Oakham Town Council
Victoria Hall, 39 High Street, Oakham, Rutland, LE15 6AH
Telephone: 01572 723627
e-mail: enquiries@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, WEDNESDAY 11 th OCTOBER 2017 AT 7.00 PM, AT THE OFFICES OF OAKHAM
TOWN COUNCIL,VICTORIA HALL, 39 HIGH STREET, OAKHAM, RUTLAND LE15 6AH
Allison Greaves
Clerk to the Council
5th October 2017
THE MEETING OF OAKHAM TOWN COUNCIL
WEDNESDAY 11TH OCTOBER 2017 AT 7.00PM
AT THE OFFICES OF OAKHAM TOWN COUNCIL,
VICTORIA HALL, 39 HIGH STREET, OAKHAM
Members of the public attending this meeting are advised that it will be
filmed and recorded, or photographed
AGENDA
1. APOLOGIES - Standing Order 1(u)
(i) To receive apologies for absence
(ii) To decide whether to approve absences
2. DECLARATIONS OF INTEREST
Members are asked to declare, if required:
(i) Any Disclosable Pecuniary Interest they may have in respect to items on the agenda
(ii) Any other interest they may have in respect to items on the agenda
Members are also reminded to inform the Clerk of any changes in their Register of Members’
Interests
3. MINUTES (Appendices Ai-Aii)
(i) To confirm the minutes of the meeting held on Wednesday 13th September 2017
DRAFT MINUTES OF THE MEETING OF OAKHAM TOWN COUNCIL HELD ON
WEDNESDAY SEPTEMBER 13TH 2017 AT THE OFFICES OF OAKHAM TOWN
COUNCIL, VICTORIA HALL, 39, HIGH STREET, OAKHAM
PRESENT:
Cllrs, Michael Haley (Chair), Peter Ind, Anne Skipworth, Martin Brookes, Adam Lowe,
Joyce Lucas BEM, David Romney, Sally-Anne Wadsworth, Paul Buxton
ABSENT: None
4 members of the public were also present
Cllr Oliver Bird (RCC) was invited to speak by the Chairman on Agenda items 13 and 15
481/17 APOLOGIES - Standing Order 1(u)
None
482/17 DECLARATIONS OF INTEREST
(i) No Disclosable Pecuniary Interests were declared
(ii) Cllr Wadsworth declared an interest in items 16 and 22. Cllr Wadsworth stated
she would take part in discussions and any vote
(iii) Cllr Skipworth declared an interest in item 15. Cllr Skipworth stated she would
take part in discussions and any vote
(iv) Cllr Haley declared an interest in item 27. Cllr Haley stated he would take part in
discussions and any vote
It was then proposed by Cllr Brookes, seconded by Cllr Romney to alter the order of business so
that Item 27 on the Agenda would be considered next. This motion fell with 2 votes for, 4 against
and 3 abstentions
483/17 MINUTES (Appendix A)
(i) It was proposed by Cllr Romney, seconded by Cllr Wadsworth and unanimously
resolved that the minutes of the meeting held on Wednesday 9th August 2017
were adopted as a true and accurate record
484/17 CHAIRMAN AND MEMBER’S REPORTS
(i) Cllr Lucas, tabled a report on her attendance at a Oakham In Bloom meeting
(ii) Cllr Ind gave a verbal report on his attendance along with the Chairman at a
meeting with Rutland County Council
Cllr Brookes asked that the paragraph concerning the Chief Constable be retracted from the
Chairman’s report. The Chairman refused
485/17 COUNCILLOR’S QUESTIONS
One question was asked by Cllr Brookes and was answered by the Chairman without
discussion
Cllr Lowe raised the fact that Cllr Brookes was not observing the recording protocol by refusing
to place his recording equipment on the designated table as is required by Council policy
486/17 CLERK’S REPORT – For information only
Play Inspection
An inspection of the three parks took place today. Once the office has received this
report, members will be sent a copy.
Work has been carried out to the pour around the 5 Bay Contact Swing at Royce’s.
With reference to the Supernova replacement pour, the Clerk has arranged to meet with
the Area Sales Manager of Wicksteed, for a quotation for remedial works and for the
complete surfacing area. Once this is received, I will bring back to Council
Floral Displays
Planters will be collected on 20th September 2017
Correspondence
I have received a communication from a member of the public which I will read out when
the item comes up
487/17 DEPUTATIONS BY THE PUBLIC
None
488/17 WORKING GROUPS AND STEERING GROUPS STRATEGY
(Appendices Bi –Biv)
Members noted the reports. It was then proposed by Cllr Lowe, seconded by Cllr Lucas
and unanimously resolved to authorise expenditure on the PPWG report
Cllr Brookes thanked Cllr Wadsworth for her hard work on organising the park events
Following comments made by Cllr Brookes aimed at the Chairman, the Chairman
responded by reading 2 of Cllr Brookes recent allegations concerning his behaviour and
telling lies to the Council:
Allegation: I am told the chairman wants to speak to OTC members about the
(Neighbourhood) plan main due to your lack of reporting to council. He feels public
deputations is the only chance.
Response from the NPSG Chairman:
Neither of these statements are true.
I know that you report to the Council though the meeting schedule and I also know that
there are other ways to address the Town Council other than by public deputations!
