21 July 2026 – Minutes (draft)
THAME TOWN COUNCIL
Minutes of a Meeting of the held on 21 July 2026 at 6.30pm in the Upper Chamber, Thame Town Hall.
Present:
Cllrs D Bretherton, P Cowell (Chair), A Dite, M Dyer, L Emery (Deputy Chair), C Jones, S McGarry, H Richards and A Wainwright (Deputy Mayor).
Non-Voting
Officers
M Sturdy, Town Clerk
C Pinnells, Community Services Manager
L Fuller, Communications Manager
J Doherty, Committee Services Officer
B Surridge, Community Events Officer
1) Apologies for Absence
Apologies for absence were received from Cllrs Gilbert (personal), Dawson (personal) and Dollman (personal).
RESOLVED:
i. To accept the apologies and reason given from Cllrs Gilbert (personal), Dawson (personal) and Dollman (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) Minutes
The Minutes of the Committee Meeting held on 24 March 2026 and 12 May 2026 were received.
It was noted that the minutes of the meeting on 24 March 2026 did not accurately reflect that Cllr Richards was in attendance, page 1 of the minutes will be updated and reprinted to reflect attendance.
RESOLVED that:
i. The minutes of the meeting held on 24 March 2026 required page one of the minutes to be updated to accurately reflect that Cllr Richards was in attendance, the minutes are confirmed as a correct record, and signed by the Chair.
RESOLVED that:
ii. The minutes of the meeting held on 12 May 2026 are confirmed as a correct record, and signed by the Chair.
5) Budget Summary
Members received the Budget Summary up to 10 July 2026.
A Cllr sought clarification regarding Music in the Park, which showed £70 expenditure for the licence, is the overtime for the maintenance team included in expenditure? Officer advised that this year the event did not require maintenance team support, equipment was delivered to site and no further staffing resources required. The Premises Licence fee is £70; invoice for which will be raised by the CSM.
A Cllr sought clarification regarding the month 2.3 on the heading of the budget monitoring figures. The Clerk will seek clarification from accounts but believes it’s just an oversight.
6) Event Dates 2026
The additional event dates were noted, and the committee received a verbal update regarding events in Thame. Cllr support may be required.
7) Taste of Thame – Event Feedback
The committee received a report and SWOT analysis from the event on 23 May 2026.
The Officer advised that this year the car park in front of the Town Hall was used; and further activities and events in this area will be progressed and expanded for next year’s event.
Noted that expenditure/advertising/costs were covered with income from sponsorship and stalls in attendance.
Thanks to Councillor support for the event.
A Cllr thanked the security team for managing the event well. Comment received at Mayor in the Market provided positive feedback on the event from residents.
A Cllr queried the sponsorship figures within the budget summary for this event. It was advised that the events budget is combined for Thame Art Crawl, Taste of Thame and the Emergency Services Day.
RESOLVED that:
i. Officer time be approved to support the delivery of Taste of Thame for 2027.
ii. Event date of 29 May 2027 is approved.
8) Town Awards
The committee received a report and were asked to consider and suggest ways to improve / change the Town Awards.
The Officer commented that the awards night was a success, feedback from those in attendance was positive, complementing both the venue and the thoughtful nature of the awards ceremony. The booklets were well received.
A Cllr commented that the booklets were a lovely idea and queried the cost of the Barns Centre compared to the Spread Eagle. Officer advised that the cost was higher at the Spread Eagle, the Barns Centre was unavailable for this event this year. The Town Awards has no budget, sponsorship raised was £1k; additional costs will be settled from earmarked reserves. Suggestions and comments are welcome and will be discussed at the Panel meeting prior to the next event.
Cllrs thanked the Officer for organising this year Town Awards and Taste of Thame and gave a round of applause in recognition of this and that the Town Awards continues to change and improve. Cllrs complimented the introduction of a seating plan and this year’s venue. Feedback was that catering numbers should be reviewed and the event could be expanded to invite nominees and partners/guests to make it more of a ceremony and raise awareness of the event.
9) Thame Fair
The committee received a report regarding event planning for the Thame Fairs.
