28 July 2026 – Minutes (draft)

THAME TOWN COUNCIL

Minutes of the Meeting of Thame Town Council held on 28 July 2026 at 6.50pm in the Upper Chamber, Town Hall, Thame.

Present:

Cllrs M Baines, D Bretherton, P Cowell, A Dite, H Dollman, M Dyer, A Gilbert (Town Mayor), L Emery, C Jones, H Richards, P Swan, A Wainwright (Deputy Mayor) and W Wilde

Officers

M Sturdy, Town Clerk

G Markland, Neighbourhood Plan Continuity Officer
J Doherty, Committee Services Officer

1) Apologies for Absence

Apologies for absence were received from Cllrs Dawson (personal), Dodds (personal) and McGarry (personal).

RESOLVED:

To accept the apologies and reason given from Cllrs Dawson (personal), Dodds (personal) and McGarry (personal).

2) Declarations of Interest and Dispensations

There were no declarations of interest.

Cllr Bretherton to abstain from voting on Item 5 as SODC Chair of Planning, and Item 9 as SODC Cllr.

3) Civic Announcements

The Mayor was pleased to announce that in 2025/26 the Mayor’s Charities raised £18,138.27.

This received a round of applause.

Red Kite Family Centre and Thame Youth Projects have each received £9,000.00. The balance of £138.27 remains in the account for 2026/27. The Mayor commented that both charities do excellent work in Thame.

The Mayor announced that during his Mayoral Year this year (2026/27) he would be fundraising for the Thame Senior Friendship Centre (including Memories Café) and Thame Community and Youth Centre Project.

As the Upper Chamber is very warm, members of the public are welcome to leave the meeting at any point during the evening.

4) Public Participation and Public Questions

It was noted that a question was received by a resident regarding the speed limits, this was addressed during the Planning committee meeting as the matter related to Speed Limit Review.

A representative attended to speak regarding Item 5 Planning Application – P26/S0179/FUL – Diagnostic Re-agents Ltd Chinnor Road Thame.

Mr Collinge welcomed the opportunity to discuss the application; which was discussed at a pre-application meeting in December 2025.

The representative explained the current scheme was similar to that presented at the pre-application meeting, which the Town Council had responded to positively. It had been explained it would be difficult to accommodate the perimeter block scheme sought by the Thame Neighbourhood Plan (TNP2) due to the site being around 50 metres wide. The National Model Design Code for perimeter blocks has minimum specification of around 75 metres to accommodate property, parking, landscaping and external grounds in that form. The representative noted this, plus the need for the road to cross the pipeline at a 90-degree angle was why a hybrid scheme had been submitted. Other recent sites in Thame had provided a linear-street form.

5) Planning Application – P26/S0179/FUL – Diagnostic Re-agents Ltd Chinnor Road Thame

The committee considered this application which is for the demolition of the existing buildings and the erection of 28 dwellings (of which 40% (11) would be affordable housing), together with access and parking/garaging, amenity space (including play area), open space and landscaping, drainage and associated works.

The Officer highlighted the site location and provided the reasons for the recommendation. As detailed in the Officer report, it was recommended to object to this application.

At the pre-application meeting the Council did recognise the difficulty in bringing forward a perimeter block arrangement on such a narrow site but noted the applicant had not objected to the site as proposed during consultation on TNP2. Whilst other sites in Thame are linear sites, with the road in the middle, the houses face onto that road. Within the proposed application houses face the rears of properties which is against the District Design Guide and TNP2 Design Code, and not considered best practice. Whilst recognising the need to compromise for this site future residents and visitors would face brick walls. The design of the northern block on the proposed site plan was considered good; boundary landscaping, as noted, is currently inadequate.

A Cllr asked for information regarding the Eastern soft landscaping boundary, how much is this falling short of hedge height, tree density and targets? Officer advised that species have not been declared, and Landscape Officers at SODC required further information. The Landscape Officer believed that the general form as shown on diagrams, the trees appear to be narrow, perpendicular forms while the Officer was looking for broad canopy. This is perhaps complicated by the proposed perimeter path.