Allegation: (conduct complaint) At the last council meeting Cllr Michael Haley lied and
treated me with no respect both serious breaches of the code of conduct and the nolan
principles
I am not sure Cllr Haley can ever be honest in a council meeting.
During the meeting Cllr Haley distributed a report detailing events and activities carried
out by the Neighbour Plan Steering Group. This is a rolling report, the latest can be
found here:
http://oakhamtowncouncil.gov.uk/wp-content/uploads/2017/01/Item-8-Appendix-DiNeighbourhood-Plan-Steering-Group.pdf
I noticed a Person named Lewis had been paid £40
I attempted to ask Cllr Haley why this expenditure had not been approved by full council
because a working group cannot spend any money without prior consent of the council.
Cllr Haley was very rude and disrespectful and gave a dishonest reply. He said the
payment did not need to be approved by council and accused me of attacking the working
group.
At next week’s meeting members are being asked to approve the £40 payments and what
looks like additional travel costs not listed in the report but written on a receipt provided
for council.
http://oakhamtowncouncil.gov.uk/wp-content/uploads/2017/01/Item-19-Appendix-OReimbursment-of-Expenses.pdf
The meeting was recorded and is available at my YouTube account
Response: the NPSG action plan (Council’s resolved means of reporting WG progress)
shows £40.00 in the resource column. It does not state that this has been paid and the SG
member has not yet been reimbursed. The recording clearly shows that the Chairman
stated that the member of the SG paid for the event out of her own pocket and that it
would be coming to the September meeting (it is on the agenda). The recording also
shows that the Chairman was not rude or disrespectful in any of his replies and does not
accuse Cllr Brookes of attacking the SG.
The member of the Steering Group referred to has e-mailed:
We discussed my going on the course at a SG meeting in June, I think. It was specifically
designed for people working on NPs. I felt someone ought to attend this and managed to
make arrangements quite late in the day so that I could attend. When I applied to go on
the course, which Liz had notified us of and which took place on July 10th, I was told by
Rebecca Breakwell of NACRE that the fee of £40 had to be paid by the next day, the
deadline for membership. This I paid electronically through my bank and attended the
course in Rothwell accordingly.
After this, I then asked if I could be reimbursed and was told that it would have to be
cleared by the SG and the TC. I then put in my paperwork and the claim to Allison - not
sure when exactly - end of July? - but not in time for any TC meeting until the one on
September 13th. Allison told me that the claim would be dealt with at that meeting.
Does that make it clear? I cannot see why on earth the matter is any of his concern. Why
would you or anyone else on the SG lie about anything? There was no time in advance of
the course to obtain the money from the TC to pay for the course.
Cllr Brookes responded by calling the Chairman a bully
489/17 POPPIES ON LAMPOSTS (Appendix E)
It was proposed by Cllr Skipworth, seconded by Cllr Romney and unanimously resolved
that The Council agrees to support the scheme and obtain 15 Poppies and approves the
£45 expenditure
490/17 WWI COMMEMORATION EVENT (Appendix F)
It was proposed by Cllr Ind, seconded by Cllr Buxton and resolved with 8 votes for and 1
against by Cllr Brookes that the Council earmarks a contribution in the 2018/19 budget
the sum of £2K for this event
491/17 FREEMAN (Appendix G)
(i) It was proposed by Cllr Lowe, seconded by Cllr Haley and unanimously resolved
that the Council agree to bestow the honour of the Freeman of the Town upon Sir
Laurence Howard
(ii) It was proposed by Cllr Skipworth, seconded by Cllr Haley and unanimously
resolved that the Council set up a working group consisting of Cllrs Lowe, Ind and the
Clerk
(iii) It was proposed by Cllr Haley, seconded by Cllr Skipworth and unanimously
resolved to approve a budget of up £1000
492/17 REQUEST TO USE CUTTS CLOSE
It was proposed by Cllr Romney, seconded by Wadsworth and unanimously resolved to
grant permission to Circus Vladimir to hire Cutts Close at a rate of £115.00 per night
under the Councils usual conditions
493/17 PARKING REVIEW – SCHEME PROPOSAL FORM (Appendix I)
Before discussions took place it was noted by members that the form contained an error.
Cllr Bird confirmed that the form was for administrative purposes only and had no legal
standing.
