14 July 2026 – Minutes (draft)
THAME TOWN COUNCIL
Minutes of the Meeting of the Environment & Assets Committee held on 14 July 2026 at 6.30pm in the Upper Chamber, Thame Town Hall.
Present:
Cllrs P Cowell, A Dite, H Dollman, H Richards (Deputy Chair), P Swan, and W Wilde
Non-Voting
Officers
M Sturdy, Town Clerk
A Oughton, Operations Manager
B Reid, Environmental Project Officer
J Doherty, Committee Services Officer
1) Apologies for Absence
Apologies for absence were received from Cllrs Baines (personal), Jones (personal), Gilbert (personal) and Wainwright (personal).
Cllrs Dawson and Dodds were absent without apology.
RESOLVED:
i. To accept the apologies and reason given from Cllrs Baines (personal), Jones (personal), Gilbert (personal) and Wainwright (personal).
2) Declarations of Interest and Dispensations
There were no declarations of interest.
3) Public Participation and Public Questions
There was no public participation.
There were no public questions put to the Committee.
4) Minutes
The Minutes of the Committee Meeting held on 3 March 2026 and 12 May 2026 were received.
RESOLVED that:
i. The minutes of the meeting held on 3 March 2026 and 12 May 2026 are confirmed as a correct record, and signed by the Chair.
5) Budget Summary
The Committee received the actual income and expenditure against estimates. The Officer highlighted budget lines that were over or under budget and explained that annotations had been added to the budget summary.
A Cllr queried the income and expenditure for St Mary’s Churchyard and sought clarification. The Officer explained that the income figure related to the contract and the expenditure figure related to the maintenance budget for the Churchyard.
6) Green Living Plan Working Group
The committee received an update following the meeting on 12 June 2026.
On 27 February 2026, the Green Living Plan Working Group met but was not quorate. The meeting held on 12 June 2026 ratified and approved the proposed actions from the February 2026 meeting and identified a further 6 actions that were also deemed to be completed. Some of these actions require ongoing monitoring and commitment. Implementation updates will be published on the Green Living Plan website. The Landscape Management Officer will also be responsible for helping to deliver the outstanding actions, and recruitment will begin for this role towards the end of August subject to receipt of S106 funding.
A Cllr asked whether there was any feedback or evidence regarding students travelling to school under item 4.1, Air Quality Project. The Officer advised that the data is gathered by schools but is not monitored by TTC.
A Cllr asked if there were any updates regarding Hiya Car; or any further projects for hire cars. The Officer advised that Zimbl has a scheme in Haddenham where a car is delivered to your house; this has been partly funded by Haddenham Parish Council. It was noted that Hiya Car is a trickier scheme to implement and while it might be considered in the future, priorities at the moment were to promote the Co-Wheels scheme which is advertised on Green Living Plan website and the newsletter for publicity. Co-Wheels have been invited to attend events to increase awareness.
7) Public Art Working Group
The committee received an update on Public Art, following Full Council approval for drawing down S106 funding, quotations have been received and the application will be submitted to SODC for approval for the two projects as detailed in earlier reports.
A Cllr asked for an update regarding the oak trees, which were felled and expected to be redeveloped into a bench, and returned to Elms Park. The Officer noted that this is ongoing, and forms part of this Public Art project for S106 funding.
8) Town Hall
The committee received an update on completed and future maintenance work at the Town Hall.
The exterior of the Town Hall will be redecorated early August, with scaffolding erected towards the end of July. Whilst the scaffolding is in place the exterior of the Town Hall building will be reviewed, to remove any redundant fixings, wirings and tidy any associated redundant clutter.
A Cllr sought clarification on the terminology within the asbestos report.
A Cllr sought clarification regarding the replacement heaters for the Upper Chamber, and what systems or products have been considered and explored regarding cooling and heating, enquired if air source heat pumps have been reviewed. The Officer advised that this is in the early stages of investigation. Other options being considered include UV blinds to reduce the heat and possibly improved secondary glazing. It is in the early stages of review, and it is hoped to report back at the November meeting.
9) Project Link
The committee received a verbal update regarding Project Link. The demolition of the changing rooms has been progressing; contractors are continuing to separate materials on site for recycling as per the contract. It is anticipated that demolition work will be finished and contractors off site by close of play on Friday. Consideration given to hiring concrete blocks to stop vehicles accessing the recreational grounds until such a time when the maintenance team can install wooden bollards.
The Clerk provided a verbal update. Tenders have been received for the main building contract. Tender timeline:
22 July 2026 Thame Town Council to receive summary from Clews Architects and Greenwood.
27 July 2026 Capital Working Project Delivery Team to review and determine shortlist for interview
28 July 2026 Notify shortlisted companies
6 August 2026 Meet with shortlisted companies
7 August 2026 Tender recommendation report will be issued to Thame Town Council
11 August 2026 Full Council meeting to consider tender recommendation
Further VAT advice has been sought; this is not straightforward; however, the Council will not need to pay VAT for the Community & Youth Centre building.
