15 October 2024 – Minutes

THAME TOWN COUNCIL

Minutes of the Meeting of Thame Town Council held on 15 October 2024 at 6:55pm in the Upper Chamber, Town Hall, Thame.

Present:

Cllrs M Baines, D Bretherton, N Champken-Woods, P Cowell, D Dawson (Deputy Mayor), A Dite, H Dollman, M Dyer, H Fickling, A Gilbert (Town Mayor), C Jones, S McGarry, H Richards, and P Swan

Officers

M Sturdy, Town Clerk
A Oughton, Operations Manager
G Markland, Neighbourhood Plan Continuity Officer
L Fuller, Committee Services & Processes Officer
C Styles, Fundraising Consultant

 

1) Apologies for Absence

Apologies for absence were received from Cllrs Dodds (personal) and Emery (personal).

RESOLVED:

  1. To accept the apologies and reason given from Cllrs Dodds (personal) and Emery (personal).

 

2) Declarations of Interest and Dispensations

Cllr Dawson declared an interest in Item 9 – Thame Pride as a future co-director of Thame Pride.

Cllr Cowell has a dispensation for Thame Youth Projects relating to Item 5 – Community Youth Centre Building.

Cllr Champken-Woods declared an interest as vice chair of Thame Senior Friendship Centre relating to Item 5 – Community Youth Centre Building.

 

3) Civic Announcements

The Mayor had no report or communications to lay before the Council. The Mayor’s Civic Attendance’s report had not been prepared due to this being an additional meeting of the Council.

 

4) Public Participation and Public Questions

Given there were speakers relating to different items on the agenda, it was agreed to take the public participation before each of the relevant agenda items.

 

5) Community and Youth Centre Building

The report and supporting documents were noted.

A number of questions had been received from Councillors prior to the meeting. The questions and answers are included as an appendix to these minutes.

Appendix – Questions and Answers [PDF]

The Town Clerk gave a presentation outlining the project’s progress to data, justification, and next steps. The council was asked to consider whether to consult the community on a Public Works Loan. The results of which would be brought back to council to risk assess before continuing with the capital project.

There was a suggestion to consider alternative options to deliver the youth centre that may be less costly to taxpayers. The suggestion included siting the building on the current cattle market site near the town centre. Councillors were reminded that two feasibility studies have shown Southern Road Recreation Ground as the best option and that the cattle market land does not belong to the Town Council and as such was previously discounted as an option. To revisit this decision would only create delays and further costs.

A diverse income stream will be required comprising of grants from trusts and foundations, the National Lottery and corporate bodies, as well as Town Council money and developer contributions through Section 106 monies. A Public Works Loan will be necessary to deliver the project, but the application for this may be refused. The Town Council has approved and committed £300,000 to date which covers consultancy, planning and architect fees.

A motion was proposed and seconded to progress the project to the next phase, consult the community on a Public Works Loan and bring the results back to Full Council.

An amendment to the motion was put to restrict the next phase to within the constraints of pre-approved expenditure, and to set a criteria for the minimum number of consultation respondents.

After discussion, the original proposer and seconder stated that they did not support the amendment, and it was therefore:

RESOLVED:

  1. To approve that the project to build the Community and Youth Project Building on Southern Road Recreation Ground continues to the next phase.
  2. To approve that a public consultation in line with the Public Works Loan Board’s requirements is put to the community.
  3. That the results of the consultation are brought back to the Full Council to consider if the level of support is sufficient to apply for a Public Works Loan.

The Fundraising Consultant left the meeting.

 

6) Planning Application – P24/S2886/FUL – Land North of Rycote Lane, Thame

Mixed-use development incorporating the relocation of Thame Livestock Market and comprising a building accommodating agricultural sales, administrative offices, welfare facilities and associated uses together with a commercial development comprising 11,981sqm (GEA) of B2/B8 with ancillary E(g)(i) and E(g)(iii), all with access, parking, highway works, landscaping, drainage and ancillary operations.

