14 February 2023 – Agenda


TO: All Members of the Policy & Resources Committee

Cllrs B Austin, D Bretherton, N Champken-Woods, D Dodds (Deputy Chairman), M Dyer (Chairman), H Fickling, A Gilbert, K Gregory, A Midwinter, H Richards

Ex Officio (Voting) Members – P Cowell (Town Mayor) and A Dite (Deputy Mayor)

To all other Members for information

You are hereby summoned to attend a meeting of the Policy & Resources Committee on Tuesday 14 February 2023 at 6:30pm (maximum two hours) in the Upper Chamber (Thame Town Hall) for the transaction of business as set out on the attached agenda.


Mandy Sturdy
Clerk of the Council

Date: Wednesday 8 February 2023




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 Citizens Advice

To receive a presentation from Citizens Advice Oxfordshire South & Vale on their work in Thame.

4. Citizens Advice Thame impact in 2021_22 [PDF]


5 Minutes

To confirm as a correct record the Minutes of the Committee Meeting held on 1 November 2022.

Minutes – 1 November 2022


6 Financial Update

  1. Budget Summary: To monitor actual income and expenditure against estimates.
  2. Balance Sheet: To note balance sheet as at 31 December 2022.

6a. P&R Budgetary schedule to December 2022 [PDF]

6b. Detailed Balance Sheet 31.12.22 [PDF]


7 Financial Overspends

To note the following financial overspends against budget line items (greater than the agreed de minimis of £100 / 5%) have been recorded since the last meeting

  1. Vehicle Maintenance – increase in component parts / labour costs due to economic climate = £2k
  2. Water Rates – combination of increased use on events and increased supply price from provider = £800.00


8 Investment Update

To note the summary of the investment performance.

8. Portfolio Performance Summary [PDF]


9 Council Policies

To approve the following updated / reviewed Council Policies:

  1. Loans Policy
  2. Graffiti Removal Policy

9a. Loan Policy [PDF]

9b. Graffiti Removal Policy [PDF]

9b. Graffiti Policy – Skate Park [PDF]  



To approve the two-year extension to the existing CCTV Agreement with South Oxfordshire District Council.

To note the CCTV report for April 2022 – September 2022.

10. Report – CCTV Contract [PDF]

10a. Appendix 1 – CCTV signed Contract – TTC – SODC [PDF]

10a. Appendix 2 – CCTV contract extension letter Thame Town Council [PDF] 

10b. CCTV Report South first half 22-23 [PDF]


11 Land Disposal at 28 Youens Drive

To receive an update and agree a valuation for the area of amenity land for disposal at Youens Drive.

11. Report – Land Disposal – 28 Youens Drive [PDF]

11a. Appendix 1 – Land Valuation – Youens Drive, Thame, Oxfordshire OX9 3ZG [PDF]

11b. Appendix 2 – Release of Covenants [PDF] 

11c. Appendix 3 – Title Registry of land owned by TTC at Youens Drive [PDF] 

11d. Appendix 4 – Disposal of Land Policy [PDF] 

11e. Appendix 5 – Map 28 Youens Drive [PDF]


12 Thame Museum

To approve the request from U3A to place a ‘Talking Bench’ at the Museum.

To note that planning permission P22/S3826/FUL and listed building consent P22/S3828/LB were granted on 12 January 2023 for the extension at the Museum.

12. Report – Thame Museum – Bench [PDF]

12a. Appendix 1 Museum U3A Bench [PDF]

12b. Planning Decision Notice – P22S3828LB [PDF]

12b. Planning Decision Notice – P22S3826FUL [PDF] 


13 Reports from Representatives on External Organisations

To receive reports from the nominated representatives on:

  1. Barns Centre (Cllrs Deacock and Dodds)
  2. Citizens Advice (Cllr Austin)
  3. Health Hub (including Community Hub Pilot) (Cllrs Champken-Woods and Richards)
  4. NALC (Cllr Dyer)
  5. Red Kite Family Centre (Cllr Emery)
  6. Thame Business Forum (Cllr Dyer)
  7. Thame Senior Friendship Centre (Cllr Midwinter)
  8. Thame & District Housing Association (Cllr Emery)
  9. Thame Youth Memorial Trust (Cllr Dyer)
  10. Thame Youth Projects Group (Cllr Bretherton)
  11. 21st Century Thame (Cllr Fickling)
  12. Welfare Trust (Cllr Champken-Woods)

13. Reports – External Organisations [PDF]


14 Thame Barns Centre Lease

To receive an update.

14. Report – Barns Centre [PDF]


15 War Memorial – Additional Names

To receive an update.


16 Phone Box outside the Town Hall

To receive an update.

16. Report – Adopt a Kiosk Update [PDF]


17 Town Guide

To receive an update.

17. Report – Thame Town Guide Update [PDF]


18 Grants

To note the report from Thame Hockey Club following the Town Council’s grants of £2,400 made in 2021 and 2022.

18. Grant Report – THC Council Grant Reports 2021-22 [PDF]


19 Staffing Updates

To note that Clare Peecock joined as Communications & Events Officer on 1 February 2023. The existing postholder will leave post on 28 February 2023.

To note that Amy Slater joined as a temporary casual Admin Assistant on 25 January 2023.

To note that a volunteer has been supporting the Environmental Project Officer with administration and small project tasks on a short-term basis.


20 Health & Safety

To note that the Town Council initiated Health & Safety Audits at the Barns Centre, Thame Museum, and the Girl Guide Headquarters which took place on 10 January 2023. Any recommendations from the reports requiring intervention by the Town Council will be brought to the committee’s attention in due course.


21 Free Use / De Minimis Delegated Authority

To note the report of the Free Use 2022-23 (and equivalent cost) granted by the Town Clerk through Free Use / De Minimis delegated authority.

21. Free Use of Facilities 2022 – 23 [PDF]

21. Free Use of Facilities 2023 – 24 [PDF]