3 March 2026 – Minutes (draft)
THAME TOWN COUNCIL
Minutes of the Meeting of the Environment & Assets Committee held on 3 March 2026 at 6.30pm in the Upper Chamber, Thame Town Hall.
Present:
Cllrs M Baines, D Bretherton, D Dawson (Deputy Mayor), A Dite, H Dollman, C Jones (Chair), H Richards (Deputy Chair), P Swan and A Wainwright
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 Cowell (personal), Gilbert (personal) and Emery (personal).
RESOLVED:
i) To accept the apologies and reason given from Cllrs Cowell (personal), Gilbert (personal) and Emery (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 25 November 2025 were received.
RESOLVED that:
i) The minutes of the meeting held on 25 November 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 up to 31 January 2026.
A Cllr queried what constituted Line 202 Outside Services. The Officer advised that Outside Services include all personnel within the Operations Team. Expenditure items include equipment, vehicles, maintenance staff, cleaner, caretaker and Operations Manager, Maintenance Depot, maintenance and ground maintenance services. It is the largest budget line after Central Services. The Officer welcomed questions regarding services.
6) Asset Management Working Group
The committee received the notes of the meeting held on 9 February 2025. Many items are detailed in the agenda and reports.
A Cllr queried burial space within the town. The Officer reported that, for site C, as part of the planning permission, the developer was required to deliver burial space; and that progression with this has been very slow to non-existent. SODC Planning Officers are chasing the developer for updates following surveys carried out in 2025 regarding water levels. Once the site is signed off, the developer would be in breach if burial space is not provided. This burial space would be beneficial for the town and provide a space for those of different faiths and atheists to be buried in Thame. Officers are also exploring other possible sites. Cllr Bretherton will ask SODC for further updates.
A Cllr queried if neighbours of Cuttle Brook Nature Reserve had been contacted; to establish if it is known who is mowing and deliberately damaging the very large healthy bramble bush in the south meadow. Noting that the bramble bush provides protection for small animals using the natural corridor provided by the bramble to move around the reserve. The Officer reports that neighbours of the Reserve will be contacted in due course. A Cllr queried if evidence has been recorded. Officers are reviewing monthly and retaining evidence onsite and using historic google earth / maps images.
7) Green Living Plan
The committee received an update following the Green Living Plan Working Group meeting on 27 February 2026 reviewed against Thame’s Green Living Plan since it was last reported to Environment & Assets Committee and the plans for the next quarter. The report details the approval of the LCWIP, sadly the meeting on 27 February 2026 was not quorate so this report details proposed actions and contains extensive comparisons to the LCWIP. At the next Green Living Plan Working Group meeting proposed actions to be ratified. Detailed comparison reviewed, including feedback from Thame and Cllr representations; GLPWG will send a letter on behalf of the group to OCC to express their disappointment with how Thame groups were engaged in the process and how alterations to LCWIP can be approved.
A Cllr queried Action point 1.12 establish priorities and protocols between pedestrians, cyclists, and other users on Phoenix Trail and other key routes. The Officer advised that OCC are now responsible for delivering this, this is not in Thame Town Council’s delegated responsibilities.
A Cllr queried the air quality project: any updates on how this is progressing, are there any results, do we know if we have a problem? The Officer advised that this project is identifying healthy routes to schools, the pupils are carrying out assessments for many routes and will create a map to share with other pupils. A schools focused project.
A Cllr queried what communications had been issued from OCC re LCWIP. The Officer advised that OCC agreed and voted on the LCWIP, and this is now adopted. The implementation of LCWIP is dependent on finance, with over 190 actions identified for Thame, some minor i.e. dropped kerbs, improved signage, and some actions are much larger such as exploring segregated cycle routes. Thame Town Council role will be to monitor availability of grants, and to keep awareness and consideration for Thame. Thame Town Council will seek to ask for changes to be made to the LCWIP based on assessments carried out. Especially to highlight that one route identified by OCC in the LCWIP which is inadequate for walking or cycling without major investment but has been identified and adopted in the LCWIP.
A Cllr queried if groups involved and if consultees had been informed. The Officer advised that Thame Town Council had not been informed in October when this was approved to be adopted at the Cabinet Meeting. Following the final consultation of the final draft there was no communication from OCC. The Officer therefore contacted the Officer at OCC and asked them to thank those involved, and consequently this happened.
Cllrs expressed thanks to the Environmental Project Officer for running the Thame Business Sustainability Champion Awards.
8) Public Art Working Group
The committee received an update on Public Art Working Group progress, and received a proposal from the Public Art Working Group (PAWG) for two new public art projects in Thame, that will be financed by Section 106 funding allocated and restricted to Public Art.
At Cuttle Brook signage proposed to produce information boards to educate, improve knowledge regarding the reserve, and to identify boundaries of the reserve including Rycote Meadow.
