Oakham Town Council Prepares for Upcoming Ordinary Meeting, Wednesday, 8th July 2026, at 6:30 p.m.
Oakham Town Council has issued a formal notice for an Ordinary meeting scheduled to take place on Wednesday, 8th July 2026, at 6:30 p.m. The meeting will be held at the Town Council Offices in the Council Chamber at Rol House, Long Row, Oakham. In accordance with the Local Government Act 1972, the meeting is open to the press and the public, and attendees are advised that the meeting may be subject to filming and recording.
Key Agenda Items
The comprehensive agenda for the evening covers a wide range of administrative, financial, and community-focused matters:
Governance and Policy (Assertion 10 Compliance): A major focus of the meeting is addressing "Assertion 10," a new digital and data compliance requirement for smaller authorities. The Locum Clerk, Sam Haywood, has prepared a report detailing the necessary steps to meet these standards.
Website Accessibility: While the Council already utilises a .gov domain and email addresses, the Council website requires further work to achieve the required WCAG 2.2 AA accessibility standard. The Council will note that the website provider has confirmed plans to review sites later this year ahead of the audit to implement necessary changes.
Policy Adoption: The Council will consider the formal adoption of a new I.T. and Data Management Policy and a Data Mapping Register, both of which are essential for fulfilling Assertion 10 requirements.
Training: Members and officers will consider approving online GDPR training, with the Locum Clerk recommending Highspeed Training as a cost-effective and professional option.
Finance Committee Terms of Reference: The Council will review supporting information alongside the comprehensive Finance Committee Terms of Reference to formally define the committee's scope. The committee is appointed to oversee financial affairs and ensure sound management, operating under the Local Government Act 1972 and the Council's Standing Orders. It will consist of a maximum of 6 members, with a quorum of three, and will be responsible for budget recommendations, financial monitoring, audit oversight, and asset management. The committee is explicitly prohibited from approving the annual precept, annual accounts, or authorising expenditure outside of the agreed annual budget.
Risk Assessment Review: The Council will consider and decide upon the review of the Council Risk Assessment. The draft document outlines various risk areas and mitigation strategies, including financial controls such as maintaining monthly bank reconciliations, asset management through weekly checks of unoccupied buildings, and staff continuity strategies to mitigate the risk of losing key personnel.
Proposed Office Relocation: The Council will deliberate on a proposal to relocate its administrative offices from Long Row to The King Centre in Barleythorpe. A report highlights limitations at the current premises, including restricted space and accessibility challenges. The King Centre offers modern, serviced accommodation with features such as ground-floor access, CCTV, and on-site parking. The relocation is presented as a cost-neutral or cost-saving option, potentially offset by generating revenue through external hire of the Council Chamber.
Memorial Bench at Princess Avenue: The Council will decide on the specific location and installation requirements for a memorial bench. The Council must determine whether a full concrete base or a different installation method is required and is currently investigating the status of a broader Benches Policy to ensure adherence to legal and safety standards.
Sports Facilities Strategy Disclosure: The Council will consider a proposal to remove the "exempt" status of the Sports Facilities Feasibility and Redevelopment Strategy. A report details the process to reclassify the document as a public record, which would authorise the Clerk to publish it on the official OTC website to enhance transparency.
Cutts Close Waste Management: Following reports of overflowing litter bins at Cutts Close, the Council is reviewing its waste management operations. The Council is arranging a meeting to confirm the contractor's adherence to their existing contract and is exploring the provision of separate recycling bins to avoid landfill usage and generate potential revenue.
Victoria Hall Committee Establishment: The Council will consider a formal proposal to establish a new Victoria Hall Committee. This formal committee is required to expedite minor decisions and support the project's progress. The Council will seek to appoint members, adopt Terms of Reference, and resolve to approve the submission of Charity Commission applications.
Rutland Call for Sites 2026: The Council will consider its response to a "Call for Sites" exercise launched by Rutland County Council (RCC), which allows stakeholders to submit sites for assessment of their potential suitability for future development.
Financial Oversight: The Council will note payments made outside of meetings, which total £11,621.86 for the period leading up to 18th June 2026. Significant expenditures included payments for quarterly office rent, grounds maintenance, and cleaning services.
Committee Membership Review: Following the co-option of two new councillors, the Council will review all committee and working group memberships. This includes proposals to restart the Planning Committee with a smaller, more effective membership size and transitioning the Victoria Hall working group into a formal committee.
Chairman’s Report: A New "Reset and Rebuild" Chapter
In his report, the Chairman outlines a new "reset and rebuild" phase for the Council, following constructive meetings with the leadership of Rutland County Council.
Key highlights include:
Strategic Improvement: Acknowledging that the Council has not functioned effectively in recent years, the Chairman highlighted that the Locum Clerk is implementing a "phased delivery" approach to address governance, compliance, and a two-year backlog in planning application reviews.
Transparency: The Council intends to use recent internal audit findings as a public "scorecard" to track progress.
Fiscal Responsibility: The Chairman noted that the pause on specific projects, such as the Victoria Hall project, was necessary to ensure future progress is built on a foundation of absolute fiscal responsibility.
Councillor Reports and Inquiries
The meeting documentation highlights significant community service and internal recognition:
Special Recognition: The Chairman has included a formal vote of thanks for Cllr Sally-Anne Wadsworth, who is celebrating a decade of continuous service to Oakham Town Council.
Community Engagement: Cllr Wadsworth will report on the successful start of the "music in the park" season, noting large crowds at recent performances. She encouraged councillors to support future Sunday events, which run until 30th August.
Councillor Question: Councillor Romney asked the Clerk to clarify whether the Chairman of the Staffing Committee, or any other committee, possesses delegated powers, to which the Clerk advised that the Council’s Committee Terms of Reference specify these powers.
Public Participation and Confidential Matters.
The meeting will provide a 15-minute window for members of the public to speak on agenda items or raise issues for future consideration. The meeting will conclude with an exclusion of the press and public for the final items, citing the confidential and commercially sensitive nature of discussions pertaining to specific staffing issues and a potential banking investigation.
For further information or to review the full details of the notice, please contact Oakham Town Council at 01572 723627 or visit www.oakhamtowncouncil.gov.uk.
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