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Tuesday, February 21, 2023

Oakham Town Council Meeting, Wednesday 22nd February 2023 at 6.30 p.m. Agenda

 NO PREVIOUS MEETING MINUTES AGAIN.


Oakham Town Council

Rol House, Long Row, Oakham, Rutland, LE15 6LN

01572 723627

enquiries@oakhamtowncouncil.gov.uk

www.oakhamtowncouncil.gov.uk



TO: All members of the Town Council

In accordance with the requirements of the Local government Act 1972, you are hereby

summoned to attend a meeting of Oakham Town Council on Wednesday 22nd February

2023 at 6.30 p.m. The meeting will be held at the offices of the Town Council, Rol House,

Long Row, Oakham, LE15 6LN.

Ben Tassell

Clerk to the Council


NOTICE OF MEETING

Public Notice of the meeting has been given in accordance with schedule 12, Para

10(2) of the Local Government Act 1972. The Meeting is open to the press and

public. Members of the public attending this meeting are advised that it may be

filmed and recorded.


AGENDA

1. APOLOGIES AND REASONS FOR ABSENCE: To receive and approve apologies

for absences.


2. DECLARATION OF MEMBERS’ INTERESTS AND APPLICATIONS FOR

DISPENSATION: Reminder to Members to disclose either a Pecuniary Interest or

Other Interest in any item on the agenda. The clerk cannot advise members on this.

Members are personally responsible for declaring an interest. Members are

respectfully advised to read the Code of Conduct for more information. Councillors are

also responsible for ensuring that their Registers of Interests are up to date (within 28

days of any changes)


3. DEPUTATIONS FROM MEMBERS OF THE PUBLIC: An opportunity for members

of the public to speak in accordance with Standing Orders 1 (d)- 1(i)


4. FULL COUNCIL

4.1 Minutes: To confirm the accuracy of the minutes from the meeting

held on 8th February 2023


5. COUNCILLOR’S QUESTIONS

To answer questions previously notified to the Clerk under Standing Order 9


6. CLERK’S REPORT: To receive information


7. CHAIRMAN’S REPORT: To receive information


8. WORKING GROUPS AND OUTSIDE BODIES

8.1 To receive and consider reports from members, working groups

and outside bodies.

8.2 Events Update attached.












8.3 Christmas Decorators Out of Hours payment.

Report No.

Appendix:

Agenda Item No.


OAKHAM TOWN COUNCIL


Report Author:

Cllr Sally-Anne Wadsworth


Subject: Request from the Christmas Decorators



Claim for Call outs for lighting not due to our Lights.



Members are being asked to consider requests from:






Unless agreed otherwise with the Council the Callout charge for issues not the responsibility of the contractor are £100 for the first hour plus £40 per subsequent hour per operative.

All charges are subject to VAT


In line with the contract, the nominal charge for these call outs would be a minimum £1400 plus VAT calculated as follows:


Number of callouts 7

Number of operatives per call out – minimum of 2 plus a manager


Call-outs times 2 operatives = £1400


Under the circumstances and because you were genuinely not aware that the cause of the problem was outside our control, we would be willing to settle the matter for £700 plus VAT.






































8.4 Hanging Baskets Agenda

The Council provide hanging baskets and flower displays around the Town, this includes supply of displays and watering. This not only helps Oakham be presented as attractive place to visit, it contributes to the OIB competitions in Midland In Bloom.

The contract has now concluded, and the Council should consider if they intend to invite companies to tender for another three-year scheme. It may take the opportunity to review the current offering and reduce or increase the tender.

Proposal:

  1. OTC agree to invited tenders for Hanging Baskets

  2. OTC agree to invite tenders for a waiting contract.

  3. The Council instruct the Clerk to advertise.

  4. The Council instruct the Clerk to approach companies.

  5. Tenders received should be received by a set date and opened by the Clerk and a Councillor.


9. TO CONSIDER CORRESPONDENCE RECEIVED

 9.1 London Bridge Updates

Report No.

Appendix:

Agenda Item No.


OAKHAM TOWN COUNCIL


Report Author:

Cllr Sally-Anne Wadsworth


Subject: Request from Kate Haworth RCC



Strategic Aim: Confirm Resources Needed



Members are being asked to consider requests:




Below is the cost breakdown for the resources purchased on behalf of OTC relating to the Forth Bridge and London Bridge Plans.