It was noted that the Corporate Risk Assessment and Event Management Risk Assessment have been prepared and at this year’s event there will be a site visit from the Health & Safety Executive. Officer advised that an issue was found during HSE inspections in 2025.
It was noted that Martyn’s Law will come into force next year, and Thame Town Council will continue to meet this requirement as have done previously with two cars parked to block possible vehicle entrance to the High Street. Further entrances will be considered this year.
With support from the Town Clerk and Cllr Dyer the fee invoice has been raised for £34,184.57. Medical and Security has been secured, road closure has been approved, Fair Co-ordinator attending again. Two items of concern regarding the budget, fuel surcharge has been raised for skip hire, and cleaning costs have increased.
The Town Centre Working Group will meet in August. Date to be confirmed.
10) Thame Art Crawl 2026
The committee received a report. Since the report, three more artists applied, meeting 22/7/2026 to progress placing artists with venues, new venue enquiries in the East Street location, and from Thame Cars. Sponsorship secured from Lightfoot’s; who will also be welcoming an artist.
11) Christmas in Thame 2026
The committee received a report and were asked to provide feedback and ideas to improve the event.
Theme is robins this year, hoping to have people called Robin attend to switch on the lights, will also contact Children’s Choir, Stagecoach, and will seek a Bee Gees tribute band. A Cllr suggests letting Dwina Gibb know should this be progressed. The stage booking is in motion.
It was noted that the Grotto and Charities Fair will be Saturday 28 November.
Given previous issues with sound/visual, Cllrs queried if a flatbed truck or scaffolding was being progressed this year as a stage. Officers advised health and safety requirements could not be met, however further consideration will be given to ensuring more of the audience can hear/see the stage.
A Cllr sought clarification regarding the sponsorship from both Lightfoot’s and BP Collins and would advise that only one company from a market sector should be providing sponsorship for an event due to direct competition with one another. Officer advised that this was for Taste of Thame and confirmed with both Lightfoot’s and BP Collins said that they were happy to be providing sponsorship for the same event.
Noting that for the Town Awards it was ensured that the event received sponsorship from a wide range of sponsors.
12) Communications and Community Engagement
The committee received a report on Town Council communications and community engagement. Highlighting the monthly videos on Facebook and Instagram. Providing regular updates on Council meetings.
Planning to reinstate weekly features on Red Kite Radio starting in August 2026.
The Officer provided a verbal update on the website tender process. 40 questions received, 2 tenders submitted with a further 9 expected. Website working group will be contacted with next steps.
Minor changes to the Social Media & Media Relations Policy have been made to offer flexibility for Officers to respond, to engage, and correct misinformation on Thame Town Council Facebook page.
A Cllr suggested a standard response to address similar queries. Officer advised that the policy provides flexibility to be able to respond and correct misinformation.
A Cllr sought clarity on section 4 of the report. Officer advised that interactions on Facebook are defined as comments, likes, shares, saves.
A Cllr asked how Thame Town Council social media statistics compare to other Town Councils. Officer can review against other Council social media pages.
A Cllr sought clarity on section 7 of the report, why reducing comments on the Facebook Group Love Thame. Officer advised that as the Council were not responding to Social Media comments at that time, information was being shared to Love Thame, and policy does not allow responding to posts on Love Thame and there was a lot of misinformation in comments, Thame Town Council can start posting again.
A Cllr suggested that if social media is working, whilst policy permits responses to comments on Thame Town Council’s page that it is a balance of Officer resource to comment and monitor social media.
RESOLVED:
i. To approve the Social Media & Media Relations Policy.
13) Elections 2027 and Publicity
The Officer report was received which sets out publicity on how to recruit new Councillors, and encourage residents to stand next year, what the Council can and can’t do, and suggests objectives for campaign and how to achieve aims, welcome feedback.
A Cllr noted that anything which can be undertaken to encourage residents to stand is welcomed.
A Cllr commented that it should be acknowledged and not underestimated how intimidating being a Councillor could appear, many residents might not know what being a Councillor involves and would suggest holding informal coffee mornings drop-in sessions to encourage open discussion for any residents to attend to discuss with Councillors and Officers.
A Cllr commented that the cost of elections is a concern.
A Cllr commented that the Councillors all care about Thame, and residents.
