31 March 2026 – Minutes
THAME TOWN COUNCIL
Minutes of the Meeting of Thame Town Council held on 31 March 2026 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, A Gilbert (Town Mayor), C Jones, S McGarry, H Richards, P Swan, A Wainwright and W Wilde
Officers
M Sturdy, Town Clerk
L Fuller, Communications Manager
J Doherty, Committee Services Officer
1) Apologies for Absence
Apologies for absence were received from Cllr Emery (personal).
RESOLVED:
i. To accept the apologies and reason given from Cllr Emery (personal).
2) Declarations of Interest and Dispensations
Cllr Bretherton declared an interest in agenda item 5 as SODC Cllr and would abstain from voting on this item.
3) Civic Announcements
Noted Civic Announcements. Cllr Gilbert highlighted that the Mayor’s Ball is on 25 April.
4) Public Participation and Public Questions
There were no questions put to the Council.
Karl Savage from the Rycote Practice addressed the Town Council regarding item 13 Rycote GP Practice – S106.
RESOLVED:
i. To move to discuss item 13.
5) Planning Application – P26/S0179/FUL – Diagnostic Re-agents Ltd Chinnor Road Thame
On 25 March 2026 the applicant’s agent informed the Town Council that amendments would be made in order to address concerns raised by District Council stakeholders. The applicant noted some matters would be materially different to those originally proposed and that most would in some way be affected. As an example, it is expected the layout and type and size of affordable housing proposed will change. It was agreed with the District Council’s Case Officer that there would be little benefit in the Town Council making a formal representation on an application that would be subject to change across several key matters. For the reasons given, the Officer recommended that Thame Town Council submits a holding objection to this application; whilst awaiting new plans for the application.
RESOLVED:
i. To submit a holding objection.
ii. Thame Town Council recognises the applicant’s intention to submit revised plans, and as such a holding objection should be submitted to give time for the Town Council to receive and review anticipated revisions as submitted to the District Council.
iii. The material grounds for objection:
The submitted plans are not in conformity with key Thame Neighbourhood Plan Policies such as GDH1b
6) Planning Application Withdrawal – P25/S4009/D – 47 Aylesbury Road
Noted that the application to demolish the office and warehouse buildings at 47 Aylesbury Road was withdrawn on 20 February 2026 prior to determination. Consultees including Thame Town Council requested clarity on matters affecting the demolition process, and the site’s existing ecology and biodiversity. No official District Council determination was made; the applicants withdrew the application. The description of the live application P25/S3492/FUL to build the proposed food store, considered by Full Council on 20th January 2026 has been amended to refer to the demolition of the existing buildings. Extra information continues to be provided by the applicant that could provide the level of detail sought by the District Council. The Town Council supported the planning application for the proposed development P25/S3492/FUL, subject to matters being addressed to the satisfaction of the District Council.
7) Report from County Councillors
Received and noted the report from County Councillors J Edwards and K Gregory.
A Cllr queried that the report details investment in the Fire & Rescue Service, clarification sought for this with consideration of the consultation which proposes the removal of the second appliance at Thame Fire Station, CSO to raise to Cllr Gregory.
8) Report from South Oxfordshire District Councillors
Received and noted the report.
A Cllr sought clarification on the change to the Planning portal, noted that Buckinghamshire Planning Portal has restricted viewing comments on planning applications, due to GDPR and privacy protection, are SODC applying this? Cllr Bretherton advised that it is not known if this change will be applied to SODC planning portal.
9) 2026/2027 Budget
Noted that the Oxfordshire Pension Fund has been reviewed and updated. The employer’s contribution rate has been revised from 21.7% to 19.9% resulting in a saving of £11,492 in the 2026–27 budget.
