01 November 2022 – Agenda


TO: All Members of the Policy & Resources Committee

Cllrs B Austin, D Bretherton, N Champken-Woods, D Dodds (Deputy Chairman), M Dyer (Chairman), H Fickling, A Gilbert, K Gregory, A Midwinter, H Richards

Ex Officio (Voting) Members – P Cowell (Town Mayor) and A Dite (Deputy Mayor)

To all other Members for information

VENUE: Upper Chamber, Thame Town Hall

DATE: Tuesday 1 November 2022

TIME: 6.30 pm (maximum two hours)

Mandy Sturdy
Clerk of the Council

Date: Wednesday 26 October 2022





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 Investment Portfolio

To receive an annual report presentation from Rathbone Brothers plc and to note the summary of the investment performance.

4a. Thame Town Council – Investment Portfolio Review – 25.10.22 [PDF]

4b. Portfolio Performance Summary [PDF]


5 Minutes

To confirm as a correct record the Minutes of the Committee Meeting held on 30 August 2022.

Minutes – 30 August 2022


6 Financial Update

  1. Budget Summary: To monitor actual income and expenditure against estimates.
  2. Balance Sheet: To note balance sheet as of 30 September 2022.
  3. To note the petty cash has been checked by Cllr Cowell and the account balances.

6a. P&R Budgetary schedule to September 2022 [PDF]

6b. Detailed Balance Sheet 30.9.22 [PDF]


7 Financial Overspends

To note the following financial overspends against budget line items (greater than the agreed de minimis of £100 / 5%) have been recorded since the last meeting:

  1. Gas supplies £850.00 over budget as at 30.9.22
  2. Water supplies £100 over budget as at 30.9.22
  3. Staff Training £1100 over budget as at 30.9.22
  4. Fire Equipment (extinguisher refills & new blankets) £250 over budget


8 Internal Audit

To receive the First Interim Internal Audit Report 2022-23.

8. Report – First Interim Internal Audit [PDF]

8a. TTC First Interim Audit Report 2022-23 [PDF]


9 Health & Safety

To receive the findings of the Air Quality survey in the Town Hall.

9. Report – Town Hall Air Quality [PDF]

9a. Air Quality Winter Report Dec 2021 [PDF]

9b. Air Quality Summer Report July 2022 [PDF]


10 Council Policies

To approve the following updated / reviewed Council Policies:

  1. Loans Policy
  2. Community Engagement
  3. Emergency Response Plan
  4. Officers’ Code of Conduct
  5. Play Area Inspections
  6. Working at Height

10a. Loan Policy [PDF]

10b. Community Engagement Policy [PDF]

10c. Emergency Response Plan [PDF] 

10d. Officer Code of Conduct [PDF]

10e. Play Area Inspections Policy [PDF]

10f. Working at Height Policy [PDF]


11 Local Government Pension Scheme – Pensions Discretions Policy / Terms of Reference

To review and approve the updated LGPS Pensions Discretions Policy and LGPS Terms of Reference.

11a. LGPS Pension Discretions [PDF]

11b. LGPS Terms of Reference [PDF]


12 Marking the Death of a Senior National Figure Procedure

To approve the updated procedure.

12. Marking the Death of a Senior National Figure Procedure [PDF]


13 Information Centre Opening Hours

To agree, in principle, to open the Information Centre on Saturdays from April 2023 subject to a more detailed analysis of current and future community need.

To note that the Town Hall will be closed from 4pm on Friday 23 December 2022 to 9am on Tuesday 3 January 2023. The usual provision of notices / emergency telephone number will be provided, and some officers may choose to work on the closure days.


14 Phone Box outside the Town Hall

To receive an update and consider any relevant actions.

To note that Officers have submitted a listed building application to install a defibrillator inside the Phone Box outside the Town Hall.

14. Report – Adopt a Kiosk [PDF]


15 War Memorial – Additional Names

To receive an update and consider any relevant actions.

15. Report – War Memorials – Additional Names [PDF]


16 Thame Barns Centre

To receive the Annual Report and Accounts as presented to and approved at the Barns Centre AGM on 26 July 2022.

To receive a verbal update.

16a. Minutes of AGM 26 July 2022 [PDF]


17 Town Guide

To receive an update and consider any relevant actions.

17. Report – Thame Town Guide [PDF]


18 Reports from Representatives on External Organisations

To receive reports from the nominated representatives on:

  1. Barns Centre (Cllrs Deacock and Dodds)
  2. Citizens Advice (Cllr Austin)
  3. Health Hub (including Community Hub Pilot) (Cllrs Champken-Woods and Richards)
  4. NALC (Cllr Dyer)
  5. Red Kite Family Centre (Cllr Emery)
  6. Thame Business Forum (Cllr Dyer)
  7. Thame Senior Friendship Centre (Cllr Midwinter)
  8. Thame & District Housing Association (Cllr Emery)
  9. Thame Youth Memorial Trust (Cllr Dyer)
  10. Thame Youth Projects Group (Cllr Bretherton)
  11. 21st Century Thame (Cllr Fickling)
  12. Welfare Trust (Cllr Champken-Woods)

18. Reports – External Organisations [PDF]


19 Thame Museum

To receive an update and consider any relevant actions.

To note the planning application to extend the museum has been received at South Oxfordshire District Council and is awaiting registration.

19. Report – Thame Museum[PDF]


20 Town Hall Telephone System

To note that the new system was installed on 26 August 2022 and is now operational.


21 Website Support & Hosting Contract

To note that positive discussions have been held with the current supplier and work is underway within the existing support contract hours to resolve various matters that have been highlighted. Given that the current level of service is satisfactory and costs are comparable to other suppliers, Officers consider that at present changing suppliers would not be a good use of Officer time or resources.


22 Compliments & Complaints

To note the report for April 2022 to September 2022.

22. Compliments & Complaints 30.09.22 [PDF]


23 Free Use / De Minimis Delegated Authority

To note the report of the Free Use 2022-23 (and equivalent cost) granted by the Town Clerk through Free Use / De Minimis delegated authority.

23. Free Use of Facilities 2022 – 23 [PDF]


24 For Information

To note the following:

  1. CCTV Half Yearly Report: 1 April 2022 – 31 October 2022. If the report is not available for the meeting, it will be circulated via e-mail post-meeting.