29 April 2025 – Minutes

THAME TOWN COUNCIL

Minutes of the Meeting of Thame Town Council held on 29 April 2025 at 6:30pm in the Upper Chamber, Town Hall, Thame.

Present:

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

Officers

M Sturdy, Town Clerk
G Markland, Neighbourhood Plan Continuity Officer
K Slater, Corporate Services Manager & Responsible Financial Officer
L Fuller, Committee Services & Processes Officer

 

1) Apologies for Absence

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

RESOLVED:

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

 

2) Declarations of Interest and Dispensations

There were no declarations of interest.

 

3) Co-Option

This item was deferred to the next council meeting due to the upcoming elections following advice.

 

4) Civic Announcements

The Mayor and Deputy Mayor’s civic attendances were noted.

The Mayor had visited Cuttle Brook Hall Care Home earlier in the day to celebrate Guida’s 102nd birthday and wished her a happy birthday. The Mayor acknowledged and recognised the contribution of Thame’s elderly residents who are a wonderful part of Thame.

 

5) Public Participation and Public Questions

A resident of Southern Road spoke in relation to Item 7 (Community Youth Centre Working Group). The speaker raised numerous questions and concerns, relating to whether certain matters had been considered or advice taken:

  • Financial – provision for changing room refit, play area relocation, building running costs, staffing costs, youth worker funding, rising building costs including BREEAM requirements, impact of project’s finance on other town council projects, impact on stretched household incomes.
  • Viability – opening hours, evidence of community support, impact on other community venues, business case for proposed venue size, ability of community organisations to hire the venue, impact of youth space on ability to hire out community space.
  • Parking – impact of proposed/recent development at Windmill Road, The Elms and former Co-Op site, insufficient parking, out of date transport plan.
  • Other – site known for antisocial behaviour, lighting provision, provision of full catering kitchen, sustainable urban drainage system, groundwork investigations.

There were no questions for the speaker however they were asked to send their statement to the Town Clerk.

A resident of Thame and Lord Williams’s School pupil spoke in support of the Community Youth Centre (Item 7). There is a need to better care for Thame’s young people. The centre will address antisocial behaviour concerns through its design, CCTV and lighting. The youth centre will be run by trained staff and will provide a safe and supportive space for young people. The community space may be in competition with other venues in Thame, but it will offer a larger space and there are many benefits. Impacts on parking, traffic and flooding are considered marginal. Nimbyism views are failing Thame’s young people.

The speaker was asked whether they thought the centre would be used by their peers? The speaker felt that the centre should provide for those most in need, as well as for Thame’s growing population.

The Chairman thanked both speakers and moved that Item 7 be taken immediately next.

Two residents of Thame spoke in support of the motion to withdraw from fossil fuel investments (Item 9). Both residents support environmental causes in Thame and spoke as concerned parents. Children are growing up in a challenging environment and facing more frequent extreme weather such as heatwaves and flooding, and will question the decisions made now. Everyone has a responsibility to take collective action and deciding where to invest funds is one of the most powerful decisions to be made. With climate targets being exceeded and alternative energy markets outperforming others, the council is asked to make the right decision and divest from fossil fuels.

The Chairman moved that Item 9 be taken immediately next.

 

6) Planning Application – P25/S0868/FUL – 6-8 High Street

Redevelopment, including partial demolition of existing building and construction of new building to rear, for a mixed use development including commercial units (Use Class E) and nine new apartments.

Cllr Dodds left the meeting during this item.

The report was noted. The NPCO advised that the scheme offers many benefits, including policy-compliant improvements to the High Street elevation and alleyway that will enhance the town centre. The design reflects the original burgage plots, and the proposed residential accommodation is considered acceptable, subject to the housing mix being policy compliant. Since the councils held pre-application discussions with the applicant, Thame Neighbourhood Plan 2 has been adopted which introduced policies and a Design Code for windfall sites which now apply. The main concern is that the rear element will be relatively bulky, high and close to the site’s boundary to the Southern Road car park and thoroughfare. It was also suggested that the council comment on the existing plaque on the front elevation, to ensure it is preserved or enhanced as part of the redevelopment.

The two hornbeams in the alleyway are proposed to be removed and replaced. It was noted that the tree roots are causing issues in the alleyway and for the neighbouring property, however they do provide canopy cover and contribute to a key town centre entrance way.

Notwithstanding some concerns regarding the scale of the rear extension and loss of the trees, the council fully supported the redevelopment of the site.

RESOLVED:

  1. To support planning application P25/S0868/FUL with comments:
    1. Concern is raised at the scale of the three-storey rear extension.
    2. The existing trees provide valuable canopy cover, and all/some should be retained until alternative canopy cover has been established.
    3. The plaque attached to the frontage of 6 High Street commemorates the previous buildings on the site. The plaque should be at least retained and protected during works and preferably made more prominent in the final scheme.

