16 May 2023 – Agenda
SUMMONS TO ATTEND THE ANNUAL MEETING OF THAME TOWN COUNCIL
TO: All Members of Thame Town Council
Cllrs M Baines, D Bretherton, N Champken-Woods, P Cowell, D Dawson, A Dite, D Dodds, H Dollman, M Dyer, L Emery, H Fickling, A Gilbert, C Jones, H Richards, and T Wyse
VENUE: Upper Chamber, Thame Town Hall
DATE: Tuesday 16 May 2023
TIME: 6:30pm (maximum two hours)
Mandy Sturdy
Clerk of the Council
Date: Wednesday 10 May 2023
The meeting will be immediately followed by each individual Committee nominating its Chairman and Deputy Chairman.
AGENDA
1 Election of Town Mayor
To elect a Town Mayor for 2023-24.
To receive any announcements from the outgoing Town Mayor and to present the Mayor’s charities with their fundraising cheques.
To receive any announcements from the incoming Town Mayor.
2 Declaration of Acceptance of Office by Town Mayor
The Town Mayor to sign their Declaration of Acceptance of Office as Town Mayor.
2. Declaration of Acceptance of Office of Town Mayor [PDF]
3 Election of Deputy Town Mayor
To elect a Deputy Town Mayor for 2023-24.
4 Declaration of Acceptance of Office by Deputy Town Mayor
The Deputy Town Mayor to sign their Declaration of Acceptance of Office as Deputy Town Mayor.
4. Declaration of Acceptance of Office of Deputy Town Mayor [PDF]
5 Apologies for Absence
6 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.
6. Register of Interests Form [PDF]
7 Declarations of Acceptance of Office
To receive confirmation from the Town Clerk that all those present have made a valid declaration of acceptance of office.
To agree deadlines for any remaining declarations of acceptance of office still to be executed.
7. Declaration of Acceptance of Office [PDF]
8 Public Participation and Public Questions
To consider applications from members of the public to address the Council (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.
9 Standing Orders
To approve the Standing Orders for 2023-24.
9. Report – Standing Orders [PDF]
10 TNP2
To approve the draft Thame Neighbourhood Plan 2 for the Regulation 14 Consultation.
10. TNP2 – Regulation 14 Consultation Version – May 2023 [PDF]
10a. Thame Design Code Publication Draft [PDF]
10b. Thame Masterplanning Report Publication Draft LR [PDF]
11 Financial Regulations
To approve the Financial Regulations for 2023-24.
11. Report – Financial Regulations [PDF]
11a. Financial Regulations 16.5.23 [PDF]
12 General Power of Competence
To re-adopt the General Power of Competence for the new administration.
12. Report – General Power of Competence [PDF]
12a. Appendix 1 – A briefing paper on the General Power of Competence April 2012 [PDF]
13 Delegations
To approve the Delegations Policy for 2023-24.
13. Report – Delegations [PDF]
13a. Delegations Policy 16.5.23 [PDF]
13b. NALC LTN 1 – Councils’ Powers to discharge their Functions revised April 2018 [PDF]
14 Code of Conduct
To re-adopt the Code of Conduct for the new administration.
14. Report – Code of Conduct [PDF]
14a. Code of Conduct (Councillors) 16.5.23 [PDF]
15 Dispensations
To re-adopt the Dispensation Policy and the standing General Dispensations for the new administration.
To review the General Dispensations and amend as necessary.
15. Report – Dispensations [PDF]
15a. Dispensations Policy 16.5.23 [PDF]
16 Member / Officer Protocol
To adopt the Member / Officer Protocol for the new administration.
16. Member Officer Protocol 16.5.23 [PDF]
17 Committees
To approve the following:
- Committee Responsibilities
- Committee / Working Group Structure
- Committee Terms of Reference
17a. Committee Responsibilities 2023-24 [PDF]
17b. Committee & Working Group Structure 2023-24 [PDF]
17c. ToR Budget Working Group 2023-24 [PDF]
17c. ToR Personnel 2023-24 [PDF]
18 Appointment of Standing Committees Membership
To appoint Members to the:
- Planning and Environment Committee
- Community, Leisure & Recreation Committee
- Policy and Resources Committee
- Neighbourhood Plan Continuity Committee
To note that the Chairs and Deputy Chairs for each committee will be elected at the respective committee meetings which immediately follow this meeting.
To further note that the membership of the Personnel Committee will be the Mayor and Deputy, and Chairs of each standing committee.
18. Committee Membership 2023-24 [PDF]
19 Working Group Membership
To appoint Members to Working Groups where vacancies have arisen.
- CCTV Working Group (1 vacancy)
- Community Youth Centre Working Group (1 vacancy)
- Infrastructure Delivery Plan Working Group (1 vacancy)
- Burial Space Working Group (1 vacancy)
19. Working Groups – Membership 2023-24 [PDF]
20 External Organisations
To agree the Council representatives to External Organisations.
20. Report – External Organisations [PDF]
20a. External Organisations Appointments 2023-2024 [PDF]
20b. External Organisations – Descriptions 2023 [PDF]
20c. Guidance on Appointments to Outside Bodies [PDF]
21 Chairs
To approve the purchase of new chairs for the Upper Chamber.
21. Report – Upper Chamber Chairs [PDF]
21a. Appendix 1 – Chair Procurement [PDF]
21b. Appendix 2 – Scoring Table [PDF]
22 Members Questions (under Standing Order 11)
A Member may ask the Mayor any questions concerning the business of the Council.
23 Minutes
To approve the Minutes of the Council Meeting held on 25 April 2023.
24 Policy & Resources Committee
To note the minutes and consider any recommendations arising from the meeting on 18 April 2023.
25 Planning & Environment Committee
To note the minutes and consider any recommendations arising from the meeting on 2 May 2023.
26 Neighbourhood Plan Continuity Committee
To note the minutes and consider any recommendations arising from the meeting on 2 May 2023.
27 Training
To note dates of training being offered, and to register via the Town Clerk:
- Roles & Responsibilities: 5th June (Didcot), 18th July (Didcot), 3rd October (online)
- Councillor Fundamentals: 6th June (online) and 13th July (online)
- Code of Conduct Induction: 15th June (online)
- Chairmanship: 22nd June (Didcot)
- Finance for Councils: 7th September (online)
28 Co-Option
To note that following the election, a vacancy has arisen in the North Ward. The vacancy must be filled by co-option within 60 days of the 9 May 2023. The co-option process will begin on 11 May 2023, with the aim to appoint a Councillor at the June Full Council meeting.
29 Schedule of Meetings 2023-24
To note the Schedule of Meetings for 16 May 2023 – 31 August 2023.
To further note that Officers plan to propose a Schedule of Meetings for September 2023 – May 2024 at the June Full Council meeting.