22 July 2025 – Minutes

THAME TOWN COUNCIL

Minutes of a Meeting of the Community Services Committee held on 22 July 2025 at 6.30pm in the Upper Chamber, Thame Town Hall.

Present:

Cllrs D Bretherton, H Dollman, M Dyer, L Emery (Deputy Chairman), C Jones and A Wainwright.

Officers

M Sturdy, Town Clerk

C Pinnells, Community Services Manager

L Fuller, Communications Manager

 

 

1) Apologies for Absence

Apologies for absence were received from Cllrs Cowell (personal), Dawson (personal), Dite (personal) and Gilbert (personal).      

In the absence of the Chairman, the Deputy Chairman Cllr Emery chaired the meeting.

RESOLVED:

  1. To accept the apologies and reason given from Cllrs Cowell (personal), Dawson (personal), Dite (personal) and Gilbert (personal).

 

2) Declarations of Interest and Dispensations

Cllr Emery declared an interest in Item 22f as the Treasurer of the Chiltern Vale Residents Association.

 

3) Public Participation and Public Questions

Cllr Richards entered the meeting during this item.

There were no applications to address the Committee.

Two questions had been put to the Committee:

  • Question: Oxfordshire County Council, who are responsible for granting permission, have no record of receiving or granting permission to paint messages or symbols on Thame high street. Doing so without permission is an offence under the highways act 1980. What action does the committee intend to take with the responsible group?

Answer: The County Council’s Highways Engagement Team were consulted and advised that they had no issues with the proposals therefore no offence has been committed. The chalk is intended to wash off with rain, and was used for this reason over spray paint.

  • Question: Why were the three aims as set out in the report not included in the councils publicity and marketing for the Pride event? The council publicity for the event was clear in its presentation to the public that Thame Pride was a “family event which celebrated inclusivity”, which does not do justice nor is it the same message as the three aims as described.

Answer: The Town Council’s publicity for the event was lifted from Thame Pride’s website, which emphasises the inclusivity of the event. Thame Pride are of the view that the chosen marketing strategy was effective in aligning with Thame Pride’s aims.

 

4) Minutes

The Minutes of the Committee Meeting held on 4 February 2025 were received.

The Minutes of the Committee Meeting held on 13 May 2025 were received.

RESOLVED that:

  1. The minutes of the meeting held on 4 February 2025 are confirmed as a correct record, and signed by the Chairman.
  2. The minutes of the meeting held on 13 May 2025 are confirmed as a correct record, and signed by the Chairman.

 

5) Budget Summary

Members received the Budget Summary up to 30 June 2025.

It was noted that the invoice had been raised for the Fair but had not yet been paid, and therefore the income was estimated / expected rather than actual.

Sponsorship has already been secured for some of this year’s Christmas activities.

The £68,000 income (CLR Capital/Projects) shown on the income and expenditure sheet related to public art S106 developer contributions.

A suggestion was for a breakdown of earmarked reserves at the start of each financial year and that where there are no budgets shown, such as the Good Neighbour Scheme, a suitable proportion of the EMR should be allocated at the beginning of the financial year.

 

6) Christmas Light Working Group

The report was noted. There is a contingency of £1,000 per annum of the 5-year Christmas Lights contract. To expand the lighting scheme, the contractor has proposed some options: a star on the main tree, and additional tree lighting on Upper High Street trees, Montesson Square tree, and main tree. It was noted that there are likely to be some unbudgeted-for infrastructure costs in the first year of this new contract. The committee were asked to consider the options and whether to increase the budget.

The committee supported the option to add a star on the tree, recognising this was also a suggestion made by Year 7 students. The costs should be covered by the existing contingency funds, but if required there are earmarked reserves in the Economic Development budget.

RESOLVED:

  1. To approve Option B as outlined in the report, to purchase a star for the top of the Christmas Tree.

 

7) Christmas in Thame 2025

The committee were asked to suggest ideas for this year’s Christmas events in Thame. Suggestions had been made via email to utilise empty shops to provide activities. Students during ACE week had suggested a competition to design baubles to hang on the tree.

 

8) Remembrance Screen

The report was noted. Quotes have been obtained for the filming, photography and screen hire for the Remembrance event, with the current supplier providing the most competitive quote.

A suggestion was made to livestream the event for those unable to attend in person. This would be explored to establish costs and feasibility.

RESOLVED:

  1. To ratify the renewal of the three-year fixed-price contract for the hire and operation of a LED digital screen hire for the Remembrance Service event.

 

9) Taste of Thame – Event Feedback

The report was noted. Taste of Thame 2025 had been another great event. A SWOT analysis had been undertaken, from which it was identified that the raffle should not be online-only, and that the High Street car park could be closed to increase the space available for market stalls / vendors, and to invite local farmers.

Could the hog roast be held again? Exceptions were made in 2024 to enable this to happen, but the Town Council is not aware of a local business that can currently provide this.

RESOLVED:

  1. To approve Saturday 23 May 2026 for next year’s event.
  2. To approve officer’s time to support the delivery of Taste of Thame 2026.

