14 February 2017 – Agenda
SUMMONS TO ATTEND A
MEETING OF THAME TOWN COUNCIL
TO: All Members of Thame Town Council
VENUE: Upper Chamber, Thame Town Hall
DATE: Tuesday 14 February 2017
TIME: 6.30 pm (maximum two hours)
Cllrs B Austin, D Bretherton, D Butler, N Champken-Woods, P Cowell,
M Deacock, N Dixon, D Dodds, M Dyer, L Emery, H Fickling, C Jones,
P Lambert, A Midwinter, M Stiles and T Wyse
Clerk of the Council
Date: 8 February 2017
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. Civic Announcements
To receive the report of the Mayor and any such communications as the Mayor may wish to lay before the Council.
4. 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.
5. Thames Valley Police
To receive a verbal update from Inspector Mark Harling and Sergeant Vicky Hoskin on policing in Thame. Questions will be able to be put by Councillors and Members of the Public present.
6. Thame Community Hospital
To receive a verbal update from representative(s) of Buckinghamshire Healthcare NHS Trust on the Thame Community Hospital and the development of community hubs. Questions will be able to be put by Councillors and Members of the Public present.
7. Report from County Councillor N Carter
To receive the report of County Councillor N Carter (5 minutes maximum).
8. Reports from South Oxfordshire District Councillors
To receive reports from Cllrs N Champken-Woods, D Dodds and J Matelot Green (Maximum of 5 minutes each).
9. Notices of Motion
To consider any motions in the order in which they were notified.
10. Members Questions (under Standing Order 11)
A Member may ask the Mayor any questions concerning the business of the Council.
To approve as a correct record the Minutes of the Council Meeting held on 17 January 2017.
12. Policy & Resources Committee
To note the minutes and consider any recommendations arising from the meeting on 7 February 2017.
13. Community, Leisure & Recreation Committee
To note the minutes and consider any recommendations arising from the meeting on 24 January 2017.
14. Planning & Environment Committee
To note the minutes and consider any recommendations arising from the meetings on 29 November 2016, 20 December 2016, 10 January 2017 and 31 January 2017.
15. Neighbourhood Plan Continuity Committee
To note the minutes and consider any recommendations arising from the meetings on 20 December 2016 and 31 January 2017.
16. Effectiveness of Internal Control / Financial Risk
To approve the measures taken to mitigate financial risks and to review the effectiveness of internal control.
Report – Effectiveness of Internal Control
Financial Risk Assessment – 1. Administration
Financial Risk Assessment – 2. Banking and Investments
Financial Risk Assessment – 3. Expenditure
Financial Risk Assessment – 4. Grants
Financial Risk Assessment – 5. Income
Financial Risk Assessment – 6. Insurance
Financial Risk Assessment – 7 Payroll and Allowances
Financial Risk Assessment – 8 Internal Audit
17. Internal Audit Programme
To approve the Annual Internal Audit Programme of Work for 2017-18.
Report – Internal Audit Programme
Internal Audit – Outline Programme 2015-2020
18. Thame and District Day Centre – External Organisation Representative
Given the financial support provided to the Thame and District Day Centre in the 2017-18 budget, to consider a Councillor nomination for the Thame and District Day Centre trustees (as another external organisation), reporting into the Community, Leisure and Recreation Committee.
19. Unitary Authority “Consultation” – A Fresh Start for Oxfordshire
Further to the e-mail circulated to all Councillors on 19 January 2017, to note that Cllrs Mary Stiles, Helena Fickling and Mike Dyer met with the Town Clerk on 6 February to formulate a response to the “consultation”. To delegate responsibility for submission of a response, by the deadline of 28 February 2017, to the Town Clerk, in consultation with those three Councillors.
A fresh start for Oxfordshire – Exec Summary
20. Town Centre Sports Event
Following on from the successful town centre street cricket event in June 2016, to note that discussions are underway on the potential for a more wide ranging sporting event, on a similar basis, on the evening of Friday 23 June 2017. As before, this would require mid-afternoon closure of the High Street Car Park.
21. Community Facilities Working Group – Requirement Gathering Consultation
To note that the engagement of Leap Design Group by the Community Facilities Working Group to professionally establish up-to-date requirements for a Community Facility, (as approved by the Neighbourhood Plan Continuity Committee on 31 January 2017), requires the waiving of Financial Regulation 11.1 (i). It was not possible to obtain three separate priced quotations as the work required builds on separate work already executed by Leap Design Group within Thame and was therefore more cost effective than starting from scratch with another supplier. Such waiving of regulations is formally reported to Council in line with Financial Regulation 11.1 (d).