13 May 2025 – Minutes

THAME TOWN COUNCIL

Minutes of the Meeting of Thame Town Council held on 13 May 2025 at 6:30pm in the Upper Chamber, Town Hall, Thame.

Present:

Cllrs M Baines, D Bretherton, P Cowell, D Dawson (Deputy Mayor), A Dite, H Dollman, D Dodds, M Dyer, L Emery, A Gilbert (Town Mayor), C Jones, S McGarry, P Swan and A Wainwright

Officers

M Sturdy, Town Clerk
K Slater, Corporate Services Manager and Responsible Financial Officer (RFO)
G Markland, Neighbourhood Plan Continuity Officer
L Fuller, Committee Services & Processes Officer
A Slater, Communications & Events Assistant

1) Election of Town Mayor

The Chairman called for nominations for the position of Town Mayor. It was moved and duly seconded that Cllr Gilbert be elected as Town Mayor.

RESOLVED that:

Cllr Gilbert be elected Town Mayor for the ensuing year.

Upon being re-elected, the Mayor reiterated that it was a privilege to represent the town for the last year, and welcomes thoughts and comments for this year. It was felt that the council has exemplary discourse, and the Mayor encouraged more face-to-face communication in light of increasingly toxic discourse on social media which discourages good governance.

The Mayor was pleased to announce that in 2024-25, he had raised over £15,000 for his charities – Sharing Life Trust and Lord Williams’s School Young Carers who both do excellent work in Thame. This was followed by a round of applause in the room.

The Mayor thanked everyone who had contributed to this total, and presented representatives from each charity with their cheque. Lord Williams’s School Young Carers said the funds will go a long way and were very grateful for the fundraising. Sharing Lift Trust said they were overwhelmed and enormously grateful for the fundraising and will continue to help relieve poverty in Thame. The fundraising will also be well received by their volunteers who help this cause.

Finally, the Mayor presented his cadet, Luke Smits, with a certificate for his terrific contributions and support during 2024-25.

2) Declaration of Acceptance of Office by Town Mayor

Cllr Gilbert signed their Declaration of Acceptance of Office as Town Mayor.

3) Election of Deputy Town Mayor

The Chairman called for nominations for the position of Deputy Town Mayor. It was moved and duly seconded that Cllr Dawson be elected as Deputy Town Mayor.

RESOLVED that:

Cllr Dawson be elected Town Mayor for the ensuing year.

4) Declaration of Acceptance of Office by Deputy Town Mayor

Cllr Dawson signed their Declaration of Acceptance of Office as Deputy Town Mayor.

5) Apologies for Absence

Apologies for absence were received from Cllr Richards (personal).

RESOLVED:

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

6) Declarations of Interest and Dispensations

Cllr Jones declared an interest in Item 16 as the application site adjoined the Cuttle Brook Local Nature Reserve. Cllr Jones is a Cuttle Brook volunteer and the council’s external organisation representative, however a dispensation is in place which allows Cllr Jones to debate and vote on this item.

Cllr Bretherton declared an interest in Item 16 as Chair of South Oxfordshire District Council’s (SODC) Planning Committee, and did not debate or vote on this item.

7) Co-Option

There had been two applicants for the co-option – William Wilde and Paul Corris. Each candidate was sent the same three questions in advance and given 5 minutes to address the council.

What capacity do you have to be a Town Councillor?
What do you think is the biggest challenge facing Thame and the Town Council?
What is the best thing about Thame?

Following a presentation from both candidates, it was:

RESOLVED:

To assist with administration, the Council uses a ballot system to elect the co-opted Councillor.

Following this, the Chairman announced the result of the ballot, that William Wilde had received a majority and was therefore co-opted onto the council. The Chairman thanked Paul Corris for applying and hoped the Town Council could capture their enthusiasm.

