Oakham Town Council Meeting Agenda 29th March 2023
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 29th March 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.
Sally-Anne Wadsworth
Chairman 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 March 2023
Oakham Town Council
Rol House, Long Row, Oakham, Rutland, LE15 6LN
01572 723627
enquiries@oakhamtowncouncil.gov.uk
www.oakhamtowncouncil.gov.uk
MINUTES OF A FULL COUNCIL MEETING OF OAKHAM TOWN COUNCIL HELD ON
WEDNESDAY 8th March 2023 AT 6.30 P.M. IN THE TOWN COUNCIL CHAMBERS
IN ATTENDANCE: Cllrs: A. Lowe, S-A. Wadsworth, R Garwood,
, P Ainsley, H. Williams, C. Nix
ALSO IN ATTENDANCE: K. Geraghty (Deputy Clerk)
Cllr Wadsworth opened the meeting and welcomed all present.
03/23 – 01 APOLOGIES AND REASONS FOR ABSENCES:
Cllr Toseland: childcare, Cllr Buxton: not well Cllr Romney: working late.
Proposer: Cllr Williams, seconder Cllr Lowe carried
03/23– 02 DECLARATIONS OF MEMBERS’ INTERESTS AND APPLICATIONS
DISPENSATION: N/A
03/23 – 03 DEPUTATIONS FROM MEMBERS OF THE PUBLIC
03/23 – 04 FULL COUNCIL:
4.1 Minutes: to confirm the accuracy of the minutes from the meeting held
on 22nd February 2023: Proposer Cllr Williams, seconder Cllr Lowe. carried.
03/23–05. COUNCILLOR’S QUESTIONS:
No Councillors questions.
03/23 – 06 CLERKS REPORT:
No Clerk
03/23 – 07 CHAIRMANS REPORT:
03/23 - 08 WORKING GROUPS AND OUTSIDE BODIES:
8.1. No reports.
8.2 Events update was shared with Cllrs ongoing every month now.
Chairman: ………………………………………………Date: 29th March 2023
8.3 Christmas Decorators out of hours payment. Cllrs agreed to the invoice of
the costs & changes. Future breakdown will be made for next year.
Proposer: Cllr Lowe, seconder Cllr Ainsley carried
8.4 Local plan, neighbourhood plan. Allocations for a neighbour plan from June
2023 leading the change, Chris Clarke headed it before, Cllr Williams & Cllr Ainsley put
themselves forward.
Proposer: Cllr Lowe, seconder Cllr Nix carried
8.5 Easter Egg hunt, plastic free eggs should be purchased if possible:
Proposer: Cllr Wadsworth, seconder Cllr Ainsley carried
03/23 - 09 TO CONSIDER CORRESPONDENCE RECEIVED:
9.1 Oakham United Charites, proposed that a meeting is set up with them, look
at the constituent, deferred to the next meeting, Cllr Ainsley to meet with Joy Clough in
the office.
Proposer: Cllr Wadsworth, seconder Cllr Nix carried.
9.2 Lighting infrastructure invoice, paid £14,650 by the previous clerk, letter
sent on headed note paper to RCC
A: pay the balance
B: challenge the recharge
10 years ago, it was agreed +5% year on year not +16%
Proposer: Cllr Lowe, seconder Cllr Ainsley carried
03/23 - 10 FINANCIAL AND GOVERNANCE ISSUES:
Report from Cllr Lowe
Cambridge a/c -interest goes into the current a/c
HSBC Mayors a/c needs to close but two signatures needed and an ex
councillor is not willing to help.
Petty cash outstanding balance £169.30
03/23 – 11 TOILET BLOCK:
Need local builders x 3 to price for new slabs or tarmacking the whole area
around the Church street toilets
Proposer: Cllr Wadsworth, seconder Cllr Lowe carried
03/23 - 12 KINGS CORONATION:
12.1 Advert for the Coronation:
Proposer Cllr Wadsworth, seconder Cllr Lowe carried.
12.2 Bunting, Flag & Banners
Proposing maximum spend for 2023 £7,500.
Proposer Cllr Ainsley, seconder Cllr Nix carried.
Chairman: ………………………………………………Date: 29th March 2023
03/23 - 13 EXEMPT ITEM:
To consider the following resolution “that in the 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.
To reconsider the exempt press & public
Proposer: Cllr Wadsworth, seconder Cllr Ainsley 3 fore 3 against carried by the Chair.
13.1 Locum Clerk for two days a week (Tuesday/Wednesday).
Proposer Cllr Wadsworth, seconder Cllr Lowe carried.
DATE AND TIME OF NEXT MEETING: 12th April 2023 @ 6.30pm
There being no additional business, the meeting concluded at 8.20pm.
These minutes are not a verbatim report of the meeting. but a summary of
discussions and decisions made.
5. COUNCILLOR’S QUESTIONS To receive information.
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 Chamber Door Lock.
Due to a set of keys being unaccounted for, to ensure the security of the Town Council Office and Chamber the Council should consider changing the Chamber Door lock. (1) Proposal - replace the lock to a value of £100, with a similar 5 lever lock. The old lock to be retained and returned to the owners of the building if requested. Report No. Appendix: Agenda Item No. Council Date of Meeting: March 2023 Oakham Town Council Report Author: Cllr Lowe Title: Chamber Door Lock Subject: Chamber Door Lock Strategic Aim
No. 4 Maintain and improve OTC land and buildings for the benefit of the community.
