25 November 2025 – Minutes

THAME TOWN COUNCIL

Minutes of the Meeting of the Environment & Assets Committee held on 25 November 2025 at 6.30pm in the Upper Chamber, Thame Town Hall.

Present:

Cllrs A Dite, H Dollman, L Emery, A Gilbert (Town Mayor), C Jones (Chair), H Richards (Deputy Chair), P Swan and A Wainwright

Non-Voting

Cllr Wilde

Officers

M Sturdy, Town Clerk
A Oughton, Operations Manager
B Reid, Environmental Project Officer
G Markland, Neighbourhood Plan Continuity Officer
J Doherty, Committee Services Officer

 

1)         Apologies for Absence

Apologies for absence were received and noted from Cllrs Bretherton (Council Business), Cowell (personal), Baines (personal) and Dawson (personal).           

RESOLVED:
i.     To accept the apologies and reason given from Cllrs Bretherton (council business), Cowell (personal), Baines (personal) and Dawson (personal).

 

2)         Declarations of Interest and Dispensations

There were no declarations of interest.

A general dispensation was in place for Cllr Dite regarding Thame Museum (Item 10).

 

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 Tuesday 15 July 2025 were received.

RESOLVED that:
i.    The minutes of the meeting held on Tuesday 15 July 2025 are confirmed as a correct record, and signed by the Chair.

 

5)         Budget Summary

The committee received the actual income and expenditure against estimates. 

Environmental Project Line 222 consists of unspent funds from previous years and reserve allocations that were earmarked and ringfenced for specific environmental projects, with spending already committed through prior-year budgets, and any expenditure managed with purchase orders.

Cuttle Brook budget line 201 reflects external cost only and does not reflect the significant officer time required this year; any underspend will be allocated to earmarked reserves for Cuttle Brook. 

Outside Services line 202 Thame Town Council is on track for this expenditure at this point in the financial year.

 

6)         Green Living Plan

The report detailed progress on the Green Living Plan (GLP) objectives and Green Living Plan Working Group with progress noted.

Currently the GLP actions are on track, in some cases decisions have been made that actions proposed will not be progressed. All details are provided on the Thame Green Living website. Thame Green Living group members are now involved in other projects, but when receiving updates, they were pleased with the progression. TGL members have expressed interest in working to revise the GLP if it is reviewed in future. A revamped Green Living Plan website has recently been launched to support and showcase this work.

The previous survey which was carried out regarding a car club scheme generated interest but lacked take-up, and the original scheme folded. Co-Wheels car club is now in place, which is a national scheme. The Officer helping promote Co-Wheels noted there is a hybrid car located in Upper High Street Car Park. We are hoping that the Co-Wheels car will have a greater uptake. 

 

7)         Public Art Working Group

The committee received an update following the meetings held on 4 September 2025 and 6 November 2025.

Two projects are currently progressing: new signage at Cuttle Brook Nature Reserve to support education and raise awareness. The second project, which is progressing, is an initiative in Elms Park where felled oak trees are being stored for artist/s to transform into public art for installation in the park. The approach to this project, supported by SODC’s Public Art Officer, is to seek to encourage new, and where possible, local artists to contribute to public art where they have not done so before.

 

8)         Town Hall

The committee received an update on the Town Hall, with a focus on the recent increasing use of the Upper Chamber by external hirers.

Officers are progressing with several improvements, including:

  • Replacement of the heaters, with further contractor quotations currently being sought.
  • AV project, the Communication Manager will be approaching suppliers for quotations.
  • Minor remedial works to the Upper Chamber kitchen so that community lunches can begin from February 2026.
  • Minor upgrades to the toilets (soap dispensers, toilet roll holders and hand dryers, redecoration) to provide a more pleasant facility for hirers.

Note that the acoustic panels are a huge improvement. The Operations Manager will install signage in the Upper Chamber to prevent the use of blu-tack or similar materials on the acoustic wall panels.

Once these works are complete, the Upper Chamber is expected to be a highly desirable space, enabling officers to attract a wider range of community users to fully utilise the space.

Repairs to two windows are also needed, and quotations are awaited, there are no immediate risks.

Following the Health and Safety audit on 10 November 2025 the report is awaited; minor remedial actions are anticipated.

 

9)         Depot

The committee received an update on the Depot.

Roof replacement is required, a specification has been prepared, and meetings are being held with contractors to obtain quotations. The work is being planned on the basis that asbestos may be present in the roof space.

The new roof will be designed to support solar panels in future, enabling the maintenance team to charge an electric vehicle fleet plus equipment, which remains a long-term aspiration. Plans will be reviewed to accommodate some roof lights enabling the space to continue to receive natural daylight.

 

10)      Thame Museum

The committee received an update on the planned maintenance at the Museum.