A Cllr commented that Elections in May 2027 will also include Ridgeway Council Elections.
RESOLVED:
i. To approve the ‘Become a Councillor’ campaign proposal as outlined in the Officer report.
14) Livestreaming Meetings and Improvements to Audio/Visual in the Upper Chamber
The committee received a report relating to upgrading the audio-visual equipment in the Upper Chamber.
It was agreed to form a working group with four councillors appointed to refine the AV project specification and scope of works.
A Cllr commented that Livestreaming might be too costly for the Council to consider at this stage. The working group can investigate this.
RESOLVED:
i. To approve the Terms of Reference for the Audio-Visual Working Group and recommended that this is presented to Full Council for adoption.
ii. To appoint Cllrs Dite, Bretherton, Wainwright and McGarry to the Audio-Visual Working Group.
iii. To note after approval of the specification, a minimum of 3 quotes will be obtained and presented to a later Full Council.
15) Community Services & Information Centre
The report was noted, it was highlighted that this report combines items which have been reported on separately and include statistics from the information centre including phone calls and visitors’ statistics are shown, the committee were asked to provide any feedback and suggestions.
It was noted that £5,000 of grant funding was requested from SODC to reprint and produce leaflets, however no funding available and earmarked reserves for economic development will be used.
Highlighting that the number of bus timetables which the Information Centre are providing is high, potentially the Council may need to approach bus companies and OCC for contributions towards the printing of the bus timetables.
It was highlighted that for Speed Watch campaign in many locations the number of volunteers needs to be increased to four; this will be covered in Community Safety.
Lloyds Bank are continuing to December, and it has been raised that often visitors to Lloyds Bank are turned away due to the representative being busy, it would be good to find out statistics of visits and number of people who are turned away.
Trader numbers at the Local Produce Market are currently reducing; seeking traders from other markets to join the Local Produce Market.
A Cllr noted that stock within the Information Centre should be valued at purchase price. It was asked if the report could include the number of items of stock held as well as number of items sold.
A Cllr asked if stock could be sold at the monthly Mayor in the Market? Officers to investigate if sum-up on phones could be obtained and consideration to items which could be available to purchase at the market.
A Cllr asked a question about applying for disabled badges. Officer advised that this is not something which Thame Town Council can assist with and those who enquire are directed to the library who can assist with as the application which needs to be completed online.
A Cllr asked to change availability to percentage utilisation on the report.
16) External Community Events
The external events which received support by Officers and Maintenance Team were noted.
ThamePride. It was noted that a Freedom of Information request will be reported at Corporate Governance; however, no Town Council funds were spent. The bunting around the Town Hall will be displayed over the summer months, which was placed while the hanging baskets were installed.
Park(ing) Day. This was a great concept but tricky to engage with residents, and there will be further conversations with edge Urban Design who organised this event.
17) Community Safety
a. Policing in Thame
Noted the report was provided by Thames Valley Police on the latest matters for policing in Thame. Any questions please advise the CSM.
b. CCTV
Thames Valley Police at Abingdon are now managing CCTV.
c. Defibrillators
Officers have managed to achieve grant funding and donations to a total of £13,645 to replace the 7 Defibrillators and cabinets inherited from Staying Alive. Final costs are yet to be finalised for this project.
It was noted that the market traders have requested a mobile defibrillator. Officers will review if the Market House could have a defibrillator at a later point.
A Cllr asked if positioning in residential areas could be considered? It was noted that a resident has sought advice regarding installing a defibrillator at a residential address; which will be reviewed later.
Officer would like to manage the replacement inherited Staying Alive defibrillators initially before progressing with further defibrillators.
d. Speed Indicator Devices
At the Annual Town meeting a resident raised a question regarding the installation of Speed Indicator Device (SID) on Cromwell Avenue. Officer has investigated options, operational requirements and costs involved.
Thame Town Council had already received requests for devices in Moreton and Kingsey Road.
To note that Moreton have dedicated S106 funds which could be used for this project, subject to Highways and Thame Town Council approval.
Background information relating to Kingsey Road: many speeders which affect LWS students crossing safely to access Lower School. The Officer report contains further information.
Cromwell Avenue: Speedwatch to attend to survey in August which will provide statistics for analysis.