 

7) Community Youth Centre Project

The Town Clerk acknowledged the valid concerns raised by the residents and advised they will be answered publicly and in detail after the meeting.

The Town Clerk provided an update on the work undertaken since the January full council meeting. The S106 funds available have been confirmed and the application is ready to be submitted. The Public Works Loan Board have advised that the response rate has been high in comparison to other similar surveys. Residents shared their concerns at the Annual Town Meeting, and at a subsequent informal meeting. Advice has been sought on VAT, which advises that VAT should be charged on hall hire which means that the build costs will not be subject to VAT.

The Town Clerk advised that the next steps will be to finalise and submit the applications for S106 and to the Public Works Loan. A communication plan including updates for the residents of Thame will be developed, and will include the fundraising launch with the specialist fundraiser. The final cost is unknown until the tender exercise is completed, at which point the council will be asked to decide on next steps. The current estimate of £4.5million can be met by S106 funds, a public works loan (subject to approval) and Thame Town Council investments with further fundraising and grants expected to reduce the total value of the loan.

A suggestion was made to revisit the design of the building. This would come at significant additional cost and require the project to return to the planning application stage. The council has committed to progress with this project and should continue to do so as per the next steps set out by the Town Clerk.

It was noted that the communication plan was key, and that the many questions asked by the residents needed to be answered in an accessible way.

 

8) Strategy

The Town Clerk reported that the Strategy Working Group had met last week, which was well-attended by Councillors and was facilitated by a volunteer with strategic management experience and an enthusiasm for Thame. The strategy will be built around the seven competencies identified within the Government’s English Devolution White Paper, and a focus on communication. The next steps will be to progress a vision for Thame, based on feedback and suggestions from Councillors at the meeting and via email. The next Full Council meeting will agree the timeline.

The council complement the robust and analytical approach taken by the facilitator.

 

9) Investment Policy / Notice of Motion

The council noted that the Investments Working Group has been developing a revised Investment Policy as directed by the Corporate Governance Committee. The Working Group have not been able to agree on one element of the draft policy and have requested that Full Council provide direction on this matter so that the full policy can be presented to Full Council for consideration and adoption.

Motion: ‘On Page 4 – Appendix A – to change the wording ‘High impact fossil fuel extraction and combustion’ to ‘Fossil fuel extraction and combustion’.

Motion put forward by Cllr Swan on 13 April 2025 to the Town Clerk in line with Standing Order 9.

Cllr Swan provided a presentation with further detail and justification for the proposal. Thanks were given to the earlier speakers and the Investment Working Group (IWG). The motion reflects the area of the draft Investment Policy that the IWG could not agree on. Implementation would immediately stop the council from investing in all fossil fuels, and provide a 3-year timeframe for the council’s investment manager to withdraw existing investments as and when market conditions allow. 4.7% of the current investment fund is in fossil fuels, whilst 0.1% is invested in alternative energy. Cllr Swan provided data on the global economic and environmental situation relating to fossil fuels and investments. The benefits to the town council would be better energy security, reduced long-term financial risks, and compliance with the Environmental Policy and Thame Green Living Plan.

Has an assessment been undertaken on the impact of withdrawing from fossil fuel investments on the return of investments? This has been requested but the alternative modelling is not that nuanced, however the projections are not significantly worse.

The motion was proposed and seconded to enable debate on the motion.

A counter argument was put that globally fossil fuels will still be required even when net zero is achieved, and fossil fuels will be key to support the transition to renewable energy. Fossil fuel investments within the Town Council’s investment portfolio equate to £42,000, therefore withdrawing this amount will have no impact on climate emissions. Consideration should also be given to which energy sources other countries are investing in, and that some essential products and processes fundamentally require fossil fuels as feedstock. Overall, the motion is too simplistic and whilst a sustainable world is the goal, the world will remain dependent on fossil fuels during the transition.

An argument was also made that alternative energy investments are not necessarily an ethical investment.

Overall the council felt that whilst the impact of withdrawing from fossil fuel investments would have some financial impact, it sends a clear message to the residents of Thame that the council listens and acts, and adheres to its environmental policies.

RESOLVED:

  1. To change the wording ‘High impact fossil fuel extraction and combustion’ to ‘Fossil fuel extraction and combustion’ on Page 4 (Appendix A) on the draft Investment Policy.

 

10) Effectiveness of Internal Control / Financial Risk

As requested by Full Council on 4 March 2025, the ‘Banking and Investments’ financial risk assessment had been reworded to reflect current practice.

