12 February 2019 – Agenda


TO: All Members of the Policy & Resources Committee

Cllrs B Austin, D Bretherton, D Butler, N Champken-Woods, M Deacock,
N Dixon, D Dodds, M Dyer (Chairman), H Fickling and P Lambert (Deputy Chairman)

Ex Officio (Voting) Members – A Midwinter (Town Mayor) and L Emery (Deputy Mayor)

To:            All other Members for information

VENUE: Upper Chamber, Thame Town Hall

DATE:    Tuesday 12 February 2019

TIME:     6.30 pm (maximum two hours)


Graham Hunt
Clerk of the Council

Date: 6 February 2019



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 30 October 2018.


5. Financial Update

a) Budget Summary: To monitor actual income and expenditure against estimates.
b) Balance Sheet: To note balance sheet as at 31 December 2018.
c) To note that there are no further overspends to report since the last meeting of the Committee.
d) To note that the £100,000 in a 12 month fixed term deposit at United Trust Bank was reinvested for a further 12 month term from 3 December 2018 at 1.7%
e) To note that and additional £35k loan has been made to the Rugby Club, in line with previous resolutions.
f) To note that following financial review of existing supplier contracts, the following supplier changes have been made:
        i. Town Hall / Depot / SRRG electric to SSE (from E.ON) from 1/4/19 (saving           £600-£800pa)
       ii. Photocopier to Ricoh (from Minolta) on 31/1/19, still via CCS (saving                     £700pa)

5a. P&R Budgetary Control to 31.12.18

5b. Balance Sheet – 31.12.18

6. Investment Update

To note the summary of the investment performance.

6. Portfolio Performance Summary

7. Internal Audit

To receive the Second Internal Audit Interim Update Report 2018-19 following the audit visit on 17 January 2019.

7. Report – Internal Audit

7a. 2nd Interim Audit Report 2018-19

8. Investment Strategy

To review and approve the updated Investment Strategy.

8. Report – Investment Strategy

8b. Investment Strategy 12.02.19

8a. Guidance on Local Government Investments March 2018

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 (Cllr Austin)
c) Health Hub (including Community Hub Pilot) (Cllr Champken-Woods)
d) NALC (Cllr Dyer)
e) Red Kite Family Centre (Cllrs Emery & Wyse)
f) Thame Business Forum (Cllr Dyer)
g) Thame & District Day Centre (Cllr Midwinter)
h) Thame & District Housing Association (Cllr Butler)
i) Thame Youth Memorial Trust (Cllr Lambert)
j) Thame Youth Projects Group (Cllr Fickling)
k) 21st Century Thame (Cllr Emery and Fickling)
l) Welfare Trust (Cllr Champken-Woods)

9. Reports – External Organisations

10. Health & Safety Visit

To note the annual Health & Safety visit by Ellis Whittam is scheduled to take place on 13 February 2019, with a new consultant.

11. Graffiti Removal Policy

To review and approve the unchanged Graffiti Removal Policy.

11. Report – Graffiti Removal Policy

11a. Appendix 1 – Graffiti Removal Policy

11b. Appendix 2 – Graffiti Policy – Skate Park

12. Parking Enforcement – 2 Hour On-Street Free Parking

To note that Oxfordshire County Council have re-confirmed that there is no legal route for the Town Council to take on enforcement of the 2 hour limited on-street free parking in Thame, but have offered to meet to discuss how use of the spaces can be better controlled.

13. Excess Charge Tickets – Online Payments

To note that as an additional customer service, online excess charge ticket payment is now available on a 24 hour basis via the Town Council website.

14. Foodbank

To note that the Foodbank operated by Sharing Life Trust has ceased use of the disused Council goal storeroom attached to the Scout building at Southern Road. The Foodbank has been in this location since 2012 but due to significant growth over the years has found it difficult to maintain their storage and operations from the storeroom and have relocated to larger premises within the town.

15. Free Use / De-Minimis Delegated Authority

To note that the Town Clerk, through De Minimis delegated authority, has granted the following:

a) Use of the Upper Chamber at charity rate for social media training on 7/2/19
b) Free use of Upper Chamber for a police training event on 25/3/19
c) Free use of the meeting room for MiTP ticket selling on 27/4/19 and 4/5/19
d) Free use of SRRG for Red Kite Family Centre Thame Play Day on 20/7/19

16. For Information

a) CCTV update:

i. Q3 Operational Report attached.
ii. The next CCTV Management Meeting has been postponed until 6/6/19 – further volunteer Councillors still needed.
iii. Contract discussions continue with more detail still awaited on precise camera specifications, the appropriate deployment of PTZ versus 4/6 head cameras and the exact date of switch-over to digital. There is now agreement to include a Technical Review in the Contract, which would cover the missing detail.

16a. CCTV Thame Q3 report