17 June 2025 – Minutes

THAME TOWN COUNCIL

Minutes of the Meeting of Thame Town Council held on 17 June 2025 at 6:30pm in the Upper Chamber, Town Hall, Thame.

Present:

Cllrs M Baines, D Bretherton, A Dite, H Dollman, D Dodds, M Dyer, A Gilbert (Town Mayor), S McGarry, H Richards, P Swan, A Wainwright and W Wilde

Officers

M Sturdy, Town Clerk
K Slater, Responsible Financial Officer and Corporate Services Manager
A Slater, Communications and Events Assistant

 

1) Apologies for Absence

Apologies for absence were received from Cllrs Jones, Dawson, Cowell & Emery – all for personal reasons.

RESOLVED:

  1. To accept the apologies and reason given from Cllrs Jones, Dawson, Cowell & Emery – all for personal reasons.

 

2) Declarations of Interest and Dispensations

There were no declarations of interest.

 

3) Civic Announcements

The Mayor’s civic attendances were noted. 

Cllr Gilbert shared the news of his new cadet, Sophie Coles, for the term of 2025-26. Sophie has accompanied him on many different engagements, recently being Oxon & Bucks Armed Forces Briefing RAF Benson.

 

4) Public Participation and Public Questions

There were no applications to address the Council.
There were no questions put to the Council.

 

5) Reports from County Councillors

The report was noted.

Cllr Edwards stated that her primary role in Oxfordshire County Council is to advocate for Thame and the wider villages. She also shared that Thame is only 1 of 10 parish districts that she looks after but will work hard to help Thame as much as possible.

She shared her pleasure in joining Mayor of Thame, Cllr Gilbert, MP Freddie Van Mierlo, Cllr Gregory, Cllr Barker and MP Ed Davey on 6 June. She also shared her excitement ahead of Thame Pride on 21 June.

Cllr Richards queried if it was finalised who the official opposition party would be.

Cllr Gregory shared that they have two oppositions, which currently  means paying two sets of allowances. They are trying to resolve this.

Cllr Dite welcomed Cllr Edwards to her new position, and question when council could see the plans and details for the Thame to Haddenham Greenway Project.

Cllr Gregory shared that a letter had been sent to landowners which contains sensitive details, which limits how much can be shared. She confirmed that things are progressing, with MP Freddie Van Mierlo taking it to Parliament and MP Ed Davey visiting Thame and showing his support.

The Town Clerk shared that a letter was received from Sustrans last week in relation to the Greenway, about three small plots of land owned by Thame Town Council. This is being investigated by officers.

Cllr Swan inquired about what would happen if the landowners were to say no, and if that would stop the works completely.

Cllr Gregory shared that it is much more complex, but they are looking at different options with multiple routes.

The District Councillors were asked which of the three options for the Oxfordshire unitary council they favoured.

The District Councillors explained that individuals had their own views but they felt that the  One Oxfordshire proposal was the better one because splitting services is quite difficult, with higher costs being one challenge the other options would bring.

They explained that the single council option was more straight forward for cost and identity issues. Clarity of where peoples focus is a very important element. It’s about economy and where do people naturally look. With reorganisation comes support to strengthen localism of County Council and devolving powers when organised which could bring opportunities for TTC to take on new powers, and consider this as an opportunity to do things differently.

 

6) Reports from South Oxfordshire District Councillors

The report was noted.

Cllr Gregory highlighted the Capita grant for the Community and Youth Centre.

Cllr Bretherton advised the first line of the report which referred to the new IT system at SODC was incorrect as it has not yet been completed. He also shared that the Grants Schemes are opening now.

 

7) Internal Audit

The final Internal Audit report for the year 2024-2025 was received.

Cllr Dite referenced page 4 electronic payments and questioned when we can make the full transition to digital so that councillors can sign payments electronically instead of by hand.

The RFO & Corporate Services Manager advised that electronic payments refer to banking & Bacs payments currently and that accounts team are in the early stages of investigating software for finances, invoices and purchase orders, further details to follow in due course whether we can eventually use electronic signing process like docu-sign.

Cllr Bretherton praised the results from audit report and gave a well done to the RFO & Corporate Governance Manager and team for all their hard work in achieving no untoward findings.

 

8) External Audit / Annual Governance and Accountability Return (AGAR) / End of Year Accounts 2024-25

The report was noted.