The Officer report will be issued to Committee following the meeting, and it was asked if SIDs should be included in the budget review in September.
A Cllr advised that Towersey have undertaken a similar project, resulting in drivers significantly slowing speeds.
A Cllr suggested that CSM to meet Highways Officer to review if it is possible to install SIDs where identified.
A Cllr raised concern regarding the verbal abuse which the school crossing assistant on Kingsey Road receives. The CSM will take this matter to the next Policing meeting to seek support on undertaking speed checks in areas of concern.
It was agreed to progress and speak to OCC regarding the possibility of installing SIDS at three locations in Thame; and report to Community Services/Full Council regarding seeking budget.
A Cllr asked if other councils have similar concerns and issues with regards to speeding in residential areas. The CSM to ask the Police Crime Commissioner if there is any possible funding. To contact other towns/villages with Speed Indicator Devices have had success in the reduction of speed. It was noted that a Speed Indictor Devices are in progress at Great Haseley.
e. Nelson Street Experimental One-Way Restriction
It was noted that the consultation which is running alongside the ETRO remains live and will be until 25 September 2026. Experimental One-way restriction – Thame: Nelson Street | Let’s Talk Oxfordshire
18) Community Partnerships
a. Thame Alliance Group
The minutes from the meeting on 2 June 2026 of the Thame Alliance Group were noted.
b. Thame Youth Council
The minutes from the meeting on 18 May 2026 were received.
c. Padel Court
A verbal update was provided, waiting to hear from Thame Football Partnership Management team for an update on the progression of the Padel Court project.
d. Lord Williams’s School ACE Week
Received a report, and data from the Year 7 sessions held during ACE week.
Students at the Youth Council meeting commented that there are less opportunities to attend events with similar age groups; the students noted that many events are held in places where alcohol are served. Building on this conversation, ACE week students were asked to provide ideas for events for young people to attend. Similar themed events; Outdoor Movie Nights, Music events, the overall event from the week was Thame’s Got Talent this could be reality for an event; charity event, specific ideas are welcomed for discussion.
Noted that two work experience students from LWS were at the Town Hall and helped tremendously.
Thanks to Cllrs for supporting and helping during the very hot ACE week in the Upper Chamber.
A Cllr noted that it was a wonderful opportunity for all Year 7s to see the Town Hall and participating in events in the Upper Chamber. It was asked if Thame’s Got Talent could be linked to the Community & Youth Centre.
A Cllr noted that Thame’s Got Talent was held for 3 years, 13/14 years ago which was a very successful event, this could be a Mayor’s charity event. Possibly held in the Players Theatre or at LWS.
A Cllr noted that 13/14 years ago a Youth Variety Concert was held at the Players Theatre which raised funds for the Thame Youth Memorial Project noting previous acts included a range of singers/bands/jugglers/wide range of acts. A similar event could be held to highlight the talent within the youth of Thame.
A Cllr asked whether this information would be communicated back to the Youth Centre and the Year 7 students (who would be in Year 8 by September). The Officer advised that a response had already been provided to the Youth Council and that dates had been requested for a future Youth Council meeting. The Officer will also explore how best to provide feedback to the Year 8 students.
The Officer sought clarification if budget should be obtained, if consideration to be given to this event with the possibility of the winner performing at the Christmas in Thame event in 2027.
A Cllr sought clarification if the children can be involved in planning event? Officer would suggest that Thame Town Council and Cllrs attend an assembly at LWS to present the idea/report.
A Cllr queried why this event would require a budget for this event, if there was a budget required it should be minimal. Discussion over charges which Thame Players might charge.
The Officer will explore options for this event.
e. Residents Association
Several residents’ association met to discuss how each association manages, and if they have common issues. One Resident Association had asked the others present how they contact Thame Town Council, who responded they knew to contact the CSM. It was noted there are 8 official residents associations in the Thame Parish.
19) Project Link
The Clerk provided a verbal update and confirmed that the changing rooms have been demolished meeting necessary planning requirements.
Final confirmation received on 17/7/2026 regarding the approval of the £250k grant from SODC towards Thame’s Community & Youth Centre.
The meeting concluded at 8.07pm
Signed ………………………………
Chair, 10 November 2026