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 26th April 2023
at 6.30 p.m. The meeting will be held at the Town Council Offices, Rol House, Long Row,
Oakham, LE15 6LN.
Kathy Geraghty
Kathy Geraghty
Deputy 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. MINUTES:
4.1 To confirm the accuracy of the minutes from the meeting held on 12th April
2023.
Oakham Town Council
Rol House, Long Row, Oakham, Rutland, LE15 6NL
01572 723627
enquiries@oakhamtowncouncil.gov.uk
www.oakhamtowncouncil.gov.uk
MINUTES OF A MEETING OF OAKHAM TOWN COUNCIL HELD ON
WEDNESDAY 12 APRIL 2023 AT 6.30 P.M. IN THE TOWN COUNCIL CHAMBERS
IN ATTENDANCE: Cllrs: P. Ainsley, A. Buxton, A. Lowe, C. Nix, D. Romney, S-A.
Wadsworth (Chairman), L. Toseland & H. Williams
ALSO IN ATTENDANCE: K. Bell (Locum Town Clerk), K. Geraghty (Deputy Clerk) & 4
residents
Cllr Wadsworth opened the meeting and welcomed all present.
12/04-01 APOLOGIES AND REASONS FOR ABSENCES: None
12/04-02 DECLARATION OF MEMBERS’ INTERESTS AND APPLICATIONS FOR
DISPENSATION
Cllr. Williams declared an interest in item 12/04-11.9 as she was a Trustee of
Citizens Advice Rutland. Noted
12/04-03 DEPUTATIONS FROM MEMBERS OF THE PUBLIC
Members of the public were warmly welcomed to the meeting.
• A representative from UPs gave an update which was received with interest.
• The Chairman welcomed Mr Philip Wildmore who had been elected to the
council from May 2023.
12/04-04 2023 ELECTIONS: It was reported that there would be no contested Town Council
elections in May 2023. It was noted that the following had been elected:
BARLEYTHORPE ROAD WARD Philip Wildbore
NORTH EAST WARD Paul Ainsley
Sally-Anne Wadsworth
NORTH WEST WARD Adam Lowe
Chris Nix
David Romney
SOUTH WARD Paul Buxton
Hannah Williams
4 vacancies
12/04-05 MINUTES
12/04-05.1 MINUTES OF MEETING OF THE FULL COUNCIL HELD ON 29
MARCH 2023: It was proposed, seconded and:
RESOLVED: That the approval of the minutes be deferred to the
next meeting. Unanimous
12/04-06 COUNCILLOR’S QUESTIONS: There were none
These minutes are not a verbatim report of the meeting. but a summary of discussions and
decisions made
Chairman: ………………………………………….. Date: ……………………….
12/04-07 CLERK’S REPORT: The Locum Clerk drew attention to the following:
• RCC had shared the new livery on The Hopper Bus
• A new lock had been fitted to the Town Chambers.
• An invitation had been received for OTC representatives to attend the AGM
and Mayor making on 09 May 2023 in the Council Chamber, Town Hall,
Raunds.
• Temporary Road Closure, 17.04.23 – 28.04.23. Main Street, Greetham. All
vehicles would be prohibited whilst RCC undertook drainage works.
• Information received from the Lord Lieutenant regarding Coronation events.
• RCC Adult Learning Courses (copied to members) Noted
12/04-08 CHAIRMAN’S REPORT: The Chairman drew attention to the following.
• She thanked Cllr and Mrs Lowe and the Deputy Clerk and her partner for their
help and support during the Oakham Easter Egg Hunt which was a popular
and fun event.
• To mark the end of the term for the current council an invitation was extended
for members to join her for an informal get together on 19 April 2023. Members
were asked to RSVP the Deputy Clerk if they would like to attend. Noted
12/04-09 WORKING GROUPS AND OUTSIDE BODIES: Members who attended any
meetings / events on behalf of OTC were invited to report. There were no
reports. Noted
12/04-10 CORRESPONDENCE RECEIVED: RYDA – PARTY IN THE PARK: It was
reported that RYDA were keen on holding the RYDA Party in the Park at Cutts
Close on 01 July at 2.00 p.m. Following a discussion, it was proposed, seconded
and:
RESOLVED: That the request be approved Unanimous
12/04-11 FINANCIAL AND GOVERNANCE ISSUES
12/04-11.1 Payments for Approval: It was proposed, seconded and:
RESOLVED: That the following payments would be approved
By Majority
March 2023
Iliffe Media Advert Rutland Times £228.00
AA Cleaning Public toilets £1,460.00
K & K Window Cleaner £34.00
RCC Operation London Bridge £248.67
Millennium Domain renewal £172.80
Arco Ltd Protective Gloves £45.41
David Wilkinson Grounds maintenance £1,500.00
Staff Costs £1,365.53
Staff Costs £1,142.55
Water Plus Water Charges £20.16
Ms S A Wadsworth Receipted Expenses reimbursement £38.66
These minutes are not a verbatim report of the meeting. but a summary of discussions and
decisions made
Chairman: ………………………………………….. Date: ……………………….
