01 August 2017 – Agenda

SUMMONS TO ATTEND A MEETING OF POLICY & RESOURCES COMMITTEE

TO:All Members of the Policy & Resources Committee
Cllrs B Austin, D Bretherton, D Butler, N Champken-Woods (Deputy Chairman), N Dixon, D Dodds, M Dyer (Chairman), H Fickling, C Jones and P Lambert      Ex Officio (Voting) Members – T Wyse (Town Mayor) and L Emery (Deputy Mayor)

To:            All other Members for information

VENUE: Upper Chamber, Thame Town Hall 

DATE:    Tuesday 1 August 2017

TIME:     6.30 pm (maximum two hours)

 

 

Graham Hunt

Clerk of the Council

Date: 26 July 2017

 

A G E N D A 

1.  Apologies for Absence

2. Declarations of Interest and Dispensations

To notify of any items that appear in the agenda in which there may be an interest that has not been recorded in the Member’s Register of Interest; and confirmation of any relevant dispensations.

3. Public Participation and Public Questions

To consider applications from members of the public to address the Committee (5 minutes maximum), in respect of any item of business included in the agenda.  Applications to speak must have been received by the Town Clerk no later than 5pm on the last working day preceding the meeting.

To consider questions from members of the public (who live, work or run a business in the Parish).  Written questions must have been received by the Town Clerk no later than 4pm on the last working day preceding the meeting.

4. Minutes

To confirm as a correct record the Minutes of the Committee Meetings held on 11 April 2017 and 9 May 2017.

Minutes 11 April 2017

Minutes 9 May 2017

5. Financial Update

a) Budget Summary: To monitor actual income and expenditure against estimates.

Budget Summary

b) Balance Sheet: To note balance sheet as at 30 June 2017.

5b. Detailed Balance Sheet

6. Financial Overspends

To note:

a) Town Hall Furniture / Equipment:  Locks failed on both the Chamber Cabinet and the Fireproof Safe.  Security is paramount.  Replacement cost was £345 over the available budget of £500 which will be funded from General Reserves.

7. Investment Update

To note the summary of the investment performance.

7. Portfolio Performance Summary

8. Fixed Term Deposits

To note that in line with the Investment Strategy, and specific past resolutions re Treasury Management, that the Council has transferred the £200,000 that matured on 6 July 2017 into a 32 day notice account at 0.32%.  Interest rates will be watched closely and the opportunity taken to transfer again should there be a better offer that materialises.

9. Members Allowances

To note that the outcome from the District Council Independent Remuneration Panel, which met in January 2017, wrote its report in February 2017 and was ratified by the District Council in May 2017, was received by Thame Town Council on 18 July 2017.  If relevant, an item to review Members Allowances will be tabled at the Council meeting on 15 August 2017.

10. Thame Barns Centre

To receive the Annual Report and Accounts.

Thame Barns Centre – YE Accounts 31-03-2017

11. Reports from Representatives on External Organisations

To receive reports from the nominated representatives on:

11. Reports – External Organisations

a) Barns Centre (Cllrs Butler and Dodds)

b) Citizens Advice (Cllr Austin)

c) Health Hub (Cllr Champken-Woods)

11c. Requirements of a Community Wellbeing Hub in Thame

d) NALC (Cllr Dyer)

e) Red Kite Family Centre (Cllrs Emery & Wyse)

11e. Red Kite Family Centre Report to TTC July 2017

f) Thame Business Forum (Cllr Dyer)

g) Thame & District Day Centre (Cllr Midwinter)

h) Thame & District Housing Association (Cllr Butler)

i) Thame Youth Memorial Trust (Cllr Lambert)

j) 21st Century Thame (Cllr Emery and Fickling)

k) Welfare Trust (Cllr Champken-Woods)

12. Depreciation of Fixed Assets Policy

To adopt the updated Depreciation of Fixed Assets Policy.

12. Report – Fixed Asset Depreciation Policy

12a. Fixed Asset Depreciation Policy 01.08.17

13. Sponsorship Policy

To adopt the updated Sponsorship Policy.

13. Report – Sponsorship Policy

Sponsorship Policy

14. Social Media and Media Relations Policy

To review and approve the combined and updated Social Media and Media Relations Policy.

14. Report – Social Media & Media Relations Policy

Social Media and Media Relations Policy

15. Promotional Signs and Structures on the Highway Policies

15. Report – Promotional Signs and Structures on the Highway Policy

a) To review and approve the new Promotional Signs Policy

Promotional Signs Policy

Application Form – V4

b) To review and approve the new Structures on the Highway Policy.

Structures on the Highway Policy

16. Thame Museum Building Improvement Project

To receive a verbal update.

Report – Thame Museum Building Improvement Project

17. Town Council Website

To receive a verbal update on the integrated business solution for the Town Council’s website.

18. Upper Chamber Acoustics

To note that having reviewed in detail the recommendations from the survey of the acoustics in the Upper Chamber it is clear that further clarification of the recommendations is required.  We may work on a short term interim solution in the meantime.

19. Memorial Bench at Southern Road Recreation Ground

To receive a verbal update.

19. Report -Memorial Bench

20. Flag Flying

To note that the new Town Flag was raised on 26 July 2017.

To note that the Red Ensign will be flown on Merchant Navy Day, 3 September 2017.

To approve that the Town Clerk be given delegated authority (in discussion with the Town Mayor) to fly the Union Flag at half mast when it is deemed appropriate to do so.

21. Free Use / De-Minimis Delegated Authority

To note that the Town Clerk, through De Minimis delegated authority, has granted the following:

a) Offered 2 x 3 hour free use (8am-11am) of Upper Chamber to SODC Economic Development Team for Small Business Workshops – not yet taken up.

b) Free use of meeting room (1.5 hours) for Red Kite Community Forum on 8 June 2017 and 11 September 2017.

c) Free use of the Upper Chamber for Briefing for Thame Town Music Festival (TTMF) on 6 July 2017.

d) Free use of the Upper Chamber & Meeting room plus parking facility at Southern Road Recreation Ground for TTMF on 8 July 2017.

e) Free use of meeting room (3 hours in evening) for Citizens Advice Trustee meeting on 18 July 2017.

f) Free use of Upper Chamber for electric blanket testing on 19 October 2017.

g) Regular free use of the meeting room for Shopwatch  – Police and Retailers.

h) Waived  £90 scout contribution to Cess Pit clearance at the changing rooms at Southern Road Recreation Ground.

i) Support with rubbish clearance at St Mary’s Churchyard on 22 June 2017, including provision of two skips at a cost of £350.

j) Free use of Upper Chamber for Florence Nightingale Hospice Festive Fun Run on 3 December 2017.

k) Offered Upper Chamber at charity as opposed to commercial rate for non-charitable NHS Diabetes Prevention Programme – to be confirmed.

l) Free use of Upper Chamber (3 hours in evening) for Stones Close Allotments AGM on 25 September 2017.

m) Free use of Upper Chamber (3.5 hours in evening) for Sinaia Twinning Wine Tasting event on 29 November 2017.

22. Parking Attendant

To note that Saturday Car Park Attendant’s last day of employment was 22 July 2017.  The recruitment process is underway and it is hoped to fill the vacancy as soon as possible.  In the interim Saturday cover will be provided where possible by members of the Car Parking team.

23. Open Doors Event

To note that the event organisers took the decision to cancel the Open Doors Event planned for 1 July 2017.

24. For Information

a) CCTV Quarterly Update – subject to arrival in time for the meeting.

b) Summary of Insurance Schedule 2017-18.

24b. Summary Insurance Schedule 2017-18