24 March 2026 – Minutes (draft)

THAME TOWN COUNCIL

Minutes of a Meeting of the Community Services Committee held on 24 March 2026 at 6.30pm in the Upper Chamber, Thame Town Hall.

Present:

Cllrs P Cowell (Chair), H Dollman, M Dyer, C Jones and A Wainwright.

Non-Voting
Officers

M Sturdy, Town Clerk

J Doherty, Committee Services Officer

 

1)           Apologies for Absence

Apologies for absence were received from Cllrs Dawon, Dite, Emery and Gilbert. (personal)         

Cllr Bretherton absent without apology.

RESOLVED:

  1. To accept the apologies and reason given from Cllrs Dawon, Dite, Emery and Gilbert. (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 11 November 2025 were received.

RESOLVED that:

  1. The minutes of the meeting held on 11 November 2025 are confirmed as a correct record, and signed by the Chair.

 

5)           Budget Summary

Members received the Budget Summary up to 28 February 2026.

Cllrs queried the Events budget; the estimates are widely out by quite large sums. Officer advised that this was due to lack of sponsorship for the events.

 

6)           Christmas in Thame Feedback

The thorough report was noted, the Officer highlighted key sponsors for the Christmas Lights event:  the stage sponsored by Lightfoots Solicitors, and the Christmas tree ASM Auto Recycling.  It was noted that the free rides on Cornmarket worked well, Charities Fair and Grotto worked well.  Sponsorship was a challenge, and a little short for Christmas Events.

 

7)           Town Centre Working Group

The Committee discussed the Town Centre Working Group which has been proposed to incorporate a few working groups into one group.  The Committee agreed with Officer recommendation.

RESOLVED:

  1. To approve the Terms of Reference and to agree for this to be taken to Full Council for membership approval.

 

8)         Christmas Proposal 2026

The thorough report received.  Officer clarified that the November activities proposed is the reverse advent calendar which worked well for 2025 and this is planned again for 2026 and is promoted daily through social media and communications team which is a good lead up to Christmas activities.

A Cllr suggested considering if the concert band could be situated on a stage, with additional speakers. The Officer will review, however, this is quite an expensive item, with the stage costing £2,500. Officers to review sponsorship for this.  A Cllr suggested that a flatbed truck could be considered for use instead of a stage.  Officers to review and to undertake risk assessments for this; and to seek sponsorship from local companies.  Cllrs to consider what free rides could be offered.

Confirmed dates for 2026:

  • Christmas Lights Switch on Friday 27 November 2026
  • Grotto and Thame Charities Fair Saturday 28 November 2026

Cllrs asked if LWS, Stagecoach and Thame Youth Theatre could be asked to participate? A Cllr noted that LWS do participate in Christmas events for the community with the provision of 3 concerts at St Mary’s Church. 

The Officer noted that the primary schools previously attended the Christmas Lights switch on and will review this again. The Officer will contact LWS Youth Council to discuss and review what entertainment LWS can do at the event and will review.

A Cllr raised an idea for Christmas Karaoke to be held during the Christmas event; Officers to consider.  Cllrs discussed asking local celebrities to open the Christmas Event, or to ask known individuals to celebrate the Ukraine community and ask for a representative; possible sing a Ukrainian Christmas carol during the Christmas Lights event.  A Cllr suggested Churches United could be asked to organise Christmas carols. 

Cllrs commented that the Christmas reports were very good, and well written.

 

9)        Taste of Thame 2026

Officers discussed the report, Cllr support required for the event both driver and van have withdrawn support.  Van and driver required for the event, ideas are welcomed to undertake assistance with obtaining the equipment from the Equipment Bank ready in preparation for the event on Saturday and returning equipment on completion of the event.  Cllr Wainwright offered support. Cllr Cowell to confirm.  The Officer will contact all Cllrs to request support.

 

10)     ThamePride 2026

Noted event date of 20 June 2026; supported by some officer time to manage and assist with road closures and with the provision of free use of the Town Hall.

 

11)     Thame Town Awards 2026

Report noted, Cllrs noted that the award nominations are variable however, the Thame Town Awards is a positive event for the town.

The Committee agreed with the updated Terms of Reference.

RESOLVED:

  1. To approve the updated Terms of Reference.

 

12)       Thame Art Crawl 2026

Noted that applications are now open for Thame Art Crawl; advertised in Oxford Art Week and Longwick Art Show for new artists. Noted event date Saturday 10 to Saturday 17 October 2026.

Thame Town Council are hoping to work with Thame Museum this year. Advertised in the Wendover Art Festival. 22 artists applied to date. Officers will be reviewing venues for artists.

 

13)       Event Dates 2026

The Committee noted the event dates. Cllrs commented that there was a wide range of activities.

Officer clarified that the Memorial Event for the 15th anniversary of the end of the War in Iraq will be at the War Memorial and arranged by The Royal British Legion.

