23 October 2018 – Minutes


Minutes of a Meeting of the Community, Leisure & Recreation Committee held on 23 October 2018 at 6.30pm in the Upper Chamber, Thame Town Hall.

Present: Cllrs P Cowell, N Dixon, M Dyer, L Emery (Deputy Mayor), C Jones, A Midwinter (Town Mayor) and M Stiles (Chairman)
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 Cllrs Butler (Unwell), Champken-Woods (Unwell), Lambert (Unwell) and Wyse (Holiday).

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. Minutes

The Minutes of the meeting held on 10 July 2018 were confirmed as a correct record and signed by the Chairman.

5. Budget Summary

Members received the budget summary up to 30 September 2018.

6. Reports from Representatives on External Organisations

The reports for external organisations were noted.

7. Friends of Elms Park

The proposed Constitution and Terms of Reference for the relaunch of Friends of Elms Park (FoEP) were noted.

The Town Clerk reported the core members of FoEP had met a couple of times. It was a good time for the group to relaunch now the plans were in place for the refurbishment of the park. Eventually the group may have a Town Council External Representative and it was hoped the Town Council and FoEP will work in partnership in the future.

8. Elms Park Open Air Cinema Event

Members noted 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. Councillors all agreed that it had been a good event, with a great atmosphere.

9. Splash Pad Project Proposal

The proposal from SMS Environmental Ltd for a splash pad facility at Southern Road Recreation Ground was considered. Councillors who attended the presentation given by SMS Environmental were very impressed with the proposals and felt it would be an asset and complement the existing facilities at Southern Road Recreation Ground.


i) The Council consider supporting the splash pad project proposal subject to funding being sought.

10. Cricket Club Clubhouse Redevelopment

The report was noted.

The Town Clerk reported the build was now in its last week and due to be signed off on Friday. A meeting is planned for Friday afternoon and training arranged for members of the cricket club and the Asset Manager on how to operate the equipment.

Building Control will then need to make sure everything is safe before the public opening event. Up until now the build itself had been the main focus of attention. The working group will meet on Monday to consider the remaining implementation tasks to ensure the Pavilion is in ‘tip top’ condition ready for the 2019 cricket season.

11. Open Spaces Working Group

Members noted 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

The report was noted.

The Community Services Manager highlighted that both the September and October Fairs had taken place effectively and thanked Councillors for their assistance. For the September Fair some of the larger amusements pulled on slightly earlier this year as both car parks were clear and it was safe to do so. The Showmen’s Guild have requested the Council consider an earlier pull on for next year.

One attraction located on the Upper High Street was delayed from leaving until after 12 noon on the Sunday due to manpower issues. Christmas Lighting in the Upper High Street was damaged due to two tree branches being cut. The cost of replacement lighting will be recharged to the Guild. Due to the windy conditions noise did travel across the town which resulted in some complaints. Some discussion took place as to whether it would be feasible to fit noise limiters to some amusements. This will be discussed with the Showmen’s Guild before next year’s event.

High winds also resulted in the orange netting which protects the football pitch on Southern Road Recreation Ground (SRRG) having to be removed. This in turn resulted in some vehicle damage to the pitch. The Lions raised £500 through manning the car parking at SRRG during the September Fair.

In conjunction with the Showmen’s Guild discussions will take place to try to speed up submission of the relevant paperwork for the September Fair.

13. Music in the Park

A request had been received from the Music in the Park (MiTP) Committee for the Town Council to consider event support by the Maintenance Team as undertaken at previous MiTP events.


i) Elms Park is closed to the public between the hours of 10am and 10pm on Sunday 5 May 2019 for the Music in the Park event.

ii) Approval be given to event support for Music in the Park 2019 and associated expenditure of up to £80.

14. Thame Carnival

A request had been received from the main organiser of the Carnival for support with the 2019 event as has been provided in previous years.


i) The Carnival for 2019 is supported and that the associated salary expenditure of up to £350 be released from General Reserves.

15. Thame Town Music Festival

It was noted that the Thame Town Music Festival 2019 will take place on Saturday 13 July 2019. It was also noted that the Budget Working Group has 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. Members were all agreed that this year’s event was superb, even better than last year and a great event for the town.

16. Christmas Event

The report was noted. The Community Services Manager encouraged Councillors to volunteer to help with various event operations.

17. Service of Remembrance and Commemoration of WW1 Centenary

It was noted 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

Members noted the various events and projects which are taking place as part of the commemoration of the centenary of the Armistice of World War One.

19. Town Awards

Members noted that the presentation of the Town Awards will take place on 14 March 2019 at Thame Barns Centre. The Town Clerk explained the date had been brought forward to avoid the period of purdah running up to the 2019 elections.

20. Charity Fair

It was noted that the Charity Fair will take place on Saturday 3 November 2018 organised by Cllrs Emery and Midwinter.

21. Kimblewick Hunt

It was noted 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

The report was noted.

The meeting concluded at 6.59pm


Signed …………………..
Chairman, 5 February 2019