10 September 2024 – Agenda
SUMMONS TO ATTEND A MEETING
TO: All Members of the Community Services committee
Cllrs D Bretherton, N Champken-Woods, P Cowell (Chairman), A Dite, H Dollman, M Dyer, L Emery (Deputy Chairman), C Jones and S McGarry.
Ex Officio (Voting) Members – A Gilbert (Town Mayor) and D Dawson (Deputy Mayor)
To all other Members for information
You are hereby summoned to attend a meeting of the Community Services Committee on Tuesday 10 September 2024 at 6.30pm in the Upper Chamber (Thame Town Hall) for the transaction of business as set out on the attached agenda.
Mandy Sturdy
Town Clerk of the Council
Date: Wednesday 4 September 2024
AGENDA
1) Apologies for Absence
To receive, note and agree apologies for absence.
2) Declarations of Interest and Dispensations
To notify of any items that appear in the agenda in which there may be an interest that has not been recorded in the Member’s Register of Interest; and confirmation of any relevant dispensations.
3) Public Participation and Public Questions
To consider applications from members of the public to address the Committee (5 minutes maximum), in respect of any item of business included in the agenda. Applications to speak must have been received by the Town Clerk no later than 5pm on the last working day preceding the meeting.
To consider questions from members of the public (who live, work or run a business in the Parish). Written questions must have been received by the Town Clerk no later than 4pm on the last working day preceding the meeting.
4) Minutes
To confirm as a correct record the Minutes of the Committee Meeting held on 16 July 2024.
5) Recent Events Feedback – Thame Town Awards 2024
To receive a report and consider any relevant actions.
To feedback any suggestions for ways to improve / change the Town Awards.
5. Report – Town Awards 2024 (Sept meeting) [PDF]
6) Upcoming Events
6a. Thame Art Crawl 2024
To receive a report.
6a. Report – Thame Art Crawl [PDF]
6b. Unveiling of War Memorial Plaques (Moreton)
To note that the Town Council and Thame Remembers are working with the Moreton Residents Association to organise an event to unveil the additional names on the Moreton War Memorial. The event is expected to take place prior to Remembrance Sunday.
6c. Service of Remembrance & Armistice Day 2024
To note that the Service of Remembrance will take place on, Sunday 10 November 2024, 10.30am assemble in car park at Town Hall ready to process to the Memorial Gardens.
To note that Armistice Day will fall on Monday 11 November 2024. A trumpeter has been organised to play last post and reveille to enable the community to observe the two minutes silence at 11am outside the Town Hall.
6d. Senior Citizens Tea Party 2024
To note that the annual Senior Citizens’ Christmas Tea Party will take place on Wednesday 11 December 2024 from 2pm – 4pm. It is being organised by the Town Council with support from Thame & District Rotary Club and Thame Inner Wheel.
6e. Thame Charities Fair 2024
To note the event will take place on Saturday 30th November 2024 (day after Christmas lights switch on).
To request support from Councillors.
6f. Healthy Thame Fayre 2025
To approve Officer administration and a cost code up to £500 to support Cllr Gilbert with an event taking place in 2025.
6g. Thame Pride 2025
To note the progress report.
6g. Report – Thame Pride 2025 [PDF]
7) Event Dates 2025
To note the event dates for 2025 which will be used in the Town Guide and/or Thame Calendar:
- Spring Market, Friday 7th – Sunday 9th March 2025 (if approved under Item 9)
- Music in the Park, Sunday 4th May 2025
- Taste of Thame, Saturday 24th May 2025
- Thame Carnival, Saturday 14th June 2025
- Duck Race, Sunday 15th June 2025
- Thame Pride, Saturday 21st June 2025
- September Street Fair, Thursday 18th – Saturday 20th September 2025
- October Charter Fair, Friday 10th October 2025
- World Village Autumn Market, Friday 24th – Sunday 26th October 2025 (if approved under Item 9)
- Service of Remembrance, Sunday 9th November 2025
- Thame Charities Fair, Saturday 29th November 2025
- Christmas Lights Switch-On, Friday 28th November 2025
- Carols Around the Tree, Wednesday 24th December 2025
To note the following event dates are to be confirmed:
- Thame Country Fair (usually Easter weekend)
- CPM Thame 10k (usually a Sunday, end of June)
- Town Awards (usually a Thursday, mid-July)
- Market Community Fun Day (usually a Tuesday, mid/end August)
- Thame Food Festival (usually last weekend in September)
- French Market (usually early October) (if approved under Item 9)
- Thame Art Crawl (usually 5 days in mid-October)
- Thame Fireworks Display (usually a Saturday end of October / early November)
- Charity Tractor Run (usually a Sunday mid-December)
8) Themed & Street Food Markets
To authorise the Community Services Manager to organise the Themed & Street Food Markets in 2025.
8. Report – Themed & Street Food Markets [PDF]
9) Communications & Community Engagement Report
To receive a report on Town Council communications and community engagement.
9. Report – Communications and Community Engagement [PDF]
10) Social Media and Media Relations Policy
To approve the updated policy.
10. Social Media and Media Relations Policy 10.09.24 [PDF]
11) Grants
To approve the updated Grant Awards Policy, noting the draft timetable to run the next Grant Awards scheme subject to a grants budget being approved for 2025/26.
11. Grant Awards Policy 10.09.24 [PDF]
12) Economic Development & Town Centre Vibrancy
12a. Phone Box
To note that the Mayor will officially open the defibrillator on Saturday 7 September 2024, along with the sponsors and companies that worked to restore the listed phone box.
12b. Christmas Lights
To receive a report on the re-tendering process for a new Christmas Lights contract for December 2025 – January 2030.
To agree membership and terms of reference for a working group to determine the new Christmas Lights contract tender.
To note the timeline for the installation of the scheme.
12b. Report – Christmas Lights Tender [PDF]
12b. Appendix A – Christmas Lights Working Group ToR [PDF]
13) Community Support & Networks
13a. Thame Good Neighbour Scheme
To suggest ideas to mark the 10-year anniversary of the launch of the Thame Good Neighbour Scheme (March 2025).
13b. Lea Park Residents Association
To consider LPRA’s request for support in their publicity campaign raising objections to the planning application at Moorend Lane (MW.0163/22), which Thame Town Council has also objected to. LPRA are seeking support to place leaflets in the information centre and include an item in the Town Council’s weekly e-newsletter.
13c. Oxfordshire County Council Volunteer Coordination
To approve a volunteer agreement to enable TTC to support volunteers engaging with community projects such as street cleaning.
13c. Report – Oxfordshire County Council Volunteer Coordination [PDF]
13c. i Example Volunteer Agreement Road Sign Cleaning [PDF]
13c. ii HowTo Guide Sign Cleaning [PDF]
14) Community Safety
14a. Policing Priorities and Thame Shop Watch
To note that Officers and Councillors met with the local Police Inspector on 25 July 2024 to establish local policing priorities. The next meeting is scheduled for October.
To approve the expenditure of £1,000 from the CCTV Budget to fund the Thame Shop Watch radio system link, subject to a successful bid for the project by Thames Valley Police and South Oxfordshire District Council Community Safety Team.
14a. Report – Thame Shop Watch [PDF]
14b. Defibrillators
To receive an update and consider any relevant actions.