(i) It was proposed by Cllr Haley, seconded by Cllr Romney and resolved with 7
votes for, 1 against and 1 abstention to support the proposal from the Longhurst
Group regarding a residents parking scheme waiting restrictions in Derwent Drive
(ii) Cllr Lowe proposed that the Council support the above proposal with a financial
contribution. There was no seconder, therefore this motion fell
(iii) It was proposed by Cllr Romney, seconded by Cllr Ind and resolved with 8 votes
for and 1 against that the Council would not be willing to make a financial
contribution
Cllr Lucas left the room and returned
494/17 AMENDMENT TO STANDING ORDERS (Appendix J)
(i) It was proposed by Cllr Romney, seconded by Cllr Brookes to suspend
Standing Order 6 (e, r). This motion fell with 4 votes for and 5 against
(ii) It was proposed by Cllr Brookes, seconded by Cllr Skipworth that this item is
deferred so the Council can seek legal advice. This motion fell with 4 votes for
and 5 against
(iii) It was proposed by Cllr Lowe, seconded by Cllr Skipworth and resolved with 8
votes for and 1 against to go through each recommendation
(i) Page 5 (Meetings, section s) - delete supported by two other councillors and
replace with supported by a majority vote of councillors present
Proposed by Cllr Ind, seconded by Cllr Haley to accept
Resolved with 7 votes for and 2 abstentions
(ii) Page 6 (Meetings, section t vi) - add and actions required
Proposed by Cllr Lowe, seconded by Cllr Ind to accept
Resolved with 8 votes for and 1 against
(iii) Page 10 (Proper Officer, section (a)) - delete by the Council to undertake the work
of the Proper Officer and replace with by the Chairman to undertake such work as
is necessary. Delete last two sentences
Proposed by Cllr Haley, seconded by Cllr Ind to accept
This motion fell with 3 votes for and 6 against. Therefore it remains unchanged
(iv) Page 11 (Proper Officer, section (b) xviii) - delete and Parks
Proposed by Cllr Haley seconded by Cllr Wadsworth to accept
Unanimously resolved
(v) Page 15 (Rules of Debate, section e) - delete third sentence and replace with The
contributions or speeches by a Councillor shall relate only to the motion under
discussion and shall not exceed 3 minutes without the consent of the Chairman of
the meeting. Councillors will be allowed to speak once only during each item of
business, except by invitation of the Chairman in order to clarify a point
previously made.
Proposed by Cllr Lowe, seconded by Cllr Lucas to accept
Resolved with 7 votes for, 1 against and 1 abstention
(vi) Page 17 (Rules of Debate, section r) - delete entire section (now subsumed within
section e as amended/expanded above)
Proposed by Cllr Haley, seconded by Cllr Ind to accept
Resolved with 8 votes for and 1 against
(vii) Page 17 - sections s and t to be re-lettered r and s to take account of previous
change
Proposed by Cllr Lowe, seconded by Cllr Ind to accept
Resolved with 8 votes for and 1 abstention
(viii) Page 20 (Disorderly Conduct, section d) - delete may take such further steps as
may reasonably be necessary to enforce it and/or he may adjourn the meeting and
replace with will adjourn the meeting and may reconvene it at an appropriate
venue
Proposed by Cllr Skipworth, seconded by Cllr Buxton to accept
Resolved with 8 votes for and 1 against
(ix) Page 29 (Delegation of Functions, section a) - delete and Parks
Proposed by Cllr Lowe seconded by Cllr Skipworth to accept
Unanimously resolved
(x) Page 29 (Delegation of Functions, section b) - delete Sub-committee and replace
with Committee
Proposed by Cllr Haley seconded by Cllr Lowe to accept
Unanimously resolved
(xi) Page 30 (Delegation of Functions, section c) (i)- insert in the opinion of the
Staffing Committee it appears
Proposed by Cllr Ind, seconded by Cllr Haley to accept
Resolved with 8 votes for and 1 abstention
(xii) Page 30 (Delegation of Functions, section c) ( iv) insert specific
Proposed by Cllr Haley seconded by Cllr Ind to accept
Unanimously resolved
(xiii) Page 30 (Delegation of Functions, section c) (vi) insert by means of reports to
Full Council
Proposed by Cllr Skipworth seconded by Cllr Ind to accept
Unanimously resolved
(xiv) Page 30 (Delegation of Functions, section c) add (vii) these delegated powers
shall also apply to all staff related issues
Proposed by Cllr Ind, seconded by Cllr Haley to accept
Resolved with 5 votes for, 3 against and 1 abstention
(xv) Page 33/34 add 35 e-mail Accounts
a. All Council business electronic mail between the Clerk’s office and Councillors
will be made via Council provided e-mail addresses. An electronic copy of all
correspondence to be maintained by Council.
b. These e-mail addresses are only to be used for Council business. E-mails are
open to scrutiny and possible FOI requests.