A Cllr asked for information if establishing period was required for landscaping, would there be a constraint on the faster planting species? Officer thought it would be acceptable for smaller trees and growth over time, as recommended at the Oxford Road site.

A Cllr sought information regarding the terminology perimeter blocks. Officer explained that this meant houses within clusters, back-to-back, back-to-side, enabling perimeter roads / footpaths, with all properties looking out onto a street scene.

A Cllr noted that nearly half of affordable homes are 1-bedroom flats, the needs of affordable homes are often single parent families, only 1 of 11 affordable units is a 3-bedroom unit. This does not meet the needs of residents in Thame; and suggested moving the Officer recommendation to include that Thame Town Council would like more 3-bedroom dwellings as affordable properties, and fewer 1 bed flats as affordable properties.

RESOLVED to:

OBJECT with the following

The proposed layout is contrary to TNP2 Policy GDH1b and Figure 10 in failing to provide a compliant layout. It is also contrary to TNP2 Policy CPQ1 in not demonstrating compliance with the Thame Design Code in terms of relationships between dwellings.
Insufficient landscaping is proposed, contrary to TNP2 Policy GDH1b.
The affordable housing mix is unbalanced, with too few 3-bedroom affordable homes, and an excessive proportion of 1-bedroom affordable units. The proposal fails to adequately address local demand for family-sized affordable housing and should be amended to provide more 3-bedroom affordable dwellings.

6) Reports from County Councillors

Cllr Gregory and Cllr Edwards attended to present the report.

The Government has confirmed Local Government Reorganisation arrangements, with Oxfordshire and West Berkshire to be replaced by three new unitary councils from April 2028. Thame will form part of the new Ridgeway Council. Shadow authority elections will take place in May 2027. The County Councillors expressed disappointment with the decision and are continuing to campaign against it.

Residents are invited to comment on the Draft SEND Strategy 2026–2029, with consultation open until 3 August 2026. Cllr Gregory asked for this to be included in the Newsletter.

Free summer holiday activity clubs remain available for children aged 4–16 who receive free school meals. Further information within the report.

The Councillor Priority Fund 2025–27 is open, with each county councillor having £10,000 available to support local community projects.

Councillors discussed concerns about the proposed three-unitary-council model, particularly its financial viability, representation, warding arrangements, and the risk that Thame could be underrepresented. Cllr Edwards explained that Oxfordshire’s preferred option had been a single unitary authority on financial sustainability grounds, but councillors and officers are now working within the Government’s decision and tight implementation deadlines. Recommendations on warding arrangements are due by 17 August 2026, with a fuller Boundary Commission review expected during the shadow authority period.

Several practical issues remain unresolved, including the possible headquarters location, with Didcot and Newbury mentioned, and the implications for services, staffing, and costs. Councillors raised questions around West Berkshire’s debt, transfer of staff, and the future delivery of Oxfordshire-wide services such as fire, libraries, social services and waste disposal. There was also concern about whether some councils may become more politically powerful than others, and how boundaries and councillor numbers will be calculated fairly.

The discussion also covered devolution and what services Thame Town Council may retain autonomy over, with further conversations expected on implications for services and residents.

A Cllr sought information regarding Children First in Oxfordshire to address inequalities. Does this apply to centres like Red Kite Family Centre, might there be more funding? Cllr Gregory advised that this is the introduction of better facilities for all of Oxfordshire and the Family Hubs is a new initiative; whilst there are 5 opening across the county, existing children’s centres should be able to apply for funding with this grant funded directly by Government.

NPCO left during this item.

7) Reports from South Oxfordshire District Councillors

Report was noted.

Cllr Bretherton raised that similar questions are being asked of Officers to address Local Government Reorganisation queries which Cllrs are raising; initial indications are looking at two Councillors per ward, Thame will probably have two Councillors.

