
|5||Matters arising from previous minutes
F19/20 – To agree to carry out periodic re-inspections as advised by tree surveyor and, for continuity, to retain the services as previously instructed. To be expended from the External Support Contingency Fund.
To consider requests for grant funding as listed in the attached schedule.
|7||Estates Supervisor Report
To give a report on the progress of current works since the last meeting.
|8||Independent Review of the Accounts
To report findings following an independent review of the accounts and bank reconciliation for the periods Jul-Sep.
|9|| Year End Closedown (Annual Return)
To approve expenditure of £560 for the services of RBS to conduct Year End closedown with Clerk.And to continue with annual support and maintenance services in 2021/22 at a cost of £387; both to be expended from the Administration – Software Support budget.
|10||Christmas 2020 Guildhall Closure
To consider closure of the Guildhall and Council offices over the Christmas period from 1pm on Thursday 24th December 2020 – 9.30am on Monday 4th January 2021.
|11||Leisure Season 2021
To consider opening dates/times for 2021 season.
To review services for 2020/21 and consider renewal of agreement with Ladywell Accountancy on an ongoing basis, commencing 2021/22 at cost of £495, allowing for a marginal increase in cost each year (Apr-Mar) to be expended from the Administration – Subscriptions/Fees budget, with provision to be reviewed every 3 years.
To consider renewing CCTV maintenance contact with Homeview for the financial year 2021/22 at a cost of £218 to be expended from the Hill School maintenance budget.
|14||Landscaping at the Hill School site/Planting at the Putting Green
To review services for 2020/21 and consider renewal of agreement with existing provider for landscaping services and planting at the council-managed sites on an ongoing basis, commencing 2021/22 at a cost of £1262, to be expended from the respective maintenance budgets, with long-term provision to be reviewed during 2021.
|15||Litter Pick at Skate park
To review services for 2020/21 and consider renewing contract with Veolia for litter picking services at the skate park and bin emptying at the Putting Green at the current intervals/frequencies on an ongoing basis, commencing 2021/22 at an estimated cost of £815, allowing for a marginal increase in cost each year (Apr-Mar) to be expended from the respective maintenance budgets, with provision to be reviewed every 3 years.
To consider renewal of Clerk’s membership for 2021/22 at a cost of £234 to be expended from the Subscriptions budget.
|17||Grant Funding Policy
To review what is currently funded under the policy and consider possible amendment in light of concerns raised over the use of live animals at events. Deferred from previous meeting.
To approve the data audit and Data Protection policy for Harwich Town Council.
To agree to proceed with repairs/replacement items on the crazy golf at a cost of £414 following damage sustained on 21st October and to consider making a claim through the Council’s insurance.
|20||Energy Performance Certificates (EPCs)
To agree to proceed with energy assessments at the Hill School site following completion of replacement roofs to buildings 3, 4 and 5, at a cost of up to £1000 to be expended from the EPCs earmarked reserve.
To purchase a mobile phone (spec to be discussed) to facilitate work undertaken away from the Guildhall and act as a contact for external contractors and which could be used for communication within the council in the event of an emergency.
To agree to purchase new desktop PC for office along with 3-year service warranty at the cost of £661 to be expended from the ICT EMR.
|23||Emergency Planning Funding
To consider request by the E&C Committee to investigate a process whereby funds (suggested £1000) could be released immediately in the event of a local or national emergency.
To consider and recommend the budget and precept for the financial year 2021/2022.
|25||Matters to be reported
• To approve the purchase of 1x laptop riser and 1x monitor stand to facilitate home working at a cost of £36.38 to be expended from the ICT budget.
• To approve the purchase of 2x webcams for office PCs to facilitate virtual (Zoom) meetings at a cost of £36.37 to be expended from the ICT budget.
• To approve cost of £295 for recruitment advertising, to be expended from the Training and Consultancy budget.
• To confirm that a sum of £2727 has been returned to the council for unspent grant funding from the Harwich International Shanty Festival, whose event was cancelled in 2020 as a result of the Coronavirus pandemic. £523 has been expended on approved costs from the £3250 awarded.
• To approve the cost of £98 for replacement photocell and bulb and service of outside lighting at the Hill School Site to be expended from the Hill School maintenance budget.
•To approve the cost of fault finding on floodlights at the skatepark and supply, installation and testing of new contactor timer at a cost to be expended from the Skatepark maintenance budget.
• To approve cost of £110 for purchase of PC monitor and digital cable for duel working/training purposes to be expended from the ICT EMR.
|26||Matters received in the post or information raised by members
|27||Date for next meeting
The date of the next remote meeting of the Finance and General Purposes Committee is at 7pm, on Tuesday 23rd March 2021.
|28||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:
• To conduct a review of staff salaries
Dated: 1st December 2020
Ms Lucy Ballard
Clerk to the Council
APPLICATIONS FOR GRANT FUNDING
FINANCE & GENERAL PURPOSES MEETING 8th DECEMBER 2020
|Purpose of Grant:
Total cost of project:Grant Requested:Funds from other sources: