15 February 2022- Agenda


TO: All Members of the Policy & Resources Committee

Cllrs B Austin, D Bretherton (Deputy Chairman), A Dite, D Dodds, M Dyer (Chairman),
H Fickling, K Gregory, C Jones, A Midwinter and J Tipping

Ex Officio (Voting) Members – P Cowell (Town Mayor) and N Champken-Woods (Deputy Town Mayor)

To all other Members for information

VENUE: Upper Chamber, Thame Town Hall

DATE: Tuesday 15 February 2022

TIME: 6.30 pm (maximum two hours)

Mandy Sturdy
Clerk of the Council

Date: Wednesday 9 February 2022



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 2020_21 [PDF]

5 Minutes

To confirm as a correct record the Minutes of the Committee Meeting held on 2 November 2021.

Minutes – 2 November 2021

6 Financial Update

  1. Budget Summary: To monitor actual income and expenditure against estimates.
  2. Balance Sheet: To note balance sheet as of 31 December 2021.

6a. P&R Budgetary schedule to December 2021 [PDF]

6b. Detailed Balance Sheet 31.12.21 [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 of the Committee:

  1. Neighbourhood Planning Professional fees (£17000)
  2. Lift Repairs – emergency lighting (£300)
  3. Inspection & fix of Town Hall Roof & Clock (£7000)
  4. New Till Software & Service Plan (£420)
  5. Room Hire – Spread Eagle (£333)
  6. Additional month van hire & insurance – Maintenance Team (£1000)
  7. IT – replacement equipment iPad, additional screens for home working, new printer & broken laptop excess (£1000)

8 Investment Update

To note the portfolio summary of the investment performance.

8. Portfolio Performance Summary [PDF]

9 Display Screen Equipment Policy

To approve the updated / reviewed Display Screen Equipment policy.

9. Display Screen Equipment Policy [PDF]

10 Disposal of Amenity Land at 28 Pickenfield

Following the Town Council’s support in principle to dispose of land at 28 Pickenfield at its meeting on 16 February 2021, the applicant has gained planning permission and sought valuations for the land.

To consider a value for the land disposal at 28 Pickenfield.

10. Report – Disposal of Amenity Land at 28 Pickenfield [PDF]

10.. Images at 28 Pickenfield [PDF] 

11 Disposal of Amenity Land at 22 Pickenfield

To consider a request from a resident to purchase amenity land at 22 Pickenfield.

11. Report – Disposal of Amenity Land – 22 Pickenfield [PDF]

11.. Appendix 1 – Land Acquisition and Disposal Policy 3.8.21 [PDF]

11.. Appendix 2 – Disposal of Public Open Space Land Procedure [PDF] 

11.. Appendix 3 – Option 1 [PDF] 

11.. Appendix 4 – Option 2 [PDF] 

11.. Appendix 5 – Location Map showing wider area [PDF] 

11.. Appendix 6 – Images of 22 Pickenfield [PDF]

12 Thame Museum

To receive an update.

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) (Cllr Champken-Woods)
  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 Tipping)
  10. Thame Youth Projects Group (Cllr Tipping)
  11. 21st Century Thame (Cllr Fickling)
  12. Welfare Trust (Cllr Champken-Woods)

13. Reports – External Organisations [PDF]

13e. Red Kite Family Centre Report – February 2022 [PDF]

14 Thame Farmers Market

To note that Thame Farmers Market has been rebranded to the Thame Local Produce Market, following consultation with traders.

14. Report – Rebranding of Farmers Market [PDF]

14a. Appendix A – Thame Local Produce Market Leaflet [PDF]

15 Kebab Van Agreement

To note that the Kebab Van Agreement with the Town Council has been terminated due to the change of town centre parking enforcement by Oxfordshire County Council.

16 Grants

To note that the Town Council’s Annual Grants Scheme will be open for applications from 31 March 2022 to 5 May 2022.

To note the update from Thame Angling Club who were awarded £500 in the 2021-22 Grants Scheme.

16. Grant Award Report – River Thame refuge [PDF]

17 Health & Safety

To note the Town Council Offices passed a random Covid-19 Spot Check by the Health and Safety Executive on 19 January 2022.

18 War Memorial Panel – Additional Names

To note that Officers are working on a timeline to progress this project and would welcome suggestions for when an unveiling event takes place. Previous discussions at this committee had suggested combining the launch event with the Thame History Fair held in June.

19 Town Council Website Support & Hosting Contracts

To note that Officers are undertaking a cost comparison exercise to identify if the Council is receiving value for money in its website support and hosting contracts. The Council has been with the same provider since the site was rebuilt in 2016. If a cost-saving / service improvement is identified, this will be reported back to this committee at the next meeting, ahead of the current contract renewal date in July 2022.

20 Free Use / De Minimis Delegated Authority

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

  1. 10 March 2022 – ThameCOP – Upper Chamber – Event to celebrate and learn about ThameCOP26’s achievements, struggles and ideas.