c. E-mail will not be used to debate any Council business that should come before
Council or Committee meetings for debate and resolution
d. Councillors may wish to continue to contact each other by private e-mail
addresses however Council will not accept any responsibility for this traffic or the
contents thereof
Proposed by Cllr Ind, seconded by Cllr Haley to accept
Resolved with 7 votes for and 2 against
It was proposed by Cllr Lucas, seconded by Cllr Wadsworth and unanimously resolved to extend
the meeting by 30 minutes to allow for business to be concluded
495/17 WORKING WITH OAKHAM TOWN PARTNERSHIP (Appendix K)
(i) It was proposed by Cllr Lucas, seconded by Cllr Romney to defer this item. This
motion fell with 3 votes for and 6 against
(ii) It was proposed by Cllr Brookes, seconded it by Cllr Romney and resolved with 5
votes for and 4 against that Council do not accept OTP’s invitation for Cllr Haley
to become their OTC representative
496/17 CLLR BROOKES – CONDUCT COMPLAINTS (Appendices Li – Lii)
(i) It was proposed by Cllr Brookes, seconded by Cllr Romney that the formal letter
is issued to Cllr Brookes and that the letter is only published on OTC website for
1 month. There was 3 votes for, 3 against, and 3 abstentions. This motion fell
with the Chairman using his casting vote
(ii) It was proposed by Cllr Lowe, seconded by Cllr Haley and resolved with 6 votes
for, 1 against and 2 abstentions that the formal letter is only published and not the
Decision Notice
(iii) It was proposed by Cllr Ind, seconded by Cllr Haley that the formal letter is
published on OTC website and notice boards. There was 2 votes for, 2 against and
5 abstentions. This was resolved with the Chairman used his casting vote
(iv) It was proposed by Cllr Haley, seconded by Cllr Lowe and resolved with 8 votes
for and 1 against by Cllr Brookes that the Chairman pursues the mechanism for a
conciliation process with a consultant recommended by the Monitoring Officer
and reports his findings, together with costs, to Council
It was proposed by Cllr Lucas, seconded by Cllr Wadsworth and resolved with 8 votes for and 1
abstention by Cllr Lowe to extend the meeting by 30 minutes to allow for business to be
concluded
Cllr Romney left the room and returned
497/17 STATEMENT OF ACCOUNTS (Appendix M)
It was proposed by Cllr Ind, seconded by Cllr Romney and resolved with 8 votes for and
1 abstention to approve the Statement of Accounts – August 2017
498/17 FINANCIAL RESERVES BANKING ACCOUNTS (Appendix N)
Members noted the report
499/17 REIMBURSEMENT OF EXPENSES (Appendix O)
It was proposed by Cllr Skipworth, seconded by Cllr Haley and resolved with 8 votes for
and 1 against to authorise a payment of £58 for a course fee and travel expenses
500/17 EXTRAORDINARY MEETING
It was proposed by Cllr Ind, seconded by Cllr Wadsworth and resolved with 4 votes for, 1
against and 4 abstentions to call an Extraordinary meeting for 18th September 2017 to
discuss, the Local Plan Review and the Electoral Review of Rutland. To ensure
sufficient notice Agendas were distributed to members
It was proposed by Cllr Brookes to alter the order of business so that each item could be
considered individually as an exempt item. There was no seconder so the motion falls
501/17 EXEMPT ITEMS
It was proposed by Cllr Ind, seconded by Cllr Haley and resolved with 6 votes for, 1
against and 2 abstentions to exclude the Press and Public under Section 1 of the Public
Bodies (Admissions to Meetings) Act 1960, as amended, during consideration of Items
22, 23, 24 and 25 on the agenda as they concern contractual and confidential matters
The Chairman reminded members that nobody should be recording any part of the
meeting during discussion of the following items
502/17 MINUTES (Appendix P)
It was proposed by Cllr Brookes that the supplementary confidential record
minute no 458/17 be retracted. There was no seconder so the motion fell.
It proposed by Cllr Ind, seconded by Cllr Lucas and resolved with 6 votes for, 1 against
and 2 abstentions to confirm the minutes of the Extraordinary meeting held on
Wednesday 19th July 2017
It was proposed by Cllr Lucas, seconded by Cllr Wadsworth and resolved with 6 votes for and 1
against and 2 abstentions to extend the meeting by 30 minutes to allow for business to be
concluded
503/17 OCC BUILDING (Appendix Q)
It was proposed by Cllr Romney, seconded by Cllr Wadsworth and resolved with 8 votes
for and 1 abstention that Council resolved not to accept the proposed amendments to the
Heads of Terms
504/17 CO-OPTION (Appendix R)
It was proposed by Cllr Lowe, seconded by Cllr Wadsworth and resolved with 8 votes for
and 1 abstention that Council accepts the recommendations from the co-option interview
panel and both candidates are appointed.
It was proposed by Cllr Haley, seconded by Cllr Romney and unanimously resolved
that the candidates serve on the Oakham South East Ward
505/17 VOTE OF NO CONFIDENCE IN THE CHAIRMAN
It was proposed by Cllr Brookes a vote of no confidence in the Chairman. There was
no seconder so this motion fell
It was noted that Cllr Brookes repeatedly did not comply with Standing Orders (s/o 6 e, 11 a,b)
in that he repeatedly refused to follow the Chairman’s instructions to desist and interrupted
other Members when they had the floor
(ii) To confirm the minutes of the Extraordinary meeting held on Monday 18th September 2017
MINUTES OF THE EXTRAORDINARY MEETING OF OAKHAM TOWN COUNCIL
HELD ON MONDAY SEPTEMBER 18TH 2017 AT THE OFFICES OF OAKHAM TOWN
COUNCIL, VICTORIA HALL, 39, HIGH STREET, OAKHAM
PRESENT:
Cllrs, Michael Haley (Chair), Peter Ind, Sally-Anne Wadsworth, Anne Skipworth, Paul Buxton,
Martin Brookes, Adam Lowe, Nick Woodley
ABSENT: Cllrs David Romney, Joyce Lucas BEM, Jean Denyer MBE
The Chairman welcomed Cllr Nick Woodley to Oakham Town Council
506/17 APOLOGIES - Standing Order 1(u)
(i) Apologies for absence had been received from Cllrs Lucas, Denyer and Romney
(ii) It was proposed by Cllr Anne Skipworth seconded by Cllr Sally-Anne Wadsworth
and unanimously resolved to approve the absence of Cllrs Lucas, Denyer and
Romney due to prior commitments
507/17 DECLARATIONS OF INTEREST
None received
508/17 DEPUTATIONS BY THE PUBLIC
None
509/17 LOCAL PLAN REVIEW
(i) It was proposed by Cllr Brookes to defer the item and to reconvene. There was no
seconder so the motion fell
(ii) It was proposed by Cllr Woodley seconded by Cllr Brookes and resolved with 7
votes for and 1 abstention for two members to formulate a response to the RCC
Local Plan and endorse the response from Oakham Town Council Steering Group
(iii) It was proposed by Cllr Lowe, seconded by Cllr Haley and unanimously resolved
to appoint Cllr Woodley to formulate a response on behalf of Oakham Town
Council
(iv) It was proposed by Cllr Haley, seconded by Cllr Ind and resolved with 7 votes for
and 1 abstention to appoint Cllr Haley to formulate a response on behalf of
Oakham Town Council along with Cllr Woodley
510/17 ELECTORAL REVIEW OF RUTLAND: WARD ARRANGEMENTS
(a) Proposed by Cllr Peter Ind, and seconded by Cllr Anne Skipworth and unanimously
resolved that members have studied and note the report
There being no further business, the Chairman closed the meeting at 20.53
4. CHAIRMAN AND MEMBER’S REPORTS (Appendix B)
To receive a report from the Chairman on functions attended and to receive reports from
Members who have attended meetings on behalf of Oakham Town Council
(Members intending to report should inform the Clerk prior to the meeting)
Chairman’s report for October 2017 Council meeting
During September, I have attended a number of developer and land agent
presentations made to the Neighbourhood Plan Steering Group. Details,
along with other SG activities can be found on the Oakham Neighbourhood
Plan web site.