RESOLVED:

  1. To approve the updated risk assessment ‘Banking and Investments’.

 

11) Community Lunch

The council noted the intention to hold a Community Lunch in the Town Hall Upper Chamber, provisionally on Sunday 25 May 2025. Costs are not expected to exceed £100 with staffing to be mostly volunteers, the Town Clerk will risk assess the event and has obtained the necessary food safety certificate.

The intention is for the event to be run on a donation-basis and reduce loneliness in the community. The council is running a questionnaire currently to establish demand and interest. If the trial event is successful, it may run on a more regular basis as is similar in Chinnor.

 

12) Thame Meadows Residents Association

The council noted that under delegated authority (Financial Regulations 6.9.i) and using the earmarked reserves from the Neighbourhood Plan budget, £500 will be given to the recently constituted Thame Meadows Residents Association upon their formation and designated bank account. This is in line with a previous grant given to the Thame Park Estates Residents Association upon their formation.

The association was set up with advice and support from the council’s Community Services Manager.

Cllr Richards left the meeting.

 

13) Reports from County Councillors

The report was noted.

 

14) Reports from South Oxfordshire District Councillors

The report was noted.

 

15) Town Mayor Designate 2025-26

Cllr Richards re-entered the meeting.

The Chairman called for nominations for the position of Town Mayor Designate. Cllr Gilbert wished to be considered for the position of Town Mayor Designate for 2025-26 and was given an opportunity to explain why.

Having been Mayor for a year, there was a need for continuity to maintain the current processes and priorities for the council. Cllr Gilbert also called on the council to focus on increasing female representation on the council, acknowledging that there had been no female candidates in the last two co-options. Public discourse on social media, particularly from anonymous or fake profiles, is becoming increasingly toxic and needs to be addressed.

On being put to the vote it was:

RESOLVED that:

  1. Cllr Gilbert be elected Town Mayor Designate for the ensuing year.

Upon being elected Town Mayor Designate, Cllr Gilbert reminded councillors that the council is a team and should stand together as a council representing Thame. Moreover, the recent state of public discourse through social media mitigates against all candidates volunteering – especially women. We as a council aim to improve this situation.

 

16) Deputy Town Mayor Designate 2025-26

The Chairman called for nominations for the position of Deputy Town Mayor Designate. Cllr Dawson was proposed and seconded for the position of Deputy Town Mayor Designate for 2025-26.

On being put to the vote it was:

RESOLVED that:

  1. Cllr Dawson be elected Deputy Town Mayor Designate for the ensuing year.

Upon being elected Deputy Town Mayor Designate, Cllr Dawson advised that he was looking forward to working with Cllr Gilbert again, and had learnt a lot from his adept chairmanship.

 

17) Members Questions (under Standing Order 11)

Cllr McGarry asked for an update on progress on the review and retendering of the investment manager? The matter was discussed at the Corporate Governance committee in July and has been delayed due to various factors. Notwithstanding the officer time required, the review should still go ahead in line with policy and good governance.

The Mayor referred the question to the Town Clerk who advised that the review can only be progressed when the policy has been finalised and approved. Following discussions under Item 9, the policy can now be progressed, and it was suggested that the Investments Working Group reconvene in May to create Terms of Reference, with a review to take the policy to the Full Council meeting in June or Corporate Governance in July. Councillor support will be required throughout the review process.

Cllr Dollman asked whether portable loos have been provided for the market traders during the Market House toilets refurbishment?

The Mayor referred the question to the Town Clerk who advised that the Community Services Manager was having conversations with relevant stakeholders, but the Town Clerk would need to confirm the situation.

 

18) Minutes

The Minutes of the Council Meeting held on 25 March 2025 were received.

RESOLVED that:

  1. The minutes of the meeting held on 25 March 2025 are confirmed as a correct record, and signed by the Chairman.

 

19) Annual Town Meeting

The minutes of the meeting held on 19 March 2025 were noted. A typo identified within the minutes will be corrected on the draft minutes before they are signed at the next Annual Town Meeting.

 

20) Corporate Governance Committee

The minutes of the meeting held on 25 March 2025 were noted.

 

21) Planning Committee

The minutes of the meeting held on 8 April 2025 were noted.

 

22) Personnel Committee

The minutes of the meeting held on 1 April 2025 were noted.

Under Item 6 of the Personnel Committee minutes, a recommendation had been made to Full Council to commission a systems analyst for the finance system to support Officers in identifying what does and doesn’t work with the current system in line with the wider internal systems and processes review.

RESOLVED:

  1. That a systems analyst for the finance system be commissioned as soon as possible.

 

The meeting concluded at 8:26pm.

 

Signed ………………………

Chairman, 13 May 2025