 

10) Thame Carnival – Event Feedback

The committee received the report on the Town Council’s involvement in Thame Carnival. Thanks were given to the Councillors who took part. The float had fittingly included a tribute to Helena Fickling. The float was the last in the parade due to the fire service being unavailable. The Carnival Committee had obtained road closure security via sponsorship.

 

11) Thame Sportive – Event Feedback

The report was noted. The Town Council provided officer time and equipment as per other community events.

The event provided a good promotional opportunity for the Haddenham-Thame Greenway project. Publicity for this continues via events and newsletters.

RESOLVED:

  1. To approve Thame Sportive 2026.
  2. To approve officer time and equipment to support the delivery of Thame Sportive 2026.

 

12) Thame Pride – Event Feedback

The report was noted. The committee thanked everyone involved in making Thame’s first Pride event a success. Special thanks and a round of applause were given to the Community Services Manager for their input and guidance.

 

13) VE Day and VJ Day 80th Anniversaries – Event Feedback

The report was noted. The events for VE Day had been enjoyable and well-received.

 

14) Town Award – Event Feedback

The report was noted. Thanks were given to the Communications & Events Assistant for their work in organising this year’s Town Awards. Despite a shorter nomination window, a good number of nominations had been received. Aspirations for next year include using the Player’s Theatre for the award’s ceremony and having sponsors for each category. Sponsors to be approached earlier to avoid using earmarked reserves.

 

15) Thame Town Music Festival – Donation

The report was noted. Subject to meeting the criteria, potential beneficiaries of the grant could be the music room in the new Community Youth Centre, Thame Concert Band, and Lord Williams’s School music department.

RESOLVED:

  1. To accept the donation of £6,219 and approve Officers time to administer and allocated grant requests to the criteria specified by TTMF.

 

16) Thame Fairs 2025

The report was noted. It was also noted that there will be a visit from the Health & Safety Executive, believed to be in response to incidents at other fairs.

 

17) Event Cancellations

The committee noted the following events have been / were cancelled:

  • Healthy Thame Fayre – 7 June 2025 not enough interest to hold the event.
  • Theo’s Skate Jam – 12 July 2025. Cancelled by the family.
  • French Market – 3-5 October 2025 (This has permanently been cancelled due to operational challenges)
  • Monthly Street Food Market (StreEAT Meet) – this will now only run alongside other events, such as Taste of Thame, due to changes to the organiser’s capacity.

The committee expressed disappointment at the permanent cancellation of the French Market. The Community Services Manager is looking at alternative markets to hold in its place.

 

18) Communications & Community Engagement Report

The report was noted.

The complaint regarding the Pride flag related to the Progressive Pride flag not being flown. The Town Council is unable to fly this flag due to restrictions on flags outside council buildings.

Councillors requested that they be given more notice if they are expected to be on the monthly market stall, or that a rota be introduced.

The committee were pleased to see an increase in Facebook followers on the Town Council’s page.

The committee welcomed the data on information centre footfall and enquiries. Thanks were given to the Customer Services Officer for developing the software to monitor data.

 

19) Lord Williams’s School ACE Week

Thanks were given to the Councillors who supported the sessions, the work experience student who had inputted all the data from the sessions, which will be circulated post-meeting, and the students for their input and ideas.

 

20) Consultation – Part-Night Lighting

The report was noted, alongside the research undertaken of other councils and the input from Thames Valley Police.

It was agreed that the proposals could not be supported yet, as the committee requested more information on town and parish council experiences of part-night lighting, and specific plans for Thame.

 

21) Banking Hub

It was noted that the Community Services Manager and local resident Helen Johns continue to campaign for Thame to have a Banking Hub. It has now been referred to an independent assessor. A meeting was held with Tonbridge Town Council who have undertaken a similar process to obtain their banking hub.

The Independent Assessor is due to visit Thame and produce their report by mid-August, the recommendations of which are usually actioned.

It was also noted that Lloyds Bank will continue to use the Town Hall meeting room until October.

 

22) Items for Information

The committee noted the following:

  • Thame Alliance Group minutes – 3 June 2025
  • Vegan Market – Thame’s first Vegan Market in March 2025 was a success, and the organiser seeks to hold another event in October.
  • The Town Council has signed up to Huq – a data and location gathering tool that SODC are also using. Noted that awaiting update from SODC regarding uptake of other councils to confirm which tier.
  • Blue Plaque for John Henry Smythe, QC, MBE, OBE – this will be unveiled at an invite-only launch event on 26 July.
  • Speedwatch – Town Council officers have undertaken the relevant training and will shortly be trained on using the radar guns.
  • Chiltern Vale Residents Association – Constitution and minutes of their Annual General Meeting noted.
  • Summer of Skate Event – taking place at the Skate Park on Wednesday 13 August 2025 from 3pm-6pm.
  • Lord Williams’s School & TTC Youth Council Minutes – 13 June 2025
  • CCTV Q3-Q4 2024-25 Report
  • New Initiatives – The Town Clerk and Community Services Manager are working with the community regarding new initiatives, for a Thame Marathon, a temporary public 400m running track in Southern Road Recreation Ground, a possible flower market and a community evening maths club.

 

 

The meeting concluded at 7:34pm

 

 

Signed ………………………………

Chairman, 11 November 2025