Noted that the Capital Project Working Group will require an interim Chair to cover meetings for 6 weeks due to planned absence. If any Councillors would like to volunteer, please advise the Clerk.
A Cllr sought clarification if the demolition of the changing room is on track with SODC planning requirements; the Clerk advised it is, however, waiting for confirmation in writing. Photographic records for evidence have been taken throughout works; which have been supplied to the Planning Consultant.
A Cllr sought clarification if Full Council meeting on 28/7 is still required. The Clerk advised that this is still needed, although not in regard to Project Link.
10) Maintenance Report
The committee noted the report of the Maintenance Team’s work.
Noted in Elms Park, one of the balance beam posts had developed a large gap, the play equipment supplier has replaced this under warranty, which the maintenance team installed.
Noted various items of vandalism in play areas and Ham Wood, unknown why, all reports which are made to the Council, or the team make discoveries are reported to 101 to ensure that the Police are aware.
A Cllr asked for an update regarding planting beds in the memorial gardens. The Officer advised that this year, 21st Century Thame sought permission and planted a sensory bed for the visually impaired in the memorial gardens. There is currently one bed for pollinators, one for visually impaired, and formal bedding plants in two other beds and two raised beds nearest to the war memorial. Open to suggestions for the future, for more sustainable planting rather than the annual bedding plants.
A Cllr proposed herbaceous pollinating plants going forward; however, this was not met with support with Cllrs noting that the Memorial Gardens should be planted with annual bedding plants; to encourage residents to relax and enjoy the space. The Officer advised that should it be proposed to plant the remaining beds more informally, a report would be brought to Council for approval. A Cllr noted that memorial gardens should be planted with bedding plants, to be respectful and for the area to be kept neat and tidy.
11) Museum
The door will be painted green as per original as soon as weather conditions cool sufficiently for it to be painted.
12) Green & Open Spaces including Play Areas
The committee received an update on green areas and parks managed but not necessarily owned by the Town Council.
Officers highlighted vandalism on recreational grounds; a Cllr asked if it was possible to increase signage to deter antisocial behavior? It was considered that signage would not deter the vandalism at the area and that the Community & Youth Centre, Project Link, will have CCTV; the committee discussed existing CCTV at the Scout Hut and the reach of the cameras.
A Cllr asked if there was feedback on vandalism reports. The Officer advised that this will be reported at Community Services Committee on 21 July.
Officers reported that the verges have been monitored. There is an increase in biodiversity; the Landscape Manager Role will take this project on and consider future actions for maximum possible benefit for biodiversity.
Tree planting has been carried out in Thame over recent years by 21st Century Thame, since then summers have had very little rain and volunteers cannot sustain watering the newly planted trees. Due to this a decision was taken not to undertake big planting projects this year; however, single tree projects could be considered if residents agree to be solely responsible for watering.
Cllrs Cowell is now a volunteer assisting with watering two trees in the QEC.
Councillor support is requested to help support watering trees on a regular or less frequent basis.
A Cllr sought clarification regarding tree watering? Are there water bowsers available, or large cannisters? Officer advised volunteers use 5ltr bottles and regularly water. A Cllr asked if locations had access to water. Officer advised there are some areas with access to water; but in many areas there is no water available. A Cllr sought clarification on the volume of water each tree is watered at a time; and that it would be advised 20ltrs per tree, per time, during dry periods. Officer thought that 5ltrs of water was provided per watering, for a few whips. This is the 3rd long spell this year where trees have required watering. There is a local farmer who is willing to provide water in an IBC but there is no transport available for this. 21st Century Thame are considering reviewing and seeking funding for watering. Clarified that the trees are native trees. A Cllr queried if sampling of soils were taken prior to planting to improve longevity, to decrease the failure rate? Officer advised that trees were sourced with The Woodland Trust, and a Tree Officer identified best trees for which area; however unsure if soil samples were taken, this could be proposed to be introduced for future tree planting.
A Cllr asked if the Town Council still retained a license to extract water from Cuttle Brook stream? The Officer advised that the amount of water extracted is below the level that requires a license. Water extracted is used to water hanging baskets and bedding plants.
A Cllr asked for an update on the hire of the recreational grounds by Youth Athletic Academy. The Officer commented that the group is doing well and hope the hirer will return next year.
Noted that repairs due to vandalism to safety surfaces at Southern Road Recreation play park will be carried out when the weather is cooler as the wet pour cannot be completed whilst the temperature is over 25 degrees.