Iliffe Media Advert Rutland Times £96.00
PHS Group Public Toilets Cleaning &
Maintenance £478.04
HSBC Bank Charges £8.00
Total Energies Utilities £254.15
Total Energies Utilities £10.66
Pumpkin Print LtdKings Coronation Event £229.50
Millennium Telephone Charges £92.61
Staff Costs £195.47
Staff Costs Pension Contributions £839.55
TOTAL £8,459.76
April 2023
Travis Perkins Grounds maintenance tools £21.14
AA Cleaning Public Toilets £1,460.00
W & S Doody Rent of Rol House £2,850.00
Abacus Hire Grounds maintenance £247.20
BIFFA Grounds maintenance £2,536.44
Iliffe Media Advert Rutland Times £228.00
Zurich Insurance Renewal £4,956.67
Staff Costs £999.45
Staff Costs £1,812.35
RCC Annual Premises Licence –
The Bandstand, Cutts Close £70.00
Millennium Telephone Charges £92.61
Christmas Decorators Christmas Lights 2022 –
Out of Hours £840.00
S. A Wadsworth Punch & Judy Charity Donation £100.00
Mr L Anthony Reimbursement of expenses –
keys & lock to Town Chambers £38.98
TOTAL £16,252.84
It was further.
RESOLVED: That the payment of £2,719.40 (net) in respect of
additional Christmas lighting charges would be
withheld pending a discussion with the contractor.
Unanimous
12/04-11.2 Receipts for Noting: Noted
Petty Cash Receipt £11.16
Emily Platt Rent £800.00
Bowls Club Rent £923.38
Cheque deposit £94.00
Emily Platt Rent £800.00
TOTAL £2,628.54
12/04-11.3 Bank Reconciliation as at 31 March 2023: The bank
reconciliation as prepared by the Clerk and copied to members was
RECEIVED AND NOTED as follows: Noted
These minutes are not a verbatim report of the meeting. but a summary of discussions and
decisions made
hairman: ………………………………………….. Date: ……………………….
Current Account
Balance at 28.02.23 £98,123.25
Plus Receipts £2,628.54
Less Payments £8,459.76
Balance at 31.03.23 £92,292.03
Business Reserve Account
Balance at 28.02.23 £150,915.08
Combined Bank Balance £249,038.33
12/04-11.4 Community Lighting Recharge: Additional information was
presented to and considered by members. Following a discussion,
it was proposed, seconded and:
RESOLVED: That prior to the council being able to approve the
payment of the outstanding balance that additional
negotiations were needed between RCC and OTC.
Unanimous
It was further.
RESOLVED: That a Working Group would be set up consisting of
Cllr. Ainsley, Cllr. Lowe and the Clerk who would
arrange to meet with RCC. Unanimous
It was further.
RESOLVED: That consideration of the payment of the outstanding
balance be deferred pending the outcome of the
OTC’s negotiations with RCC. Unanimous
12/04-11.5 Oakham Hopper
12/04-11.5.1 Update
• Cllr Williams gave a verbal report following her
journey on the Oakham Hopper earlier in the
day.
• County Councillor Payne had thanked OTC for
funding the Oakham Hopper and asked if
Alsthorpe Road could be included on the route.
Regrettably this was considered unlikely as the
road layout and the speed bumps which might
render it not only unsuitable but may lead to an
increase in vehicle maintenance and service
provision costs. Noted
12/04-11.5.2 Use of the Oakham Hopper on 07 May 2023. It
was reported that RCC had confirmed that the driver
would be happy to work extra non contracted hours
which would cost £255.00 for the extra day service
plus fuel costs. Following a discussion, it was
proposed, seconded and:
RESOLVED: That the costs be approved
Unanimous
These minutes are not a verbatim report of the meeting. but a summary of discussions and
decisions made
Chairman: ………………………………………….. Date: ……………………….
