Oakham Town Council Report of Meeting 8th February 2012

Oakham Town Council
Victoria Hall, 39 High Street, Oakham, Rutland, LE15 6AH
Telephone: 01572 723627 Fax: 01572 759395
e-mail: enquiries@oakhamtowncouncil.gov.uk
 

A MEETING OF
OAKHAM TOWN COUNCIL REPORT
WEDNESDAY 8TH FEBRUARY 2012 AT 7.00PM
AT THE OFFICES OF OAKHAM TOWN COUNCIL,
VICTORIA HALL, 39 HIGH STREET, OAKHAM
AGENDA


Once again The chamber door was locked due to the council holding a private briefing.
The door was unlocked late, the meeting started late.

Cllr Lucas (Mayor) came into chamber as an old fashion mark of respect to the chain Councillor are required to stand. There is no legal requirement for members of the public to do the same.

Since the new year I have conducted a silent protest by not standing, The Mayor gives me the evil eye but nothing is said. The Council knows I am awaiting a apology for the Deputy Mayors conduct towards me and another member of the public at the Christmas Shopping evening and the Tesco incident.

Cllr Dewis interrupted the Mayors welcome to excuse me of being disrespectful to the Mayor for not standing. He had his back turned and watching me at the time she entered. I think that could be classed as more distressful. The Mayor has made it clear in the past standing is not a mark of respect to her.

  1. APOLOGIES - Standing Order 1(u)
(i) To receive apologies for absence
(ii) To decide whether to approve absences

There were no apologies, there was one significant absence The Deputy Mayor Councillor Charles Haworth.
Who arrived stumbling and exhausted into the chamber, "So Sorry I was trapped at the crossing" gasping for air he took his seat next to the Mayor who then delayed the meeting further to allow time for Cllr Haworth to compose himself. At this point I thought we might have had to borrow his mobile to call 999 for real.

2. DECLARATIONS OF INTEREST
Members are asked to declare any interest they may have in respect to items on the
agenda

There were none declared: Cllr Adam Lowe failed to declare an interest, in item no 10 as a member of the trusts committee and having a close relative who benefits from the services provided.

3. MINUTES (Appendix A)
To confirm the minutes of the meeting of Oakham Town Council held on
Wednesday 12th January 2011

The minutes were approved

4. COUNCILLOR’S QUESTIONS
To answer questions previously notified to the Clerk under Standing Order 8

There were no questions

5. ITEMS OUTSTANDING FROM PREVIOUS MEETINGS
To consider items outstanding from previous meetings

There were noen

6. CHAIRMAN AND MEMBER’S REPORTS
To receive a report from the Chairman on functions attended and to receive reports
from Members who have attended meetings on behalf of Oakham Town Council
(Members intending to report should inform the Clerk prior to the meeting)

The Mayor gave a long report of events attended and told members she was a free loader.
I don't just attend events in my civic capacity, I attend events and functions without my chain
events I would be unlikely to attend if I was not Mayor.

She said it was very quaint that she has to write to Mayors in other towns if she wants to attend something
in there town.

Cllr Dodds Reported about a meeting of the Victoria Hall Trustees.

Clr Alf Dewis reported about the Town Partnership the second unelected council.

By the 1st of April the Town Partnership will become a Limited company.

He said the Town Partnership met with Dave Brown from Rutland County Council to discuss the partnerships plans for the west end of the town and the one way system is back on the agenda.

The public will be consulted in March no details about the consultation process were given.

They also have plan for traffic management at the rail crossing.

They are also hoping to improve local signs.

I often think these project should be handled by the Town Council.

7. REGISTER OF MEMBER’S INTERESTS
Members are asked to inform the Clerk of any changes in their Register of Member’s
Interests.

No changes notified

8. CLERK’S REPORT – For information only

The Clerk reported on many issues including the Olympic torch he was questioned about the secret meeting he had, I assume this is the same secret meeting that was announced on the and it was suggested we might be
privileged to a Royal visit around the same time.

Members were told the torch is transported in two ways some locations on foot and others in a vehicle.

It has been suggested me that for security reasons the torch will not be driven through Oakham Town Centre
and may just speed through using the bypass. There is a lot of speculation we will have to wait and see.

We do know the torch will be proceeded by an escort of sponsors cars and security is the responsibility of the Metropolitan Police. It amazes me the level of security a secrecy around a flame. I can't imagine why anyone would want to steal it. If I want a flame I light a match.

9. DEPUTATIONS BY THE PUBLIC
Members of the Public are invited to address the meeting in accordance with
procedures laid down in Standing Orders 1(d) – 1(i)

There were none

10. LEASE OF ADDITIONAL LAND TO RUTLAND HOUSE COMMUNITY
TRUST LTD
To approve the signing and sealing of the Lease between Oakham Town Council and
Rutland House Community Trust Ltd for the additional land to the east of the
Willowbrook facility

This item has slipped through quietly and has resulted in the loss of public allotment land.