 

14)       Council Policies

The Committee reviewed the policies.

a. Hire Agreement – all equipment

Cllrs queried that the hire agreement should have a higher charge for the PA equipment as this item is worth a significant amount and the policy should ask for a higher figure for non-return of this PA equipment.  The policy should also detail a fine for late return of items. 

A Cllr queried which budget line the Hire Equipment income does this go to Capital Funds? Currently this is income, however this could be adjusted to Earmarked reserve to be available for replacement equipment.  Officers noted that the road closure equipment is quite valuable also; all hires are approved by the Community Services Manager.

Two changes agreed for the Hire Agreement a late return penalty fee clause and increased charge for non-return hire clause to cover the cost of replacement.

RESOLVED:

  1. Approve the Hire Agreement – all equipment with the changes discussed.
b. Emergency Response Plan:

A Cllr noted that this is detailed and thorough, covering many situations.  Officers advised that this is required by Oxfordshire County Council and this plan will be used by Officers.  A Cllr noted Cyber-attack not included, the Officer to review. The Officer noted that paper copies with telephone numbers and addresses will be held securely for Officer use. During flooding experienced previously retaining contacts for the right departments within OCC and SODC was critical; however, a Cllr noted that flooding experienced was surface water. Policy to detail and include flooding from all water, surface included.  A Cllr noted that a desk exercise to run through to see how this functions, at frequency to be agreed. Agreed changes to the Emergency Response Plan; flooding from all water, to cover all and any flooding event, to detail desk exercise and to review if this should include cyber-attack.

RESOLVED:

  1. To approve the Emergency Response Plan with the changes as discussed.
c. Marking a Death of a Senior National Figure.

The Officer highlighted the Policy contents, and the requirements to update. 

Resolved to:

  1. To approve the Marking a Death of a Senior National Figure policy.

 

15)       Communications & Community Engagement

The report was noted.  The Officer highlighted new website pages, Cuttle Brook management plan, Speedwatch, Project Link – Community & Youth Centre is being kept up to date. 

The new website budget was approved to be undertaken in the 2026/27 financial year, working on a draft tender specification for the website and this will be taken to Full Council, in June/July.  Hopefully a new website for the Town Council will be launched in 2027.  A working group will be established to manage the process.

The Town Guide was printed and delivered to all homes which has been received well.  Thanks to the Communications Apprentice for undertaking this project.  A shortfall on budget this year.  In 2027, the Town Guide won’t be delivered by Thame Town Council, this will still be produced, but to save funds, will be available for collection in the information centre, local venues around town and online. This is due to budget, with consideration to the May 2027 Election and the local government changes. 

A Cllr noted that it would be worth advising residents of this, to advise that this is retained by residents for information on local groups and contacts.

A Cllr commented that this report was a very good report and very interesting.

 

16)        Communications Strategy and Social Media & Media Relations Policy

The Officer presented the Committee with the first draft of the Communications Strategy, which has involved public, staff and Councillors – thanks to all who have engaged with the process to create the draft.  If the Committee feel that this needs further work, this can be delayed until April to present to Full Council.

RESOLVED:

  1. To approve the Communication Strategy and recommended that this is presented to Full Council for adoption.

The Officer advised that whilst preparing the strategy this identified the changes required to the Social Media & Media Relations Policy to remain consistent.

RESOLVED:

  1. To approve the Social Media & Media Relations Policy.

A Cllr commented that the strategy document is excellent, very detailed and a lot of work.  A Cllr commented that new councillors should receive Social Media training regarding responding to social media posts.  The Officer highlighted that this will be included in training, and refresher training as needed, all Cllrs should review the Councillor Handbook as needed.

 

17)       Town Hall Utilisation (including Free Use / De Minimis Delegated Authority)

The utilisation report was noted, Thame Town Council have supported many individuals and community groups, Citizens Advice included.  In monetary terms this is quite a large sum.

Reviewing the schedule of charges for 2026/27, the Officer advised that having reviewed hire rates for Upper Chamber, meeting room and grounds against similar venues. The Officer recommends hire rates remain the same for Charities and Commercial bookings; however, out of hour bookings for the Upper Chamber and Meeting Room will require a minimum booking of 2 hours hire charge to cover Caretaker charges to facilitate the hire’s access.  Noted that the footballs goals are not hired out currently. There is a possible hire for the running track possible use, for Youth training group. 

Propose that rates remain; review rates next year once the new AV equipment has been agreed, approved by Full Council and installed.

RESOLVED:

  1. Approve the Schedule of Charges for 2026-27

 

18)       Community Projects

Noted reprint of Visitor Guide, Historic Trail 1, Historic Trail 2 and Historic Trail 3 leaflets required with an expenditure of £902, taken from Economic Development.

Noted that Nelson Street the Proposed experimental (ETRO) One-Way restriction was presented to the Cabinet Member for Transport Management on Thursday 26 February 2026 where the ETRO was granted.  The report for Nelson Street, Proposed ETR will be circulated to Cllrs following the meeting. The public consultation will continue to 27 September 2026 to allow for any feedback.