Thame & Chalgrove West division has now been cut as part of the LGR; the Boundary Commission previously advised that county wards must be respected and not crossed.

At the Elections in May 2027, this will elect a Shadow Council who will then set budget for May 2028.

Noting that there is Grant Funding available with a number of grants funds coming online, each Cllr has £7.5k; and a larger fund available from September.

Noted that SODC has undertaken a business rate review for pubs which was on top of the National Government Rate review.

A Cllr queried that Elections 2027 for new Unitary Council; who will be shadowing current councils for 12 months. Can clarity be provided regarding allowances for May 2027-May 2028 to double the number of staff? Cllr Edwards advised that within the minded-to decision letter from the Minister, which is Statement of Intent, there is an allocation of £900,000 to cover transitional costs; some for expenses/transferring staff/consultants; however, the complexity of work is greater due to three councils. Costs will be covered to an extent, but in practice likely to be some taxpayers costs.

A Cllr commented that in the spirit of Local Government Reorganisation it will be interesting to understand what Thame Town Council role is, commenting that in 1972/1974 when Town Council assets were stripped to SDOC, should they be returned to Thame Town Council.

RESOLVED

To move to Item 13

8) Strategy for Thame 2050

The committee received the draft Strategy for Thame 2050 the next steps are to discuss the way forward, to gather feedback, produce a summary document, to develop principles on how to create and prioritise the action plan, utilising Elections Information Events, Project Link Public Meetings to display and communicate aspirations as a council, with information also displayed in the Information Centre. It is noted that the timeline to produce the final document is December 2026.

Feedback from Councillors was gathered to share with the author and included:

School/education needs to be included.

The Neighbourhood Plan and Green Living Plan also need to have summaries produced and provided to new Councillors.

Elements to feedback, seven strategic themes, cross cutting themes, as progress throughout the report all themes need to be addressed to be coherent, with hierarchy and roles addressed within the Thame Town Council to consider what that means if co-ordinating roles, resources and direct control.

Document is very long; strategic pillars and themes have similar wording. . Noting that the essence of the document and plan is there, but document needs to be rethought. Most documents reviewed detailed timeline as up to 10 years; would consider this time. Cllr Cowell happy to be involved.

To help to focus the strategy, it would be worth identifying barriers for Thame and form strategies with how to overcome and to where you want to go.

With thanks to Phil Evans for producing this document, many hours of work have been spent on this.

Note that the references to two tier councils which are detailed in the document needs to update.

Fairly light on business strategy apart from the Town Centre, need to detail how to expand the business community, and the type of business community looking for. No mention of SME. Noting nothing on cultural change in Thame which will change over the next 25 years – needs to be considered, if taking to 2050.

The Clerk advised it was acknowledged by Phil Evans that this is a draft, and further work is required, we need to consider the voice / powers that Thame Council has and thank you for all the comments.

9) Community Governance Review

Members received a report and were asked to consider responses to the consultation.

It was agreed that the response would be to support SODC’s proposed boundary ward arrangements for Thame North East 7, Thame South East 8 and Thame West 1 subject to approval from LGBCE, for May 2027 Elections.

It was agreed to support and agree with the consultation on Thame and Great Haseley Parishes – South Oxfordshire District Council which recommends that this request be taken forward and that the boundary between the parishes of Great Haseley and Thame is reviewed to allow for the proposed land in both Phase 1 and Phase 2 to be incorporated into Thame parish.

RESOLVED to:

Support the proposal to split the ward of Thame East, which is due to be implemented as a result of the LGBCE review, and create ‘Thame North East’ and ‘Thame South East’.
Support the boundary between the parishes of Great Haseley and Thame is reviewed to allow for the proposed land in both Phase 1 and Phase 2 to be incorporated into Thame parish.

10) Council Policies

The following Risk Management and Code of Corporate Governance policies were reviewed.

Noting that the Risk Management Policy will be formatted for consistency prior to publication. The aspiration is to review and develop a Risk Register.

