16 February 2016 – 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 16 February 2016

TIME:     6.30 pm (maximum two hours)


Graham Hunt
Clerk of the Council

Date: 10 February 2016


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 13 October 2015.


5. Budget Summary

To monitor actual income and expenditure against estimates.

Budget Summary

6. Investment Portfolio

a) To receive a verbal report on the draw down of funds from the investment portfolio.

Verbal Report – Draw down of Funds from the Investment Portfolio

b) To note the summary of the investment performance.

Portfolio Performance Summary

7. 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)

Reports – External Organisations

CAB Update 2015

8. Internal Audit

To approve the Internal Audit Interim Update Report 2015-16.

8. Report – Internal Audit

8. Appendix 1 – Internal Audit Interim Update Report 2015-16

9. External Audit

To note that a new sector led body, replacing the Audit Commission is now in existence and that Thame Town Council will use the services of that body to procure future External Audit provision.

10. Investment Strategy

To approve the Investment Strategy.

Report – Investment Strategy

Investment Strategy

11. Anti-Fraud and Corruption Policy

To adopt the Anti-Fraud and Corruption Policy which will minimise the opportunity for fraud and corruption.

Report – Anti-Fraud and Corruption Policy

Anti-Fraud and Corruption Policy

12. Financial Regulations

To note that NALC have now supplied the required updates to the Model Financial Regulations (on which our Financial Regulations are based) for the new procurement regulations. The Town Council has registered with Contract Finder as legally required and has published two tenders (although both were below the legal limit of £25,000), and so we are already working to the spirit of the new regulations. Formal revision of the Financial Regulations will be prepared either for P&R in April or for the Annual Meeting of the Council in May.

13. Fixed Term Deposits

To note that in line with the Investment Strategy, and specific past resolutions re Treasury Management, that the Council has deposited fixed term funds with Lloyds Bank as follows:
£100,000 9 month deposit maturing 10/10/2016 at 0.85%
£200,000 12 month deposit maturing 09/01/2017 at 1.05%

14. Health and Safety Visit Outcomes

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

Report – Health and Safety Visit Outcomes

H&S – General Risk Assessment Report

H&S – Safety Action Plan

15. Local Parish Elections Costs 2015

To consider the report on the costs of the election and to approve the over spend.

Report – Local Parish Election Costs 2015

16. Recruitment Costs

Recruitment is underway for the Neighbourhood Plan Continuity Officer. Specialist recruitment advertising is required, given the nature of the job, to attract the widest range of candidates. To note that under Financial Regulation 4.5, the Town Clerk has authorised emergency expenditure of £2,075 in total for recruitment advertising, which is in excess of the available budget of £1,000. The additional spend will be funded from General Reserves.

17. Health and Safety Remedial Works

To approve the expenditure with regard to the remedial works required following the Legionella, Asbestos and Fixed Electrical Wire Test of the Town Hall and Southern Road Recreational Ground (SRRG).

Report – Health and Safety Remedial Works

Asbestos Report SRRG 25.11.15

Asbestos Report Town Hall 25.11.15

Certificates Electrical Wire Test Town Hall 22.01.16

Legionella Report SRRG Revised 23.11.15

Legionella Report Town Hall 23.11.15

18. Town Hall Secondary Glazing

To consider the installation of secondary glazing units to the Meeting Room and Information Centre windows.

Report – Town Hall Secondary Glazing

19. Thame Museum Building Improvement Project

To note the update on the progress of the building improvement project at Thame Museum and to consider a further funding request.

Report – Thame Museum Building Improvement Project

20. Business Forum Open Doors Event

To approve free use of the Town Hall kitchen and foyer, use of the external electrical points and closure of the Lower High Street Car Park on Saturday 9 July 2016.

Report – Business Forum Open Doors Event

21. Depot Maintenance Work

To agree to release funds from the Works Depot Capital Fund to enable essential work to be undertaken at Lupton Road Depot.

Report – Depot Maintenance Work

22. SODC Economic Development Projects

To note the status of various SODC Economic Development Projects proposed for Thame.

Report – SODC Economic Development Projects

23. Swimming Pool Update

To note that solicitors letters were sent to the contractor GLL and Oxfordshire County Council in December, advising them that any outstanding maintenance payments should be settled between them as the payments are not the responsibility of Thame Town Council.

24. Oxfordshire County Council

To note the update on the possible devolution of services from Oxfordshire County Council.

Report – OCC – Devolution of Services

25. Town Hall Closure

To note that the Town Hall will be closed on Thursday 25 February 2016 (with telephones still being answered) to enable a staff visit to the Poppy Factory, in conjunction with Thame Remembers.

26. For Information

a) CCTV Quarterly Update

CCTV Summary Report Q2 2015

b) CCTV Management Group – TVP Funding Update

CCTV TVP Funding Update