HARWICH TOWN COUNCIL
The 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
Tuesday 22nd March 2022 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.
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 8th December 2021 (circulated separately) |
4. | Matters arising from the minutes
• MIN F65/21 – Transportable Regalia Case has been ordered and received • MIN 67/21 – Council Website revamp is in progress. Completion now expected into the new financial year due to work prioritisation. |
5. | Matters arising from previous minutes
• MIN F80/20 – To receive update on endeavours to arrange an informal council meeting with Ian Taylor of TDC in relation to Leisure Facilities. • MIN F33/21 – To review the decision taken to extend the rent ‘holiday’ to tenants of the former Hill School site until the end of the 2021/22 financial year. • MIN F37/21 – To receive update on works to install additional lighting in the Guildhall hallway. • MIN F48/21 – To provide update on licence for the Putting Green. |
6. | Grant requests To consider requests for grant funding as listed in the attached schedule: |
7. | Estates Supervisor Report To receive a report of activities and works since commencement of appointment. |
8. | Independent Review of the Accounts
Cllr D Smith to report findings following an independent review of the accounts and bank reconciliation on 16th March for the period Oct-Dec 2021. |
9. | Annual Leave
To agree to carry over untaken annual leave entitlement of all HTC employees to the next annual leave year, taking regard of ACAS guidance surrounding Covid. |
10. | Leisure season 2022
• To consider pricing for 2022 season. • To authorise expenditure of c£25, for purchase of materials (piping) for putting green, to be expended from the Leisure Maintenance budget. |
11. | Staff Training
To authorise Data Protection training for 1x employee at cost of £14 to be expended from the Training budget. |
12. | 5-year Periodic Electrical Inspections
• To agree to proceed with inspections at Buildings 1, 3 and 5 at the Hill School site at a cost of £360, £244 and £244, respectively to be expended from the Hill School Professional costs budget in 2022/23. • To authorise all future inspections as a health & safety duty and streamline inspections for all Hill School site buildings by arranging for these to be carried out within the same financial year, commencing in March 2027. |
13. | Harwich Conservation Panel EMR
To agree to utilise surplus EMR for ‘Writing on the Sea Wall’ E&C project. |
14. | Financial Regulations
To review Financial Regulations for 2022/23 and adopt accordingly. |
15. | 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. |
16. | Matters received in the post or information raised by members
• Letters of acknowledgement of grant from Age Concern Colchester/Age Well East; Harwich & District Social Stroke Group and CVST. • Letter received from the Harwich Quay Fireworks Committee to confirm 2021 event was cancelled due to Covid restrictions and the full grant of £1500 was returned to the council on 7th Jan. • Evaluation forms received from Harwich International Shanty Festival and Harwich & Dovercourt Traders following grant. |
17. | Matters to be reported • To report Section 137 expenditure limit for 2022/23 is set at £8.82 per elector.• To note expenditure of £98, authorised under delegated authority, for the purchase of a replacement LED light and microwave sensor in accessible toilet, to be expended from the Maintenance & Consumables budget.• To note expenditure of £340, authorised under delegated authority, for the 5-year electrical installation condition report and emergency lighting/fire detection system inspection at Building 4 at the Hill School Site. • To note expenditure of £310, authorised under delegated authority, for the replacement of office lighting due to fault, to be expended from the Guildhall Maintenance budget. • To note expenditure of £37.50, authorised under delegated authority, for the purchase of paint for repairs to the internal walls and ceilings at the Guildhall. • The NJC has reached agreement on the 2021-22 pay awards at 1.75% and these are implemented with immediate effect for all applicable employees, along with the necessary back pay. No agreement has been made on the 2022-23 pay awards. • To note expenditure of £105, authorised under delegated authority, for stair lift emergency callout and purchase of replacement batteries at £20 each, to be expended from the Premises budget. |
18. | 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. |
19. | 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:· Estates Supervisor· Leisure Attendants |
20. | Estates Supervisor
To consider additional duty (Ref: MIN E37/21) |
21. | Leisure Attendance
• To ratify appointments to Leisure Attendant vacancies for 2022 • To consider providing a uniform allowance in lieu of a uniform. |
Dated: 16th March 2022
Ms Lucy Ballard
Clerk to the Council
APPLICATIONS FOR GRANT FUNDING
FINANCE & GENERAL PURPOSES MEETING 22nd MARCH 2022
Applicant Name: Harwich International Shanty FestivalContact: Pam Fitzgerald (Director) |
Purpose of Grant: To assist with the marketing/advertising, printing, stationery, office supplies, postage and insurance costs for the 2022 festival.Benefits: Will help to raise the profile of the town globally, boost tourism and bring business to the town with the use of local supplier and food outlets. |
Total cost of project: £30350 Grant Requested: £2350Funds from other sources: £6500 – own |
Donations/collections
Secured Y/N
* Yes
Applicant Name: Harwich & District Indoor Bowls CentreContact: |
Howard Lewsey (Chairman)
Purpose of Grant:
To fund a new carpetBenefits:
To assist in modernising the club for the benefit of its members. Hope to encourage more members with growth in local population.
Total cost of project:
£35880Grant Requested:
£15880
Funds from other sources:
£20000 – Own resources
Secured Y/N