Noting that Code of Corporate Governance will have draft removed prior to publication and vision will be updated in line with what was agreed earlier this year. This will be linked to annual staff appraisals going forward as the core of our why, and link to actions within the strategy and individual goals.

RESOLVED that:

The Risk Management and Code of Corporate Governance policies are approved.

Cllr Richards left the meeting briefly during this item.

11) IT & Phone Tender

It was noted that the council will be going to tender for its IT support service and phone equipment / support service contracts during August / September, with a view to appoint a company / companies for the contracts at the Full Council meeting on 13 October 2026.

12) Project Link

It was noted that the tenders have been reviewed, three companies have been shortlisted to interview by the Capital Project Delivery Team Working Group on 6 August 2026.

13) Local Government Reorganisation (LGR)

The Clerk provided a verbal update following the press release confirming three new unitary councils which will be formed for Oxfordshire and West Berkshire from 1 April 2028.

The Clerk has arranged with other large council Clerks to meet in September with a view to combine force and learn from other councils who have been through this process.

This will be a collaboration of parishes from South Oxfordshire, Vale of White Horse and West Berkshire – including Abingdon, Didcot, Faringdon, Wantage, Henley, Wallingford, Newbury, Thatcham and Tilehurst. The exact attendees will be confirmed nearer the time.

The aim will be to establish this group as the single point of contact for the principal authorities, perhaps represented by both the Clerk and a Councillor / Mayor from each of the councils.

The aim will be to negotiate a memorandum of understanding with South & Vale and West Berkshire for a set of principles in how to engage going forward, and a menu of services which could be devolved to any town or parish that wished to take them on.

There are several issues where we are likely to have shared interests, including:

Developing a Town and Parish Charter or Memorandum of Understanding with the legacy and transition authorities as well as the new Ridgeway Council.
Establishing clear principles for engagement and consultation throughout the transition and beyond.
Exploring opportunities for the devolution of services where town and parish councils wish to take them on.
Sharing experience, identifying common priorities, and speaking with a stronger collective voice as the new authority is designed.

Cllrs Edwards and Gregory left the meeting during this item.

14) Cuttle Brook Nature Reserve – S106

The Officer report was received relating to the appointment of a contractor to undertake path resurfacing works in Cuttle Brook Nature Reserve using Section 106 funding secured towards this project. Works are funded through S106 as approved by Full Council on 2 June 2026 item 8.

A Cllr noted that the Town Council has not worked with Company C, are there any risks associated with this; contractor management can be considered and the Officer supported this appointment.

RESOLVED that:

It was agreed that Company C is contracted to complete the path resurfacing works using the Section 106 funding secured towards this project.

15) Members Questions (under Standing Order 11)

A written reply to the question raised at the Full Council meeting on 23 June 2026 relating to Thame Farmers Market had been circulated to all Councillors as per Standing Orders 11.3.

A verbal response was provided to the question raised at the Full Council meeting on 2 June and 23 June 2026 relating to street cleaning. A draft report will be circulated which details obligations which OCC/SODC undertake to enable review of this information, to link with the Strategy, reorganisation and ongoing discussions.

The Cllrs wished to express that the Street Cleaning operative working within Thame does a fantastic job within the town centre.

The Cllrs wished to express gratitude to the gentlemen who picks litter daily on the Phoenix Trail; he does an amazing job, and this is appreciated.

No questions were raised.

16) Minutes

The Minutes of the Council Meeting held on 23 June 2026 were received.

RESOLVED that:

The minutes of the meeting held on 23 June 2026 are confirmed as a correct record, and signed by the Chair.

17) Planning Committee

The minutes of the meetings held on 30 June 2026 were noted.

18) Environment & Assets Committee

The minutes of the meeting held on 14 July 2026 were noted.

19) Community Services Committee

The minutes of the meeting held on 21 July 2026 were noted.

The meeting concluded at 8.28pm.

Signed ………………………

Chair, 11 August 2026