25 July 2023 – Agenda


TO: All Members of the Policy & Resources Committee

Cllrs D Bretherton, N Champken-Woods, P Cowell, D Dawson, D Dodds (Deputy Chairman), H Dollman, M Dyer (Chairman), H Fickling, H Richards, P Swan

Ex Officio (Voting) Members – A Dite (Town Mayor) and A Gilbert (Deputy Mayor)

To all other Members for information

You are hereby summoned to attend a meeting of the Policy & Resources Committee on Tuesday 25 July 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 19 July 2023




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 Meetings held on 18 April 2023 and 16 May 2023.

Minutes –  18 April 2023
Minutes – 16 May 2023


5  Financial Update

  1. Budget Summary: To monitor actual income and expenditure against estimates.
  2. Balance Sheet: To note balance sheet as at 30 June 2023.

5a. P&R Budgetary schedule to June 2023 [PDF]

5b. Detailed Balance Sheet 30.6.23 [PDF]


6 Investment Update

  1. To note the summary of the investment performance.
  2. To receive a table detailing fees associated with the investment account.

6a. Portfolio Performance Summary [PDF]

6b. Investment Review [PDF]


7 Reports from Representatives on External Organisations

To receive reports from the nominated representatives on:

  1. Barns Centre (Cllrs Baines and Dodds)
  2. Citizens Advice (Cllr Wyse)
  3. Thame Business Forum (Cllr Dyer)
  4. 21st Century Thame (Cllr Fickling)
  5. Welfare Trust (Cllr Champken-Woods)
  6. Red Kite Family Centre (Cllr Emery)
  7. Thame Senior Friendship Centre (Cllr Champken-Woods)
  8. Thame Youth Memorial Trust (Cllr Dyer)
  9. Thame Youth Projects Group (Cllr Bretherton)

7. Reports – External Organisations (July 2023 – P&R) [PDF]

7f. TTC Grant Report June 2023 [PDF]


8 Driving & Towing at Work Policy

To review and re-adopt the Driving and Towing at Work Policy.

8. Driving and Towing at Work Policy 25.7.23 [PDF]


9 Tree Management Policy

To review and re-adopt the Tree Management Policy.

9. Tree Management Policy 25.7.23 [PDF]


10 Council Safety Policies

To review the following four safety related policies:

  1. First Aid at Work
  2. Health & Safety
  3. Fire Safety
  4. Fire Safety Management

10a. First Aid at Work Policy [PDF]

10b. Health and Safety Policy [PDF]

10c. Fire Safety Policy [PDF]

10d. Fire Safety Management Policy [PDF]


11 Procurement Policy

To review and re-adopt the Procurement Policy.

11. Procurement Policy [PDF]


12 Publication Scheme

To receive and formally adopt the Council’s publication scheme.

12. Report – Publication Scheme [PDF]

12a. Publication Scheme [PDF]


13 Health & Safety Update

To note the report following the Legionella Water Risk Assessments.

13. Report – Legionella Audits 2023 [PDF]


14 Town Hall Broadband

To note that the new BT broadband lines have been set up and the Town Hall is now awaiting to be connected by BT.


15 Work Experience

To note the Town Council provided work experience for one student from Lord Williams’s School for the week commencing 10 July 2023.

To note that, with support from Officers and Councillors, the Town Council also hosted Year 7 pupils during the week commencing 10 July 2023 by facilitating council-meeting style workshops on the environment and planning topics.


16 Free Use / De Minimis Delegated Authority

To note the report of the Free Use 2023-24 (and equivalent cost) granted by the Town Clerk through Free Use / De Minimis delegated authority.

16. Free Use of Facilities 2023 – 24 [PDF]


17 Grants

  1. To note the reports / accounts from Grant Award recipients in 2022-23 who received more than £2,000 in that year:
  2. To note the letter of thanks received from the 2023-24 Grant Award recipients.

17a. Thame Senior Friendship Centre Final Accounts 311022 [PDF]

17b. Grant Thomley Hall Grant Payment Thank you [PDF]

17b. Grant LWS Festival Chorus Thank you – Community Grant [PDF]

17b. Grant – Thank you Girl Guides [PDF]