02 August 2016 – Agenda


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 2 August 2016

TIME:     6.30 pm (maximum two hours)


Graham Hunt
Clerk of the Council

Date: 27 July 2016



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 19 April 2016 and 10 May 2016.

Minutes – 19 April 2016

Minutes – 10 May 2016

5. Financial Update

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

Budgetary Control – June

b) Balance Sheet: To note balance sheet as at 30 June 2016

Detailed Balance Sheet – Month 3

c) Training: To note that Financial Training, attended by 7 Councillors and 5 Officers was executed on Tuesday 5 July 2016.

6. Financial Overspends

To note:

a) Tree Grilles in Upper High Street: Under Standing Order 25.0 additional funding of up to £7,526.21 has been authorised to allow the successful completion of the project as communicated to all Councillors on 29 June 2016. The total Thame Town Council contribution of up to £15,693.76 will come from the Capital Receipts Reserve.

b) Carnival Float and Beacon Event: These two additional activities had been authorised by Council (Financial Regulation 4.2) and total net cost, to be funded from General Reserves was £229.61 and £230.77 respectively.

c) Recruitment: The recruitment costs for the full time Neighbourhood Plan Continuity Officer were £1,775. The recruitment costs for the Community Project Support Officer are £910. Further costs are likely (up to £800) for recruitment of the Market Town Co-Ordinator. These costs have all been approved by the Town Clerk under Financial Regulation 4.5. Agreed budget was £1,000 and excess over budget will be funded from General Reserves.

7. Investment Update

To note the summary of the investment performance, which also reflects a pull-down of £90,000 to finance the loan to the Rugby Club from 15 June 2016.

Portfolio Investment Performance Summary

8. Thame Barns Centre

To receive the Annual Report and Accounts.

Thame Barns Centre – Annual Report Statement of Accounts

9. Reports from Representatives on External Organisations

To receive reports from the nominated representatives on:

a) Barns Centre (Cllrs Butler and Dodds)
b) Citizens Advice Bureau (Cllr Austin)
c) Health Summit (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)

Report – External Organisations

10. Community Project Support Officer

To receive a verbal update on the replacement recruitment of the Community Project Support Officer.

11. CCTV Agreement

To approve a one year extension (with a further one year extension option) to the existing CCTV agreement.

Report – CCTV

Current CCTV 10 Year Agreement

12. Devolution

To receive a verbal update and to note the Town Clerk’s paper on the topic.

Report – OCC – Devolution of Services

13. SODC Economic Development Projects

To receive an update on the status of various SODC Economic Development Projects proposed for Thame.

Report – SODC Economic Development Projects

14. Town Stocks

To discuss next steps following the question raised to Council about the potential installation of a set of stocks in the town.

Report – Town Stocks

15. Thame Museum Building Improvement Project

To receive a verbal update.

Report – Thame Museum Building Improvement Project

Appendix 1

16. Metal Detecting Policy

To review and approve a proposed metal detecting policy.

Metal Detecting Policy

17. Land Acquisition and Disposal Policy

To approve updates to the Land Acquisition and Disposal Policy.

Report – Land Acquisition and Disposal Policy

Land Acquisition and Disposal Policy

Disposal of Public Open Space Land Procedure

18. IT Policy

To approve updates to the IT Policy.

Report – IT Policy

IT Policy

19. Health & Safety

To note that the 6-monthly Health and Safety visit from Ellis Whittam took place on Wednesday 20 July 2016 with no significant matters requiring Council action.

20. Town Council Website

To note the new Town Council website went live on 5 July 2016.

21. For Information

a) CCTV Quarterly report.

CCTV Q1 2016 Report

b) Summary of Insurance Schedule 2016-17

Summary Insurance Schedule 2016-17

c) Letter – Thame Swimming Club