13 October 2015 – Agenda


TO: All Members of the Policy & Resources Committee

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

Ex Officio (Voting) Members – N Dixon (Town Mayor) and L Emery (Deputy Mayor)

To:           All other Members for information

VENUE: Upper Chamber, Thame Town Hall

DATE:    Tuesday 13 October 2015

TIME:     6.30 pm (maximum two hours)


Graham Hunt
Clerk of the Council

Date: 7 October 2015


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 from Rupert Baron and Andrew Hess of Rathbone Brothers plc.

5. Minutes

To confirm as a correct record the Minutes of the Committee Meeting held on 21 July 2015.

6. Budget Summary

To monitor actual income and expenditure against estimates.

7. Health and Safety Update

Following the Health and Safety audit visit on Tuesday 29 September 2015, to note that under Financial Regulation 4.5, the Town Clerk has authorised emergency expenditure to execute a fixed electrical wiring test at the Town Hall, an Asbestos survey for the Town Hall and Southern Road Recreation Ground changing rooms and a Legionella assessment of Southern Road Recreation Ground changing rooms. This is likely to cause the maintenance budgets to be exceeded.

8. 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)

9. OCC Working Together / Localism

To consider further the implications of the “What Next for Local Councils” NALC conference and the “Working Together” proposals from Oxfordshire County Council.

10. Flag Flying

To consider the dates for flag flying by the Council on the flagpole to be installed on the pavement outside the Town Hall.

11. Thame Museum

To consider the request from Thame Museum Trust for initial funding to enable planning for improvements to the building to commence.

12. Megan Biddle Memorial Bench / Southern Road Recreation Ground

To consider granting permission for the installation of a memorial bench.

13. Wi Fi

To consider support for the proposal to install free Wi Fi access within the Town Centre.

14. SODC Economic Development Projects

To note the status of various SODC Economic Development Projects proposed for Thame and authorise the use of the Rolling Capital Fund / General Reserves for match-funding.

15. CCTV

To receive an update on discussions with SODC.

16. Internal Audit Report

First quarter audit visit is scheduled for Wednesday 7 October 2015. If the report is available by 5pm on Monday 12 October 2015, the report will be received, otherwise it will be delayed until February P&R Committee.

17. Severe Weather

To approve the Severe Weather policy.

18. Swimming Pool Update

To receive a verbal update.

19. Cricket Ground

To note the inspection report for the Cricket Ground Facilities.

20. Compliments and Complaints

To note the report.

21. For Information

a) To note that following negotiation with the Town Council’s payroll provider it has been agreed not to implement the proposed 8% increase and that the current cost of providing the payroll service to the Council will remain the same.

b) CCTV Quarterly Update

c) Christmas Closure – to note the Town Hall will be closed from 1pm on Thursday 24 December 2015 and reopen at 9am on Monday 4 January 2016.