8.4 Oakham United Charities
Report No. Appendix: Agenda Item: Council Date of Meeting: 29 March 2023 OAKHAM TOWN COUNCIL Report Authors: Cllr Paul Ainsley Title: Oakham United Charities Subject Appointment of Trustees Strategic Aims: 1. Ensure that Oakham remains a viable and pleasant environment in which to live, work and play. Following correspondence received from Joyce Clough (clerk to the trustees), and as agreed by council on the 8th March a meeting was held between Mrs. J Clough, Ms. Jenny Hughes (chair) and Cllr Ainsley to discuss the appointment of trustees to Oakham United Charities. OTC has the authority under the scheme of charity administration dated 2nd November 1915 to appoint four trustees. It was agreed, and subject to council approval, that 3 trustees be formally appointed to Oakham United Charities in good time for their AGM in April. Ms. Hughes and Ms. Needham were previously appointed 3 years ago by OTC and are seeking a further term of 3 years. Ms.Glennie is a new appointment and comes recommended by the current trustees. A CV is available for discussion if required, although this should be considered in exempt session. Recommendations 1. That council approves and ratifies the following trustees to Oakham United Charities for a period of three years effective from this meeting date: a. Ms Jenny Hughes b. Mrs Elizabeth Needham c. Mrs Julia Glennie 2. Post the May local council elections and following consultation with the current trustee’s council reserves the right to appoint a fourth trustee from OTC elected members.
9. TO CONSIDER CORRESPONDENCE RECEIVED
9.1 Citizens Advice Rutland
9.2 Oakham Bowling Club
??
9.3 Walk of Witness
10. FINANCE and GOVERNANCE ISSUES
10.1 Community Lighting Recharge
Report No.
Appendix:
Agenda Item: 10.1
Council
Date of Meeting: 29 March 2023
OAKHAM TOWN COUNCIL
Report Authors: Cllr Paul Ainsley Title: Community Lighting Recharge
Subject Second reminder for payment
Strategic Aims:
1. Ensure that Oakham remains a viable and pleasant environment in which
to live, work and play.
2. Promote the town as an attractive place to visit and stay
Community Lighting Recharge
Having received the second reminder to pay the community lighting recharge and
received confirmation that there is no agreement in place that precludes the payment
of the invoice, council should pay the outstanding balance.
The total invoice is for £23,920.12. We made part payment of £14,650 in January of
this year.
Recommendation
That council moves to pay the outstanding balance of £9,270.12 in respect of the
community lighting recharge.
10.2 Petty Cash
Due to poor procedures and recording of petty cash receipts being maintained and with the Council having resolved already to discontinue holding ‘cash’ in the office, as the actual cash cannot be accounted for the only option is for the Council to resolve to write off the figures detailed. (1)Proposal - Petty Cash that is unaccounted for is to be written off. (2)Proposal - RIALTAS cashbook is reconciled and closed off at the end of this financial year. The old lock to be retained and returned to the owners of the b building if requested. Report No. 10.2 Appendix: Agenda Item No. Council Date of Meeting: 29th March 2023 Oakham Town Council Report Author: Cllr Lowe Title: Petty Cash Subject: Petty Cash Strategic Aim No. 7 Ensure robust financial controls are in place to enable the delivery of cost-effective services as required now and in the future.
10.3 Salary
With the current situation with the Clerk and the outstanding salary owed subject to certain conditions being met. Nothing can be gained by withholding the final payment. The set of Keys that have not been returned are not a just reason to withhold payment and as a requirement to conclude our end of year financial governance it would be beneficial for the Council to conclude the matter. (1)Proposal - The Former Clerks final payment is made and their P45 forwarded accordingly. Report No. Appendix: Agenda Item No. Council STAFFING Date of Meeting: 29th March 2023 Oakham Town Council Report Author: Cllr Lowe Title: Salary Subject: Salary Strategic Aim No. 7 Ensure robust financial controls are in place to enable the delivery of cost effective services as required now and in the future.
11. KINGS CORONATION
11.1 7 May 2023 Hopper
Report No. Appendix: Agenda Item: Council Date of Meeting: 29th March 2023 OAKHAM TOWN COUNCIL Report Author: Sally-Anne Wadsworth Title: Chairman Subject: Kings Coronation Applicable Strategy: Background: This Year will be King Charles III’s Coronation. On the 7th May 2023 OTC will be holding a party in Cutts Close to celebrate. To make this available for all it has been suggested we run the hopper bus service around the town on this day. Proposals: To engage with RCC to use the hopper bus service on the 7th May 2023. To run the service as normal. OTC to pay for the driver and fuel used up to a cost of £1000. To come from the Coronation budget already agreed.
12. PLANNING
2023/0213/CAT Proposal: (T1)1 no Eucalyptus Tree – reduced all round by no more
than 3 metres as per recommendations in tree report.
47 Brooke Road, Oakham LE15 6HG
2023/0227/FUL Proposal: Retrospective erection of a temporary wood shed to
provide shelter for dogs during dog walking activities.
Land at Braunston Road Oakham
2023/0268/PTA Proposal: (T1) 1 no Conifer. Remove tree to ground level (T2) (T3)
(T4) -3 no Conifers on the left-hand side of the garden to be removed.
Catmose Farm House, 40 Uppingham Road, Oakham LE15 6JD
2023/0273/PTA Proposal: (T1) Twin stemmed Ash tree – Pollard just above fence
height due to presence of Ash Dieback. (T2) 1 no Norway Maple (T3) 1 no Oak
12 Catmose Park Road, Oakham LE15 6HN
13. 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.
13.1 Lease Agreements
13.2 Staffing Updates
14. DATE AND TIME OF NEXT MEETING: 12th April 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