 

Official Image of HM The Queen (X1)

 

£77

Official Image of the Duke of Edinburgh (X1)

 

£77

Books of Condolence (X2)

£26.99

£53.98

Black Ties (X4)

£4.99

£19.96

Black Arm Bands (X12)

£0.59

£7.08

Black Collarette (X1)

 

£13.65

 

 

Total

 

£248.67


Going forward, new plans will be produced, and we will need to purchase the Official Images of The King and Queen Consort together with any other items.

Currently we have 4 books of condolence, 8 black ties and 10 black arm bands in storage for you. 

Do you need any more books, ties, or armbands along with a new black collarette?








































 9.2 Oakham Bins

The polythene unit, this costs in the region of £380 per bin to purchase and install.

The Glass Fibre Composite Unit, this bin costs in the region of £560 to purchase and install.


10. REPORT FROM THE DCK ACCOUNTING SOLUTIONS

Unit 1 Uffcott Farm I Uffcott I Swindon I Wiltshire I SN4 9NB

Tel: 01793 739110 I www.dckaccountingsolutions.co.uk I admin@dckaccountingsolutions.co.uk

DCK Accounting Solutions Ltd I Registered office as above I Registered in England No. 3832919

REPORT TO OAKHAM

TOWN COUNCIL

10th JANUARY 2023

Report to the members of Oakham Town Council

Prepared by: Melodie Beevers.

Following request to attend the Council offices by Cllr Sally-Anne Wadsworth (Chairman) on 4th

January 2023 to review financial systems in use at the Council and prepare a report with particular

attention to any risks and weaknesses in procedures.

INTRODUCTION

DCK Accounting Solutions Limited were engaged by the council to report on financial operations and

whether these were in accordance with proper practices and whether the council’s financial regulations

and standing orders were being adhered to.

The objective of financial regulations and standing orders is to ensure inter alia that the council has in

place “robust and effective systems of control over expenditure”. This requirement stems from a binding

undertaking given to enable section 150 (1) if the local Government Act 1972 (the two signature rule) to

be repealed and thereby cease to be a statutory requirement. Any significant failure to follow financial

regulations is likely to constitute a breach of this undertaking and is therefore extremely serious.

BACKGROUND

The Councils uses the Rialtas ‘Omega’ accounting package. This program is designed for Town and

Parish councils and is one of the better systems in use by councils. It is considered ‘safe’ as alterations

and amendments are not possible within the software and a full audit trail is provided along with a sound

budget program and good reporting facilities for councils with emphasis on a number of different options

available. The package includes the option to use purchase and sales ledgers, but only the cash book is in

use at the moment. The RFO may like to consider using the purchase ledger facility before too long. The

amount of invoices being processed suggests that it is desirable rather than necessary at this time.

The council is not registered for VAT but VAT on expenditure is claimed through a special arrangement

(a Section 33 claim). The VAT Act 1994 allows Councils that received no income that could be subject

to VAT to reclaim refunds under this special provision without having to register for VAT.

The Clerk is also the RFO and carries out all the financial work and makes the data entries on the Omega

software.

We would perceive this as a weakness and believe the council should review the risks of only one person

being able to use the software.

The council receives very little income of any kind and the only cash used is an occasional withdrawal

for petty cash use. We noted that it is possible that there may be unclaimed VAT on part of the £80.00

worth of Petty Cash payments already incurred and we have advised the clerk to check that all VAT is

included in the next VAT claim.

Reimbursement is made by the council on an ad hoc round sum basis. We suggest that the exact amount

of petty cash expenditure only is re-imbursed on production of receipts and vouchers for inspection.

INTERNAL CONTROL

A proper system of Internal Control is designed to ensure that no one individual is responsible for the

whole chain of authorisation, recording and payment/receipt of any one transaction. An essential element

is therefore that at least two (and preferably more) are involved in the transaction from order through

recording in the accounting records and (eventually) payment of the debt incurred or banking of amounts

due and receivable. In a small council, with limited staff members, this inevitably requires the involvement

of councillors in the chain of responsibility, as quite clearly set out in Financial Regulations

Page 1 of 3

FINANCIAL REGULATIONS

Financial Regulation 6.3 and 6.4 require (between them) that:

All payments …. shall be signed by two members

Financial Regulation 6.14 requires that:

Where internet banking arrangements are made with any bank, the Clerk/RFO shall be appointed as the Service

Administrator. The bank mandate approved by the Council shall identify a number of Councillors who will be

authorised to approve transactions on those accounts.

We note the following as specified within the financial regulations;

1.14 The Council must

Determine and keep under regular review the bank mandate for all Council bank accounts.

It would appear that any review carried out by the Council has not complied with financial regulation 6.3 (see

below)

2.2 Annually, a member other than the Chairman or a cheque signatory shall be appointed to verify bank

reconciliations.

