05 February 2019 – Minutes


Minutes of a Meeting of the Community, Leisure & Recreation Committee held on 5 February 2019 at 6.30pm in the Upper Chamber, Thame Town Hall.

Present: Cllrs D Butler, N Champken-Woods, N Dixon, M Dyer, L Emery (Deputy Mayor), P Lambert, A Midwinter (Town Mayor), M Stiles (Chairman) and T Wyse
G Hunt, Town Clerk
J Sparrowhawk, Asset Manager
C Pinnells, Community Services Manager
A Oughton, Committee Services Officer


1. Apologies for Absence

Apologies for absence received from Cllr Jones (Unwell). Cllr Cowell absent without apology.

2. Declarations of Interest and Dispensations

There were no declarations of interest.

3. Public Participation and Public Questions

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

4. Minutes

The Minutes of the meeting held on 23 October 2018 were confirmed as a correct record and signed by the Chairman.

5. Budget Summary

Members received the budget summary up to 31 December 2018

A question was raised with regard to the cost of the skips for St Mary’s churchyard. The Town Clerk and Asset Manager explained that in general the cost of waste disposal had increased. The hire charge for two of the skips will be recharged to St Mary’s Church.

6. Reports from Representatives on External Organisations

The reports for external organisations were noted.

Cllr Champken-Woods reported the Friends of Elms Park were meeting this evening. The Town Clerk reported a Councillor representative for the Friends of Elms Park would be appointed at the Annual Meeting of the Council in May.

7. Cricket Club Clubhouse Redevelopment

The comprehensive report was noted.

8. Outdoor Cinema Event

The written update from the organisers of the Outdoor Cinema event held on 17-19 August 2018 in Elms Park was noted.

9. Service of Remembrance – Screen

Members agreed the display screen in the Memorial Gardens for the Service of Remembrance in November 2018 had been a great success. The Town Council had received many compliments from members of the public and community groups that the screen had made a significant positive addition to the event.

After a short discussion is was agreed to support Option 2 in the report – to provide a screen for the Service of Remembrance in 2019, 2020 and 2021.


i) A three year fixed price contract be approved to enable a temporary large screen at the Memorial Gardens for the 2019, 2020 and 2021 Service of Remembrance, subject to the necessary permissions being obtained.

10. Thame Town Guide

Members noted the intention to bring the production of the annual Official Town Guide in-house, overseeing the whole project from design through to distribution.

It was felt this was a very good idea and thanks were expressed to the Officers involved for all their hard work to date.

11. Christmas Event Feedback 2018 / Date for 2019

The comprehensive feedback on the 2018 Christmas event was noted along with the date of this year’s event – Friday 6 December 2019.

12. Christmas Lighting Scheme

Members considered the options proposed for the Christmas Lighting Scheme. After a short discussion it was agreed to retender the contract for a five year term with a new contract in place for the 2019/20 season.

The Town Clerk will call for volunteers for a Working Group to progress the retender of the Christmas Lighting Scheme.


i) Approval be given to the Christmas Lighting Scheme contract being retendered for a five year term with a contract in place for the 2019/20 season. All within a budget of approximately £19,000 per annum.

ii) A Working Group, to include volunteer councillors and the Asset Manager be formed to progress the retender process.

13. Kimblewick Hunt

The statement issued by the Town Council following the adverse social media comments and complaints from the public concerning the Kimblewick Hunt was noted.

14. Maintenance Report

The report was noted. Members extended their thanks to the Maintenance Team and Asset Manager for their continued hard work, some of which had been over and above that expected of the team.

The meeting concluded at 6.59pm

Signed …………………………..
Chairman, 2 April 2019