15 July 2025 – Minutes

THAME TOWN COUNCIL

Minutes of the Meeting of the Environment & Assets Committee held on 15 July 2025 at 6:30pm in the Upper Chamber, Thame Town Hall.

Present:

Cllrs M Baines, D Bretherton, P Cowell, A Dite, H Dollman, L Emery, A Gilbert (Town Mayor), C Jones (Chairman), H Richards (Deputy Chairman), P Swan and A Wainwright

Officers

M Sturdy, Town Clerk
A Oughton, Operations Manager
B Reid, Environmental Project Officer
L Fuller, Communications Manager
H Pratley McGill, Committee Services Officer

 

1) Apologies for Absence

Apologies for absence were received and noted from Cllr Dawson (personal).

RESOLVED:

  1. To accept the apologies and reason given from Cllr Dawson (personal).

 

2) Declarations of Interest and Dispensations

Cllr Baines declared an interest in Item 4 – Thame Barns Centre as a trustee, and also has a family relation to one of companies that has tendered for the works. This does not preclude Cllr Baines from debating or voting on this item.

Cllrs Emery (treasurer of CVA) and Gilbert declared an interest in Item 6 – Cuttle Brook as residents of the Chiltern Vale estate. This does not preclude Cllrs Emery and Gilbert from debating or voting on this item.

Cllr Jones declared an interest in Item 6 – Cuttle Brook as a volunteer with the Cuttle Brook Volunteers and member of their management committee. Cllr Jones is also the council representative for Cuttle Brook. This does not preclude Cllr Jones from debating or voting on this item, as a Dispensation is already in place to permit this.

 

3) Public Participation and Public Questions

Given there were public speakers and questions relating to items 4 and 6, it was agreed that agenda be taken in order with the public speakers invited to address the committee immediately before the relevant item.

Item 4

A trustee from Thame Barns Centre spoke in support of Item 4. Thame Barns Centre have undertaken relevant surveys, tendered and selected an experienced contractor, and costed the works, to install solar panels on the roof. The council, as one of the landlords, is asked to approve these works to the Thame Barns Centre. A lawful development application has been submitted to ensure the works are compliant with planning requirements.

Item 6

A resident of Thame spoke in support of Item 6. Evidence from the State of Nature Report in 2023 shows that nature is seriously declining in the UK, with 1,500 species threatened with extinction. The proposals are in line with the recommended actions from the State of Nature report, and the aims of the Thame Green Living Plan. Protecting biodiversity requires a shift in behaviours and joined up thinking.

A volunteer of Cuttle Brook Conservation Volunteers (CBCV) spoke in support of Item 6. The proposals will enhance the quality of the reserve and connectivity through introducing nature highways. The proposals do not restrict public access as gates are proposed within the fence, but will restrict dogs from entering the fenced area. The proposals combine access to nature whilst also protecting it. It was felt that the petition was misleading in stating access will be restricted.

It was clarified that the dog restricted areas were the minimum required to maintain space around the scrape for maintenance and to accommodate the annual hay-cut.

A resident of Thame and representative from the Chiltern Vale Residents Association (CVA) spoke with concerns regarding Item 6. Acknowledgment was given to the volunteers for their work on the reserve, and to the council for reducing the height of the scrape. The CVA fully support educational signage and support the fence in principle to protect the scrape, however concerns are raised that the proposed area to be fenced off is disproportionate. This area is very popular with walkers, so there is concern that fencing this off will result in an overgrown area which is hard to access and maintain. Two alternative proposals were presented for consideration.

It was questioned whether the paths are well used and which ones are maintained. It was clarified that the footpaths through the meadows are mowed and maintained by the Cuttle Brook volunteers, whilst the Town Council’s Maintenance Team only cut the paths in the picnic areas. The CVA representative felt that existing paths in the fenced off area would become overgrown with less walkers using them.

CVA confirmed that the two alternatives presented were the only options CVA would support.

A resident of Thame spoke against Item 6 and presented a petition from the community which in 4 days had gained 200 signatures objecting to the proposals. The fence is supported in principle, but it is felt that the scale is disproportionate. Whilst a gate is proposed for access, it is felt that the area will no longer be maintained or have the same open space feel. It was noted that the resident who began the campaign had received abuse online. The resident felt it important to exercise their democratic right to raise concerns about the proposal and advocated for more robust decision making.

A resident of Thame raised the following question in relation to Item 6:

Question: “The Cuttlebrook is designated a statutory main river by the EA and sits within a flood plain. There is an active need to monitor the adequate flow of river water and spotting and removing obstruction to the flow.  This was in the past achieved by public paths along the bank – approved by the council at the time (following the floods of 2008), obstructions were reported to the Council and promptly removed. With climate change and well documented forecasts of increased flash flooding this is a critical issue. With the current fencing proposal, and already areas blocked off from sight, how will the council, the Riparian owner and accountable for the flow of the river, ensure that the Cuttlebrook is monitored and actively managed to ensure blockages are spotted and rapidly removed along stretches which will no longer be accessible?”