At Elms Park exploring project with schools in Thame to design benches which will be made from felled wood; and sited in Elms Park, along with standalone pieces of work.
A Cllr raised concern that figures are in the report, and tenders have not been received. The Officer advised that the SODC Arts Officer has experience with this and so this action was taken on advice of the Arts Officer. The tender would be awarded to the best artist/s to deliver the works; this is working to nurture new artists. This was promoted to the artist, with clear budgets and art is designed in consultation with the community.
A Cllr commented that this is great, covering culture, creativity and community. Cllr Wainwright to include in the Town of Culture 2028 application.
A Cllr queried Section 106 allocation. An Officer commented that Section 106 funds are allocated to various funds, and SODC officers negotiated amounts. Public Art is an area of funding identified for. Sometimes locations and purposes of art are also dictated.
A Cllr commented that the wooden benches which had been around the town don’t always last. Can the wooden benches be sturdy, long lasting and durable to last for many years.
A Cllr raised a question regarding the appearance of the information boards in Cuttle Brook. The Officer advised that they will be similar, in keeping and the board style will be consistent.
RESOLVED to:
i) To recommendation to the Full Council that they approve the application to South Oxfordshire District Council to draw down Section 106 funds to achieve the Public Art Outcomes above, to a value of up to £83,342. And to approve that where required the council should approve the signing by two councillors and sealing in the presence of the Town Clerk any legal agreements for the drawdown of this funding.
9) Town Hall
The committee received an update on the Town Hall, and highlighted works to improve facilities within the kitchen to increase use of the Upper Chamber by external hirers.
A Cllr queried the updating of the heaters at the Upper Chamber. The Officer advised that quotations are being sought and this will be brought to a future meeting for consideration.
A Cllr queried the Health & Safety Audit, if works have been completed. The Officer reported that works were completed apart from asbestos reinspections and the Town Hall and Maintenance Depot which are scheduled to take place on 10 March 2026.
A Cllr queried the disparity between quotations for decorating and repairing the external windows of the Town Hall. The Officer agreed there was a large difference and that ideally Thame Town Council should receive three quotations; however, for a summer deadline for the work it was felt timely to bring this to the Committee.
The Committee agreed with the Officer’s recommendation to recommend remedial works to the wooden window frames at the Town Hall are carried out.
A Cllr commented that in future three quotes should be obtained prior to review. The Officer advised that this is usually the process, however, it can be difficult to obtain contractor quotations.
RESOLVED to:
i) To recommend to Full Council that Company B is contracted to complete remedial works to wooden window frames and redecorate all external windows and doors at a cost of £21,993.77 plus vat. Cost to be taken from the Rolling Capital Fund.
10) Depot
The committee received an update on the Depot.
A Cllr queried an update on outstanding Health & Safety Audit actions. The Officer advised that the Asbestos Survey will be carried out on 10 March 2026. Once completed, all actions carried out.
RESOLVED:
i) To approve to move forward with tendering for a replacement roof for the Maintenance Depot on a Design and Build basis.
ii) To approve that the tendering process is delegated to the Asset Management Working Group reporting to the Environment & Assets Committee and award of tender and project costs are presented to Full Council for approval.
11) Thame Museum
The committee received an update on the completed remedial works following the water ingress.
The Officer proposes that the entrance door is repaired, decorated and the automatic door mechanism is serviced. Total works costing £3.5k.
Cllrs discussed the entrance door and noted that the door automated settings might need to be adjusted as they are very sensitive and open more frequently than necessary, especially during wet weather. The door and frame are original, Cllrs agreed that the entrance door and frame should be fully replaced not repaired.
All agreed that quotations for replacement door and frame be obtained, in keeping with the building. Thame Town Council will apply for listed building consent if required.
RESOLVED to:
i) To present three quotations for the replacement door and frame to Full Council.
The lease for the museum needs to be updated, Thame Museum Trust is now a Charitable Incorporated Organisation and can enter into contracts for lease of a property. Officer proposes that a longer lease is considered which will help the Museum with bids for grant funding. Solicitors acting for the Town Council charge a fixed fee of £1,950 plus VAT to prepare a new lease. Final draft of the lease will be brought back to Council for approval.
Cllrs discussed the lease length, cost of legal fees, whilst a considerable cost this is a standard cost, and the Solicitors are well known and provide services to other Councils. Cllrs proposed and agreed to a 50-year lease term.
RESOLVED that:
i) To approve that work commences on preparation of a new lease at a cost of £1,950.00 excluding vat. Cost to be taken from budget line 101 / 4056 – Legal Fees.
12) Green & Open Spaces and Play Areas
The committee received an update about any green and open spaces and parks managed (not necessarily owned) by Thame Town Council. This report is presented in a slightly different format, Officers hoped that this is preferred. Feedback of the reporting is welcomed.
