WARE TOWN COUNCIL

WARE TOWN COUNCIL

A meeting of WARE TOWN COUNCIL was held on Monday 21 March 2016 at 7.30 pm in the Council Chamber, The Priory, Ware when the following business was transacted.

Present:Cllrs P Ballam(Mayor),A Curtis, J Kaye, G Kent, M Pope, S Reed, RStandley, M Standley & JTaylor.

Attending:J Rowlinson (Town Clerk); K Weeks

  1. APOLOGIES FOR ABSENCE

Apologies for absence were received from Cllr’s D Oldridgeand B O’Reilly.

  1. DECLARATIONS OF INTEREST

None.

  1. WARE TO HERTFORD FLOOD ALLEVIATION SCHEME

A presentation was given by Mr Ken Weeks. The main points were:

  • Following severe flooding of Amwell End in 1968 £2.2million had been spent on the Ware to HertfordWare Flood Alleviation Scheme which was completed in 1974.
  • This included construction of the Kingsmead Storage Area flood lagoon.
  • In 1996 Mr Weeks discovered that the system had been decommissioned. He contacted the Environment Agency but did not receive a satisfactory answer.
  • The Environment Agency had conducted mathematical studies and dredging studies to assess the effect of the Kingsmead Storage Area.
  • There was a letter on file with the Town Council from the Environment Agency stating that any risks arising from removal of the Kingsmead Storage Area remained with them.
  • In 2014 there had been a risk of the River Lee overtopping and the Environment Agency had advised residents to buy sandbags.
  • The Environment Agency was using a different method of controlling the river flows during high water levels.
  • Mr Weeks was concerned that this would not be adequate during extreme rainfall, which was happening more frequently due to climate change, and that decommissioning the Kingsmead Storage Area would put Ware at risk of flooding again.
  • Mr Weeks had written to Mark Prisk, MP to express these concerns and Mr Prisk had written to the Environment Agency.

It was RESOLVED:-

  • that the Town Council should write to the Enviornment Agency expressing concern that extreme rainfall as a result of climate change combined with the decommissioning of the Kingsmead Storage Area could put Ware at risk of unnecessary flooding.
  • To copy in Mark Prisk, MP.
  1. MINUTES OF WARE TOWN COUNCIL

The Minutes of the Meeting of Ware Town Council held on 8 February2016, copies having been issued, were considered and it wasRESOLVED that theybe received, approved, adopted and signed by the Mayor as a correct record.

  1. TOWN MAYOR’S ANNOUNCMENTS

The Mayor gave a report on her engagements since the last meeting. The Civic Dinner would take place on Saturday 30 April followed by the Renewal of the Pledge of Friendship with Wulfrath on Sunday 1 May.

  1. QUESTIONS RAISED UNDER STANDING ORDER NO 23

None.

  1. REPORTS FROM REPRESENTATIVES ON OUTSIDE BODIES

The Mayor reminded councillors to send apologies if they were unable to attend meetings of outside bodies on which they represented the Council.

Fair Trade

Cllr Ballam reported on Fair Trade fortnight and that the Fair Trade Dinner had been well supported.

  1. DISTRICT AND COUNTY COUNCIL ISSUES

Hertfordshire County Council

  • Cllr Taylor reported that HCC had not promised anything on repair or replacement of the bollard in the entrance to Tudor Square yet and no price had been obtained. She would continue to follow this up.
  • HCC had kept its precept down to an increase of 1.9%.
  • All County Councillors were able to submit a list of up to 10 drains for cleansing. There were more than 10 in Ware that needed cleansing but there was not enough money to do them all.
  • HCC had a contract with Ringway to put back fallen road signs. They were currently inundated and short of funds but Cllr Taylor could mention any particular areas.