It was further.
RESOLVED: That RCC be advised that OTC
would like the service to run on the
day between the hours of 10.00 a.m.
– 6.00 p.m. Unanimous
12/04-11.6 New Bank Account: Members were asked to consider setting up
a new bank account such as one with Unity Trust Bank. It was
noted that the account could be set up with multiple signatories with
dual authorisation for payments. It was further noted that the Clerks
could have view and submit access whilst signatories would be able
to view, submit and authorise. It was also noted that the council
would have the option of being able to apply for a credit card linked
to the account which could be used for small items of expenditure.
Following a discussion, it was proposed, seconded and:
RESOLVED: That an application would be made for a Unity Trust
Bank Account. Unanimous
It was further:
RESOLVED: That the account signatories would be Cllrs. Ainsley,
Nix, Romney & Williams. Unanimous
It was further:
RESOLVED: That an account linked credit card would be
declined. Unanimous
It was further:
RESOLVED: That the Clerk and members of the Finance
Committee would look at investment vehicles for
consideration at a future meeting of the Finance
Committee. Unanimous
12/04-11.7 Internal Auditor: Following a discission, it was proposed,
seconded and:
RESOLVED: To approve the appointment of the LRALC Internal
Audit Service in respect of the financial year ended
31.03.23. Unanimous
It was noted that a provisional date of 26 April had been set for the
Internal Audit. Noted
12/04-11.8 Commercial Bin Collections 2023 / 2024: It was reported that
RCC had updated their commercial waste collection service for
2023 / 2024 and unfortunately prices had increased slightly.
Following a discussion, it was proposed, seconded and:
RESOLVED: That OTC would continue to use the service and
would note the price increase. Unanimous
12/04-11.9 Grant Application: Rutland Citizens Advice: It was reported that
Rutland Citizens Advice was seeking £5,000.00 from OTC and that
the funding application had been copied to members. Following a
discussion, it was proposed, seconded and:
RESOLVED: That OTC would award £3,000.00
By Majority (1 abstention)
These minutes are not a verbatim report of the meeting. but a summary of discussions and
decisions made
Chairman: ………………………………………….. Date: ……………………….
Cllr. Lowe requested that his abstention be recorded in the minutes.
Cllr. Williams having declared an interest did not participate in the
voting or decision making.
12/04-12 QUEEN ELIZABETH STATUE LEASE: Earlier this year OTC had agreed to
contribute give £5,000.00 towards the erection of a statue to the late Queen
Elizabeth II, a request had now been received for OTC to help with the cost of the
management and maintenance of the statue. It was noted that the land on which
the statue would be placed belonged to RCC and it had been suggested that RCC
could transfer the land to OTC or that OTC managed the land under license from
RCC. Members were asked to consider the following options.
Option 1 Pay the £5,000.00 already agreed towards the statue, take over the
management of the statue and discuss land transfer options.
Option 2 Retain the £5,000.00 as earmarked reserves to cover the insurance
and management of the statue and discuss land transfer options.
Following a discussion, it was proposed, seconded and:
RESOLVED: Options 1 and 2 declined. By Majority
3 for, 1 abstention and 4 against
12/04-13 ENVIRONMENT ISSUES – TREE MAINTENANCE
12/04-13.1 Wooded Area adjacent to Centenary Field: The Handyman had
visited the site and met with a resident who had raised this issue.
Some remedial works had been carried out and a proposed works
schedule would be prepared for approval. Noted
12/04-13.2 Tree Report: The previous tree inspection was carried out in 2021
and all of the “not tolerable” or high-risk recommendations
contained within that report had been actioned. “Tolerable” or
medium and low risk recommendations were being monitored and
remedial work carried out when required. It was noted that the next
inspection was due in August / September 2023. Noted
12/04-14 MATTERS FOR THE NEXT AGENDA: There were none.
12/04-15 EXEMPT ITEMS: Following a discussion, it was proposed, seconded and:
RESOLVED: That the press and public be excluded from the meeting during
consideration of the following items on the grounds that they relate
to individuals and the financial affairs of particular persons. This
information is classed as exempt under paragraphs 1, 2 and 3 of
Schedule 12A to Section 100A of the Local Government Act
1972 (as revised by The Local Government (Access to Information)
(Variation) Order 2006). Unanimous
It was proposed, seconded and:
RESOLVED: That the time being 20.08 hours the meeting would be suspended for a five-minute
comfort break Unanimous
These minutes are not a verbatim report of the meeting. but a summary of discussions and
decisions made
Chairman: ………………………………………….. Date: ……………………….
