02 August 2016 – 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 2 August 2016
TIME: 6.30 pm (maximum two hours)
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.
To confirm as a correct record the Minutes of the Committee Meeting held on 19 April 2016 and 10 May 2016.
5. Financial Update
a) Budget Summary: To monitor actual income and expenditure against estimates.
b) Balance Sheet: To note balance sheet as at 30 June 2016
c) Training: To note that Financial Training, attended by 7 Councillors and 5 Officers was executed on Tuesday 5 July 2016.
6. Financial Overspends
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.
8. Thame Barns Centre
To receive the Annual Report and 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)
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.
To receive a verbal update and to note the Town Clerk’s paper on the topic.
13. SODC Economic Development Projects
To receive an update on the status of various SODC Economic Development Projects proposed for Thame.
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.
15. Thame Museum Building Improvement Project
To receive a verbal update.
16. Metal Detecting Policy
To review and approve a proposed metal detecting policy.
17. Land Acquisition and Disposal Policy
To approve updates to the Land Acquisition and Disposal Policy.
18. IT Policy
To approve updates to the 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.
b) Summary of Insurance Schedule 2016-17
c) Letter – Thame Swimming Club