The planning application agent and a representative of Thame Farmers Auction Market spoke in support of the planning application. The relocation of the Cattle Market is a long-standing objective. The application complies with the Thame Neighbourhood Plan, and the District Council have been involved throughout.

Questions to the speakers included the sheep fair site, justification for reducing the new Cattle Market’s footprint, animal welfare, impact on the town’s charter, road layouts, and future occupants of the commercial units. The sheep fair will remain on its current site at the Showground. The proposals will enable development by making the scheme commercially viable, whilst improving the safety and biosecurity of the livestock. Amendments to the highway layout are proposed.

The report was noted. There being no further questions for the public speakers or debate it was:

RESOLVED:

  1. That Thame Town Council support planning application P24/S2886/FUL.

The Neighbourhood Plan Continuity Officer left the meeting.

 

7) Museum Roof

The report was noted. The Operations Manager reported that Phase 1 began at the end of August. The contractor uncovered a rotten raft underneath the roof tiles. The quote in the report is a ‘worse case’ scenario and reflects emergency repairs required whilst the contractor is on site with scaffolding. Positively, the completed work so far has successfully kept the building watertight during recent heavy rainfall.

RESOLVED:

  1. To approve that emergency works to the museum roof are carried out at a cost of £42,750 with funding coming from Ear Marked Reserves and 2024-25 Maintenance Budget for the museum.

 

8) Hampden Gardens (Bellway / Site C) Allotments

It was noted that the allotments have been signed off, and the legal transfer of the land took place on 7 October 2024. Ten of the 17 plots have already been let. The developer has been invoiced for the commuted sum. The council thanked officers for their persistence.

 

9) Thame Pride – Seed Funding Request

Two members of the Thame Pride group spoke in support of the £500 seed funding request from the Town Council. The project manager explained that the funding would enable the group to form a Community Interest Company (CIC) and subsequently apply for grants, as well as complete administration tasks and develop a website and other software tools. A range of organisations and individuals, local and national, have pledged their time, facilities, and money totalling nearly £8,000. A public meeting last month established a talented group who will plan the event to showcase Thame as an inclusive community based it on the principles of entertainment, information and education. A teacher from Lord Williams’s School explained that the school will take on a key role in engaging youth in the event. Overall, there has been overwhelming support from the community since the event idea was formed in June. The group would like to thank the Town Council for their support so far.

A CIC was chosen on the advice of a corporate strategy advisor. By partnering with charities, a CIC can apply for grants.

The report was noted. There being no questions or debate it was:

RESOLVED:

  1. To approve that Thame Town Council provide initial seed funding limited to £500 to establish a Community Interest Company (CIC) that will operate and deliver Thame Pride 2025.

 

10) Flooding in Thame

The report was noted.

The Town Clerk highlighted and thanked the work of Officers following the exceptionally heavy rain on 23 September 2024 which saw several properties and roads flooded in Thame. On the day, the Town Council’s website was promptly updated with the latest flooding information and resources, whilst Town Hall staff took dozens of calls and enquiries from concerned residents. Officers also launched a survey that week to gather flooding experiences. The data was collated into a report and shared with Oxfordshire County Council (OCC) who were not previously aware of the severity of the flooding in Thame. The information has triggered a Section 19 Flood Investigation Report which will provide detailed analysis of the flooding in Thame. Examples of Section 19 Flood investigation reports can be viewed on OCC’s website.

The Town Council has been working with the District Council’s flood engineers, the Environment Agency and Thames Water, on flood mediation works on Cuttle Brook. The Town Council has carried out ditch clearance and budgeted for this to be carried out regularly. The River Thame Conservation Trust have approval from the Environment Agency for works to improve water flow.

The council requested that their thanks to Officers be recorded in the minutes.