13 September
On the invitation of Oakham in Bloom, I attended the annual East Midlands in
Bloom competition award ceremony, held in St Botolph’s Church, Boston. A
full report can be found on the OTC web ‘News’ page.
15 September
I attended the Allotment Society annual Presentation evening.
23 September
On the invitation of the Area and local managers and accompanied by Cllrs
Ind, Lowe and Buxton, I opened the new Cost Cutter store in Oakham. Cllr
Lowe wrote a press release, together with photographs that was published in
local newspapers.
26 September
I held a meeting with Mr G Grimes, RCC’s Independent Person, in advance of
producing the Conciliation process agenda paper for the October Council
meeting.
27 September
I attended the Rutland Local Strategic Partnership Board meeting. Minutes of
the meeting will be circulated in due course.
28 September
Along with other members, I attended the RCC Planning training event.
5. COUNCILLOR’S QUESTIONS
To answer questions previously notified to the Clerk under Standing Order 9
(Members note that 72 hours’ notice is now required)
6. CLERK’S REPORT – For information only
To receive a report from the Clerk
7. DEPUTATIONS BY THE PUBLIC
Members of the Public are invited to address the meeting in accordance with procedures laid
down in Standing Orders 1(d) – 1(i)
8. WORKING GROUPS AND STEERING GROUPS STRATEGY (Appendix C)
To receive written reports from Working Groups and Steering Groups and to make any
decisions as appropriate:
(i) Neighbourhood Plan Steering Group
http://oakhamtowncouncil.gov.uk/your-council/meetings-calendar/appendix-c-item-8-npsg-action-plan-oct-17update/
9. STATEMENT OF ACCOUNTS (Appendix D)
To decide whether to approve the Statement of Accounts – September 2017
http://oakhamtowncouncil.gov.uk/wp-content/uploads/2017/01/Appendix-D-item-9-Statement-of-accounts.pdf
10. CHAMBER FURNITURE (Appendix E)
To consider a report and to make any decisions as appropriate
Report No. TC05317
Appendix: E
Agenda Item No.
Council
Date of Meeting: 11/10/17
Oakham Town Council
Report Author: Cllr Adam Lowe Title: Chamber Furniture and facilities
Strategic Aim: No.8. Provide a supportive and professional environment for staff to enable
professional development and ensure efficient and effective working practices.
N0.9. Provide development for Councillors to enable them to skilfully and
effectively full fill their role.
In October 2014 OTC looked at new tables for the chamber, there were three quotes obtained and a
new potential layout, which entailed rotating the current set up 90 degrees.
The quotes ranged from £1674.00 to £2574 for tables and £826.00 to £1252.00 for chairs.
£2500 being the cheapest option for 6 new tables and 14 new chairs.
In September 2017 I have reviewed the layout and tables that would give the greatest flexibility for
use of the chamber, creating a fresh feel and more appropriate meeting environment.
One of the original driving factors was a requirement for the Council to adopt an open U shaped
format so no Cllr would have their back to the public.
Also, the current layout gives the majority of Cllrs a working area of 380mm X 800mm.
The proposal this evening would ensure that all Cllrs have a minimum working area of 600mm X
800mm, with a U shape layout for greater public engagement and even greater flexibility for other
layouts as a variety of table sizes have been chosen, with the tables having folding legs for ease of
storage when not in use, this also reduced the cost against proposed cantilever top in 2014.
The proposal is to purchase:
Three wedge shaped tables 1600L X 800D X 725h @ £175.00 each incl vat 279935O
Two rectangular tables 1200L X 800D X 725H @ £154.80 each incl vat 279931O
Two rectangular tables 1800L X 800D X 725H @ £170.40 each incl vat 279934O
Fifteen surplus modern steel frame black chairs @ £25.00 total
One wall mount projector screen 1600H X 1600W @ £166.80 each incl vat 14087W
Projector ceiling mounting bracket @ £30.00 total
HDMI Cable, Mounting Box and Trunking @ £50.00 total
Total Expenditure £1447.20
Installation would require the Clerk to engage the Council Contractor G R Gregg, this would come
out of the Council maintenance budget and would be separate to the expenditure here.
