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 Wednesday 5th December 2018 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 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 25th September 2018 (circulated separately)
4 Matters arising from the minutes

MIN F044/18 – Signage has been erected at Boatswains Call

MIN F046/18 – To agree to an additional cost of up to £50 to display and frame a description of the Charter in the Guildhall hallway.

MIN F053/18 – Set of Guildhall keys has been re-issued to designated keyholder

5 Matters arising from previous minutes

MIN F021/18 – Hill School lease renewals almost complete.

MIN F022/18 – To consider accepting award of £1k from Essex Heritage Trust for funding towards Parlour Window replacements and proceed with contracting the works, which would be carried out after Christmas.

6 Grant requests
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

Cllr Fowler 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 £540 plus 45ppm mileage for the services of RBS to conduct Year End closedown with Clerk to be expended from the Administration – Software Support budget
10 Christmas 2018 Guildhall Closure
To consider closure of the Guildhall and Council offices over the Christmas period from 1pm on Friday 21st December 2018 – 9.30am on Wednesday 2nd January 2019.
11 Leisure Season 2019

To consider opening dates/times for 2019 season

12 Music Event/Skatepark Competition

To consider proposals and offer in principle support for the event

13 Skatepark Festival

To consider holding an annual skatepark festival event

14 Virements

To agree to the following mid-year virements:


• £8k from the Economic Development budget heading; £3k from the External Support Contingency Fund budget heading; £15k from the S137 budget heading.


• £10k to the Elections EMR; £3k to the Christmas Lights EMR; £2k to the Hill School Refurbishment EMR; £1k to the Allotments Key Priority EMR.


• Skatepark festival EMR and credit £10k

15 Payroll Services
To review services for 2018/19 and consider renewal of contract for 2019/20 at cost of £485 payable in two instalments, expended from the Administration – Subscriptions/Fees budget
16 Youth shelter

To consider options following vandalism of youth shelter

17 Office/Gaol partition

To consider installing a stud wall between the two rooms for security purposes

18 Hill School Restoration Project

To consider the survey report and decide upon next actions to be taken.

19 Budget/Precept 2019/20
To consider and recommend the budget and precept for the financial year 2019/2020
20 Matters to be reported
• Change of Electricity Supplier for the Leisure Hut to obtain better rates.  Costs to increase as standing charge now applied.
21 Matters received in the post or information raised by members
• Evaluation form received from the Dovercourt Bowling Club following grant.
22 Date for next meeting
The date of the next meeting of the Finance and General Purposes Committee is at 7pm, on Wednesday 20th March 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:·         Salary Reviews
24 Salary Reviews

To conduct a review of staff salaries

Dated:  29th November 2018

Lucy Ballard

Ms Lucy Ballard
Clerk to the Council





Applicant Name:




Purpose of Grant:



Total cost of project:
Grant Requested:

Funds from other sources:

Secured Y/N