13 February 2018 – Agenda


TO: All Members of the Policy & Resources Committee

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

Ex Officio (Voting) Members – T Wyse (Town Mayor) and L Emery (Deputy Mayor)

To:            All other Members for information

VENUE: Upper Chamber, Thame Town Hall

DATE:    Tuesday 13 February 2018

TIME:     6.30 pm (maximum two hours)


Graham Hunt
Clerk of the Council

Date: 7 February 2018


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 31 October 2017.


5. Financial Update

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

5a. P&R Budgetary Control to 31.12.17

b) Balance Sheet: To note balance sheet as at 31 December 2017.

5b. Balance sheet 31.12.17

6. Financial Overspends

To note that Oxfordshire County Council have invoiced the £11,395 (plus index-linking) s278 Maintenance Charge relating to the Thame Football Partnership, as authorised by the sealing of the agreement at the Council meeting on 24 August 2010. The final charge of £12,915.09 will be met from General Reserves as an unbudgeted cost.

7. Investment Update

To note the summary of the investment performance.

7. Portfolio Performance Summary

8. Investment Strategy

To approve the Investment Strategy.

8. Report – Investment Strategy

8a. Investment Strategy

9. Fixed Term Deposits

To note that in line with the Investment Strategy, and specific past resolutions re Treasury Management, that:

a) On 1 December 2017 the Council invested £100,000 in a 12 month fixed term deposit at United Trust Bank at 1.45% (in line with intention reported on 31 October 2017).

b) On 25 January 2018, the Council gave notice on its 32 day notice account to transfer £50,000 of its £450,000 core balance to assist with cash flow / forward funding of cricket pavilion.

10. Internal Audit

To receive the Internal Audit Interim Update Report 2017-18.

10. Report – Internal Audit

10a. Internal Audit Interim Update Report 2017-18

11. 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 (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) 21st Century Thame (Cllr Emery and Fickling)
k) Welfare Trust (Cllr Champken-Woods)

11. Reports – External Organisations

12. Replacement Boiler for the Town Hall

To consider the purchase of a replacement boiler for the Town Hall.

12. Report – Town Hall Boiler

13. Replacement Radio System for the Maintenance Team.

To consider the purchase of a replacement radio system for the Maintenance Team.

13. Report – Radio System

14. Display Screen Equipment Policy

To review and approve the new Display Screen Equipment Policy.

14. Report – Display Screen Equipment

14a. Display Screen Equipment Policy

15. Holding an Event on Town Council Land Policy

To review and approve the revised Holding an Event on Town Council Land Policy.

15. Report – Holding an Event on TTC Land

15a. Holding an Event on TTC Land

16. Thame Museum Building Improvement Project

To note that Thame Museum Trust have submitted a grant request to the Heritage Lottery Fund for £452,000.

17. Town Council Website

To receive a written update on the integrated business solution for the Town Council’s website.

17. Report – Website

18. Upper Chamber Acoustics

To receive a verbal update on the progress towards improving the Upper Chamber Acoustics.

19. Memorial Bench at Southern Road Recreation Ground

To receive any relevant update from Cllr David Bretherton.

20. Disposal of Amenity Land at Cromwell Avenue / Webster Close

Following a survey of local residents, to consider a request to sell land at the rear of Cromwell Avenue.

20. Report – Disposal of Amenity Land

20a. Appendix 1 – Land Acquisition and Disposal

20b. Appendix 2 – Disposal of Amenity Land

21. Health and Safety Visit Outcomes

To note the General Risk Assessment Report and the Safety Action Plan.

21. Report – Health and Safety Visit Outcomes

21a. H&S – General Assessment Report 2018

21b. H&S – Safety Action Plan 2018

22. Citizens Advice Business Continuity

To consider a request from Citizens Advice to use the Town Hall for a short period in the event of any emergency which resulted in Market House being unavailable. We already provide a lesser service for 2 other organisations (Upper Chamber as holding point for St Joseph’s children / Depot in Lupton Road as secondary option for Fire Service).

23. Free Use / De-Minimis Delegated Authority

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

a) Charity rate offered for new community orchestra initiative – not yet a charity.
b) Free use of meeting room for Safari – 2 hours on 10/11/17.
c) Free use of Upper Chamber for Business Forum on 5/12/17.
d) 4 stalls free of charge at minimal Farmers Market on 9/1/18.
e) Free use of Upper Chamber for 21st Century Thame on 18/1/18.
f) Permission for WI filming in Upper Chamber, subject to £50 donation to Mayor’s Charity on 18/1/18.
g) Free use of Upper Chamber for Taste of Thame public meeting on 15/3/18.
h) Annual Emergency Services Day – SRRG on 29/7/18.
i) 50% discount to regular bookers WI for a one-off all day event on 17/9/18.
j) 50% discount to charitable external organisation Citizens Advice for monthly team meetings.

24. High Street Car Parks

To note that officers are progressing the remarking of lines in the Upper High Street and High Street car parks which will involve each car park being closed for two consecutive days.

25. Staffing Update

a) To note that Mr Christopher Truran (Chris) and Mr Anthony Collingwood (Tony), commenced employment as Maintenance Assistants in the Maintenance Team on 2 January 2018 and 1 February 2018 respectively.

b) To note that Mr Roy Edwards retired as Town Hall Caretaker on 31 December 2017 and that Mr Mikael Holopainen commenced employment as Town Hall Caretaker on 5 January 2018.

c) To note that Saturday Car Park Attendant Roberta Silva’s last day of employment was 27 January 2018. The replacement recruitment process is underway. In the interim Saturday cover will be provided where possible by other members of the Car Parking team.

26. Oxfordshire Pension Fund Administration Strategy Statement – Service Level Agreement

To note that the Oxfordshire Pension Fund Administration Strategy Statement – Service Level Agreement (as initially approved by the Personnel Committee on 4 November 2014 and then Council on 17 March 2015) is being revised following a consultation process. The Office Administration Manager and the Town Clerk (as Proper Officer) will progress as relevant.

26. Oxfordshire Pension Fund Administration Strategy Statement

27. For Information

a) CCTV update.

27. CCTV Qtr 3 Report