17 April 2018 – Agenda


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
P Lambert

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)


Graham Hunt
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.

4. Minutes

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.

5a. P&R Budgetary Control to 28.02.18

b) Balance Sheet: To note balance sheet as at 28 February 2018.

5b. Balance Sheet 28.2.18

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.

7. Report – Internal Audit

7a. 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)

8. Reports – External Organisations

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.

9. Report – Fees & Charges

10. Capital Equipment / Rolling Capital Fund

To consider various items of proposed capital expenditure from the Rolling Capital Fund.

10. Report – Capital Equipment from Rolling Capital Fund

11. General Data Protection Regulations

To receive an update on progress towards full conformance with the new General Data Protection Regulations.

11. Report – General Data Protection Regulations

11a. Preparing General Data Protection Regulation (GDPR)- 12 Steps to Take Now

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.

13. Report – Thame Museum Inspection

13a. Thame Museum Inspection Report

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.

14. TAL use of Meeting Room & Upper Chamber in 2018

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.

17. Compliments & Complaints 31.03.18

18. For Information

a) CCTV update – subject to arrival in time for the meeting.

18a. CCTV Qtr 4 Report