Answer: Access will be maintained throughout for the public and maintenance. The Maintenance Team regularly check the area for obstructions. Views of the Cuttle Brook will remain undisrupted from the other bank, which already provides a better view for maintenance. The council is not overly worried as the fence will not prevent maintenance of the brook.

A resident of Thame raised 11 questions in relation to Item 6. The answers to these questions were read out at the meeting by the Town Clerk. The questions and answers are appended to these minutes.

Residents Questions & Answers [PDF]

 

4) Thame Barns Centre – Photovoltaic Panels

The committee received the Officer’s report.

RESOLVED:

  1. To agree in principle that, the Barns Centre Charity proceed with the project to install photovoltaic panels on two sides of the roof of Thame Barns Centre subject to any planning permissions being obtained and satisfactory responses to the questions listed in para 5 of the report.

 

5) Oxfordshire County Council’s Countryside and Tree Services

The committee received a presentation from Oxfordshire County Council’s Tree Officer regarding vandalism to an Oak Tree in Thame and the action being taken.

The Tree Officer showcased the County Council’s ‘Tree Plotter’ software. The oak tree that had been vandalised in Ludlow Drive in March is a mature tree, up to 150 years old. The tree had been drilled into and chemicals poured into the trunk in a deliberate attempt to kill the tree, however despite this the tree appears in good health and its safety is being monitored in line with the county’s tree policy, especially given its proximity to the public footway. The vandalism was logged with the police and residents were contacted for any evidence, although the likelihood of finding the perpetrator is considered low without evidence.

The Tree Officer was excited to see that Thame has very rare Black Poplar trees.

 

6) Cuttle Brook Local Nature Reserve – Scrape Fencing, Educational Signage Project and Funding

The committee received the Officer’s report which presented four recommendations. Officers summarised the benefits of the proposals. It was noted that the retrospective planning permission for the scrape had been submitted but had not yet been made ‘live’ due to delays at SODC but will be shared once available.

Access is required for the mower machine, and other machinery to maintain the scrapes as required.

Preventing dogs from accessing will be beneficial to the water quality and biodiversity. Concern was raised that banning dogs may lead to all access being banned to prioritise nature. This was considered very unlikely as dogs are considerably more disruptive to wildlife than humans, and it was also noted that for 30 years public access has been maintained across the reserve whilst balancing nature conservation, which is expected to continue.

The policies in the Thame Green Living Plan and legislation requires protection of the nature reserve.

Discussion focussed on the position of the fence line, taking into account the representations from the public. It was noted that some discretion was needed to account for variations on the ground.

RESOLVED:

  1. To approve the installation of a fence, hedging and gates to protect the scrape in South Meadow in the Cuttle Brook Nature Reserve (NR) from access by dogs in order to preserve its intended benefits to wildlife. The fence to be sited as close as reasonably practical to the line shown in the image appended to these minutes (as circulated during the meeting).
  2. To approve the installation of a gate in Nontron Meadow and making this area ‘dog free’, to establish a ‘nature first’ area within the reserve that is delivered in line with the NR 5-year management plan.
  3. To approve up to 7 educational signs across the reserve to help build awareness of the important work being taken to support biodiversity, with approval given for the final locations to be decided in consultation with the Cuttle Brook Conservation Volunteers.
  4. To support the grant funding application made by Cuttle Brook Conservation Volunteers to the Trust for Oxfordshire’s Environment (TOE) to erect fencing and planting around the newly formed scrape.

Approved Fence Location – E&A 250715 [PDF]

 

7) Minutes

The Minutes of the Committee Meetings held on 28 January 2025 and 13 May 2025 were received.

The Minutes of the Open Spaces Sub-Committee Meeting held on 6 February 2024 were received.

RESOLVED that:

  1. The minutes of the Environment & Assets Committee meeting held on 28 January 2025 are confirmed as a correct record, and signed by the Chairman.
  2. The minutes of the Environment & Assets Committee meeting held on 13 May 2025 are confirmed as a correct record, and signed by the Chairman.
  3. The minutes of the Open Spaces Sub-Committee meeting held on 6 February 2024 are confirmed as a correct record, and signed by the Chairman.

 

8) Budget Summary

The committee received the estimated and actual income and expenditure up to 31 May 2025.

It was noted that the figures were almost two months out of date and the committee questioned the relevance of presenting this at a meeting.

 

9) Asset Management Working Group

The committee received the minutes of the meetings on 12 March 2025 and 19 June 2025. These first two meetings of the AMWG had felt focused. The next meeting date is to be confirmed.

 

10) Green Living Plan Working Group

The committee received the report on the latest work of the Green Living Plan Working Group.

The GLPWG continue to monitor and maintain progress to complete the Green Living Plan action, and fully support the River Thame Conservation Trust, Cuttle Brook Volunteers and 21st Century Thame in their work towards this.

It was noted that since the report was published, SODC have sent feedback on the air quality project. The LCWIP is also open for consultation, with input from councillors and residents encouraged.