11. KNOW YOUR COUNCILLOR LEAFLET (Appendices Fi -Fii)
To consider a report and to make any decisions as appropriate
Report No. TC05417
Appendix: Fi
Agenda Item: 11
Council
Date of Meeting: 11/10/2017
OAKHAM TOWN COUNCIL
Report Author(s): Joyce Lucas BEM Title Councillor
Subject: Know Your Councillor leaflets
Applicable Strategies:
Provide development for Councillors to enable them to skillfully and effectively fulfil their role.
Aim
To bring more openness and transparency for OTC Members and the General Public.
Background
For many years (circa 2005) I have formatted and produced, at my own expense a trifold-leaflet
as per sample.
The last eighteen months have been turbulent times for OTC and the leaflet was out of date
before I even printed the next one. However, I produced one May/June 2017. This was promptly
taken from the shelves in the foyer and I was told I must submit a report.
It has been suggested that it is printed professionally by Quoin Print. I deem this as a total
waste of public money as it can be achieved ‘in house’ by OTC staff. Only ten/twenty copies
need to be printed at any one time before they become out of date.
For consideration
That Cllr Lucas will give the format to OTC for reproducing as and when they are needed.
That all email addresses are included.
That each subsequent leaflet is dated and printed on different colour paper each time to signify
a‘re-print’
12. PARISH TREES (Appendix G)
To consider a report and to make any decisions as appropriate
Report No. TC05517
Appendix: G
Agenda Item: 12
Council
Date of Meeting: 11/10/2017
OAKHAM TOWN COUNCIL
Report Authors: Allison Greaves Title: Clerk to the Council
Subject: Parish Trees
Applicable Strategies:
6. Work with and in partnership with Rutland County Council and other partner groups.
4. Maintain and improve OTC land and buildings for the benefit of the community
Background
Rutland County Council have recently created an external service whereby upon request,
inspect trees on Parish and Town Council land.
The service would include:
• Provision of a Parish Tree Policy that has been modelled on RCC’s adopted Tree
Policy
• A risk assessment using the QTRA (Quantified Tree Risk Assessment) of which
RCC are licensed to use
• Complete ground-based tree visual assessment
• A report of the trees assessed, including:
o species name
o trees condition
o size
o professional comments
o work recommend and priority rating
o date of next recommended assessment
The assessment would be carried out by a Forestry Officer, a (degree level) qualified
arboriculturist and the rate is based on how long the work is estimated to take. The estimation of
cost is based on the use of the land, size and age of the tree, and number of trees
Recommendation
That Council instructs the Clerk to investigate further for a free non-obligatory quote for tree
assessments at:
Cutts Close
Royce’s recreation ground
Willow Crescent
All Saints graveyard
Land off Barleythorpe
13. FINANCIAL RESERVES BANKING ACCOUNTS (Appendix H)
To consider a report and to make any decisions as appropriate
Report No. TC05617
Appendix: H
Agenda Item: 13
Council
Date of Meeting: 11/10/17
OAKHAM TOWN COUNCIL
Report Authors: Cllrs Michael Haley,
Peter Ind.
Title
Financial Reserves
Subject: Financial Reserves banking accounts
Applicable Strategy:
To ensure robust financial controls are in place to enable the delivery of cost
effective services as required now and in the future
Background
Currently Oakham Town Council maintains accounts with HBSC and Cambridge
Building Society. The sums deposited with HBSC exceed the FSCS maximum
protection amount of £85,000.00. The risk of loss is very small in that HSBC’s interim
report (July 2017) shows total assets of $Billion2,492 and risk rated assets of
$Billion846.1.
However to further reduce the financial risk and provide a spread with easy access and
a good return in the current financial conditions, the Finance Working Group has
investigated the provision of additional financial institutes that will accept Local Authority
deposits.
The Melton Mowbray Building Society Business savings account (Business Easy
Savings account) is an instant access account that is currently paying 0.6% gross
interest and has a branch within Oakham. The Melton Mowbray BS will accept LA
funds.
Recommendation
Up to £85,000 is deposited within a Melton Mowbray Building Society Business savings
account.
14. REVIEW OF POLICIES AND PROCEDURES (Appendix I)
To consider a report and to make any decisions as appropriate
Report No. TC05717
Appendix: I
Agenda Item: 14
Council
Date of Meeting: 11/10/17
OAKHAM TOWN COUNCIL
Report Authors: Cllrs Michael Haley,
Peter Ind
Title:
Review of Policies and Procedures
Subject: Revision of:
Code of Conduct
Complaints Policy
Dignity at Work – Bullying and harassment Policy
Grievance Procedures
Strategic Aim:
8. Provide a supportive and professional environment for staff to enable
professional development and ensure efficient and effective working
practices.
Background
The Policies and Procedures Working Group is required to periodically review Policies and
procedures.