8) Public Participation and Public Questions

A representative from the Thame Meadows Residents Association spoke against planning application P23/S4262/FUL (Item 16). Thanks were given to the Town Council for their support in creating a resident’s association. The resident’s association have shared concerns regarding:

The legal agreement on the protection of open space.
1,400 people signing a petition objecting to this planning application.
The potential exacerbation of flooding, and that the Environment Agency object to the proposals.
Traffic, in particular construction traffic. Highways have objected on certain transport elements, and the traffic survey was carried out in half-term and does not reflect reality.
The number of houses fails to protect the view from Oxford Road.
The removal of hedgerows infringing on the existing development and not in line with the original design codes.
Removal of parking spaces on Weavers Branch.
One playground being at risk of flooding for part of the year, and other is in close proximity to the bypass.
Properties facing the bypass being unlikely to open their windows due to noise pollution.
Footpaths connectivity and accessibility.
Thames Water objecting on insufficient capacity, demonstrating that the flooding issue has not been resolved.

Therefore, the Thame Meadows Residents Association request that the council objects to this planning application.

There were no questions for the speaker.

A representative from Savills spoke in support of planning application P23/S4262/FUL (Item 16). The proposal has evolved taking account both the town and district council’s views, given this site is a major housing allocation in the adopted Thame Neighbourhood Plan 2 (TNP2). The current proposal has reduced the number of dwellings to 111. It is disappointing that the officer recommendation is to object as:

The proposal places no houses in the floodplain, and there is confidence that the Environmental Agency’s concerns can be addressed.
A range of evidence and advice from the District Council’s case officer and housing team has informed the current housing mix.
The Town Council has accepted some impact on views from Oxford Road by allocating this site in TNP2, and previously raised no objection on this matter.
Open space has been overprovided, including a dog walking space.
11 homes over the approximate 100 allocated is not considered harmful, when policy also requires best use of the land.
The proposals provide affordable housing, respect the landscape, are policy compliant, and deliver high quality development ecological enhancements.

Overall, the benefits of the scheme are considered to outweigh policy objections.

Whilst Thames Water are unsatisfied, their condition requires the matter to be resolved prior to occupation. Further discussions cannot take place until planning permission is granted.

What size will the dog walking area be? It is estimated that this specific space will be one hectare, however this is in addition to the many hectares of open space that the scheme will provide.

One of the play areas is approximately 20metres away from the flood line, but no houses are in the floodplain as this would not be permitted. The applicant is confident that comments from the Environment Agency can be addressed, but their concerns would need to be addressed before planning permission is granted.

There was some confusion as to the different policies on First Homes. The proposals reflect local standards, the national policy having changed to make them optional.

It was moved to take Item 16 immediately next and then return to the remaining items of business on the agenda.

9) Standing Orders

The report was noted.

A proposal was put forward to include a clause in the council’s Standing Orders regarding politics and council business, as set out in the report.

The rationale for this proposal was to protect what the town council has and avoid politics impacting council business in the way it does in other councils, but to not quash political representation. Concern was raised as to how this clause would be implemented, and the potential to prejudice free speech.

On being put to the vote this motion was not carried.

A proposal was put forward to change ‘Chairman’ to ‘Chair’ throughout the Standing Orders in line with the British Chambers of Commerce and the National Association of Local Councils policies.

On being put to the vote this motion was carried.

RESOLVED:

To approve the Standing Orders for 2025-26, with the term ‘Chairman’ replaced with ‘Chair’ and clause 36 not adopted.

10) Financial Regulations

Minor changes were presented in line with town council practices and having taken advice from the council’s internal auditor.

RESOLVED:

To approve the Financial Regulations as presented for 2025-26.

11) Scheme of Delegations

The report was noted.

It was noted that due to the various factors outlined in the report, there was a need to review the Planning Committee’s function and future. Concern was raised whether the committee would still be quorate if its membership was reduced. Quorum is always a third, and should not be lower than three. The proposed membership (agenda item 14) is seven, which would result in a quorum of three.

