11 April 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, D Dodds, M Dyer (Chairman), H Fickling, C Jones, P Lambert (Deputy Chairman) and T Wyse

Ex Officio (Voting) Members – L Emery (Town Mayor) and N Dixon (Deputy Mayor)

To:            All other Members for information

VENUE: Upper Chamber, Thame Town Hall

DATE:     Tuesday 11 April 2017

TIME:      6.30 pm (maximum two hours)

 

Graham Hunt
Clerk of the Council

Date: 5 April 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 Meeting held on 7 February 2017.

Minutes

5. Financial Update

a) Budget Summary: To monitor actual income and expenditure against estimates.
b) Balance Sheet: To note balance sheet as at 28 February 2017.

Budgetary Control

Detailed Balance Sheet

6. Investment Update

To note the summary of the investment performance, subject to arrival in time for the meeting. Last year’s summary to end of March arrived on 21/4/16.

7. Reports from Representatives on External Organisations

To receive reports from the nominated representatives on:

a) Barns Centre (Cllrs Butler and Dodds)
b) Citizens Advice (Cllr Austin)
c) Health Hub (Cllr Champken-Woods)
d) NALC (Cllr Dyer)
e) Thame Business Forum (Cllr Dyer)
f) Thame & District Housing Association (Cllr Butler)
g) 21st Century Thame (Cllr Emery and Fickling)
h) Welfare Trust (Cllr Champken-Woods)

7. Reports – External Organisations

8. Internal Audit

To receive the Internal Audit Second Interim Update Report 2016-17.

8. Report – Internal Audit

Internal Audit Second Interim Update Report 2016-17

9. Disposal of Amenity Land at Pickenfield

To receive a verbal update and agree the sale price of the area of amenity land for possible disposal at Pickenfield.

9. Report – Disposal of Amenity Land at Pickenfield

10. Thame Museum Building Improvement Project

To receive a verbal update.

10. Report – Thame Museum Building Improvement Project

11. Fees and Charges

To approve the proposed Schedule of Charges for 2017-18 for the hire of the Meeting Room, the Upper Chamber and Southern Road Recreational Ground.

11. Report – Fees & Charges

12. Upper Chamber Acoustics

To note that a survey of the acoustics in the Upper Chamber took place on 23 March 2017 and that the suggested recommendations will be considered in due course.

13. Free Use / De-Minimis Delegated Authority

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

a) Red Kite Family Centre free use of meeting room on 6 March 2017
b) Regular free use of meeting room for Oxfordshire Business Enterprises 1:1 advice
c) Lighthouse – annual grass cutting at Show Ground in advance of event
d) Photocopying for East Thame Residents Association AGM
e) Free use of meeting room for off-site Citizens Advice meeting
f) Free use of Upper Chamber for Priest End and Oxford Road RA on 3 May 2017
g) Free use of Upper Chamber for OALC Larger Councils forum on 12 April 2017
h) Free use of Upper Chamber for new Police Community event on 26 April 2017
i) Free use of SRRG for Red Kite Family Centre play day on 22 July 2017
j) Free use of SRRG for Emergency Services day on 13 August 2017

14. Emergency Response Plan

To note that further to the Town Clerk’s email of 17 February 2017 circulated to all Councillors and Staff that the following Emergency Response Plan has been formulated:

In the event of some kind of local or national emergency being declared, the following applies to all Members and Officers of Thame Town Council:

(a) Make yourself available to help if you can;
(b) Use your own common sense to determine appropriate action within your personal limits;
(c) Listen for any communications;
(d) Accept instructions from Category 1 responders i.e. Emergency Services, NHS Bodies and the County Council.

15. Compliments & Complaints

To note the report.

15. Compliments & Complaints 31.03.17

16. For Information

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

16a. CCTV Qtr 4 Report