Recommendation
The changes (show in red) are made to the following Policies and Procedures:
Code of Conduct
2.1 The Code applies to all members of the Council and to all co-opted members of any
Committee or sub-committee of the Council and working groups. For the purpose of this
code, a co-opted member is a person who is not an elected member of the Council.
2.2 Remove
2.3 Becomes 2.2
Complaints Policy
1. line 4: by a Code of Conduct adopted by the Council on 8 August 2012 and amended on
13 September 2017.
Line 6: subject to 6(r). This states where a resolution or decision has been made by the
Council and is recorded in the approved minutes, it will not be reviewed or rescinded for
a period of at least six months, without the prior agreement of the Council meeting.
Dignity at Work – Bullying and harassment Policy
No changes other than review date change to 13 September 2017.
Grievance Procedures
No changes other than reviewed date change to 13 September 2017.
15. INSTALL VEHICLE RESTRICTIONS AT THE ENTRANCE TO CUTTS CLOSE
PARK (Appendix J)
To consider a report and to make any decisions as appropriate
Report No. TC05817
Appendix: J
Agenda Item No. 15
Council
Date of Meeting: 11/10/17
Oakham Town Council
Report Author: Cllr Adam Lowe Title: Vehicle Posts Cutts Close
Subject: Install vehicle restrictions at the entrance to the Cutts Close Park.
Strategic Aim No. 1. Improve and increase facilities within the town.
PPWG meeting covered this and it is in our strategy report.
The entrance to Cutts Close used to have a large gate top prevent vehicles coming
onto the Cutts Close.
Should the Council re-instate the gate or another form of preventing vehicles from
just driving on, like fold down vehicle bollards
Decision:
Council request the Clerk to the Council to identify a suitable style and prices and
bring back to Council to make a decision.
16. A HEDGE BORDERING THE BURLEY ROAD ALLOTMENTS AND LADYWELL
CARPARK (Appendices Ki-Kii)
To consider a request from residents in Lady Well
(i) Would the Council be willing to make a financial contribution?
(ii) To make any other decisions as appropriate
Report No. TC05917
Appendix: Ki
Agenda Item: 16
Council
Date of Meeting: 11/10/2017
OAKHAM TOWN COUNCIL
Report Authors: Allison Greaves Title Clerk
Subject: Hedge bordering the Burley Road Allotments and Lady Well carpark
Applicable Strategies:
6. Maintain and improve OTC land and buildings for the benefit of the community
Background
The office has received a request (see appendix K ii) from residents in Lady Well requesting to
remove the existing boundary hedge and replace with a fence and are asking for a financial
contribution from Oakham Town Council.
The boundary is between Burley Road Allotments and 82c and the jointly owned car park of
82a, 82b,82c,91 and 92 Lady Well.
Members to note
1. If Council resolve to replace the hedge with a fence it would be difficult to refuse other
properties on Council boundaries in the future
2. The fence will need maintaining and at a future date will incur ongoing maintenance
costs
I have visited the site with allotment society members, and reminded them within the terms of
their lease agreement on the maintenance of the hedge.
They have agreed to instruct a contractor to carry out cutting back the hedge on their side along
the boundary
Recommendation
That Council resolve to have the hedge cut right back on the carpark side only
That Council instruct the Clerk to obtain quotations and authorise the work
Proposed Plan in respect of the Hedge bordering the Burley Road allotments and 82C Ladywell and
jointly owned car park of 82A, 82B, 82C, 91 & 92 Ladywell
Current Status
The hedge is approximately 11 feet tall
The hedge is very wide (up to 4 feet in places)
The hedge is made up of fast growing Elder and Hawthorn
The hedge has extended into the car park by several feet
The hedge is pushing over the fence running down the side of 82C Ladywell and has
engulfed the garden shed, the side of the house and the front fence.
The above factors mean this hedge is very difficult to maintain. The residents of 82C and 91
Ladywell have paid to have the hedge cut to a 6 foot level for several years however this has not
been maintained by most the allotment holders as previously agreed.
See Appendix 1 for Aerial Plan and Appendix 2 for photographs
Proposal
Remove the hedge and replace with low maintenance fencing consisting of concrete posts with
wooden fence panels.
The residents of 82C and 91 Ladywell are looking to complete this work and are requesting a
contribution from Oakham town council who own the land
The allotment society have been contacted however are unwilling to discuss the matter and have
referred the Ladywell resident to the Council
If the proposal is to be accepted the residents of 82C and 91 Ladywell request that the allotment
side of the fence is kept clear to allow for maintenance such as annual weatherproof wood stain.
Additionally we would request the allotment holder do not attach anything to the fence.
Previous examples include:
Barbed wire nailed along the front fence at 82C Ladywell
Large board nailed to the front fence at 82C Ladywell which caused the fence to be blown
down in strong wind.
To see photographs of issue please visit the council website:
The council should not be considering cutting hedges in private gardens and car parks
the allotment society needs to get its act together and get this sorted.
http://oakhamtowncouncil.gov.uk/wp-content/uploads/2017/01/Correspondance-Item-16-Appendix-Kii-Hedge-Bordering-Burley-Road-Allotments.pdf
17. NOTES OF A MEETING WITH OAKHAM TOWN COUNCIL AND RUTLAND
COUNTY COUNCIL (Appendix L)
To receive as information only
Meeting 11/10/17
Appendix L
Item 17
Notes of meeting with Oakham Town Council and Rutland County Council
1
st September 2017
1. Green Waste proposals – concern about dumping and putting it into the residual Waste bin.
Queried whether it would make more sense to recoup through Council Tax. Leader outlined
the background and suggested useful background might be reading the reports leading up to
the decision. Confirmed proposed bin charge is per bin not per household. Service would be
optional. Surrounding authorities all charge. Approx 1000 households have no service.
