10 February 2015 – Minutes

THAME TOWN COUNCIL

Minutes of a Meeting of the Community, Leisure & Recreation Committee held on 10 February 2015 at 6.30pm in the Upper Chamber, Thame Town Hall.

Present: Cllrs D Bretherton, N Champken-Woods (Chairman), A Dite, N Dixon (Deputy Mayor), M Dyer, L Emery, P Lambert, J Matelot Green (Town Mayor), M Stiles (Deputy Chairman) and T Wyse.
Non-Voting
Cllr V Humphries
Officers
J Howells, Asset Manager
C Pinnells, Community Services Manager
A Oughton, Committee Services Officer

1 Apologies for Absence

Apologies for absence were received from Cllr Laver (Holiday) and the Town Clerk.

2 Declarations of Interest

There were no declarations of interest.

3 Public Participation

There were no applications to address the Committee.

4 Minutes

The Minutes of the meeting held on 7 October 2014 were confirmed as a correct record and signed by the Chairman.

Cllr Matelot Green entered the meeting

5 Budget Summary

Members received the budget summary up to 31 December 2014. A full set of the accounts were available for Members to view at the meeting.

Cllr Bretherton entered the meeting

6 Reports from Representatives on External Organisations

a) Cuttle Brook Management Committee – nothing was reported.

b) Carnival Committee – Cllr Emery reported that the three nominated charities from the 2014 Carnival, the Royal British Legion, Lighthouse Thame and Cancer Research had each received cheques for £700. The two chosen charities for 2015 were Rosie’s Rainbow and the Skate Park. Sue Martin-Downhill was pulling together a committee to organise the event but volunteers to help with the administration were needed.

c) Football Partnership – Cllr Dyer reported that the financial situation was such that the Partnership were now able to set aside some money. The interior of the premises would be painted and work to improve pitch drainage would take place during the summer. There was a good possibility that Thame United would gain promotion this year which would have financial implications.

d) Twinning Association – Cllr Humphries reported that a meeting had taken place in January. The committee would approach the Town Council to request the use of some tables for the French stall. Fundraising continued with a quiz night, book sale and further film nights.

e) Thame Sinaia Friendship Assoc. – Cllr Bretherton reported that a request from the museum in Sinaia had been received for contributions from the twinned towns, a montage of pictures of Thame was being compiled and would be sent. The Sinaia Forever Festival would take place at the end of September.

f) Cricket Club – Cllr Champken-Woods reported that he had met with the cricket club who need to upgrade the pavilion. They were now awaiting a meeting with the Town Clerk.

g) Chinnor RFC – Cllr Bretherton reported that the President’s lunch would take place this Saturday. The club continued to do well in the league.

h) Red Kite Childrens Centre – Cllr Stiles reported that the Centre continued to thrive providing support to the local community.

i) Thame Remembers Project – Cllr Dyer reported that the project was progressing well with 39 crosses delivered in a relatively short space of time. Updates could be found by visiting the website and by signing up to receive regular e-newsletters.

j) Thame Museum Trust – Cllr Emery reported that the Museum was in a good financial state and that expenditure was in line with budget. An exhibition celebrating the 800th anniversary of the Market Charter was planned and applications for grant funding would continue to enable further updates to the Museum to take place.

7 Graffiti Removal Policy

The Graffiti Removal Policy had been reviewed and amended and the Council remained committed to maintaining a safe and clean environment thus improving the quality of life for all those who lived, worked or visited the town.

RESOLVED that:

i) The Graffiti Removal Policy be approved.

8 Planting Scheme

Members agreed that the proposed planting scheme would provide colour and brighten up the town. It was money well spent and would be appreciated by both residents and visitors.

RESOLVED that:

i) The planting scheme for 2015 be approved.

9 Commemoration of the Centenary of the First World War

Members considered the proposed events for the commemoration of the Centenary which would take place over the next four years culminating in the Service of Remembrance on 11 November 2018. It was agreed that each of the proposals be investigated and brought back to Council for consideration on an individual basis.

RESOLVED that:

i) The proposals to commemorate the Centenary of the First World War be investigated and brought back to Committee on an individual basis.

