Oakham Town Council Calls Extraordinary Meeting Amidst Audit Concerns and Staffing Challenges

Oakham Town Council Calls Extraordinary Meeting Amidst Audit Concerns and Staffing Challenges

The Chairman of Oakham Town Council has called an Extraordinary Meeting for Friday, June 20, 2025, at 6:30 PM, at the Town Council Offices, Rol House. Chaired by Chris Nix, the meeting's agenda signals the council's urgent need to address critical issues following a recent internal audit and ongoing staffing challenges.

The summoning of an extraordinary meeting, rather than waiting for the next scheduled full council meeting, underscores the pressing nature of the items to be discussed. This includes the crucial task of reviewing and approving the Annual Governance & Accountability Return (AGAR) for 2024/25 and formally addressing the findings of a recent internal audit.

A key item on the agenda (Item 9) is to "receive the internal audit report and accept any recommendations in preparation of the AGAR." This follows a recent internal audit, which, while noting some improvements, also highlighted significant concerns, particularly regarding unevidenced bank reconciliations, non-compliance with the Transparency Code, and the unapproved Annual Governance Statement. Addressing these points promptly is vital for the council's financial integrity and public trust.

Furthermore, the council will consider the "retrospective appointment of Internal Auditor: Mr Stewart Mc Donald as recommended by LRALC" (Item 8). This suggests a formalisation of the auditor's role, ensuring proper oversight.

Staffing is also a significant concern, with "Appointment of a Locum Clerk" (Item 7) on the agenda. This indicates the council is actively seeking to fill a critical position, likely due to the ongoing absence of the current Clerk mentioned in the recent audit report, which noted the impact of this absence on accessing financial documentation.

Financial matters will also be under scrutiny, with members set to "consider and approve the bank statements for May 2025," including a deep dive into the Rialtus bank reconciliation, HSBC Current and Deposit Accounts, Year to Date Spend, and the new Lloyds Current Account (Item 6). This detailed review of financial records is a positive step towards addressing past audit recommendations for improved financial transparency and reconciliation practices.

The meeting will commence with standard procedures, including apologies for absence, declarations of members' interests, and an opportunity for deputations by the public. The minutes from the May 14, 2025, meeting will also be confirmed.

With the next regular meeting confirmed for July 9, 2025, the extraordinary session on June 20th signifies Oakham Town Council's commitment to swiftly tackling the governance, financial, and administrative challenges it currently faces. The public and press are welcome to attend, in line with the council's commitment to transparency, although members of the public are reminded that mobile phones should be set to silent during proceedings. Additional supporting documents for the agenda are available online and at the council offices.

https://oakhamtowncouncil.gov.uk/meetings-calendar/extraordinary-meeting-of-full-council/

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 an Extraordinary Meeting of Oakham Town Council on Friday 20th

June 2025 at 6. 30pm.The meeting will be held at the Town Council Offices, Rol House,

Long Row, Oakham, LE15 6LN.

Chris Nix

Chair Oakham Town 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 BY THE PUBLIC:

4. MINUTES: Confirm the Minutes of the meetings held on 14th May 2025 as true records

of the meetings.

5. CHAIRMAN, CLERK & MEMBERS REPORTS:

To receive reports from the Committee Chairman and members who have attended

meetings on behalf of Oakham Town Council.

6. BANK STATEMENTS/BUDGET: To consider and approve the bank statements for

May 2025.

 6.1 Rialtas bank reconciliation

 6.2 HSBC Current Account

 6.3 HSBC Deposit Account

 6.4 Year to Date Spend

 6.5 Lloyds Current Account

7. APPOINTMENT OF A LOCUM CLERK: Council to decide to appoint a locum clerk

using SLCC or another organisation.

8. RETROSPECTIVE APPOINTMENT OF INTERNAL AUDITOR: Mr Stewart Mc Donald as

recommended by LRALC.

9. INTERNAL AUDIT REPORT: To receive the internal audit report and accept any

recommendations in preparation of the AGAR.

10. ANNUAL GOVERENCE & ACCOUNTABILITY RETURN 2024/25: To receive and approve

the signing of the AGAR by the Chairman & RFO.

NEXT MEETING: To confirm as 9th July 2025 at 6.30 p.m.

NOTES:

a) The meeting is open to the press & public.

b) The Town Council allows a short period of time at meetings of the 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 switched to silent during the meeting

d) Additional documents to support the agenda will be available online and hard

copies are available at the office should the public wish to review.