11 August 2026 – Minutes (draft)
THAME TOWN COUNCIL
Present:
Cllrs M Baines, D Bretherton, P Cowell, A Dite, H Dollman, D Dodds, M Dyer, A Gilbert (Town Mayor), C Jones, and S McGarry
Officers
M Sturdy, Town Clerk
A Oughton, Operations Manager
G Markland, Neighbourhood Plan Continuity Officer
L Fuller, Communications Manager
I Hawkins, Communications Apprentice
1) Apologies for Absence
Apologies for absence were received from Cllrs Dawson (personal), Emery (personal), Richards (personal), Swan (personal), Wainwright (personal) and Wilde (personal).
RESOLVED:
i) To accept the apologies and reason given from Cllrs Dawson (personal), Emery (personal), Richards (personal), Wainwright (personal) and Wilde (personal).
2) Declarations of Interest and Dispensations
There were no declarations of interest.
Members were reminded that a dispensation is in place to allow them to debate and vote on planning applications on their land or buildings (in relation to Item 5).
3) Civic Announcements
There was nothing to report.
4) Public Participation and Public Questions
A resident of Thame spoke in support of planning application P26/S2778/LB. As a proud resident of Thame and on behalf of businesses in the Upper High Street where internet connections are poor, the proposals were fully supported and would be a great addition to Thame.
5) Planning Application – P26/S2778/LB – Town Hall High Street
Installation of six Airspan Air5G 7200 mmW radio units as two sets of three on opposite upper corner returns of Thame Town Hall, with brackets, fixings and cabling. The existing basement communications room will be used; no external cabinet is proposed. Cable route from basement communications room via existing downpipe/riser, split at gutter level, then horizontal runs cleated along the back/far side of guttering to each radio cluster. Works are minor, reversible and visually recessive, avoiding principal architectural features.
The report was presented by the officer. The Town Council supported the principle of the development at a previous meeting, subject to relevant permissions and licences, and recognises the benefit it will have to residents, visitors and businesses alike. Town Council officers have been meeting with the applicant and providing advice, ahead of submitting their planning application. It was disappointing, therefore, that the submitted planning application was lacking sufficient and consistent detail and information for the proposals to be properly understood. This detail is particularly important given the Town Hall is prominently positioned, a listed building in the conservation area and owned by the Town Council. Whilst there is uncertainty about if and when the applicant will submit amended plans, the Town Council remains confident that the proposal could be made acceptable. The officer regrettably recommends the council objects to the planning application as presented.
It was considered that the new equipment would be a permanent addition to the building, notwithstanding that it may change in form or size as technology evolves over time.
Members discussed alternative solutions such as satellites, alternative positioning on the building and alternative buildings within the town centre.
Whilst Members fully support the principle of the internet solution and recognised the need identified by the resident, it was agreed that the planning application could not be supported in its current form. The Town Council wishes to continue to work with the applicant, Teleauora, and Oxfordshire County Council to continue moving this forward for the benefit of the public.
RESOLVED:
i) To object to planning application P26/S2778/LB on the following grounds:
a. Insufficient information and plans have been submitted to adequately assess the full impact of the proposed development on Thame Town Centre, the Thame Conservation Area and the Grade II Listed Thame Town Hall.
b. As proposed, the development would be contrary to:
i. Thame Neighbourhood Plan Policy CPQ3: Town Centre Design Principles in failing to complement the special character of the centre.
ii. 2035 Local Plan (2035 LP) Policy ENV6 in proposing development that would harm a designated heritage asset.
iii. 2035 LP Policy ENV7: Listed Buildings in failing to by sympathetic to the building in terms of siting, scale and alignment and form. The proposed development would obscure key architectural features from ground level, reducing the significance of the Town Hall as a Listed Building.
iv. 2035 LP Policy ENV8: Conservation Area in failing to conserve or enhance its special interest and take into account important views within the Conservation Area.
The Neighbourhood Plan Continuity Officer left the meeting after this item.
6) Project Link (Community and Youth Centre)
The report provided an update on the latest project progress, financial scenarios and the recommendation of the Capital Project Delivery Team regarding the preferred contractor for the construction phase. The Capital Project Delivery Team met the three shortlisted companies last week with Greenwoods Consultants and Clews Architects.
The Town Clerk highlighted that this is a significant decision for council. The council is asked to appoint the preferred contractor and move into the construction phase of the Community and Youth Centre building project, subject to final contract negotiations, due diligence and confirmation of funding. This decision reflects the council’s support for the contractor’s submission, the presented funding scenarios, fundraising plans and the previously approved investment contribution by the council. It was noted that the finance modelling includes an additional figure on top of the tender price to allow for negotiations as some items, such as costs from statuary bodies cannot be priced at the tender stage.
Clarification was provided on the figures in paragraphs 7 and 21 in the report, noting that the lower figure of £333,131 reflects spend to date whilst the £398,593 figure reflects the value of orders raised, although this total may not be realised.
Clarification was provided on the difference between Cost Value and Sales Value in relation to the council’s investments. The cost value is included for transparency and accounting context, while the sales value is the more relevant figure for understanding the proceeds that could be realised. The timing of withdrawal from investments will need to be carefully managed, but it is hoped to drawdown as little as possible.
Clarification was provided that ‘social value commitment’ reflects how the project interacts with the local community to improve areas such as wellbeing.
Members recognised the importance and significance of the decision on behalf of the town and the need for the project.
Members raised questions around the fundraising to date, the single reference for the preferred contractor, further value engineering options, project management capabilities, and fit out costs.
The Town Clerk advised that the Fundraiser has been instrumental in preparing major grant applications to the District Council and National Lottery. The fundraiser is preparing for the grant programmes that only become available once a contractor is appointed and/or the CIO is formed. Noted that ‘donations in kind’ are supported by the preferred contractor and will help to reduce costs.
The preferred contractor has 30 years’ experience and is recommended as they are deemed the most suitable contractor to work with the town council, understand project objectives and will be sensitive to the needs of the community.
The project has already been through one round of value engineering. Ensuring that the project carefully balances cost and quality will continue to be important as the project progresses.
The preferred contractor has a Project Manager and Site Manager who will engage with councillors and the public, and has experience of managing locally sensitive projects.
Some fittings are included in the costs. Fundraising, donations (of items and time) from local organisations and purchasing second-hand furniture are anticipated to assist with the fit out and reduce costs.
RESOLVED:
i) To approve the recommendation of the Capital Project Working Group to appoint Contractor A, based on a tender figure of £4,463,693 to build the Community and Youth Centre Building for Thame, subject to the final contract negotiations and due diligence.
ii) To draw down the full Public Works Loan approved of £3,019,000 before December 2026 if additional funding from other sources is not found.
The council acknowledged that this decision is not a light decision, given the resulting increase in the council’s precept, but is the right decision. The council will now progress with the appointed contractor and will continue to progress the project unless the contractor fails to meet the commercial terms of the tender contract.
Officers will investigate a suggestion made to improve usability of the dedicated website project page.
7) Members Questions (under Standing Order 11)
No questions were raised.
8) Minutes
The Minutes of the Council Meeting held on 28 July 2026 were received.
RESOLVED that:
i) The minutes of the meeting held on 28 July 2026 are confirmed as a correct record, and signed by the Chair.
9) Personnel Committee
The minutes of the meeting held on 27 July 2026 were noted.
Members requested to see the draft councillor training matrix. The Town Clerk agreed to circulate and would welcome any feedback on it.
The meeting concluded at 7:23pm.
Signed ………………………
Chair, 25 August 2026