 

Annual Governance Statement 2024-2025

Report was noted.

Cllr Dite queried about the earmarked reserves and balance sheets going up, it does not seem to reduce and remains at half million which seems a lot of reserves at that level and if we are not going to spend, then the monies should go back into reducing the precept.

The RFO & Corporate Services Manager explained that the balance of earmarked reserves is correct and all monies are needed. It was noted that you cannot use earmarked reserves towards the precept. 

Cllr Bretherton suggested a referral to the Corporate Governance Committee to review the earmark reserves going forward.

A referral was agreed.

RESOLVED that:

  1. The Annual Governance Statement for 2024-2025 be approved.

 

Unaudited Financial Statements for the year ending 31 March 2025

RESOLVED that:

  1. To receive the Unaudited Financial Statements for the year ending 31 March 2025.

 

Accounting Statements for 2024-2025

RESOLVED that:

  1. The Accounting Statements for 2024-2025 be approved.

 

It was noted the Notice of Public Rights and Publication of Unaudited Annual Governance & Accountability Return will be 19th June 2025 – 30th July 2025.

 

9) Investment Policy and Investment Working Group Terms of Reference

The Investment Policy and Investments Working Group Terms of Reference were presented for approval.

RESOLVED:

  1. To approve the Investment Policy.
  2. To approve the Investments Working Group Terms of Reference.

 

10) Council Policies

The amended Code of Corporate Governance Policy and Risk Management Policy were presented for approval.

RESOLVED:

  1. To approve the Code of Corporate Governance Policy with minor amendments, and to approve that the policy be reviewed again in one year linked with the strategic plan.
  2. To approve the Risk Management Policy with minor amendments.

 

11) Committee Membership

RESOLVED:

  1. To appoint Cllr Wilde to the Corporate Governance committee and Planning committee for 2025-26.

 

12) Mayor of Thame’s Charity Trust

Members received the annual technical summary of the Mayor of Thame’s Charity Trust for the year 2023-24.

 

13) Consultation – Five councils launch two-unitary proposal for Oxfordshire and West Berkshire

The council considered the proposals and also noted that there have been two other proposals put forward which are due for consultation:

The Town Clerk asked the council to consider creating a small working group to decide on recommendations for the council.

Councillors debated whether they should review the options individually or form a working group to publish a combined view. A proposal was put forward to review individually until more information is available.

RESOLVED:

  1. To review as individuals until further information is presented.

 

14) Consultation – Part-Night Lighting

It was that Oxfordshire County Council are consulting on the proposed Part-Night Lighting Implementation Framework. Thame Town Council has publicised the consultation, and Councillors are encouraged to make individual responses at this stage.

Concerns were raised about dark spots on CCTV and a risk to the public at night.

Other Cllrs agreed on this, expressing concern of creating a curfew as people may not feel safe walking at night.

The Town Clerk proposed to refer this to the Community Services Committee for further investigation.

This was agreed unanimously.

 

15) Members Questions (under Standing Order 11)

Cllr Baines enquired about how many bikes were involved in the Thame Sportive.

Cllr Gilbert shared that they were not yet sure on the exact figures but he shared that there was definitely over 500 riders over the three routes.

 

16) Minutes

The Minutes of the Council Meeting held on 13 May 2025 were received.

RESOLVED that:

  1. The minutes of the meeting held on 13 May 2025 are confirmed as a correct record, and signed by the Chairman.

The council noted the response to questions asked under public participation at the council meeting on 29 April 2025.

The council noted the letter received on 1 June 2025 from residents on Southern Road regarding the minutes of the council meeting on 29 April 2025 which were approved at the Full Council meeting of 13 May 2025.

 

17) Planning Committee

The minutes of the meeting held on 3 June 2025 were noted.

Cllr Baines shared that the future of the Planning Committee discussion arose at the Annual Council Meeting when members were invited to pick their choice of committees in order, Planning came 4th of 4. It is felt that this is due to frequency of meetings, monthly and that TTC’s authority is minimal, acting more in an advisory position.

He shared his hopes to make changes towards planning for the town, and to have planning that all can be proud of.

Cllr Dodds left during this item

 

18) Personnel Committee

The minutes of the meeting held on 9 June 2025 were noted.

 

The meeting concluded at 8:00pm.

Signed ………………………

Chairman, 17 June 2025