17 July 2018 – Agenda


TO: All Members of the Policy & Resources Committee

Cllrs B Austin, D Bretherton, D Butler, N Champken-Woods, M Deacock,
N Dixon, D Dodds, M Dyer (Chairman), H Fickling and P Lambert (Deputy Chairman)

Ex Officio (Voting) Members – A Midwinter (Town Mayor) and L Emery (Deputy Mayor)

To:            All other Members for information

VENUE: Upper Chamber, Thame Town Hall

DATE:    Tuesday 17 July 2018

TIME:     6.30 pm (maximum two hours)


Graham Hunt
Clerk of the Council

Date: 11 July 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 Meetings held on 17 April 2018 and 8 May 2018.

Minutes – 17 April 2018

Minutes – 8 May 2018

5. Financial Update

a) Budget Summary: To monitor actual income and expenditure against estimates.
b) Balance Sheet: To note balance sheet as at 30 June 2018.
c) To note that after the agreed two year interest free period, interest is now being charged on the loan to Chinnor Rugby Club.

5a. P&R Budgetary Control to 30-06-18

5b. Balance Sheet 30.6.18

6. Investment Update

To note the summary of the investment performance.

6. Portfolio Performance Summary

7. Reports from Representatives on External Organisations

7. Reports – External Organisations

7b. CA Thame Report – 2017-18

7e. Red Kite Letter

7e Red Kite Data report 1718

To receive reports from the nominated representatives on:

a) Barns Centre (Cllrs Butler and Dodds)
b) Citizens Advice (Cllr Austin)
c) Health Hub (including Community Hub Pilot) (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) Thame Youth Projects Group (Cllr Fickling)
k) 21st Century Thame (Cllr Emery and Fickling)
l) Welfare Trust (Cllr Champken-Woods)

8. General Data Protection Regulations / Data Protection Act 2018

To receive an update following the introduction of Data Protection Act 2018 on 25 May 2018.

8. Report – Data Protection Act 2018

8a. Appendix A – Data Protection Audit Information Held

8b. Appendix B – Privacy Notice

8c. Appendix C – Privacy Notice (Employment)

8d. Appendix D – Privacy Notice (Recruitment)

9. Data Protection Documents

To review and approve the following updated documents to reflect additional data protection requirements:

9. Report – Data Protection Documents

a. Information and Data Protection Policy

9a. Draft Information and Data Protection Policy

b. Document Retention & Disposal Policy

9b. Draft Document Retention and Disposal Policy

c. Freedom of Information Policy

9c. Draft Freedom of Information Policy

d. Freedom of Information Procedure

9d. Draft Freedom of Information Procedure

e. Information Management Strategy

9e. Draft Information Management Strategy

f. Complaints Policy

9f. Draft Complaints Policy

10. Loan Policy

To review and approve the revised Loan Policy.

10. Report – Loan Policy
10a. Loan Policy 17.07.18

11. Marking the Death of a Senior National Figure

To review and adopt the revised (although never formally adopted) procedure and action plan.

11. Report – Marking the Death of a Senior National Figure
11a. Appendix 1 – Draft Procedure – Marking the Death of a Senior National Figure April 18
11b. Appendix 2 – Action Plan -Operational – Marking the Death of a Senior National Figure. doc

12. Telephone Contract

To agree a new three year maintenance contract.

12. Report – Telephone Contract
12a. Appendix 1 – Telephone Contract

13. Human Resources and Health & Safety Contract

To agree the appointment of a Human Resources and Health & Safety provider on a three year contract.

13. Report – HR and H&S Contract
13a. Appendix 1 – HR and H&S Contract

14. Capital Equipment / Rolling Capital Fund – Chamber Chairs

To note that following further detailed circulation by e-mail, an additional 6 chairs have now been identified for further suitability analysis.

15. Free Use / De-Minimis Delegated Authority

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

a) Free use of Upper Chamber for Citizens Advice AGM on evening of 15/5/18
b) Free use of Upper Chamber for electric blanket testing on 17/10/18
c) Free use of Meeting Room for Music in The Park ticket sales on 28/4/18
d) Free use of SRRG for Scouts AGM / BBQ on 21/6/18
e) Free use of a parking space at Upper High Street car park on Fridays for NHS stop smoking initiative
f) Free use of SRRG (and Changing room / electricity access) for Thame Youth Projects from 7pm-9pm on 31/7/18 and 28/8/18

16. Safe Places Scheme

To note the Safe Places Scheme was launched in Thame on 15 May 2018, as communicated by mail to all Councillors on 8 May 2018. The Town Hall is one of a number of designated Safe Places in the town.

16b. Safe Places

17. Memorial Bench at Southern Road Recreation Ground

To note that on Sunday 2 June 2018, Deputy Mayor Cllr Emery wore her beanie hat to honour Megan Biddle’s mantra of ‘Keep Calm and Wear A Hat’ as she unveiled the memorial bench at Southern Road Recreation Ground. Megan’s family together with over 100 friends and members of the community joined together in the sunshine to witness the unveiling and to see the bench take pride of place on the recreation ground.

18. Staffing Update

To note the recruitment process has commenced to find a new Office Administration Manager.

19. Oxfordshire Pension Fund Administration Strategy Statement – Service Level Agreement

To note that the Oxfordshire Pension Fund Administration Strategy Statement – Service Level Agreement (as initially approved by the Personnel Committee on 4 November 2014 and then Council on 17 March 2015) has been revised following a consultation process. Our concerns on unreasonable end of year deadlines were taken on board and the new Service Level Agreement has now been signed.

19a. Pension Fund Administration Strategy – Consultation Response
19b. Pension Fund Administration Strategy Stetement – Service Level Agreement

20. For Information

a) CCTV update – subject to arrival in time for the meeting.
b) Summary of Insurance Schedule 2018-19.

20b. Summary Insurance Schedule 2018-19

c) Various letters of thanks in relation to Grant Awards