Confirmed that there would be enforcement i.e. Bins not emptied for contaminated residual
bins
2. Oakham Town Centre improvements – OTC requested an update. Leader updated on timing
and process.
3. Neighbourhood Plan and Local Plan – OTC queried relationship. OH explained. Offer made
for a meeting with Roger Ranson to clarify further.
4. Affordable Housing- query on delivery. Confirmed that RCC keen to see delivery.
5. One Public Estate – update on Oakham project and indicated St George’s stakeholder brief
would take place 25/9.
6. Community Safety and Policing – Leader outlined the work on-going with neighbouring
authorities to explore sharing options etc
7. CCTV – Leader confirmed that this is an area we will need to revisit. Scrutiny are looking at it
under the Localism umbrella. Confirmed CCTV is monitored at Melton partly and recorded.
Access to footage is by police service. Suggested OTC speak to Uppingham. Then possibly
speak to Cllr Walters.
8. Corporate Plan – refresh noted
9. LSP – next meeting 27/9 Cllr Haley attending
10. OTC priorities and plans – noted CIL will be coming forward. Cutts Close is the main priority.
Paths and access. Aspiration to have a stable council. RCC keen to understand OTC
aspirations and to work together and join forces, where practicable.
11. Quarterly meetings to be arranged. Clerk to attend. Agenda to be largely set by OTC.
18. CONCILLATION REGARDING A COUNCILLOR AND COUNCIL (Appendix M)
(i) To consider a report and to make any decisions as appropriate
(ii) To approve expenditure
Report No. TC06017
Appendix: M
Agenda Item: 18
Council
Date of Meeting: 11/10/17
OAKHAM TOWN COUNCIL
Report Authors: Chairman Title:
Conciliation regarding Cllr Brookes and
Council
Subject: Follow up of Recommendations of the RCC Monitoring Officer
Background
Following the recently upheld conduct complaints against Cllr Brookes, RCC’s
Monitoring Officer’s recommendations included Council undergoing a conciliation process.
During the September 2017 Council meeting the Chairman was tasked with holding a meeting
the RCC Independent Person to determine means and the cost implications of such a process.
The Chairman met with Mr. Graham Grimes, RCC Independent Person, on Tuesday 26
September. Mr. Grimes has recommended Hoey Ainscough Associates Ltd, an independent
company that has much experience in supporting local authorities in managing their
arrangements for handling councilor conduct issues, having worked with over 300 authorities.
The Chairman contacted Hoey Ainscough and appraised them of the situation. As a result
Hoey Ainscough have proposed the following:
Phase 1 – an initial background meeting with relevant people – this may be the Monitoring
Officer from the county, and the chairman and clerk of the town council to understand the
underlying issues and current state of governance, although exact attendance may depend on
the contentious matters involved. This meeting would be attended by Paul Hoey and Natalie
Ainscough. We may also wish to invite a representative from the local Association of Local
Councils if this was thought appropriate.
Phase 2 – a questionnaire to be sent to members and staff of the council to help them reflect on
their thoughts about the council and the way it operates. This questionnaire would be developed
and analysed by Paul Hoey and Natalie Ainscough with support from an associate.
Phase 3 – a day spent with individuals from the council discussing some of the concerns and
issues highlighted by the questionnaire in greater depth with a day spent shadowing the clerk to
understand how the parish is run and reviewing policies and procedures – to be done by Paul
Hoey, Natalie Ainscough with input from an associate.
Phase 4 – an intensive workshop with the Council to present the review of the procedures plus
results of the questionnaire, discuss issues raised, provide training on good governance and
consider next steps. The workshop would be run by Paul Hoey, Natalie Ainscough and an
associate.
Phase 5 – to prepare a formal report to the town and county councils with an action plan for the
Town Council.
To spend a total of 18 consultancy days (11 days Hoey Ainscough and 7 days of an associate
on behalf of Hoey Ainscough) supporting the council.
The total indicative cost, including expenses, for the above amounts to £11,000.00 +VAT.
In addition, Mr Grimes has offered to provide training regarding Governance to Council.
Recommendations
1. Mr Grimes is invited to provide Governance training to Council.
2. Council considers Hoey Ainscough Associates Ltd proposal
19. RUTLAND COMMUNITY TRUST (Appendix N)
To consider a request and to agree in principle or otherwise
You would not know it from this agenda item title, the trust is considering replacing its
one building which is home to 10 resident with 6/7 self contained flats
next to the allotments in Willow Crescent
http://oakhamtowncouncil.gov.uk/your-council/meetings-calendar/appendix-n-item-19m-rutland-house-community-trust/
20. SUSPENSION OF STANDING ORDER 28
To agree to suspend Standing Order 28 in order that item 21 on the Agenda can be considered
21. PLANNING COMMITTEE
Cllr Woodley be elected as a member to the Planning Committee, making the membership to 7
members