This work is required following significant water ingress in 2020 when a blocked gully between the main hall, store and entrance caused flooding and substantial damage to the main exhibition hall. Drying out the building has taken considerable time, delaying the redecorations needed to the main hall, ceiling and exhibition space.

Given the ceiling height and the difficulty to fully assess the damage before work begins, a contingency budget is recommended, and Company A, which is a known and trusted contractor is proposed to carry out works.

In this instance, the remedial works are a cost to Thame Town Council under the terms of the lease.

Note that Thame Museum is a registered charity and welcomes donations to support its operation.

RESOLVED:
i.          To approve the appointment of Company A to carry out remedial works to the Exhibition Hall and Storeroom at the Museum.
ii.         That costs associated with the remedial work be taken from budget line 120 / 4036 – Museum maintenance.

 

11)      Maintenance Report

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

Two corrections were highlighted: the churchyard tidy-up will take place on 27 November with support from the maintenance team, and the moat mound was not disturbed during recent emergency tree felling works.

Team members who attended an RPII Operational Training Course have applied their learning by carrying out thorough inspections of the play equipment, leading to preventative recommendations which will extend lifespan of the equipment. A team member also accompanied RoSPA on the recent annual safety inspection of the play equipment to gain further expertise.

Councillors commented that it is interesting to see the breadth of the work the maintenance team undertakes. Noted that Remembrance Sunday was an excellent occasion and expressed thanks to all involved. The Operations Manager emphasised that this is a joint effort by the Community Team and Maintenance Team, and it is an event that Thame Town Council is proud to deliver to a high standard.

 

12)    Green & Open Spaces and Play Areas 

Highlighting a few work activities. 

Thame Trees is very active, leading planting projects in green spaces to enhance local biodiversity.

The joint project at Rycote Meadow has been completed.

New pollinator beds have been installed on North Street and at the Memorial Gardens.

Verge management is ongoing.

Last winter involved extensive tree planting; the focus will move to maintenance and community engagement, with smaller planting schemes on small parcels of land with the involvement of residents helping with watering and care.

Work is being planned on Hampden Avenue in partnership with OCC and residents. This is being led on by 21st Century Thame.

Planting at Queen Elizabeth Circle is completed. Replacement trees at Elms Park have not been planted yet, this is pending decisions on long term aspirations for the park; so, replanting on hold for the time being. Replanting is under consideration to replace the tree which was felled on The Moat.

 

13)    Cuttle Brook Local Nature Reserve

Cuttle Brook: the fence around the scrape has been installed, the gates are on order. There is hedge planting planned for gaps around the scrape. Funding obtained from TOE.

Grazing in Nontron Meadow and Rycote Meadow is the next phase. Environmental Project Officer has connected with local farmers to discuss grazing to help increase biodiversity. Funding for electric fencing is pending approval; further information was required; an update is expected shortly. Cuttle Brook volunteers to assist with completing regular checks on the grazing herd, training will be provided to support the farmer.

Noted the gate into the Southern Meadow scrape and the gates from Oxford Road to access Nontron Meadows will be easily opened for foot traffic and for agricultural vehicles. 

 

14)     Land Acquisition Policy and Disposal Policy

Change of policy wording reviewed.

RESOLVED:
i.    To approve the Land Acquisition Policy and Disposal Policy.

 

15)      Allotments

Verbal update received.

Stones Close UK Power Network will be accessing the entrance to Stones Close allotment in order to undertake necessary local electrical works. The easement agreement with UK Power Network is being drafted with Solicitors, the Council is awaiting the final draft.

Hampden Garden: renewals by plot holders were recently completed, 2/3 plots remain vacant, but interest is being shown in these. Minor maintenance undertaken by the maintenance team to the toilet block.

Allotments are advertised in The Big, Green Action Calendar 2026.

 

16)      Land Acquisition / Disposal

28 Pickenfield, noted.

 

17)      Exclusion to the Public

MOVED:
i.    That under Section 1, Paragraph 2 of The Public Bodies (Admission to Meetings) Act 1960 the press and public be excluded from the meeting for the following items of business because publicity would be prejudicial to the public interest by reason of the confidential nature of the business to be transacted.

 

18)      Land North of Oxford Road

Discussed report and agreed to report to Full Council on 2 December 2025.

RECOMMENDED TO FULL COUNCIL
i.    That the Town Council agrees in principle to take on the ownership and management of the land north of Oxford Road (as per Appendix A of the report) and enter into negotiation with South Oxfordshire District Council regarding the draft S106 Agreement.
ii.    If agreement is reached, the draft S106 agreement will be brought back to Council for approval.

The meeting concluded at 7:45pm                

 

Signed ………………………

Chair, 3 March 2026