18 April 2023 – Agenda
SUMMONS TO ATTEND A MEETING
TO: All Members of the Policy & Resources Committee
Cllrs B Austin, D Bretherton, N Champken-Woods, D Dodds (Deputy Chairman), M Dyer (Chairman), H Fickling, A Gilbert, K Gregory, A Midwinter, H Richards
Ex Officio (Voting) Members – P Cowell (Town Mayor) and A Dite (Deputy Mayor)
To all other Members for information
You are hereby summoned to attend a meeting of the Policy & Resources Committee on Tuesday 18 April 2023 at 6:30pm (maximum two hours) in the Upper Chamber (Thame Town Hall) for the transaction of business as set out on the attached agenda.
Mandy Sturdy
Clerk of the Council
Date: Wednesday 12 April 2023
AGENDA
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 on 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 14 February 2023.
5 Financial Update
- Budget Summary: To monitor actual income and expenditure against estimates.
- Balance Sheet: To note balance sheet as at 28 February 2023.
5a. P&R Budgetary schedule to February 2023 [PDF]
5b. Detailed Balance Sheet 28.2.23 [PDF]
6 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:
- Town Awards: £478
- Freedom Parade: £2283
- Queens Beacon (agreed flower bedding): £1120
- Xmas Events Miscellaneous: £2400
- Good Neighbour Volunteers: £150
- Grass Cutting Fuel: £330
- Staff Training: £4394
- Subscriptions: £146
- Maintenance – Museum: £4855
- Health & Safety (new Moorepay contract): £554
- Electricity: £2894
- Gas: £1050
- Water: £275
Note* Through careful planning and using earmarked reserves, Officers were able to reduce the above overspends by £14,442, reducing overall financial overspends to total £6,417.
7 Investment Update
To note the summary of the investment performance.
7. Portfolio Performance Summary [PDF]
8 Internal Audit
To receive the Internal Audit Second Interim Update Report 2022-23 following the audit visit on 22 February 2023.
8. Report – 2nd Interim Internal Audit [PDF]
8a. Internal Audit 2nd Interim Report 2022-23 [PDF]
9 Council Policies
To approve the following updated / reviewed Council Policies:
- Flag Flying
- Member / Officer Protocol
9a. Flag Flying Policy 18.4.23 [PDF]
9b. Member Officer Protocol 18.4.23 [PDF]
10 Town Hall Wi-Fi Provision
To note the report and any relevant actions.
10. Report – BT Broadband & WIFI Update [PDF]
11 Laptops for Councillors
To ratify the decision to purchase up to 16 laptops for councillors following agreed budget and precept for 2023-24.
11. Report – Councillor’s Laptops [PDF]
12 Solar Panels – Thame Guide Headquarters
To agree a request from Thame Guiding to install solar panels on the roof of the Guide Headquarters.
12. Report – Thame Guide HQ Building [PDF]
13 Fees and Charges
To approve the proposed Schedule of Charges for 2023-24 for the hire of the Upper Chamber and Southern Road Recreational Ground.
13. Report – Fees and Charges [PDF]
14 Reports from Representatives on External Organisations
To receive reports from the nominated representatives on:
- Barns Centre (Cllrs Deacock and Dodds)
- Citizens Advice (Cllr Austin)
- Health Hub (Cllrs Champken-Woods and Richards)
- NALC (Cllr Dyer)
- Red Kite Family Centre (Cllr Emery)
- Thame Business Forum (Cllr Dyer)
- Thame Senior Friendship Centre (Cllr Midwinter)
- Thame & District Housing Association (Cllr Emery)
- Thame Youth Memorial Trust (Cllr Dyer)
- Thame Youth Projects Group (Cllr Bretherton)
- 21st Century Thame (Cllr Fickling)
- Welfare Trust (Cllr Champken-Woods)
14. Reports – External Organisations (April 2023 – P&R)
15 War Memorial Additional Names
To receive an update.
15. Report – War Memorials – Additional Names [PDF]
16 Grant Award Scheme
To note the applications for Town Council’s annual grant award scheme opened on 9 March 2023, and will close on 9 May 2023.
17 Town Hall Closure
To note that the Town Hall will be closed on:
- The afternoon of Friday 16 June 2023 due to staff shortages and to enable carnival float preparations.
- The afternoon of Friday 14 July 2023 to enable a staff social.
18 Compliments and Complaints
To note the report for October 2022 to March 2023.
18. Compliments & Complaints – October 2022 – March 2023 [PDF]
19 Free Use / De Minimis Delegated Authority
To note the report of the Free Use (and equivalent cost) granted by the Town Clerk through Free Use / De Minimis delegated authority for the current and upcoming financial years.