Ahead of the Full Council meeting scheduled for 8 July 2026, a comprehensive report submitted by Locum Clerk Samantha Haywood has laid bare a series of significant administrative and financial challenges facing Oakham Town Council (OTC).
The report, which Chairman Cllr Martin Brookes has described as a "proper clerk’s report," signals a decisive shift toward transparency and accountability following a period of institutional instability.
The Clerk’s report highlights urgent issues regarding the Council’s financial health. Most notably, discrepancies have emerged between the Council’s internal records and those held by Rutland County Council (RCC) regarding Community Infrastructure Levy (CIL) funds. Further confusion surrounds the receipt and expenditure of UK Shared Prosperity Fund (UKSPF) monies, with concerns that inadequate documentation could risk the Council being forced to return grants due to strict compliance conditions.
Chairman Cllr Brookes did not mince words regarding these findings. "The issue with the CIL money is a very serious issue; it appears the council members have been led to believe we are holding more money than we actually have," he stated. He further expressed alarm regarding the UKSPF funds, emphasising that the council must urgently clarify its financial position to avoid financial penalties.
Additionally, the Clerk has flagged that the 2025/26 budget appears incomplete and requires an immediate, thorough review. Cllr Brookes noted that historical budgeting practices specifically regarding staffing costs and unrealistic reserve allocations for projects outside the Council's remit have long been a point of contention.
A major pivot in the Council’s approach is the planned revival of its role in local planning matters. For approximately two years or more, the Council has largely refrained from engaging in the planning process, despite its status as a statutory consultee. Because some members and the former Clerk felt planning took up too much time.
The Locum Clerk has urged the Council to re-establish an active Planning Committee. With the government’s commitment to increased housing development, the Clerk warned that Oakham is likely to see a surge in applications. Proactive engagement is seen as vital to ensure the local community is represented and that the impacts on roads, schools, and local amenities are properly scrutinised.
The report also addresses significant operational shifts driven by security concerns. Due to increased criminal activity in the area, it is reported two females have been assaulted in Long Row over a two week period, the Town Council office has been closed for solo working, with staff currently operating on a remote-working basis. While the Clerk acknowledged that this is not ideal for a public-facing body, she stressed that "staff welfare has to be the Council’s priority." Security measures including new locks, personal alarms, and updated digital security protocols have already been implemented.
Despite a significant backlog of outstanding resolutions and administrative tasks, the report offers a glimmer of stability.
Cllr Martin Brookes says for far too long the council has passed resolutions and the former Clerk did not act upon the instructions of the council and in many case did as they pleased.
The Locum Clerk noted that she is now working alongside the Acting Deputy Clerk to clear the backlog and prepare for the recruitment of a new Clerk and new Administration Assistant.
The Council is also undertaking a wide-reaching governance review to ensure all policies are robust and current. As the Council meets this Wednesday, the agenda reflects a body attempting to reconcile past failures while building a more transparent foundation for the future.
A Statement from Councillor Martin Brookes
Since my return to Oakham Town Council, I have faced criticism for advocating for transparency and accountability principles I firmly believe should be the standard for our Council. I have found it concerning that when I have questioned why specific actions were taken without Council authority, or why many tasks remain outstanding, these inquiries have been met with unfounded allegations of bullying.
I am pleased to report that our Locum Clerk is currently working diligently to address the significant issues facing the Council. She has estimated that a comprehensive resolution of these matters may take at least a year. I greatly value her commitment to openness and transparency, as we both share the conviction that the public has a fundamental right to be fully informed regarding the operations and decisions of their Town Council.
Our Locum Clerk is also working on a report for council that will recommend a full audit of the councils accounts.
The Clerk’s report
Full Council meeting 8th July 2026
External Audit / CIL
The 2025/26 audit documentation has been submitted to the external auditor and
published on the website.
I drafted a CIL reporting statement for 2025/26 using data from our accounting system
and submitted it to RCC. RCC do not agree with our figures so I will investigate this
further as we need to ensure we know exactly what funds we have and report it
correctly.
UKSPF
It is not clear what UKSPF money Council has received or spent. A meeting has been
arranged for 09.07.26 with myself, the Acting Deputy Clerk, and RCC to discuss further. I
will report back to Council following that meeting.
2 Princess Avenue
The locks have been changed and an invoice sent for outstanding monies.
Budget
I haven’t had time to look at the 2025/26 budget in detail but at a quick glance I can see
that it needs a review as there are items missing off it. I will carry out a review as soon as
I can.
Councillor Resignation
Following the resignation of Cllr Nicholls, a Notice of Casual Vacancy has been
submitted to RCC and access to the OTC email removed.
Assertion 10
All documentation and information has been added to this meeting’s agenda for
Council consideration. More work is needed on the website to ensure accessibility
which I will action shortly.
Planning
I am concerned that Council do not seem to consider planning applications and the
Planning Committee seems to be inactive. I have added this to this meeting’s agenda as
I consider it very important that Council respond to planning applications. I believe
there is a wildlife park application and with the government commitment to build so
many houses, it is possible that Oakham and the surrounding area will receive a lot of
development applications.
Responding to planning applications can help ensure the local community is
represented. Development can have a major impact on local amenities, roads, services,
schools, transport etc. which I feel is important for Council to comment on.
Public Conveniences
The sanitary bins were removed from the public toilets. I am pleased to confirm that the
contract which Council agreed has now been signed. The cleaner very kindly put
temporary bins in situ until the new replacement bins arrive. Sincere thanks are passed
to the cleaner for providing bins.
Governance Review
I have started to undertake the governance review to ensure Council have accurate,
robust, and up-to-date policies in place. Some have been added to this agenda for
Council approval.
Cllr Clark has sent the HR governance documents to the external HR provider for review.
Workload
I have an extensive workload and To Do List which I will continue to work through in
priority order. Most of my time is taken up with agendas, minutes, HR issues, and emails
at the moment.
Staffing
I am extremely pleased to be working alongside the Acting Deputy Clerk again who has
been a tremendous help and is working through clearing down the large backlog of
emails, events, and outstanding actions.
Following the Clerk’s resignation, and Council agreeing to employing temporary
Administration Assistants, I will carry out a recruitment process shortly. With all the
changes in staff I feel it would be very beneficial to carry out a staffing review.
RCC Meeting
I attended a meeting with the Chairman and RCC. RCC are aware of the issues with OTC
and are willing to work with us and support us in any way they can.
Town Council Office
Due to the increased crime, all staff will be homeworking for the time being. No-one is
to be working in the office alone. This is not ideal as the Council should be public facing.
We are investigating options to try and solve this problem. Staff welfare has to be
Council’s priority.
Outstanding Resolutions
The Acting Deputy Clerk has very kindly started compiling a list of meeting resolutions.
We need to go back a few years to ensure that all Council resolutions have been carried
out.
Website
I have started to make improvements to the website but a lot more can be done which I
will continue to work on. We need to ensure that we upload as much information as
possible and adhere to the Transparency Code.
Security
The office locks have been changed, personal alarms have been ordered for staff, the
website and email passwords have all been changed. More work will be done to
continue to improve safety and security.
Samantha Haywood, Locum Clerk
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