3 February 2026 – Minutes
THAME TOWN COUNCIL
Minutes of a Meeting of the Corporate Governance Committee held on 3 February 2026 at 6.30pm in the Upper Chamber, Thame Town Hall.
Present:
Cllrs D Bretherton, P Cowell (Deputy Chair), D Dawson (Deputy Mayor), A Dite, M Dyer (Chair), D Dodds, S McGarry, H Richards, P Swan, A Wainwright and W Wilde.
Non Voting
Officers
M Sturdy, Town Clerk
K Slater, Corporate Services Manager & Responsible Financial Officer (RFO)
J Doherty, Committee Services Officer
1) Apologies for Absence
Apologies for absence received from Cllr Gilbert (council business).
RESOLVED:
i) To accept the apologies and reason given from Cllr Gilbert (council business).
2) Declarations of Interest and Dispensations
There were no declarations of interest or dispensations.
3) Public Participation and Public Questions
There were no applications to address the Committee.
There were no questions put to the Committee.
4) Minutes
Cllr Richards arrived during this item.
The Minutes of the Committee Meeting held on 4 November 2025 were received.
RESOLVED that:
i) The minutes of the meeting held on 4 November 2025 are confirmed as a correct record, and signed by the Chair.
5) Financial Update
a) Budget Summary: The committee monitored actual income and expenditure against estimates up to 31 December 2025.
b) Balance Sheet: The committee noted the balance sheet as of 31 December 2025.
c) Earmarked Reserves: The committee received the latest EMRs. The Committee noted that the Earmarked Reserves report was excellent, the detail, comments and the annotation details enabled a thorough and detailed review.
d) Payments: The committee received the list of regular payments in line with Financial Regulation 6.8.
Officer noted that some of the S106 developer funds £593,875.69 has been received from SODC for Project Link. Monies will be deposited in high interest saving account providing additional income from interest accrued.
6) Financial Overspends
The committee received a report of the financial overspends against budget line items (greater than the agreed de minimis of £100 / 5%) which have been recorded since the last meeting.
7) Investment Update
The committee noted the summary of the investment performance and noted that the investments are performing well.
8) Investment Manager Review
Cllr Swan arrived during this item.
The Committee discussed the Investment Management Contract. Three proposals were considered by the Investment Working Group; Company A was recommended for appointment. The Investment Policy requires contract review every four years. The new contract begins 1 April 2026. An Investment Update reported improved performance. It was noted that few firms serve the public sector, so more research will need to be undertaken prior to the next review.
All supported the Officer recommendation.
RESOLVED:
i) To award Company A the 4-year contract from 1 April 2026 to 31 March 2030.
9) Utilities Report
Report noted which shows a little hike in the electricity. Whilst prices have been renegotiated the usage of the Upper Chamber has increased, which has increased consumption from heating use. Noted that the water usage has increased, Officer believes that this is due to increase usage of the Upper Chamber by external hires and during the closure of the Market House toilets there was an increased use of the Disabled WC at the Town Hall.
Whilst the utilisation of the Upper Chamber has dramatically increased a Cllr queried if the additional cost of utilities still provides an income. The Officer will provide a comparison for the next Corporate Governance committee meeting.
10) Health and Safety Audit
Noted the Health and Safety Audit for both the Town Hall and the Depot.
In the future Health and Safety Audits reports will only be issued to Environment and Assets Committee. Corporate Governance will report only on policies and procedures for Health and Safety.
The report notes a few minor remedial items to attend to which are underway.
A Cllr queried Depot issues raised, with several issues with deadlines. The Officer believes that urgent items are being addressed; responsibility is with Operations Manager. The Officer noted that the Health & Safety advisor might have missed some key information as documentation exists; however, this will be reported in detail and minuted at the next Environment and Assets Committee meeting.
11) Council Policies
The Display Screen Equipment, Business Continuity Action Plan and Business Continuity Strategy policies were presented and had been reviewed in line with updates to legislation, with amends shown in different coloured text.
The Officer clarified that the Display Screen Equipment assessment is managed by employees and is an annual assessment of workstations, with checklists completed and retained supporting both home and office workstations.
Cllrs queried to what extent the Council fund and supply equipment required for working at home. The Council provide equipment as determined via the checklist and guidance. Items required include, for example, full size keyboards and wrist supports which have been provided. The Health & Safety budget allocates funds to these necessary items.
Cllrs queried the contribution to glasses, and payment for eye tests. Eye tests are required to be provided to those employees who are required to use computers to fulfil duties. This is in line with regulations.
Business Continuity Action Plan. The Officer confirmed paper copies of this are held securely. Cllrs suggested the Business Continuity Action Plan be tested and reviewed periodically. The Officer advised the committee that Town Council full team meetings to update staff on policy information are underway and over the next 12 months all policies will be reviewed with staff.
A Cllr queried plans for a cyber-attack. The Officer confirmed documentation is held securely and responses depend on the scale of the incident. The Local Emergency Plan, currently being updated, includes cyber-attack response procedures and requirements for scenario testing.
Business Continuity Strategy noted.
All supported and agreed with the detailed updates.
RESOLVED THAT:
i) To approve the Display Screen Equipment Policy
ii) To approve the Business Continuity Action Plan
iii) To approve the Business Continuity Strategy
The meeting concluded at 7.01pm
Signed ………………………………
Chair, 5 May 2026