A Cllr commented that this report was great and it would be helpful if a map could be include showing locations of the play areas and open spaces.
A Cllr queried how home educated families are identified as this is a growing community and a welcomed initiative. The Officer advised 21st Century Thame are promoting this though normal channels to connect to home educated families; limited availability but received a great response.
The committee received the report regarding Pearce Way play area, discussed grant funding. The committee agreed to approve an application to draw down Section 106 funding towards the refurbishment of Pearce Way play area.
A Cllr commented that during the Elms Park design, there was a presentation regarding play areas designed for girls, can this be incorporated in this redesign? Need to consider inclusivity, for the external space to be attractive and comfortable for all.
A Cllr commented that there are £1.5m grants available from OCC, and one of those schemes is for play areas, can Thame Town Council submit a bid for this. The Officer advised that all grant opportunities that can be approached, will be, working in conjunction with Project Link.
RESOLVED that:
i) To approve that an application is made to South Oxfordshire District Council to draw down £9,781.00 of Section 106 funding towards play area improvement.
ii) If funding is granted to approve the signing and sealing of relevant legal agreements by two Councillors in the presence of the Town Clerk.
13) Cuttle Brook Local Nature Reserve
The committee received an update regarding work in Cuttle Brook Nature Reserve.
The committee discussed redesigning the map, signage, raising communication about the reserve, and education to users who are accessing Cuttle Brook Nature Reserve. The Officer proposes S106 funds are allocated to updating and improving the signage to Cuttle Book
The committee received an update regarding working with River Thame Conservation Trust to undertake research for natural flood defence works.
A Cllr thanked Officers for reacting to expiring S106 funds and managing accordingly.
A Cllr queried if signage at Cuttle Brook is duplicated. Officer advised that Public Art is for information boards throughout the reserve drawing attention to different habitats and wildlife within the reserve. Cuttle Brook signage does not fall into Public Arts, information boards and map information is not art. Two separate signage requests for funding.
Cllrs noted that land promoters south of the Phoenix Trail had proposed giving up land to extend the Cuttle Brook. Concern was expressed that land may only come forward for this purpose if development was allowed. Officers noted it was possible that investigating an extension could raise this land’s importance to the developer, but it was also possible the land would never come forward.
A Cllr requested for the NPCO to review this item, and to review the land to the SW of the Pheonix Trail, to review if this land is in any planning applications and advise accordingly.
The Officer advised that this project is a research proposal, and not a deliverable project. The River Thame Conservation Trust are planning and hoping to do this work anyway, and this funding would facilitate this research project which the River Thame Conservation Trust will be undertaking.
RESOLVED that:
i) In line with the delegated authority of this committee, to authorise an application to draw down Section 106 funds to achieve the projects outlined in this report, up to a value of £12,000
ii) If recommendation 1 is agreed, if the funding is granted to approve the signing by two Councillors and sealing of the legal agreement for this Section 106 funding in the presence of the Town Clerk.
14) Policies
Cllr Richards left the meeting during this item at 7:55pm.
The Play Area Strategy was presented and reviewed in line with updates and amends shown in different coloured text.
A Cllr raised concern regarding sponsorship and advertising in children’s play area and commented that this should be at a last resort at Play Areas. Additionally, to review fitness equipment in parks, improving fitness equipment in parks would be beneficial to encourage activity and would encourage that.
All supported and agreed with the detailed updates.
RESOLVED to:
i) To approve the Play Area Strategy
15) Allotments
The committee received a verbal update on Stones Close, Hampden Gardens and Sycamore Rise allotment sites.
The committee agreed for the Deed of Grant of Easements to be signed by the Deputy Mayor in the absence of the Town Mayor.
RESOLVED that:
i) For the signing by the Deputy Mayor, in the absence of the Town Mayor and the sealing, in the presence of the Town Clerk, of the Deed of Grant of Easements between Thame Town Council and Eastern Power Networks PLC for underground and overhead electric lines and supports at Land West of Windmill Road, Thame, OX9 2DT (Stones Close Allotment Site).
16) Maintenance Report
The committee noted the report on the Maintenance Team’s work.
17) Civic.ly Asset and Public Space Management
The committee received a verbal update, and hopefully at the next meeting there will be a demonstration available following volunteer work which a Duke of Edinburgh student has been undertaking.
18) Lime Tree to be Felled at Southern Road Recreation Ground
Noted that a Lime tree will be removed ahead of construction on the Community and Youth Building, and that at least two replacement trees will be planted, and the Town Council intends to commission use of the felled wood. Communications will be issued before any works begin.
The meeting concluded at 8.05pm.
Signed ………………………
Chair, 14 July 2026