East Herts Council

  • East Herts Council had not increased its Council Tax
  • EHC may be looking to devolve markets to Town Councils as in Bishops Stortford. The relevant officer would contact the Town Clerk. It was noted that the Market Charter prevented Ware from holding a market on the same day as Hertford or Hoddesdon.
  1. REPORTS AND MINUTES OF THE TOWN COUNCIL COMMITTEES

i)Planning Committee

The Minutes of the meetings of the Planning Committee heldon22 February and 14 Marchwere before the Council.It was

RESOLVEDthat the Minutes of the meetings of the Planning Committee held on 22 February and 14 Marchand the recommendations therein be received, approved and adopted.

ii)Tourism, Leisure & Amenities Committee

The Minutes of the meeting of the Tourism, Leisure & AmenitiesCommittee held on29 February were before the Council.It was

RESOLVEDthat the Minutes of the meeting of the Tourism, Leisure & Amenities Committee held on 29 Februaryand the recommendations therein be received, approved and adopted.

iii)Finance and Resources Committee

The Minutes of the meeting of the Finance and Resources Committee held on7 Marchwere before the Council. It was

RESOLVEDthat, the Minutes of the meeting of the Finance & Resources Committee held on 7 Marchand therecommendations therein be received, approved and adopted.

  1. FINANCIAL REPORT FOR THE PERIOD 1 APRIL 2015 TO

31 JANUARY 2016

The Financial report had previously been circulated with the agenda of the Finance &Resources Committee and was received and noted.

  1. WARE FESTIVAL

The Minutes of the Ware Festival Meeting held on 15 March, copies having been issued, were considered. It was

RESOLVED that the minutes of the Ware Festival Meeting held on 15 Marchbe received.

  1. THE BOURNE PLAY AREA

At the last meeting it had been agreed to hold a Public Meeting to address the issue of dog fouling.

It was RESOLVED:-

  • that the meeting be held on Monday 23 May at 7.30 pm
  • that the meeting be publicised on Ware Town Council noticeboards and website and through the Mercury
  • that flyers advertising the meeting be produced.
  1. REVIEW OF THE COUNCIL’S RISK MANAGEMENT STRATEGY AND RISK REGISTER

As part of the External Audit, the Council would be required to approve the Annual Governance Statement. This required the Council to carry out an annual review of risks facing the Council. The Risk Management Strategy and Risk Register for the Town Council showing changes since the last review had been circulated.

It was RESOLVED

  • to review the risk rating for financial management
  • that the Chair of the Finance and Resources Committee would provide a list of questions for the Town Clerk for review at the next meeting of the Finance & Resources Committee.
  1. REVIEW OF THE EFFECTIVENESS OF INTERNAL CONTROL

The Accounts and Audit Regulations places a responsibility on the Council to conduct a review at least once a year of the effectiveness of its system of internal control and publish a statement of internal control each year with the financial statements. The relevant extract from Governance & Accountability for Local Councils – A Practitioner’s Guide had been circulated. A checklist for carrying out the review of internal control and audit had been approved by the Finance & Resources Committee on 16 November and had been circulated. The Internal Auditor had provided the Internal Audit Plan proposed for carrying out the internal audit visits for 2015/16. This had been approved by the Finance & Resources Committee on 16 November and had been circulated for review. It was noted that the Internal Audit Plan referred to members of the Council receiving a summary of receipts and payments monthly. This was currently received quarterly.

It was RESOLVED:-

  • To review at the next Finance & Resources Committee meeting whether receipts and payments were required monthly.
  • That subject to this review to approve the effectiveness of internal control and internal audit.
  1. AGE CONCERN LUNCHEON CLUB

In November 2012 Ware Town Council awarded a grant of £600 to the Rotary Club of Ware towards cost of equipment for the weekly lunch club run by Age Concern Ware. A letter had been received from the Rotary Club of Ware explaining that the equipment was no longer needed and requesting permission to sell the equipment and donate the proceeds to other charities in Ware. It was reported that the equipment was too large and was in the way. It was not needed for Christmas Together. It was

RESOLVED that permission be given to the Rotary Club of Ware to dispose of the equipment and use the proceeds for the benefit of other charitable organisations in Ware.

  1. DATE OF NEXT MEETING

Monday 16 May2016 – Annual Council meeting

  1. CLOSE OF MEETING

The meeting closed at8.30pm

Town Mayor

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