RESOLVED:

To approve the Scheme of Delegations as presented for 2025-26.
To delegate to the Planning Committee to review its function and future at its meeting on 3 June 2025, and to amend its terms of reference and any subcommittees/working groups as it sees fit, with a report bought back to Full Council in due course.

12) Committee Responsibilities and Structure

The report was noted. Only minor changes are suggested to the Committee Responsibilities to reflect current practice and council policy.

RESOLVED:

To approve the Committee Responsibilities and Structure as presented for 2025-26.

13) Working Groups

The report was noted. The various Working Group changes, as approved by relevant committees, were noted. A vacancy exists on the Capital Project Delivery Team which currently meets monthly regarding the Community Youth Centre. The Environmental Project Officer is looking to reform the Public Arts Working Group to set the direction for the next phase of public art in Thame. Up to three Councillors are sought for this working group.

RESOLVED:

To approve the Working Group structure for 2025-26.
To appoint Cllr McGarry to the Capital Project Delivery Team, and appoint Cllrs Dawson, Emery, and Jones to the Public Arts Working Group.

14) Appointment of Standing Committees Membership

The report was noted. Members were presented with a proposal for committee membership based on preferences.

It was noted that the Chairs and Deputy Chairs for each committee will be elected at the respective committee meetings which immediately follow this meeting. It was also noted that the membership of the Personnel Committee will be the Mayor and Deputy, and Chairs of each standing committee.

RESOLVED that:

The Planning Committee membership be reduced to six plus the Mayor or Deputy Mayor.
Cllrs Bretherton, Cowell, Dawson (ex officio), Dite, Dollman, Dyer, Emery, Gilbert (ex officio), Jones, Richards and Wainwright be elected to the Community Services committee.
Cllrs Bretherton, Cowell, Dawson (ex officio), Dite, Dodds, Dyer, Gilbert (ex officio), McGarry, Richards, Swan and Wainwright be elected to the Corporate Governance committee.
Cllrs Baines, Bretherton, Cowell, Dawson (ex officio), Dite, Dollman, Emery, Gilbert (ex officio), Jones, Richards, Swan and Wainwright be elected to the Environment & Assets committee.
Cllrs Baines, Dawson (ex officio), Dodds, Emery, Gilbert (ex officio), McGarry and Jones be elected to the Planning committee, with either Cllr Gilbert or Cllr Dawson expected to attend.

The Neighbourhood Plan Continuity Officer left the meeting.

15) External Organisations

The report was noted. The council was asked whether to fill the five vacancies (Sinaia Friendship Association, Senior Friendship Centre, Thame Town Cricket Club, Thame Youth Projects Group and Thame Welfare Trust) or to remove these as organisations requiring an external representative from the council.

Cllr Wainwright volunteered to be the Thame Youth Projects Group representative.

Cllr Bretherton put forward newly co-opted councillor William Wilde to be the Sinaia Friendship Association representative.

Councillors would be sent an email prior to the next External Organisation reporting (August) to fill the remaining vacancies.

Post-meeting note: Cllr Jones volunteered to be the Thame Town Cricket Club representative.

16) Planning Application Amendment – P23/S4262FUL – Land North of Oxford Road

Full application for 111 residential dwellings including new highways, associated infrastructure, sustainable urban drainage systems, pumping stations, demolition of agricultural buildings, green infrastructure and ancillary works (additional Information received 7 February, 20 March 2024 and 08 April 2025 and amended plans received 24 October 2024, 08 April 2025 and amended description to reduce number of dwellings 08 April 2025).

The report was noted. The adopted TNP2 and its policies now have full weight. TNP2 requires approximately 100 homes to be allocated on this site, split approximately 70 homes to the west (Phase 3) and 30 homes to the east (Phase 2).