We were unable to verify that this is being carried out.

4.8 The RFO shall provide the Council with a statement of receipts and payments under each head of budgets.

On examining the software set up, we would suggest that this isn’t possible as income is not allocated under a

budget head. We would suggest that either the Financial Regulations are updated or the budget set up is

changed to enable such reporting.

5.1 The council’s banking arrangements, including the bank mandate, shall be made by the RFO and approved

by the Council. They shall be reviewed for safety and efficiency.

In as much as we have not seen a copy of the bank mandate, we are unable to confirm whether this in

accordance with the above extract.

In any event, regulation 6.4 makes it clear that authorisation of payments is by two members. Our

examination of the records during our visit indicate that such authorisation has been by the clerk/RFO and

thus is in direct contravention to the financial regulations.

5.2 requires that “the RFO shall prepare a schedule of payment requiring authorisation, forming part of

the agenda for the meeting”. To be of any effect, this authorisation must, of necessity, precede actual

payment. We note, however, that such schedules are being approved retrospectively and are thus,

meaningless.

ACCOUNTING RECORDS

We took the opportunity to check the accounting records on the Omega Cash Book software. The records

were up to date and our examination of the purchase invoices indicated that they are checked and signed

off by Councillors. We made a few amendments to the VAT records, but nothing that materially affects

the VAT claims and arranged to send the clerk a comprehensive guide to VAT. We were aware that the

clerk is not fully aware of the potential of the Omega software and the various reports that are available

and suggested he contacts us if there is any additional information that councillors would like to review

as it is possible alternative reports could be provided. Some further training on the Omega system is

recommended in order to gain full benefit from the reports available and to obtain a greater understanding

of how to fault find and correct any anomalies.

Page 2 of 3

INTERNAL AUDIT –

The primary responsibility of the Internal Auditor is to critically review, comment on and (where

appropriate) recommend improvement in the council’s governance, procedures and systems. It will be

apparent from the foregoing observations that in the most recent Internal Audit report, there is no mention

of the various issues we have highlighted. Should these issues have been brought to the attention of the

council in earlier reports we would have hoped that he/she would followed up as a matter of urgency. The

council, in its Annual Governance Statement as part of the AGAR certifies that they “have maintained an

effective system of Internal Audit”. This is patently not the case, and we would urge a stringent review of

the areas of work to be undertaken by the Internal Auditor before the 2022/23 Annual Governance

Statement is completed and signed.

Councillors may like to note that there is guidance within Section 4 of the Practioners Guide concerning

required competences when appointing an Internal Auditor.

Our main area of concern is to bring to the Council’s attention that current banking arrangements are such

that payments are being made from the council’s account on the sole signatory of the current Clerk. This

is in direct contravention of the Council’s own Financial Regulations and constitutes a lack of

“robust and effective system of control over expenditure” and should be changed as a matter of

urgency. We believe this may mean it is necessary for the Council to change bankers as it may not

be possible to set up a duel signature electronic process with HSBC.

As RFO, the clerk, we suggest, should be making arrangements to ensure the council follows the

Financial Regulations and updates arrangements for making safe and legal payments with all haste.

Melodie A Beevers

DCK Accounting Solutions Ltd

10th January 2023

Page 3 of 3

11. RCC/OTC MEETINGS

When OTC worked with RCC on the Kilburn Rd Cemetery we had a working group, the Joint Cemetery Committee between RCC and OTC. 

As we are becoming more involved with RCC and there are significant issues, for example the Catmose Sports centre, in Oakham that could or should involve OTC 

OTC creates a working group or have specified Councillors who will meet with RCC on a regular basis to encourage a better working relationship.

Proposal: OTC approach RCC about this initiative for the New Council of 2023/24 to adopt moving forward.


12. EXEMPT ITEM

 To consider the following resolution: “That in view of the confidential nature of the

following agenda item, the press and public be excluded from the meeting, in

accordance with the Public Bodies (Admission to Meetings) Act 1960, section 1


13.STAFFING ISSUES

 To discuss staffing


14. DATE AND TIME OF NEXT MEETING: 8th March 2023 @ 6.30pm

NOTES:

a) The meeting is open to the press & public.

b) The Town Council allows a short period of time at meetings of the Full Council

when residents can put questions to the council. At other times, the public are not

able to take part in the proceedings except at the discretion of the Chairman who

may at a convenient time in the transaction of business adjourn the meeting and

suspend standing orders to allow any member of the public to address the meeting

and ask questions requiring answers of a factual nature

c) Mobile phones are to be turned off during the meeting