A Cllr stated that if this was known, the budget for 2026/27 would have been lower, and requested for assurance from the Town Clerk that these funds be left as a surplus at the end of the year, to help reduce the Precept increase for 2027/28. The Town Clerk advised that no assurances can be made, as there could be expenditure, which is not known yet, it is an aspiration for monies to be held for next year’s budget. If the Council wish to place this monies into general reserves and to spend monies from investments, this could be considered by Council. A Cllr noted that this shouldn’t be considered yet, or proceeded with, however, Cllrs noted and agreed there is uncertainty ahead, so whilst unable to make assurances at this stage, the Council should be mindful of this.
10) Effectiveness of Internal Control / Financial Risk
Report received and reviewed which details the measures taken to mitigate financial risks and the effectiveness of internal control.
A Cllr asked for tracked changes to be used in all documents, for any deletions to be shown, and for any new additions to be clear.
A Cllr queried the expenditure appendix, regarding value for money, it should be standing practice for three quotes to be obtained for tenders, should this be documented? The Town Clerk advised that the Finance Regulations are to be reviewed in May; and will ensure that this is detailed, that for expenditure between £3-30k three quotes are to be received.
A Cllr queried if all critical risks are documented. The Town Clerk believed they are, will review with the RFO and will work towards ensuring that all critical risks are documented.
RESOLVED to:
i. Approve the measures taken to mitigate financial risks and approve the effectiveness of internal control.
11) Internal Audit 2025-2026
Received and noted the exemplary second interim report of the Internal Auditor for 2025-26.
12) 2026 Community Governance Review
Report received on the Community Governance Review which is reviewing warding arrangements and parish boundaries. The warding arrangement is currently (8/8 split) and the LGBCE proposed split is (15/1 split). The consultation closes on Thursday 9 April 2026, any changes will be implemented for May 2027 local elections.
Cllr Bretherton commented that whilst the Community Governance Review is under consultation, the Boundary Commission will most likely proceed with the ward split of 15/1 and this will be implemented for May 2027 local elections. The SODC Community Governance Review proposes the split of 8/8.
The Committee discussed the warding arrangements; and considered that whilst the Boundary Commission are keen to proceed with the split of 15/1; this is not the preferred split for Thame. Noted that the ward split cannot be reviewed by the Boundary Commission for 5 years post implementation and the new authority will abide by the same boundary lines. A Cllr noted that Councillors are elected for all residents of Thame regardless of ward arrangements, and the proposed boundary changes do not affect the operational processes of the Councillors.
The proposed boundary changes for Thame and Great Haseley Parish Councils details amendments to the boundary to include land currently in Great Haseley parish within Thame parish. A Cllr noted that there is an agreement in place with Great Haseley and that agreement will be entered into during Phase 2 of the boundary change which will incorporate the land proposed for the development of the Cattle Market. To note the Planning Application is being considered at SODC Planning Committee meeting on 1/4/2026, with a recommendation of approval.
Agreed for: Cllr Bretherton to advise SODC that Thame Town Council wish to retain the ward split of 8/8; and should this change to 15/1 for this to be reviewed and reverted to the ward split of 8/8 when possible.
13) Rycote GP Practice – S106
Cllr Swan arrived during this item.
Managing Partner of the Rycote Practice spoke to Full Council to highlight that the practice is under increasing pressure and serves an increased number of patients. Work undertaken in 2012 generated 4 additional consulting rooms, which enabled the practice to serve another 15 years in the building, however, capacity has been reached. Staff are working remotely daily, to undertake telephone consultations. The Rycote Practice has 3 new GPs joining before September 2026 which will exacerbate the situation further. Unity Health share many of the same pressures, noting, however, the practice works as a multi-site practice.
Draft plans were circulated to Full Council to review, which showed the proposed second floor which creates new clinical space and incorporates Unity Health reception. It is believed that this development allows the practice to have capacity to serve the next two generations in Thame. Permitting two thirds of consultations to be carried out in person.
A Cllr asked if any comments on additional parking is being considered? Noted that whilst parking is an issue, the footfall on the site is lower as Boots Pharmacy are no longer on the site. Currently in discussion with Buckinghamshire Healthcare regarding improvements on the site layout which could create additional parking spaces.
