23 October 2018 – Agenda


TO: All Members of the Community, Leisure and Recreation Committee

Cllrs D Butler, N Champken-Woods, P Cowell, N Dixon, M Dyer, C Jones,
P Lambert, M Stiles (Chairman) and T Wyse

Ex Officio (Voting) Members – A Midwinter (Town Mayor) and L Emery (Deputy Mayor, Deputy Chairman)


To:            All other Members for information

VENUE: Upper Chamber, Thame Town Hall

DATE:    Tuesday 23 October 2018

TIME:     6.30 pm (maximum two hours)


Graham Hunt
Clerk of the Council

Date: 17 October 2018



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 10 July 2018.


5. Budget Summary

To monitor actual income and expenditure against estimates.

5. CLR Budgetary Control to 30-09-18

6. Reports from Representatives on External Organisations

To receive reports from the nominated representatives on:

a) Cuttle Brook Management Comm. (Cllr Jones)
b) Thame Carnival Committee (Cllr Emery)
c) Thame Football Partnership (Cllr Dyer)
d) Twinning Association (Cllr Butler)
e) Thame Good Neighbour Scheme (Cllr Midwinter)
f) Thame Town Cricket Club (Cllr Champken-Woods)
g) Chinnor RFC (Cllrs Bretherton)
h) Music in the Park (Cllr Stiles)
i) Sinaia Friendship Association (Cllr Bretherton)
j) Thame Museum Trust (Cllrs Butler and Emery)
k) Thame Remembers (Cllrs Bretherton and Dyer)
l) Towersey Festival (Cllrs Bretherton and Lambert)
m) Thame Town Music Festival (Cllr Wyse)
n) Thame Shed (Cllr Wyse)
o) Thame Sports Club (Cllr Jones)

6. Report – External Organisations

7. Friends of Elms Park

To note the proposed Constitution and Terms of Reference for the relaunch of Friends of Elms Park.

7a. Draft FOEP Constitution 090718

7b. Draft Terms of Reference – FOEP

8. Elms Park Open Air Cinema Event

To note that the Community Services Manager is holding discussions with the organisers of the Elms Park Open Air Cinema event to define the changes that would be required for the event to be repeated.

9. Splash Pad Project Proposal

To consider the proposal from SMS Environmental Ltd for a splash pad facility at Southern Road Recreation Ground.

9. Report – Splash Pad Project

9a. Splash Pad Project Proposal 04.10.18

10. Cricket Club Clubhouse Redevelopment

To receive a written update.

10. Report – Cricket Club Clubhouse

11. Open Spaces Working Group

To note that the Town Clerk and the Asset Manager have reacted to further complaints about dog fouling. Additional information stickers are being deployed and additional funding suggested to the Budget Working Group.

12. Thame Fairs 2018

To receive an update on the September and October Fairs.

12. Report – Thame Fairs 2018

13. Music in the Park

To agree to the closure of Elms Park on 5 May 2019 and event support arrangements for Music in the Park.

13. Report – Music in the Park

14. Thame Carnival

To agree the operational support and associated expenditure to assist with event preparations for the Carnival on 15 June 2019.

14. Report – Thame Carnival Operational Support

15. Thame Town Music Festival

To note the Thame Town Music Festival 2019 will take place on Saturday 13 July 2019. To note that the Budget Working Group have allocated the same funding as last year in the first draft budget and that the organisers have requested similar operational support to that provided at TTMF18. Subject to availability to view a video summary of TTMF18.

16. Christmas Event

To receive a written update on arrangements for the Christmas Event.

16. Report – Christmas Event Update 2018

16a. Christmas Event Risk Assessment

17. Service of Remembrance and Commemoration of WW1 Centenary

To note that the Service of Remembrance will take place on, Sunday 11 November 2018, 10.30am assemble in car park at Town Hall ready to process to the Memorial Gardens.

18. Centenary of the Armistice of World War One

To note as part of the commemoration of the centenary of the Armistice of World War One the following event / projects are taking place:

i) As part of the national Beacon Lighting event, a Beacon will be lit at the War Memorial at 7pm on Sunday 11 November 2018. Timetable – 6.55pm Last Post, 7pm Beacon Lighting, 7.05pm Church Bells ring out for peace, followed by music through the decades commencing with familiar songs from the First World War.

ii) In partnership with Thame Remembers, poppies are to be displayed in the windows of houses in the town from which servicemen left to serve in World War One. The poppies, coloured by primary school children and members of the Scouts and Guides will carry details of the servicemen. The centre will be coloured black in remembrance or white to denote their safe return home.

iii) As part of the Trees of Remembrance Project, a partnership between Oxfordshire County Council and The Woodlands Trust, a tree sapling is to be planted at Southern Road Recreation Ground / Cuttlebrook boundary, marked with a Commemorative Plaque.

iv) Silhouettes will be placed in the churches of Thame and at the Memorial Gardens (at the Service of Remembrance) as part of the national ‘There but Not There’ project.

v) A life size ‘Tommy’ will be installed at the Memorial Gardens during the National Poppy Appeal as part of the Royal British Legion’s ‘Thank you’ project.

vi) Living Monument – To create a temporary art installation titled ‘Living Monument’ which consists of 130 portraits of men currently living in Thame and the surrounding areas representing each of the individuals who went off to fight in WW1.

19. Town Awards

To note that the presentation of the Town Awards will take place on 14 March 2019 at Thame Barns Centre.

20. Charity Fair

To note the Charity Fair will take place on Saturday 3 November 2018 organised by Cllrs Emery and Midwinter.

21. Kimblewick Hunt

To note that the Kimblewick Hunt will once again commence their Meet in the Upper High Street car park on Tuesday 1 January 2019.

22. Maintenance Report

To note the report.

22. Maintenance Report