06 October 2015 – Minutes

THAME TOWN COUNCIL

Minutes of a Meeting of the Community, Leisure & Recreation Committee held on 6 October 2015 at 6.30pm in the Upper Chamber, Thame Town Hall.

Present: Cllrs N Champken-Woods (Chairman), P Cowell, N Dixon (Town Mayor),
L Emery (Deputy Mayor), C Jones, P Lambert, A Midwinter and M Stiles (Deputy Chairman)
Officers
G Hunt, Town Clerk
J Howells, Asset Manager
C Pinnells, Community Services Manager
A Oughton, Committee Services Officer

1 Apologies for Absence

Apologies for absence were received from Cllrs Deacock (Business) and Dyer (Holiday). Cllr Butler absent without apology.

2 Declarations of Interest and Dispensations

Cllr Stiles declared an interest in item 6i) Red Kite Childrens Centre as Chair of the Advisory Board.

3 Public Participation and Public Questions

There were no applications to address the Committee.

4 Minutes

The Minutes of the meeting held on 14 July 2015 were confirmed as a correct record and signed by the Chairman.

5 Budget Summary

Members received the budget summary up to 31 August 2015. A question was raised on the amount of expenditure on 202 – Outside Services. The Clerk explained this expenditure was balanced back to money received from Oxfordshire County Council shown in the income line for 202 on the same report.

Cllr Cowell entered the meeting.

6 Reports from Representatives on External Organisations

a) Cuttle Brook Management Comm. The Clerk read out a report submitted by Cllr Jones – Volunteers continued to maintain the nature reserve. In the last three months, apart from regular litter picking, a butterfly survey had been carried out, the water quality tested at each visit and a count of the wild life made. The hayfield had been cleared of ragwort prior to being mown, a new layer of wire had been put down on the surface of the Watkin’s bridge to prevent people slipping, paths had been cleared and a large ride cut and cleared. Unusually the pond was empty, it wasn’t known whether this was due to lack of rain or a leak, however an investigation would be carried out. A request had been made to the Council for litter bins to be placed in areas where teenagers tended to congregate.

b) Thame Carnival Committee – Report noted.

c) Thame Football Partnership – Report noted.

d) Twinning Association – Report noted.

e) Thame Good Neighbour Scheme – Cllr Midwinter reported that there had been two meetings since the Good Neighbour Scheme had launched in March 2015. Sterling work had been completed by the Officers involved in the launch and the ongoing administration of the Scheme. A high percentage of the requests received were for transport but with only six volunteers able to assist with driving it had been agreed to raise awareness and publicise the need for more volunteer drivers.

f) Cricket Club – This would be covered under item 7 on the agenda.

g) Chinnor RFC – Report noted.

h) Music in the Park – Cllr Stiles reported

i) Red Kite Childrens Centre – Report noted. It was agreed that Cllr Stiles would represent the Town Council at future meetings with other Parish Councils to discuss how to keep some if not all of the work of the Childrens Centres going.

j) Sinaia Friendship Association – Report noted.

k) Thame Museum Trust – Report noted.

l) Thame Remembers – Report noted.

m) Towersey Festival – Report noted.

7 Cricket Club

Members considered a request from the Cricket Club for funding to enable the redevelopment of the clubhouse/pavilion. It was noted that a lot of work had been done by the Club this year to encourage female members with the introduction of the Crick-Fit tournament.

It was acknowledged that discussions on ownership, VAT exposure, source of funding and project management responsibility would need to take place but in principle the request for funding was agreed.

RECOMMENDATION:

i) To recommend to Full Council that the request from the Cricket Club for funding as detailed in the report, subject to further satisfactory legal discussions be approved.

ii) To invite the Cricket Club to make a presentation to Full Council on Tuesday 27 October 2015.

8 Freedom Parade

Royal Air Force Halton was granted the Freedom of Entry into Thame on 2 May 2012. This granted the military unit the Freedom to march through the town with swords drawn, bayonets fixed, drums beating, bands playing and Colours or Standards flying. RAF Halton had been presented with four Freedoms and as such exercised its right to march through each town on consecutive years with 2016 set aside for a parade in Thame.

Discussion took place on the amount of funding proposed for the event being the same as that spent in 2012. The Parade next year would not be on the scale of that in 2012 and dependent on the number of troops involved, the venue and operational requirements it was anticipated that funding up to £5,000 would be more than sufficient.

RESOLVED:

i) That the Royal Air Force Halton ‘exercise its right’ to undertake a Freedom Parade on Sunday 8 May 2016.

9 Continental Markets

Following the success of previous continental markets held in the town it was proposed to hold an Italian market on 4-5 March 2016 and two French markets, over a three day period on 19-21 May 2016 and 20-22 October 2016.

RESOLVED:

i) That approval be given for three continental markets be held in 2016.

10 Christmas Event

The arrangements for the Christmas Event were noted. Members agreed the proposed changes would work well and it was good to have numerous informal performance areas within the road closure as opposed to one main stage.

11 Music in the Park

It was agreed that Elms Park would be closed to members of the public for the Music in the Park event. A question was raised as to possible access the evening before the event to begin the set up. It was noted that no such request had formally been received.

RESOLVED:

i) That Elms Park be closed to the public between the hours of 10am and 10pm on 1 May 2016 for the Music in the Park event.

ii) That event support for Music in the Park 2016 and associated expenditure of up to £120 be approved.

12 Open Spaces Working Group / Elms Park Consultation

The report and Terms of Reference were noted. The next meeting of the Open Spaces Working Group (OSWG) would take place on Monday 19 October 2015 when the three shortlisted ‘placemaker’ consultancies would give a presentation on their plans for the execution of the Elms Park Consultation and the subsequent management of the implementation of the agreed improvements.

13 Priest End Allotments to Burial Space

The report provided with the agenda was noted. Plans to convert Priest End Allotments to burial space were progressing well. Oxfordshire County Council had agreed the Terms of Reference for an archaeological investigation and a company had been commissioned to execute the investigation. Further discussion with SODC / DCLG would take place as per the agreed action plan.

14 Skate Park

The report provided with the agenda was noted. Work on the redevelopment of the Skate Park was progressing according to plan. Confirmation of the official opening date would follow but it was likely to be November. Members were looking forward to the opening and agreed the Skate Park would be a great asset for the Town.

15 September Fair

The September Fair had been successful with a peak in visitor numbers on Saturday evening estimated at 3,000 and 15,000 visitors across the whole three days. The Lions Club had organised the visitor parking raising £912 for charity, slightly down on previous years. The new Sky Flyer ride in the High Street had been well received.

Three complaints, 2 from residents and 1 from a business, regarding fumes had been received and dealt with. Security had dealt with 1 incident with regard to vehicle entry onto the fair during operating hours.

Problems associated with sideshows awarding goldfish as prizes, accompanied by goldfish food, would be reported to the Showmen’s Guild. Members felt strongly that Goldfish or livestock should not be offered as prizes at both the September and October Fairs.

16 Service of Remembrance

Members noted that the Service of Remembrance would take place on Sunday 8 November 2015.

17 Town Awards

It was noted that the Town Awards would be presented at a dedicated event to be held on 5 May 2016 at The Barns Centre.

18 Maintenance Report

The Maintenance Report was noted. Reference was made to an increase in damage reported to property under the control of the Council which had subsequently had to be repaired. A question was raised with regard to the gates to the entrance of Elms Park which did not appear to close properly and whether this was the result of repairs carried out to one of the Piers. The Clerk agreed this would be investigated.

The meeting concluded at 7.19pm

Signed …………………………..
Chairman, 9 February 2015