18 February 2020 – Agenda


TO: All Members of the Policy & Resources Committee

Cllrs B Austin, D Bretherton, N Champken-Woods, D Dodds, M Dyer (Chairman), L Emery (Deputy Chairman), H Fickling, S Francis, C Jones and J Tipping

Ex Officio (Voting) Members – A Midwinter (Town Mayor) and P Cowell (Deputy Mayor)

To all other Members for information

VENUE: Upper Chamber, Thame Town Hall

DATE: Tuesday 18 February 2020

TIME: 6.30 pm (maximum two hours)

Jayne Cole

Clerk of the Council

Date: 12 February 2020



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 12 November 2019.

5 Financial Update

a)    Budget Summary: To monitor actual income and expenditure against estimates.

b)    Balance Sheet: To note balance sheet as at 31 January 2020.

c)    To note a £40,000 loan has been made to Thame Sports Club, in line with previous resolutions.

d)    To note £100,000 has been re-invested in a 12month fixed term deposit at United Trust Bank on 3 December 2019 at 1.8%

e)    Internal Audit – To note the next internal audit has been scheduled for 26th February 2020

f)     To note a £20,000 loan has been made to Thame Community Land Trust, in line with previous resolutions.

g)    To note a £10,000 grant will be made to Thame Football Partnership, in line with previous resolutions.

5a. Budgetary Control to 31.12.19

5b. Balance Sheet Dec 2019

7 Investment Update

To note the summary of the investment performance.

Investment Update – Portfolio Performance Summary

8 Investment Strategy

To review and approve the updated Investment Strategy.

Report – Investment Strategy

Investment Strategy

9 Reports from Representatives on External Organisations

To receive reports from the nominated representatives on:

a)    Barns Centre (Cllrs Deacock 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 (Cllr Emery)

f)     Thame Business Forum (Cllr Dyer)

g)    Thame & District Day Centre (Cllr Midwinter)

h)   Thame & District Housing Association (Cllr Emery)

i)     Thame Youth Memorial Trust (Cllr Tipping)

j)      Thame Youth Projects Group (Cllr Tipping)

k)    21st Century Thame (Cllr Fickling and Francis)

l)     Welfare Trust (Cllr Champken-Woods)

Reports – External Organisations

9e. Red Kite Family Centre

10 Free Use / De Minimis Delegated Authority

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

a)    Thame & District Day Centre meetings –  10 hours (Upper Chamber)

b)    Thame Youth Projects interviews – 6.5 hours (meeting room)

c)    Red Kite Charity Auction – 5.5 hours (Upper Chamber)

11 Anti-Fraud and Corruption Policy

To review and approve the Anti-Fraud and Corruption Policy.

Report – Anti-Fraud and Corruption Policy

Anti-Fraud and Corruption Policy 18.02.20

12 Play Area Strategy

To review and approve the cosmetically updated Play Area Strategy.

Play Area Strategy – 18.02.20

13 Equality and Diversity Policy

To adopt an Equality and Diversity Policy.

Report – Equality and Diversity Policy

Equality and Diversity Policy

14 Grant Awards Policy

To review and approve the Grant Awards Policy.

Report – Grant Award Policy

Grant Awards Policy

15 Thame History Festival

To consider and approve a seed funding request to hold the first Thame History Festival on the 7 June 2020.

Report – Thame History Festival

16 Thame Museum

To note a number of roofing contractors, specialising in lead work, have been approached and confirmed their interest to quote for the repairs to the Museum Roof.  It is hoped a contractor will be appointed shortly and work will begin as soon as practically possible.

17 Economic Development

To approve that the balance of grant funding that has not been spent in 2019/20 be allocated to the work of the Market Town Coordinator, to cover the shortfall in the 2020/21 budget as a result of unexpected withdrawal of funding by SODC.

Report – Economic Development


To note the CCTV agreement has been signed and sealed.

To consider and approve the installation of a CCTV Camera on Southern Road Recreational entrance.

Report – CCTV

19 Localism Fund

To consider and approve the request of £250 for Tidy Thame and Muck out Moreton event operations.

Report – Localism Fund

20 Staffing Update

To note the Project Officer role will be advertised shortly with a timeline to commence employment in the new financial year.