17 April 2018 – Agenda
SUMMONS TO ATTEND A MEETING OF
POLICY & RESOURCES COMMITTEE
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
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 17 April 2018
TIME: 6.30 pm (maximum two hours)
Clerk of the Council
Date: 11 April 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.
To confirm as a correct record the Minutes of the Committee Meeting held on 13 February 2018.
5. Financial Update
a) Budget Summary: To monitor actual income and expenditure against estimates.
b) Balance Sheet: To note balance sheet as at 28 February 2018.
6. Investment Update
To note the summary of the investment performance, subject to arrival in time for the meeting. Last year’s summary to end of March was circulated on 25 April 2017.
7. Internal Audit
To receive the Internal Audit Second Interim Update Report 2017-18.
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 (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)
9. Fees and Charges
To approve the proposed Schedule of Charges for 2018-19 for the hire of the Meeting Room, the Upper Chamber and Southern Road Recreational Ground.
10. Capital Equipment / Rolling Capital Fund
To consider various items of proposed capital expenditure from the Rolling Capital Fund.
11. General Data Protection Regulations
To receive an update on progress towards full conformance with the new General Data Protection Regulations.
12. Memorial Bench at Southern Road Recreation Ground
To receive any relevant update from Cllr David Bretherton.
13. Thame Museum Inspection Report
To receive an Inspection Report for the Museum building and consider the outcomes.
14. Thame Arts & Literature Festival
To note 120 hours of free use of the meeting room / Upper Chamber at the Town Hall by the Thame Arts & Literature Festival TAL, as defined by e-mail to all Councillors on 27 February 2018, ahead of the usual grants process.
15. Free Use / De-Minimis Delegated Authority
To note that the Town Clerk, through De Minimis delegated authority, has granted the following:
a) Charity rate for Urban Orienteering event on 9/9/18
b) Free use of Southern Road Recreation Ground for the Play Day on 28/7/18
c) Free use of Southern Road Recreation Ground for Youth Café event on 25/7/18
d) Free use of Upper Chamber by Thame and District Day Centre for training
e) Free use of Upper Chamber on 1/5/18 for Fire Service to conduct “Safer Places” training
f) Free use of up to 15 hours of Upper Chamber / Meeting Room for public talks by the local Alzheimer’s Society Dementia Friends Champion, to help towards making Thame a Dementia Friendly Community
16. Staffing Update
a) To note that Glen Johansen commenced employment as the Saturday Car Park Attendant on 19 February 2018.
b) To note that Andrea Oughton has started work as Clerk to Great Haseley parish council, in addition to her role at Thame Town Council.
c) To note that Morag Robinson has formally declared her retirement date to be 30 November 2018. Any staff restructure considerations / replacement recruitment needed will be executed in due course, probably with a significant overlap / handover period.
17. Compliments & Complaints
To note the report.
18. For Information
a) CCTV update – subject to arrival in time for the meeting.