 

19)       Community Partnerships

a. Thame Alliance Group

Noted the minutes from the meeting on 3 February 2026 of the Thame Alliance Group.

b. Thame Good Neighbour Scheme

The report received and noted.

c. Thame Youth Council

The Thame Youth Council are aiming to meet in April, possibly to meet at Lord Williams’s School and will update at the next meeting.

d. Lord Williams’s School

Noted that ACE week will be 6 -10 July 2026. Discussed activities, Officers proposed reviewing questions ‘What do we want in Thame?’ ‘What do you want in Thame in the future?’ and ‘What defines Thame’s identity?’. ….

e. Padel Court

Noted that Thame Football Partnership have provided the Community Plan to Oxfordshire County Council for consideration regarding lease alterations.

f. Volunteer Fair 2026

Report received and noted.

g. Thame Town Music Festival Donation

Report received and agreed to approve the donation. 

RESOLVED:

  1. To approve that a donation of £500 is paid to Thame & Haddenham Choral Society.

 

20)       Community Safety

a. Policing in Thame

Report issued prior to the meeting, highlighted that PCSO is leaving which will be big loss for the town.   A Cllr asked who is responsible for pavement parking and double yellow line parking. Officer advised that this was OCC. Officer advised that Southern Road Car Park has proposed to be long-stay car park, which is underutilised, however this car park is not signposted and would hope that this would then be signposted. Officer highlighted that hoping for Thame Town Council can obtain funding to purchase a Bleed Kit., location proposed to be at the Town Hall.

b. CCTV

Any updates to CCTV information can be viewed on the website.

Highlighted that Thame Town Council are leading Shopwatch with the Information Centre supporting as the hub for Shopwatch and will be undertaking radio monitoring checks. Noted Boots, Sainsburys, Robert Dyas, Clintons are signed up to the Shopwatch scheme. Waitrose to obtain new radio to enable participation in the scheme.

c. Defibrillators

Noted the report and highlighted that received £1,050 funding from SODC.  Noted that the League of Friends Hospital are considering a grant application.  Barley Hill defibrillator has been decommissioned as the cabinet is not working, Racquets defibrillator offline due to building works. All Staying Alive inherited defibrillators need updating, there is £6k budgeted and £4k from Staying Alive.  There are Guardians in place for monitoring. 

Noted that LWS Defibs have been used.  A Cllr noted that the Bowling Club have a defibrillator which is owned and maintained by BG. 

Locations are listed on Thame Town Council websites.  Bowls Club / Fire Station / few others. All should be visible on the circuit.

d. Speedwatch

Report noted.  Volunteers are engaged; enthusiastic which is encouraging.  A volunteer will be assisting with administrative matters.  New areas have been approved; Police must assess areas before Speedwatch can undertake checks.  A Cllr queried how the Police assess the areas?  The Officer advised the police review to approve, to meet requirements for safety of the volunteers, and suitability of the road for speed checks, possibly by Google Earth/Google Maps. A Cllr queried if Speedwatch signs are required?  Officer advised that Speedwatch signage are already installed in Thame, every entrance to Thame has a Speedwatch sign.

 

21)       Markets

  1. Noted Officer provided assistance to the Flower Stall during the process of change of ownership and to the Kebab van during the process of change of ownership and Street Trading Licence. Kebab van needs to apply for Planning Permission as existing permission was in previous proprietors name. All licences, permissions and consent need to be updated to new ownership.

 

22)       Approve Application for Grants:

A Cllr queried what the next stage of the process for the Community & Youth Centre grant application?  The Officer advised that the Town Council are currently applying for the bid, the £250k raises funds, towards the total capital project.

Approve that Thame Town Council apply to SODC Active Grant for £1,000 for the Running Track at Southern Road Recreation Ground towards the costs to improve the surface and line marking. 

A Cllr queried what works are required to improve the surface, and to undertake line marking.  The Officer advised that Thame Town Council are seeking groundmanship advice, and will consider signage, additional maintenance to improve the surface of the running track and to undertake line marking.

RESOLVED TO

  1. Approved that Thame Town Council apply to SODC for CIL Grant funds for £250K towards the cost of the Community and Youth Centre.
  2. Approved that Thame Town Council apply to SODC Active Grant for £1,000 for the Running Track at Southern Road Recreation Ground towards the costs to improve the surface and line marking.

 

23)       UK Town of Culture 2028, Expression of Interest

Verbal update received from Cllr Wainwright.  Thanks to residents, community groups and individuals who responded by email, and participated in the brainstorming event.  Phil Evans has been outstanding, has put in an incredible amount of work for this Expression of Interest bid.  Final draft in progress, has been circulated to key individuals for approval and will be submitting by end of the week.  Fascinating, positive process which has been impressive to see what Thame is doing, a positive activity to have undertaken.

24)       Items for Information

  1. Music in the Park:

Noted accounts.

 

The meeting concluded at 7.47pm

 

 

Signed ………………………………

Chair, 21 July 2026