Oakham Town Council, Meeting 8th March 2023, Agenda The Town Clerk is no longer employed by Oakham Town Council.
After a number of accounting failures had been highlighted, The Clerk and Town Council agreed a mutual agreement to terminate the Clerks employment with Oakham Town Council.
Sadly I think this should have happened a year ago when the external auditor reported the Clerks failure to answer their questions.
The clerk is not 100% to blame for this failure. A lot of this is the responsibility of Oakham Town Council.
It will be interesting to see the schedule of payments to see how much this has cost the local tax payers.
The Town Councils Cleaner Di Smith has resigned due to health issues, I wish her well.
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 8th 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 22nd February 2023
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 Christmas Decorators Out of Hours payment.
Report No.
Appendix:
Agenda Item:
Council
Date of Meeting: 8th March 2023
OAKHAM TOWN COUNCIL
Report Author:
Sally-Anne Wadsworth
Title: Chairman
Subject: Christmas lights call out
Applicable Strategy:
Background: The Christmas decorators are making a claim for call outs for lights
that the problem was not the lights in fact.
Mill St East – The power stock on the front of the Angler was not fitted with any
means of regulating so a new extra timer box was fitted. They were called out to
nonfunctioning lights, but it appears that the power box also feeds a lamp post
and the lights outside the Angler. Called out twice.
Gaol street – the lights were working intermittently. The timer was registering the
wrong time. This was corrected twice and on the third visit fitted with a new
timer. Subsequently it transpired that the timer was too big for the box, which
meant it was not turning at the correct speed. On instructions from the council
the timer was removed, and the lights left on. Called out twice.
Victoria Hall – The lights apparently failed twice. The timer had failed and a new
one replaced. Called out twice.
Hudson’s cottage – The external ‘commando’ socket was hanging off the lamp
post and the power unit on Efficient Portfolio required a new fuse. The Christmas
decorators team turned up to assist with access to the equipment, but the
electrician was unable to attend due to another call out. These lights stayed off
due to not being able to replace the fuse. One call out.
Proposals:
Under the terms of their contract under schedule 2-
Unless agreed otherwise with the council the callout charge for issues not the
responsibility of the contractor is £100 for the first hour plus £40 per subsequent
hour per operative.
In line with the contract, the nominal charge for these call outs would be a
minimum £1400 plus VAT.
Under the circumstances and because we were genuinely not aware that the
problems were outside of their control, they are willing to settle the matter for
£700 plus VAT.
8.4 Local Plan Call for Sites submissions 2023
Report No. 2023
Appendix:
Agenda Item:
Council
Date of Meeting: 8
th March 2023
OAKHAM TOWN COUNCIL
Report Authors: Paul Ainsley Title: Councilor
Subject Local Plan: Call for Sites submissions 2023
Strategic Aims:
Rutland County Council has published details of the submissions it has received from
individuals, landowners, and developers during its recent ‘Call for Sites’ – part of the process to
develop a new Local Plan for Rutland. An interactive map of the sites can be found at:
Rutland County Council – Local Plan: Call for Sites submissions - February 2023 (opus4.co.uk)
At this early stage, confirming that an area of land has been submitted through the Call for Sites
process does not mean it will be allocated within the Local Plan or that it will obtain permission
for development. The Call for Sites is simply an opportunity for people to suggest areas of land
which they think may be suitable for future development like housing or space for businesses
over the next 20 years.
In the first instance all sites put forward by landowners and developers should be assessed to
check if they are suitable and deliverable by local councillors who have first-hand knowledge.
Following our assessment there will be a public consultation conducted by RCC as part of the
‘Preferred Options’ stage of developing the new Local Plan. This consultation is expected to
take place in late 2023.
Additional Documents
1. Council observations form
2. Oakham Sites 01032023
Recommendations
1. That council recommend that Recreation and Planning Committee work to make
allocations for housing and employment in the upcoming Oakham Neighbourhood Plan
review.
2. That the office will draft our initial responses using the council observations form.
Completed forms should be sent to localplan@rutland.gov.uk by Friday 10th March
2023.
8.5 Easter Egg Hunt
Report No.
Appendix:
Agenda Item:
Council
Date of Meeting: 8th March 2023
OAKHAM TOWN COUNCIL
Report Author:
Sally-Anne Wadsworth
Title: Chairman
Subject: Easter Egg Hunt
Applicable Strategy:
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
Background: To hold an easter Egg Hunt in Cutts close between 11-2.
Proposals: To purchase Easter Eggs up to a cost of £75.
Money to come out of the Events Budget
9. TO CONSIDER CORRESPONDENCE RECEIVED
9.1 Oakham United Charities
9.2 RCC
(I believe this bill has been paid and is the money Cllr Lowe referred to during the last meeting, when he let everyone know the clerk had breached financial regulations by not bringing the invoice to council for approval and splitting the payments into smaller amounts.)
10. FINANCE and GOVERNANCE ISSUES
10.1 Bank Reconciliation
(This will become available, I am told the council has had to ask the former clerk for the passwords for the computers and bank accounts.)
11. TOILET BLOCK
Report No.
Appendix:
Agenda Item:
Council
Date of Meeting: 8th March 2023
OAKHAM TOWN COUNCIL
Report Author:
Sally-Anne Wadsworth
Title: Chairman
Subject: Surround to the toilet block
Applicable Strategy:
Background: RCC have had an accessibility audit done by an independent body
for their car parks. Because the surround of the toilet block on Church St is
within the realm of the OTC license, they have sent the following observations to
us.
Uneven paving to the north side of the WC block
Cracked and uneven paving adjacent to the WC block
Lack of drop kerb and tactile paving at the entrance and exit of the site.
Proposals: To ask the Deputy Clerk to price up the repairs and bring back to the
next meeting
12. KINGS CORONATION
12.1 Advert for Kings Coronation
Report No.
Appendix:
Agenda Item:
Council
Date of Meeting: 8th March 2023
OAKHAM TOWN COUNCIL
Report Author:
Sally-Anne Wadsworth
Title: Chairman
Subject: Advert for coronation
Applicable Strategy:
Background: This year King Charles III will be crowned and a celebration
weekend in Oakham will be held.
On the 4th May the Rutland times will be adding an 8 page pull out and keep
supplement. The content will include children’s drawings of King Charles III.
Local and national events
Proposals: to advertise the events we have planned for the Kings coronation.
The cost would be for a 5cm x 26.5cm - £80 + VAT.
This would would come out of the coronation Budget
12.2 Bunting
Report No.
Appendix:
Agenda Item:
Council
Date of Meeting: 8
th March
OAKHAM TOWN COUNCIL
Report Authors: Sally-Anne
Wadsworth
Title: Bunting
Subject Bunting for 2023
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
For Cllrs to consider the purchase of items below for the Kings Coronation
in May 2023.
Kings Coronation Bunting for the Town
20 x PVC Triangular Bunting 50m Length £1,199.20 + VAT
2 x PVC Triangular Bunting Coronation Emblem £31.96 + VAT
1 x Kings Coronation Flag £19.99 + VAT
Kings Coronation Banners
2 x 2440 x 915mm banners £191.25 + VAT
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 To Engage Locum Clerk
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