A Cllr asked for cycle facilities to be available in the new development plans, and if current cycle facilities could be improved sooner that would be appreciated. Advised that this will be reviewed.
A Cllr asked what the current annex area use is? Advised that this supports the district nursing team, and a dietary clinic. Commented that the density of space offered at Rycote Practice is managed well, with healthcare professionals supporting patients in rooms according to needs i.e. bloods are taken in a small room to maximise service offering and space available.
A Cllr queried if the mobile pharmacy would be taking up car parking space? Whilst this most likely will, it will be beneficial for patients. Many patients access pharmacies who deliver. However, there is a big difference between repeat planned, prescriptions, and antibiotics to collect the same day.
A Cllr queried accessibility to the upstairs area and how those with mobility issues could access without lifts. Advised that the lift was removed due to cost and Unity believed that there was plenty of space to serve those with mobility issues on the lower level.
The Rycote Practice are seeking support from the Town Council to influence and support the application to apply for local S106; and for any wider CIL funds which are available for healthcare. The Integrated Care Board (ICB) have not allocated monies to Thame. There are S106 funds which are due to expire in May, which are specifically allocated to Healthcare. With formal support from Thame Town Council, and the continued support from the District Council hopefully the ICB would support further funding.
The Cllrs would like to thank the Rycote Practice for supporting the population of Thame and for the services which the Rycote Practice undertakes.
A Cllr asked if there had been any requests for Social Care funds. The Town Clerk advised no other requests.
RESOLVED to:
i) Agreed for Thame Town Council to support the Rycote Practice with the application for Social & Healthcare S106 funds. Funds in S106 reserves for Social & Healthcare of £557,248.76 to be allocated to the Rycote Practice to benefit all service users of the Rycote Practice.
Cllr Swan abstained from voting.
Following this agenda item, the Chair returned the meeting to the formal agenda order. Commencing with item 5.
14) Thame 2050 Strategy
Proposed vision statement discussed; and agreed.
“Thame, a wellbeing town.”
“By 2050, Thame will be a sustainable market town where well-managed change strengthens wellbeing, promotes community and provides opportunity for all generations.”
RESOLVED to:
i. Agree the vision statement as “Thame, a wellbeing town.” “By 2050, Thame will be a sustainable market town where well-managed change strengthens wellbeing, promotes community and provides opportunity for all generations.”
15) Speed Indicator Devices (SIDs)
Following the Annual Town Meeting, residents raised requests for Speed Indicator Devices (SID’s) to be installed on Cromwell Avenue, however SIDs could be used in other locations.
Discussed if Officer time should be allocated to review costings, funding, explore grant opportunities and clarify the required processes. Officer to report to the Community Services Committee for recommendations to be taken to Full Council for approval.
A Cllr noted that Lea Park Residents Association have raised concern on speeding on Cromwell Avenue for many years.
Cllrs asked to avoid SIDs which measure speed as numbers, the reality is the speed number could encourage users to raise speed and for Officers to consult with Thames Valley Police regarding which device is most effective; to review SIDs which advise drivers within the speed limit/over the speed limit.
A Cllr asked for clarification if this request for Officer time is specifically for Cromwell Avenue, or all of Thame and include the best places to place SIDs. The Town Clerk commented that initially this is for approval for Officer time to be allocated to review costings, funding and the process and then to review best placement, how many Thame might need, this also links to safe pedestrian crossings as detailed in the LCWIP.
A Cllr noted that safe crossings have been discussed with County for key points in Thame as detailed on the LCWIP.
RESOLVED that:
i. Agreed for Officer time to be allocated to review costings, funding, to explore grant opportunities and clarify the required processes. Officer to report to the Community Services Committee for recommendations to be taken to Full Council for approval.
16) Project Link – Demolition of the Changing Rooms
Noted that whilst the authority to progress the project has been delegated to the Town Clerk and Operations Manager to deliver this project; seeking Full Council agreement for consent to proceed with the demolition of the changing rooms and for this to be carried out separately to the main building construction contract.