10 Southern Road Recreation Ground Changing Rooms

A request had been received from Thame and District Housing Association for the Council to consider the relocation of the Army and Royal Air Force Cadets to Southern Road Recreation Ground. Whilst the footprint of the proposed extension to the changing rooms would not necessarily be that indicated in the correspondence, the Committee agreed in principle to the proposal.

RESOLVED that:

i) The proposal from Thame and District Housing Association for utilising, extending and adapting part of the changing room facility at Southern Road Recreation Ground for use by the Army and Royal Air Force Cadets be agreed in principal.

11 Sports Facilities Strategy

The draft Sports Facilities Strategy was noted with the following comments; no reference to the Skate Park, Elms Park – the MUGA. The Executive Summary – Recommendations, funding and delivery – table made reference to Replacement cricket pavilion – location Meadow Park – query regarding Meadow Park should it read Meadow Field? Any further comments should be sent to the Town Clerk.

12 Ham Wood

Following the agreement by Council that Ham Wood be leased from the Woodlands Trust discussion had taken place with the Council’s legal advisers and the Woodlands Trust and the Lease prepared.

RECOMENDED that:

i) The Lease for Ham Wood be taken to Full Council to be signed and sealed.

13 Skate Park

The Skate Park required urgent repair work to be carried out to ensure the equipment remained safe. The work would also extend the life of the Park for a further six months during which time the outcome of the grant application to the Inspired Facilities Fund would be known. The cost of the repair work was estimated to be in the region of £3,000.

Members agreed that the Skate Park should be closed immediately for repair work to be carried out and the question of funding be brought back to the next meeting.

RESOLVED that:

i) The Skate Park be closed immediately.
ii) Repair work be undertaken at a cost of £3,000 with the shortfall of £2,200 taken from Capital Reserves.

iii) The terms of the Draft Capital Grant Award Agreement from South Oxfordshire District Council be agreed.

14 Maintenance Vehicle

The RTV 900 utility vehicle had proved to be a very useful addition to the vehicles used by the Council. Originally on loan for 12 months from Kubota to mark their 35th birthday, the hire agreement was due to expire on 28 February 2015.

RESOLVED that:

i) The purchase of the Kubota RTV 900 utility vehicle be agreed with the shortfall of £1,615 taken from the Vehicle Replacement Ear Marked Reserves.

15 Christmas Event

Whilst the 2014 Christmas event was a great success Town Council staffing levels were at capacity. After discussion Members were of the mind that the Christmas Event was an important date in the Town’s calendar and that the 2015 event should remain within the Council’s responsibility rather than an independent management committee.

RESOLVED that:

i) The Council assumes overall responsibility for the organisation of the 2015 Christmas Event.

ii) No theme be given to the 2015 event.

iii) The Council would underwrite the 2015 event from the revenue budget if sponsorship or donations were not achieved.

16 Christmas Lighting Scheme

The first season of a new five year contract with Blachere had now finished. The lighting scheme had been well received, however, residents had commented that Market House looked bare. Members agreed that the additions to the scheme proposed in the report would address concerns that had been received.

RESOLVED that:

i) The improvements and additional cost to the lighting scheme as detailed in the report be agreed.

Cllr Stiles left the meeting during this item.

17 Play Area Strategy

The comments received on the draft Play Area Strategy at the previous meeting had been incorporated into the revised Play Area Strategy now before Members for consideration.

RESOLVED that:

i) The Play Area Strategy be approved.

18 Elms Park Working Group

After discussion it was agreed to dissolve the Elms Park Working Group and as referred to in the Play Area Strategy form an Open Spaces Working Group after the new Administration has taken office. The draft Terms of Reference for the Open Spaces Working Group would be brought to the next meeting for consideration.

RESOLVED that:

i) The Elms Park Working Group be dissolved.

ii) The Terms of Reference for the Open Spaces Working Group be considered at the next meeting.

19 Cuttle Brook Management Plan

The Management Plan was noted. The Committee expressed their thanks to the volunteers who worked hard and did a magnificent job maintaining the Cuttle Brook Nature Reserve.

20 Maintenance Report

The report was noted.

21 For Information

The item for information was noted.

The meeting concluded at 7.45pm

Signed …………………………
Chairman, 14 April 2015