The meeting resumed at 20.13 hours. To transact the business on the agenda it was agreed to
extend the time allowed for the meeting by an additional 15 minutes. Unanimous
12/04-15.1 Staffing Issues
12/04-15.1.1 2022 / 2023 National Salary Award: Following a
discission it was proposed, seconded and:
RESOLVED: That the National Salary Award
would be approved and backdated to
01.04.22. Unanimous
12/04-15.1.2 Increments: It was proposed, seconded and:
RESOLVED: That the Deputy Clerk would receive
2 increments, one being her service
increment backdated to the
anniversary of her appointment with
OTC, the second would be in
recognition of the Deputy Clerk
gaining the ILCA qualification and
would be backdated to the date of
qualification. Unanimous
12/04-15.2 Appointment of new Town Clerk: Several expressions of interest
had been received. It was noted that the application closing date
was 30 April 2023. Noted
The time being 20.28 hours, to transact all the business on the agenda it was agreed to extend
the time allowed for the meeting by an additional 15 minutes. Unanimous
Cllr Toseland left the meeting at 20.28 hours
12/04-15.3 Review of the following Leases
12/04-15.3.1 Bowls Club
12/04-15.3.2 Tennis Club
Following a discussion, it was proposed, seconded and:
RESOLVED: That OTC would like the lease review to be
concluded at the earliest opportunity and with this in
mind Cllr. Ainsley and the Clerk would invite both the
tennis and bowls club to a meeting and continue
working with the council’s solicitor. Unanimous
12/04-15.4 Tenders received for Flowers & Building contracts: Following
a discussion, it was proposed, seconded and:
RESOLVED: That having considered the quotations received and
with having regard to due diligence, the council
selected the quotations which it would accept. The
contractors would be notified. Unanimous
12/04-16 DATE AND TIME OF NEXT MEETING: Confirmed as the 2023 Annual Meeting
of the Town Council
There being no additional business, the meeting concluded at 8.45 p.m.
These minutes are not a verbatim report of the meeting. but a summary of discussions and
decisions made.
Chairman: ………………………………………….. Date: ……………………
5. COUNCILLOR’S QUESTIONS:
To answer questions previously notified to the Clerk.
7. CLERK’S REPORT: To receive information
8. CHAIRMAN’S REPORT: To receive information
9. WORKING GROUPS AND OUTSIDE BODIES:
9.1 To receive and consider reports from members, working groups and
outside bodies.
9.2 Coronation Prizes.
Background: On 7th May we will be celebrating the Kings coronation. As part of these celebrations, we have advertised that members of the public can dress as Kings and Queens and join the parade into the park.
We would like to give prizes for the best dressed.
Age groups under 5’s, 6-10 years, and 11 years and above. This would require 6 prizes.
Proposals:
To purchase 6 x Coronation mugs at cost of £60
To purchase 100 coronation badges to give to the public at a cost of £100
This money would come from the coronation budget.
The foldup tables are broken & need replacing in the shelter.
Denny International® Trestle Table Indoor Outdoor Garden Catering Heavy Duty Folding Table for Picnic Party Dinner (5ft) £38.97 x 4 = £155.88
10. TO CONSIDER CORRESPONDENCE RECEIVED:
10.1 Christmas Contract 2021-2023
Only Oakham Town Council could rent Christmas lights at a cost far greater than purchasing them and then decide to go out to tender thinking the current contract has ended.
https://oakhamtowncouncil.gov.uk/wp-content/uploads/2023/04/10.1-Christmas-Contract-2021-2023.pdf
11. FINANCIAL AND GOVERNANCE ISSUES:
11.1 Payments for Approval To follow.
11.2 Grant Application: Oakham Pride 2023
GRANT APPLICATION FORM
For Applications for the Financial Year
April 1st 2022 – March 31st 2023
Part 1: Your Details
Your Name: Lucy Slessor
Name of Organisation:
Oakham Pride
Telephone: E-Mail:
01572 368271
Address:
123 Brooke Road, Oakham
If you are applying on behalf of a community or voluntary group, please
give its name and address
Oakham Pride
123 Brooke Road
Oakham
Part 2: A Description of your idea
What do you want to do?
We are hosting our 2nd Pride event. We will be using Cutts Close and having a
Pride March from Oakham Castle. We are seeking finding to help with this year's
event to enable us to use fundraising as a launchpad for future events.
