25 March 2025 – Minutes (draft)

THAME TOWN COUNCIL

Minutes of a Meeting of the Corporate Governance Committee held on 25 March 2025 at 6.30pm in the Upper Chamber, Thame Town Hall.

Present:

Cllrs D Bretherton (Deputy Chairman), D Dawson (Deputy Mayor), A Dite, M Dyer (Chairman), H Richards and P Swan.

Non Voting

Cllr Jones

Officers

M Sturdy, Town Clerk
K Slater, Corporate Services Manager & Responsible Financial Officer (RFO)
L Fuller, Committee Services & Processes Officer

 

1) Apologies for Absence

Apologies for absence received from Cllrs Cowell (personal), Dodds (personal), Gilbert (council business), and McGarry (personal).

 

2) Declarations of Interest and Dispensations

There were no declarations of interest or dispensations.

 

3) Public Participation and Public Questions

There were no applications to address the Committee.
There were no questions put to the Committee.

 

4) Citizens Advice

Cllr Richards entered the meeting during this item.

The committee received the annual presentation from representatives of Citizens Advice Oxfordshire South & Vale.

Thanks were given to the council for their annual £6,500 grant and continued support.

Citizens Advice has offices and outreach centres across Oxfordshire, which provide citizens with free, impartial advice. In 2024, the team at Thame helped nearly 1,000 unique individuals with over 2,200 issues, which facilitated nearly £230,000 in financial outcomes. Citizens Advice offer face-to-face appointments, telephone and email consultations, and drop-in sessions.

The biggest issue that people seek support for is benefits and tax credits. People are anxious about how changes to benefits will affect them. Citizens Advice will provide reassurance and support, but the impact of the changes is unknown.

A major challenge had been moving out of Market House whilst the public toilets are refurbished. Thanks were given to the Town Hall and Library staff for helping the team to relocate and provide space to continue the service in Thame, including face-to-face appointments and the telephone service 5 days a week.

The temporary office location on the High Street costs £5,000 in rent. Citizens Advice are in negotiations with South Oxfordshire District Council (SODC) regarding a rent holiday until they can return in August, and regarding the proposed rent increase from £6,500 to £9,645. Thame Inner Wheel have kindly offered to deep clean and redecorate prior to Citizens Advice returning.

The service is recommended by 85% of clients and supports people with a range of long-term physical and mental health challenges. Although not a health service, the help offered by Citizens Advice has resulted in improvements to people’s health. 97% of staff and volunteers would recommend Citizens Advice as a place to work or volunteer. For every £1 invested, there are £4.61 in savings to the government and public services. Citizens Advice also undertake research and campaigns to address systemic challenges and has met with the local MP to discuss the impact of increased national insurance contributions on charities.

Finally, it was announced from April, Citizens Advice Oxfordshire South & Vale will merge with others in Oxfordshire to become Citizens Advice Oxfordshire which will continue to offer the same services but with improved efficiencies. Tricia Hook, Advice Services Manager for Thame will be retiring and greatly missed.

The council was pleased to hear the service is doing well despite the challenges. The council also expressed thanks to Tricia Hook for all her support to the residents of Thame and the council.

With the service temporarily closed on Tuesdays, has this affected client numbers? The rate of footfall has not changed, and number of calls has increased. Existing clients have been kept informed of changes to opening times.

Is there anything that SODC can do to support with rent negotiations? Cllr Bretherton in his SODC capacity agreed to investigate this, especially as TTC’s grant to Citizens Advice is effectively just going to SODC. The rent has been fixed for many years and is only being reviewed as the lease has concluded. Citizens Advice requested support with rent negotiations.

 

5) Minutes

The Minutes of the Committee Meeting held on 17 December 2024 were received.

RESOLVED that:

  1. The minutes of the meeting held on 17 December 2024 are confirmed as a correct record, and signed by the Chairman.

 

6) Financial Update

The committee received the budget summary and balance sheet up to 28 February 2025 and the earmarked reserves report up to 5 March 2025.

 

7) Financial Overspends

The committee received a report of the financial overspends against budget line items (greater than the agreed de minimis of £100 / 5%) which have been recorded since the last meeting.

 

8) Investment Update

The committee noted the summary of the investment performance. The portfolio continues to perform well, but the next report will include any impact from the wider political landscape.

 

9) Town Hall Utilisation (including Free Use / De Minimis Delegated Authority)

The committee received and noted the report of the utilisation of the Town Hall (including Free Use 2024-25 and equivalent cost granted by the Town Clerk through Free Use / De Minimis delegated authority).

 

10) Utilities Update

The committee noted the utilities report.

The committee also noted that the SSE contract for gas supply to Town Hall & Depot expires 31 March 2025 and after full market comparison we will be switching to ‘SmartestEnergy’ on a fixed 3-year contract from 1st April 2025.  This will save the council £1,340 per year (£4,020 savings over the 3-year contract). The new supplier will offer same services as SSE and supply 100% renewable energy to ‘green’ driven businesses looking to progress their journey to net zero emissions.

 

11) Formal Complaint

The committee noted that the Complaints Panel was convened to escalate and consider a formal complaint received of confidential nature. The Complaints Panel agreed with the initial response to the complaint and that no further action was required.

 

12) Policies

The committee was presented with four policies for review and re-adoption with only minor changes.

RESOLVED:

  1. To re-adopt the Complaints Policy, Business Continuity Action Plan, Business Continuity Strategy and IT Policy as presented.

 

13) Health & Safety

The committee noted that a health and safety audit is being arranged, and quotes are being obtained for a fire risk assessment.

 

The meeting concluded at 6:53pm

 

 

Signed ………………………………                Date ……………………….

Chairman