A letter from a resident on Yeates Close had been received with reports of deep flooding in their garden resulting from a failed sewage water pumping station on Lashlake Road. The sewage was not cleared from their property for several weeks after the event. A map of sewers in the area shows that pumping station may be insufficient as it serves 10 pipelines.

After some discussion, it was noted that using Fix My Street is the usually most effective way to report an issue. Gathering data on an ongoing basis to share with the relevant authorities is the most powerful action the Town Council can take. A Freedom of Information request may be necessary to obtain certain data from relevant authorities. A working group may need to be established to undertake this work.

 

11) External Audit

The council received the External Auditor’s report for 2023-24 and noted the External Auditor’s limited assurance opinion.

The Town Clerk discussed the External Auditor’s comments. The council had no comments regarding this.

 

12) Corporate Governance Budgetary Figures

The council received the budget summary of the Corporate Governance committee up to 31 August 2024.

A question was raised with regards to the frequency of budget monitoring reporting and whether this could be monthly. Standing committees receive respective their budget monitoring reports at each meeting. Officers are looking at alternative formats and software to improve budget monitoring. Members are reminded that at any time they can request budget figures.

A suggestion was made to circulate budget figures monthly via email.

 

13) Planning Application Decisions / Withdrawals

The council noted the following major planning applications updates:

  1. REFUSED – P24/S1651/FUL – 42 to 48 Queens Road – Demolition of 44 Queens Road and the outbuildings to Nos. 42. Proposed erection of 22 dwellinghouses (including 8 affordable homes) with gardens, car parking, garages, bin stores, and new estate road access. Closure of access onto Queens Road serving 46 Queens Road and re-arranged access off new estate road. Provision of garden area to 46 Queens Road. Re-arranged access to 42 Queens Road off new estate road and erection of new garage for No. 42.
  2. REFUSED – P24/S2464/FUL – St Andrews Court, Wellington Street – Two proposed 3-bedroom new-build dwellings and associated car parking and amenity including bike and bin stores (updated and additional supporting documents received 9th August 2024).
  3. WITHDRAWN – 0163/22 – Land adjacent Sewage Works, Moorend Lane – Use of part of the land as a permanent aggregate and soil recycling facility, with final restoration of the remaining land to agriculture by regrading already deposited materials. Erection of a new site office and weighbridge, and retention of the surfacing of part of the site with hardcore.

The recent petition regarding the planning application at Moorend Lane had demonstrated the community’s strong views on the application.

 

14) Members Questions (under Standing Order 11)

Cllr Richards congratulated the Mayor on his recent charity bike ride and asked how much had been raised?

The Mayor reported that the bike ride raised £1,700 plus £350 from the fundraising gig prior.

 

15) Minutes

The Minutes of the Council Meeting held on 13 August 2024 were received.

RESOLVED that:

  1. The minutes of the meeting held on 13 August 2024 are confirmed as a correct record, and signed by the Chairman.

 

16) Community Services Committee

The minutes of the meeting held on 10 September 2024 were noted.

 

17) Planning Committee

The minutes of the meetings held on 20 August 2024 and 17 September 2024 were noted.

 

18) Environment & Assets Committee

The minutes of the meeting held on 3 September 2024 were noted.

 

19) Exclusion of the Public

The Operations Manager left the meeting.

MOVED:

  1. 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.

 

20) Personnel Committee

The minutes of the meeting held on 23 September 2024 were noted.

Cllr Dawson noted the minutes recorded his apology but also recorded him as present. The draft minutes would be amended prior to being signed at the next Personnel Committee meeting.

The Personnel Committee had made a recommendation to Full Council on item 8 – Staffing Costs and Gradings. There being no discussion it was:

RESOLVED:

  1. To approve the salary budget for 2025/26 of £792,440 which includes an allowance of 4% for any cost-of-living increase. This equates to a 0.1% increase on the 2024/25 budget.

The meeting concluded at 8:33pm.

Signed ………………………

Chairman, 19 November 2024