13) Trees
The committee received an update regarding trees within the Town Centre, noting that the Park(ing) event which was held recently brought discussion about trees within the town centre, businesses have provided sponsorship for four trees and planters within the town centre; only one will need to be moved for Thame Fair; planters will be self-watering. A local company has volunteered to move the planters when needed. Additional grant funding is being sought. Subject to weather, implementation in August. Noting that add-on seating and cladding options can be considered at a later date; consideration will be given to provide shade during part of the day to seating which is already in place.
A Cllr commented that negative comments had been received regarding disabled parking bays during Park(ing) day. The Officer noted that this will be reviewed at Community Services committee; and eDge Urban Design who were running the event are seeking public responses to a questionnaire.
A verbal update was provided regarding the Duty of Care Tree Arboricultural Survey on all TTC owned trees, approximately 450 trees. Survey is being arranged. Once this survey has been completed, consider splitting the Duty of Care survey over several years to assist with cost and to manage identified works. A Cllr asked for clarification on the cost of the Duty of Care survey and if trees are numbered. Officer advised the last survey was completed in 2020; a lot of trees were tagged and numbered; the cost of the survey is £2,300 which will provide an in-depth report; and identify works required. The Officer noted that the Tree Policy will be reviewed at a future meeting.
14) Cuttle Brook Nature Reserve
The committee noted a report on action taken within Cuttle Brook Nature Reserve, noted S106 funding for signage has been awarded. River Thame Conservation Trust is scoping an extension of the nature reserve towards Moreton; River Thame Conservation Trust will be handling this project and reporting to Thame Town Council. Project to place 18tonnes of gravel to increase flow and reduce silt has been completed as detailed in the report. S106 funding bid includes money towards the Landscape Management Officer role and path resurfacing within Cuttle Brook. If approved, this will improve the main routes through the reserve.
A Cllr asked for an update regarding the reduced pond levels; the Cuttle Brook Nature Reserve volunteers are aware and will investigate this.
A Cllr asked for an update regarding residents mowing additional paths in the nature reserve and is there any progress for cease-and-desist order? Officer advised that Thame Town Council are continuing to gather data, records and solicitors’ advice will be sought. A Cllr asked for the location of paths which are being mowed in Cuttle Brook Nature Reserve. Officer clarified Thame Town Council or Cuttle Brook Nature Reserve volunteers do not mow paths within the reserve, and any mowed paths, identifiable by straight edges, have been mowed by residents.
The report following a site visit in July 2026 was noted.
15) Burial Space
The Rector apologises for being unable to attend tonight.
The Burial Space Working Group Terms of Reference will include progression of delivering the burial space on Site C and reviewing additional space within Thame. Members of this working group do not need to belong to this committee.
A Cllr queried if the Town becoming a Burial Authority will be considered, or would this be a strain on Town Council resources. The Officer advised that this could be added to the working group objectives to review and report recommendations to Full Council.
RESOLVED to:
i. Approve the Terms of Reference to reinstate the Burial Space Working Group with the amendment including to monitor and support the provision of a new cemetery at Site C, including agreeing responsibility for management thereof and to identify the roles and responsibilities associated with the Town Council becoming a burial authority.
ii. To appoint Cllrs Bretherton and Dite to the Burial Space Working Group and to appoint remaining members via email.
16) Allotments
The committee received a verbal update regarding the allotments noting that Hampden Gardens are at capacity with a waiting list.
An update was provided by Officers relating to the allotments at the Persimmon site, noting that Officers have recently met to discuss before the agreement can be signed; however, a further meeting is required with legal teams, to correct the draft transfer document.
Noted that findings found at Priest End Allotment site, adjacent to St Mary’s Churchyard were assessed by Thames Valley Archaeological Services and will continue to be held by the Oxford Museums Service.
17) Civic.ly
Civic.ly is the asset management software, Officers have been adding assets at Elms Park (not trees at present) however there are a few queries with the software which needs to be addressed by the provider. Hoping to demonstrate the system at the November meeting.
18) Council Policies
The committee reviewed the council policy Memorial Benches, Trees & Shrubs.
A Cllr asked for clarification on the spacing between benches, and whether there was an upper or lower limit that Thame Town Council could consider. The Officer advised that, where benches are not on Thame Town Council land, permission from Highways must be obtained before installation. Whilst there is currently no plan or strategy for the placement of benches, this could be reviewed. Cllrs suggested that considering the distance between benches would help encourage activity for all mobility levels by providing resting points for those who need them. It was noted that more opportunities to rest could encourage active walking.
RESOLVED to:
Approve the Memorial Benches, Trees & Shrubs policy.
The meeting concluded at 7.36pm.
Signed ………………………
Chair, 24 November 2026