Although this lease is being given to allow the land to be used for recreation by the residents of the trust
there appears to be a provision that may allow the trust to build on the land at a later date.
the lease is set for 80 years and the rent is set at £480 a year.


11. BORROWING
To consider and decide whether to approve:
(i) A report on borrowing the sum of £50000 over a ten year period from the
Public Works Loan Board (PWLB) to finance the redevelopment of the
Toddlers’ Play Area at Royces Playing Field (Appendix B)
(ii) The required form to apply for borrowing from the PWLB (Appendix B(i))

The Council agreed to borrow £50,000.

There will still need to be some work done to obtain satisfactory quotations, the clerk said most of the companies had not quoted to the brief. The three quotes I have seen and publish on here certainly show a few minor differences, one fails to quote for a bin, another quotes for to benches there is also a difference in the number of gates.

12. POLICIES AND PROCEDURES WORKING GROUP
To consider and to decide whether to approve:
(i) Changes to the Council’s Standing Orders (Appendix C)
(ii) The Council’s Data Protection Policy (Appendix C(i))

This was led by Councillor Alf Dewis all the changes were approved.
So from now on members will no longer be refereed to as members in council documents they will always be referred to as Councillors.

Cllr Guthrie was quick to point out Cllr Dewis's lack of continuity as he went on to refer to members sorry councillors as members in proceeding matters.

As for the Data Protection Policy Cllr Dewis told Councillors this policy was needed because the council did not have one. I always find it interesting how it is accepted when Cllr Dewis points out many of  the councils faults I have previously pointed out and no questions him or tells him to shut his mouth.

Cllr Locket asked will the Clerk be trained to deal with the requirements. He replied no because he had always done the job. It will be interesting to see if this new policy is more than just a piece of paper. My experience tells me if they don't want you to have your data you won't get it.

13. TOURISM AND PROMOTION WORKING GROUP - NOTICEBOARDS
To decide whether to erect notice boards at the following locations

(i) Inside the public toilets in Church Street Car park

It was agreed the old notice board from the CAB wall will be placed in the communal area of the Church Street public loos, The Mayor said the loo is the first place Oakham tourists visit. The old board will be refurbished. The Mayor said the Loo of the year award will be displayed there. Cllr Locket thought there should be two notice boards one for men and one for woman. The communal entrance was explained to him and he was then satisfied and went on to say he had never used the loo.

(ii) At Oakham Railway Station

I think it was agreed to erect  a refurbished notice board outside the station. Cllr Dodds said it was needed as there was no information at the station.

By the payphone there is a huge tourist information board owned by RCC. inside the station there are maps and information about bus, taxi and many other public services and attractions.

14. INTERNAL AUDIT (Appendix D)
To receive the report from the Internal Auditor and to agree to implement any
recommendations contained in the report

A brief report the auditor was happy with the Clerks work this was accepted.

15. CASH FLOW FORECAST 2012 – 2013 (Appendix E)
To decide whether to approve the Cash Flow forecast for the 2012 – 2013 Financial
Year

accepted

16. WATERING CONTRACT (Appendix F)
To decide on the following:
(i) Length of Contract Cllr Maureen Dodds said she was unhappy with the quality of last years contractors she objected to a four year contract even though she was told there was a clause included to allow a contract to be broken if poor service was provided. The Council agreed to go for a four year contract

(ii) How tenders for the Contract are to be obtained

The council decided to go for open tender


(iii) Closing date for tenders to be received

After Cllr Dewis checked his diary it was agreed the closing date for tenders will be 2nd March 2012

(iv) Any other matters relating to the contract

None


17. WORKS TO TREES (Appendix G)
To decide how tenders are to be invited for non urgent works to trees at Cutts Close

Various works will be carried out very soon and none urgent work will be tendered by invitation.
The Council agreed the Clerk should invite five tenders from five people he knows are local

18. SCHEDULE OF PAYMENTS (Appendix H)
To decide whether to approve the Schedule of Payments for the period
1st January 2012 – 31st January 2012

This was accepted after debate with one correction.

Cllr Guthrie questioned the bills for electricity for the Christmas lights, the Clerk explained the formula and calculations, There is no provision to reduce this payments when it was clearly visibly to all most of the lights were not working for the entire period. The company who provided the bulbs refunded £650

19. STATEMENT OF ACCOUNTS (Appendix I)
To decide whether to approve the Statement of Accounts to January 31st 2012

These were accepted

20. EXEMPT ITEM
To decide whether to exclude the public and press during consideration of Item 21 on
the agenda under Section 1 (2) of the Public Bodies (Admission to Meetings) Act
1960 due to the confidential nature of the matters to be discussed.

At this point I  departed and purchased some 10p bargains from Tesco
 
21. STAFFING MATTERS
To receive a verbal report from the Chairman of the Staffing Committee