The proposed scheme will protect residents from unacceptable noise impacts from the A418 and the public open space will be protected from TNP1 and re-provided if lost. Only minor changes to Phase 3 are proposed, the number of dwellings has reduced by 8 to 57 and the dwellings to the north have been pulled away from the A418. Phase 2 similarly has minor changes and is now proposing 54 homes, which is considerably above the 30 suggested in TNP2. Around 14 of the Phase 2 dwellings remain in the view line from Oxford Road, whilst some landscaping is proposed the impact on this view is not considered acceptable.

Overall Phase 3 is underperforming on density terms, and Phase 2 is overperforming, and therefore the proposal is not compliant with TNP2 policy on the approximate housing numbers allocated for each phase.

There was discussion regarding the 1 in a 1000-year flood line, which may be subject to change as it was not clear if this was based on Environment Agency predictions or the applicant’s model. It was noted that some of the open space provided by the scheme would be impacted by flooding in certain months of the year, although extreme flooding would be rare.

It was questioned why SODC are providing a housing mix based on an old Strategic Housing Market Assessment. The Neighbourhood Plan Continuity Officer was unsure why the District’s Housing Team are using this approach when it is not compliant with Local Plan Policy in failing to the most up to date housing mix evidence.

RESOLVED:

To object to planning application P23/S4262/FUL (Amendment No.2) on the grounds that the proposal is contrary to TNP2 Policy GDH1d and Policy NEC1 for the following reasons:
1. The overall number of homes on the development.
2. The split of homes across the scheme. Approximately 70 were proposed for the north-west element, 30 for the east.
3. Given the objection of the EA, it is not yet clear if the built development remains outside of the functional flood plain of the River Thame / Cuttle Brook.
4. It fails to minimise the impact of views along the Cuttle Brook looking north from Oxford Road and from the A418, minimising the impact on the landscape to the north of the site.
5. The development would risk harm to the existing CBLNR in failing to mitigate the impact of future residents.
6. The affordable housing provision does not reflect any recent evidence on housing (size) mix and is, therefore, not compliant with Local Plan 2035 Policy H11.
To comment that the 2022 Thame Housing Needs Assessment indicates First Homes should be provided at 50% of market rate to be affordable.

17) Christmas Lighting Scheme

The report was noted. The Christmas Lights Working Group had met last week, and received a presentation from the two companies who had tendered. Company A had scored the highest as they were able to cover all areas required, provide sustainable and recycled products, and had arrangements for repairs and callouts. Company B was unable to provide full coverage.

It was noted that the council should consider increasing the budget available in future for Christmas Lights in line with other towns nearby, as three companies advised they were unable to tender due to the budget being too restrictive.

The lights on the tree will be similar to the current design. Trees in the Upper High Street Car Park will have hanging lights. All other light designs can be chosen once the tender is awarded, subject to being within budget.

The products are recycled, with many coming from France. The company is enthusiastic about sustainability.

RESOLVED:

To approve a five-year contract (2025-2030) with Contractor A, as detailed within their tender document, subject to further tender clarifications to ensure appropriate coverage.

18) Strategy

The council received a proposed timeline for the strategy work. A vision statement was not ready yet. It will be necessary to have some working group meetings to progress the work, with updates continuing via Full Council.

RESOLVED:

To approve the proposed timeline for the strategy work.

19) Insurance Contract 2025-2028

It was noted that after completion of the insurance tender process that our current insurers ‘Zurich’ were the most competitive and based on good service we will be renewing their contract for 3 years. The council’s inventory has increased in value by £75,000 and Zurich managed to reduce our previous fee by £250.00 per year. For information the next nearest bidder after Zurich was £2500 per year more expensive for like for like services.

20) Members Questions (under Standing Order 11)

No questions were raised.

21) Minutes

The Minutes of the Council Meeting held on 29 April 2025 were received.

RESOLVED that:

The minutes of the meeting held on 29 April 2025 are confirmed as a correct record, and signed by the Chairman.

22) Planning Committee

The minutes of the meeting held on 6 May 2025 were noted.

The meeting concluded at 8:19pm.

Signed ………………………

Chairman, 17 June 2025