Specifications have been drawn up for the demolition, with demolition specialists quoting, (in line with PCR2015 and Thame Town Council Financial Regulations) the demolition will be carried out in line with building control, and BREEAM requirements. Details of the successful contractor and costing will be brought back to Full Council on 21 April or 12 May 2026. Communications will be issued once further information is available.
A Cllr supports the proposal for the changing rooms to be demolished, and asked if the changing rooms have been required? The Town Clerk advised that the changing rooms have not been used for nearly 6 years.
A Cllr queried the Community & Youth Centre space which holds 200 people. The Town Clerk advised that the Community & Youth Centre offers flexible space, and by removing dividers there is the ability for larger spaces to be provided. An invitation to attend the next Project Link Client meeting extended to Cllrs who wish to be involved, or to seek further clarification.
A Cllr asked if it is known what the approximate gap would be between demolition and build? Will the site be cleared completely? Will materials be re-used? The Town Clerk advised that the demolition must meet BREAM requirements (which covers how the materials are disposed of). The site will be left completely flat, and worst-case scenario, if the building is not progressed, this area which would require turf.
A Cllr sought clarification on timing; and the timescale for the demolition, if this will be over the summer school holidays there would be increased activities on the recreational ground. The Town Clerk advised that there are many Health and Safety requirements for the contractor to meet including Traffic Management plan. Informal conversations have taken place with possible demolition contractors who can react quickly whilst meeting necessary requirements.
To note that the main project tender commences next week.
RESOLVED THAT:
i. Agreed for the Town Clerk to seek contractor quotes to progress with the demolition of the changing rooms.
17) Reports from Representatives on External Organisations
Reports received from the nominated representatives as listed in the report.
Verbal updates to the report received:
21st Century Thame: Noted that there are many environmental projects; please refer to 21st Century Minutes for details.
Chinnor Rugby Club: Chinnor are now 5th in the Championship. A Cllr queried if specific details are known regarding the recent press release for the new 5,000 seated pavilion being built, at this stage no specifics are known however, understanding that this is within the existing site. Noted, that planning permission will need to be sought for this development.
Thame Business Forum: to note that the future of Thame Business Form is reconsidered, whether this could expand reach, be online, looking at protocols to review if this can be relaunched. Noted that this has not recovered post Covid. A Cllr asked if consideration to include surrounding villages, perhaps with the Phoenix Energy Project however, Cllr Dyer noted that could complicate the group working with Buckinghamshire and Oxfordshire Councils.
Thame Carnival: Cllr Jones reports that someone was keen to take this on. The Town Clerk commented that Officers had connected those who expressed an interest to the outgoing Carnival Chair, however no-one has progressed with the position to volunteer.
Music in the Park: Advanced tickets are now available.
ThamePride: Late addition into the report highlighted, event date 20 June 2026. Please see report for further information.
Thame Youth Memorial: Cllr Dyer stepping down, Cllr Wilde will be appointed as representative in May 2026. Cllr Wilde reported that new sandblasting machine has been purchased so works can be done on site, this will be quicker and less distributive. Note looking to replace the wooden door to the fountain, and the seal replaced to prevent future water damage, community garden cleaning day planned for 22/5.
Thame Sinaia: set back due to members stepped down; however, new plans in pipeline. Pub quiz at Spread Eagle is being planned, date to be confirmed. A shared photography experience is being arranged, which will be open to the public in collaboration with Lord Williams’s School, working with local schools in Sinia exploring cultural life between communities.
Thame Football Club: Cllr Dyer advised that reached impasse with County Council, who did not want to commit to the rent agreement until a business plan had been produced. The Community Services Manager wrote a very good business plan delivered as a PowerPoint presentation covered high level, justified on grounds of demand, result of which Heads of Terms received from County, which indicates that the rent would increase from £1,500 to £4,000 per annum. The return from two padel courts would hopefully meet this increase, the football club need to ratify this at the Full meeting in May, however, noted that the Council need to agree how to document this, as currently Thame Town Council settle the rent at £1,500 per annum, and are reimbursed £1 by Thame Football Club. This is due to the historic relationship between the two entities, and needs to be considered, it is believed that the Club will work on a formal application to take forward. This is very positive for the Club.