Part 3: Your Community
Who would benefit from your project?
Pride is an event for all local people. We are particularly keen on engagement
from young LGBT+ people. These youngsters are often vulnerable and suffer
from loneliness and isolation. This is a very inclusive event with a focus not only
on LGBT+ but also accessibility, families and education.
What difference will your project make?
This event allows us to continue the work done last year and will help establish
us as an annual event. We have had positive feedback from young people,
families, schools, and the local businesses who benefit from increased foot fall in
town last year.
Part 4: Monitoring
How will you monitor the project once it has started?
This event will be fully planned. We have worked with community champions to
ensure that all safety and security measures are in place.
Part 5: Funding
What is the total cost of your project? (Please remember to enclose two
quotes if applicable)
£ see attached document
How much money are you applying for?
£2000
Have you applied for funding from anywhere else? Please give details
No, although we are planning fundraisers and have received a donation of £500
from Peterborough Pride.
Please give an approximate breakdown, if applicable, of how you expect to
spend the money:
I have attached a document with a breakdown of costs
If your application is unsuccessful, are funds available to ensure your
project goes ahead? If yes, please give details:
We currently have sufficient funds to support (a version) this year's Pride event.
We would need to forgo some of the accessibility measures e.g onsite disable
access portaloos) so would not be as inclusive for those with disabilities
Signature:______L.Slessor_________________________
Date:______________14.04.2023___________
Note: Please remember to supply the most recent set of accounts, if applicable,
of your organisation.
Please return this form to: Town Clerk
Oakham Town Council
ROL House
Long Row
Oakham
Rutland
LE15 6LN
Request for financial support for Oakham Pride from Oakham Town Council.
Pride is a unique and important part of a town's annual calendar bringing the LGBT+ community
and allies together to promote inclusion, equality and diversity.
Oakham Pride launched in 2022 with a parade followed by a festival in the castle grounds. The
event was far better attended than we had anticipated with over 500 attendees. The feedback
from the day was overwhelmingly positive and we were especially proud of the engagement we
had from the town's young people and families.
It is estimated that around 1-in-5 adults under 24 no longer identify as 'cishet' and in small rural
towns such as Oakham that do not have a thriving LGBT+ 'scene', an event like Pride is the only
chance the community has to show support and celebrate sexuality and gender identity.
We are now looking to build on the success of Pride 2022 and provide a bigger and better Pride
2023. We are planning a parade followed by a festival again, but this time (with thanks to you)
this will be in Cutts Close Park.
We predict that our total costs for this year will be £3000 with the following breakdown
Performing Acts and volunteer
expenses
£1100
Health, Safety, first aid £800
Prizes £300
Decoration, banners,
advertising
£500
Bins and toilets £300
We are asking if Oakham Town Council could help support this event by offering funding of up
to £2000 towards the cost of the event. We believe Pride reaches teenagers and young people
in a way that most town events do not. We are also fundraising with a selection of smaller
events including a tea party and a masquerade ball alongside online fundraising, charging for
stalls and a repeat of the 'Big raffle' we held last year. Should it be necessary, we are happy to
be fully transparent to the council about our accounts and budget and meet any necessary legal
requirements. This is an opportunity for Oakham Town Council to support the teenagers of
Oakham and show its commitment to diversity and community spirit and we welcome any
support you can offer. Financially, we aim to use this year's event as a platform to be able to
self support moving forward and hope to raise sufficient funds this year to host next year's
event.
12. PLANNING:
2023/0351/FUL: External works in support of decommissioning of the bank,
consist of existing external ATM and night safe remove.
10 High Street, Oakham, Rutland, LE15 6AN
2023/0402/FUL: Single storey side extension.
4 Don Close, Oakham, Rutland, LE15 6JS
2023/0408/FUL: Proposed garage/workshop.
53 South Street, Oakham, Rutland, LE15 6BG
13. MATTERS FOR CONSIDERATION IN PRIVATE: To resolve that the press and
public be excluded from the meeting during consideration of the following items on
the grounds that they relate to individuals and the financial affairs of particular.
persons. This information is classed as exempt under paragraphs 1, 2 and 3 of
Schedule 12A to Section 100A of the Local Government Act 1972 (as revised by The
Local Government (Access to Information) (Variation) Order 2006).
13.1 Staffing Decisions
14. DATE AND TIME OF NEXT MEETING: To confirm