 

11) Public Art Working Group

The committee received the Officer’s report, the draft Public Art Strategy 2025-2030 and Terms of Reference for the PAWG.

The PAWG has been reconvened with new members and the draft Terms of Reference are presented. The PAWG will the Public Art Strategy (as presented) and progress new public art in Elms Park, Cuttle Brook and a wayfinding route from the Wenman Road estates.

Regarding the maintenance of existing art installations, the funding from Section 106 agreements makes provisions for this and becomes maintained as part of the Town Council’s assets. Regarding the Phoenix Trail artwork, the SODC Arts Officer is keen to engage with Sustrans.

Regarding public art money allocated to the Christmas Hill development, there is approximately £60,000 held by SODC allocated for Thame. Extension of the Phoenix Trail to this development falls under the remit of the LCWIP and active travel.

It was also noted that a complaint was received in relation to the health and safety risk of a recent public art installation on Lea Park. Following a risk assessment of the installation and legal advice, no further action was required.

RESOLVED:

  1. To approve the new Terms of Reference for the Public Art Working Group.
  2. To approve the updated Public Art Strategy.

 

12) Town Hall

Various Town Hall updates were noted:

  • The lead valley on the roof was recently repaired
  • The Maintenance Team are due to paint the Town Hall exterior doors in the coming months
  • The Radon monitor in the basement has identified higher levels of Radon in the last year. A small gap by the fan will be filled in, and Officers will continue to monitor in line with the risk assessment.
  • The lift’s door had failed on Monday with a Year 7 student stuck in the lift for over an hour. The fire brigade were called and had to use hydraulic force to open the lift doors. Replacement parts are on order and expected in the next 10 days.

The committee noted that the student in the lift had fortunately taken it all in good spirits, however it was felt that the response from the lift engineer company was substandard and their contract should be reviewed.

The committee received the Officer’s report regarding Upper Chamber acoustics. Two companies had quoted, both had experience in Thame. Company A was preferred as their quote had been very thorough and they will be able to reduce reverberations down from 2.5 to 1 second which will make a significant difference. Listed Building consent will be applied.

RESOLVED:

  1. To approve that Company A be awarded the contract to supply and install acoustic panels as per their proposal at a cost of £8,457.98 excluding vat, funded from the Capital Rolling Fund.

The committee received the fire risk assessment. The majority of the actions have been completed by the Maintenance Team such as new fire extinguishers and signage through the building. All managers have undertaken fire training. The remaining actions are:

  • To undertake a fire evacuation drill with staff and councillors
  • Replace existing office and disabled toilet doors with fire doors

 

13) Depot

The Operations Manager is investigating options and costs for a replacement roof. It is hoped the new roof will be able to accommodate solar panels and rainwater harvesting. The council will be asked to approve the tender in due course.

The committee received the fire risk assessment. The recommended actions have been complete.

 

14) Iseki SXG 326+ Mower

The committee received the Officer’s report.

The mower is approaching the end of its 4-year lease. Given that the mower has performed well and is in almost new condition, it was recommended that the mower be purchased. This would also give the council the option to hire it out to neighbouring parishes.

The annual service is expected to be no more than £600 and there is budget to cover this.

The mower could be used more often by the Maintenance Team, and it is expected this mower will replace an aging mower.

It was agreed that if the mower is hired to other parishes, the driver should be hired out with it.

RESOLVED:

  1. To approve purchasing the Iseki SXG 326+ ride on cut and collect mower when the lease expires on 4 August 2025 at a cost of £7,500.00 excluding vat to be funded from funds held within Ear Marked Reserves.

 

15) Maintenance Report

The committee received the report on the Maintenance Team’s work.

Could the Maintenance Team be asked to support the Equipment Bank which is currently has a volunteer shortage? A proposal would be needed with the number of hours required.

 

16) Thame Museum

The committee noted the carbon reduction report which had been produced by Energy Solutions Oxfordshire. The report was very thorough however some of the recommended actions could not be implemented due to constraints of the building.

 

17) Sycamore Rise Allotments

The committee noted the first inspection with a view to Practical and Final Completion of the allotments and community orchard took place on 10 June 2025.  Minor issues were raised and the developer is working to resolve them.

A further meeting will take place before the legal transfer of the allotments and orchard takes place.

 

18) Trees

The committee noted that a purchase order has been raised to fell two dead / dying oak trees in Elms Park. The felled trees will be removed from site and stored on a farm near to Thame.  The Public Art Working Group will progress the project to design public art from the felled wood in due course.

The committee noted the large lime tree closest to the Changing Rooms on Southern Road Recreation Ground will need to be felled as part of the Community Youth Centre development.  It is hoped the wood can be used to produce items for sale / public art but for internal display rather than external due to the nature of the wood.

 

19) Land Disposal – 28 Pickenfield

The committee noted that the resident has recently contacted the Town Council to advise they are now able to purchase the land. The Operations Manager will progress this in line with policy and the sale price agreed for the land at the Policy & Resources Committee on 22 April 2022.

 

The meeting concluded at 8:28pm.

 

Signed ………………………

Chairman, 25 November 2025