Thame Museum Trust: A Cllr queried the number of changes within the board of trustees. Will the process of bringing on board new trustees be transparent? Cllr Cowell advised that finding trustees is difficult and the process will be transparent; with adverts placed in the public domain.
18) Member Questions (under Standing Order 11)
No questions raised.
19) Minutes
The Minutes of the Council Meeting held on 3 February 2026 were received. A Cllr proposed correction on page 5, which was corrected; all agreed.
RESOLVED that:
i. The minutes of the meeting held on 3 February 2026 are confirmed as a correct record and signed by the Chair.
20) Corporate Governance Committee
Noted the minutes from the meeting on 3 February 2026. No recommendations for Full Council.
21) Community Services Committee
Noted the minutes and discussed the recommendations which required Full Council review from the meeting on 24 March 2026.
a. Town Centre Working Group
RESOLVED to:
i. Approve the membership structure for the Town Centre Working Group.
b. Communications Strategy
The Officer highlighted that the Communication Strategy had been a long-term aspiration for the Council.
The Officer advised that councillors responding to comments online is covered by the Social Media and Media Relations Policy. A Cllr suggested placing a line in the Communication Strategy to refer to the Social Media and Media Relations Policy; the Officer will include.
The Officer raised that whilst the Town Flag is a community flag, this does include the Town Council branding and identity, so will be included in the Communications Strategy.
A Cllr thanked the Communications Manager for the work towards the Communications Strategy.
RESOLVED to:
i. Adopt the Communications Strategy.
22) Planning Committee
Minutes noted from the meetings on 13 January 2026, 10 February 2026 and draft minutes from 10 March 2026. No recommendations for Full Council.
23) Environment & Assets Committee
Noted the minutes and discussed the recommendations which required Full Council review from the meeting on 3 March 2026.
a. Public Art Working Group
Received the report from the Public Art Working Group seeking approval for the application to South Oxfordshire District Council to draw down Section 106 funds to achieve the Public Art Outcomes above, to a value of up to £83,342.
RESOLVED to:
i. Approve the application to South Oxfordshire District Council to draw down Section 106 funds to achieve the Public Art Outcomes above, to a value of up to £83,342.
ii. Approve that where required the council should approve the signing by two councillors and sealing in the presence of the Town Clerk any legal agreements for the drawdown of this funding.
b. Town Hall
Report received with the recommendation from the Environment & Assets Committee that Company B is contracted to complete remedial works to wooden window frames and redecorate all external windows and doors at a cost of £21,993.77 plus vat. Cost to be taken from the Rolling Capital Fund.
RESOLVED to:
i. Approve for Company B is contracted to complete remedial works to wooden window frames and redecorate all external windows and doors at a cost of £21,993.77 plus vat. Cost to be taken from the Rolling Capital Fund.
c. Thame Museum
Received report regarding the recommendation to replace the entrance door.
RESOLVED to:
i. Approve for Contractor B to be instructed to replace the existing entrance door, frame and arch in timber to match existing layout at a cost of £4,790.00. Cost to be taken from 2025-26 & 2026-27 budget lines 120 / 4036 – Museum Maintenance
24) Exclusion of the Public
RESOLVED TO:
i. Move, that under Section 1, Paragraph 2 of The Public Bodies (Admission to Meetings) Act 1960 the press and public be excluded from the meeting for the following items of business because publicity would be prejudicial to the public interest by reason of the confidential nature of the business to be transacted.
25) Charitable Organisation
Cllr Richards left the meeting during this item.
The council received an overview and guidance from a local charitable organisation, and were given the opportunity to ask questions to the organisation’s representative. Cllr Gilbert thanked the Charitable Organisation for their patience whilst observing the meeting and for attending to speak to Full Council.
The meeting concluded at 8.32pm.
Signed ………………………
Chair, 21 April 2026