19 November 2024 – Minutes (draft)
THAME TOWN COUNCIL
Minutes of the Meeting of Thame Town Council held on 19 November 2024 at 6:30pm 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, L Emery, A Gilbert (Town Mayor), S McGarry, H Richards
Officers
M Sturdy, Town Clerk
G Markland, Neighbourhood Plan Continuity Officer
L Fuller, Committee Services & Processes Officer
As the first Full Council meeting following the very sad and unexpected passing of serving councillor, Helena Fickling, on 10 November 2024, the Town Mayor paid tribute to Helena Fickling and led the council and public present to observe a minute’s silence.
1) Apologies for Absence
Apologies for absence were received from Cllrs Dodds (personal), Jones (personal) and Swan (personal).
RESOLVED:
- To accept the apologies and reason given from Cllrs Dodds (personal), Jones (personal) and Swan (personal).
2) Declarations of Interest and Dispensations
There were no declarations of interest.
3) Civic Announcements
The Mayor and Deputy Mayor civic attendances were noted. The Mayor also noted that he had visited Thame’s twinned-town of Montesson in September for his charity bike ride fundraiser.
4) Phoenix Energy Community
Cllr Champken-Woods briefly left the meeting during this item.
A representative from Phoenix Energy Community (PEC) provided a presentation. PEC is a collaborative project with Thame Green Living, Zero-Carbon Haddenham and Green Crendon. Community energy is defined any community-led energy project, and its benefits were outlined. PEC’s vision to 2035 is for all buildings to be energy efficient and powered by renewable resources and for this to be accessible and inclusive to all. In order to achieve this, work has focused on conversations with other organisations, raising money through grants, and collaborative projects to build and develop. Grant funding has been secured for a feasibility study for a Community Battery development & business model.
Solar farms in the local area were noted however these are not part of the PEC project.
It was noted that Thame has hundreds of Listed Buildings, which can make it prohibitive to add energy efficient insulation. Any initiatives need to be done with local expertise and making people aware of alternative options.
How will PEC ensure the benefits are local? There are regulatory and practical challenges, however the feasibility study should provide further information.
5) Public Participation and Public Questions
A representative from Savills, on behalf of the applicant Bloor Homes, spoke in support of planning application P23/S4262/FUL – Amendment No.1 (Item 6). All consultation feedback from the original application has been reviewed. As a result, major changes have been made to the application, with the number of homes being reduced from 154 to 120 to the benefit of landscaping and open space, which has been generally well received in pre-application discussions with the town and district councils. The Town Council’s Officers recommendation to object based on housing mix is not supported as the proposal exceeds policy requirements. Notwithstanding the local concern on flooding, the proposals now show an expanded flood zone, and development has been brought further away from this. The proposals now provide new, informal public open space, to be delivered through an amended Section 106 agreement, and have support from the Heritage Officers. Overall, it is considered that the proposals align with the Thame Neighbourhood Plan 2 and should be supported.
Councillors questioned the provision for wheeling? Within the estate there are shared walking and cycling routes that connect to Oxford Road.
Councillors questioned whether there will be assurance that Thames Water will undertake sewage upgrades? This will be controlled through a condition. The maximum flood line will be very close to the proposed development, what scenario is this based on? The Environmental Agency requested that a different monitoring station be used for modelling, which has resulted in development being pulled further away. The finished floor levels will be sited above that recommended by the Environment Agency. The modelling is based on a worst-case scenario with climate change and has been verified with data from January 2024.
Councillors questioned how can the proposals match Thame’s Housing Needs Assessment and South Oxfordshire District Council’s (SODC) advice? The proposal largely meets the affordable housing mix prescribed by SODC.
Councillors questioned if the number of trees can be increased? Trees will line all roads and be planted adjacent to the site boundary.
Councillors questioned how will Environmental Protection’s recommendation on noise affect the scheme? Previously, a fence had been proposed to help mitigate noise levels but detailed analysis showed this would have little effect. After extensive noise modelling, the bund’s shape and form have been reprofiled and building frontages pulled back from the road. It was felt this had addressed the concerns of the District Council.
There being no further questions for the speaker, it was agreed to take Item 6 immediately next, and then return to public participation to hear from the speakers relating to Item 7.
Cllr Dawson left the meeting.
A representative from Beechcroft, the applicant, spoke in support of planning application P24/S3132/O. Beechcroft is a locally based housebuilder focusing on homes for the elderly. The outline application proposes up to 75 homes for the over 55s. The proposals provide an indicative site plan, with the layout and landscaping reserved for later. To provide a choice and variety of homes, the western part of the site will have housing of higher density and height than the eastern part. Vehicle access will be taken from Kingsey Road, and pedestrian access from Howland Road, connecting to Fanshawe Road. Noting the concerns over ownership on Fanshawe Road, the County Council have advised that their highways records confirm it is part of the public highway. The previous withdrawn application deemed the highways access as acceptable. New bus stops and a mini-bus service will be provided for residents, which has been well utilised on other Beechcroft sites. There is a shortfall in the district of elderly homes, and the proposals will make a significant impact on housing need. The proposals will provide a policy compliant scheme; social, economic and environmental benefits; construction jobs; energy efficient homes; biodiversity net gain; and a high-quality gateway to Thame.
Councillors questioned Thames Water’s inconsistent comments and significant discharge into local watercourses. The applicant noted the Town Council’s concerns.
Councillors questioned whether a development of this type on the outside of the ring-road would be appropriate as it risks creating an isolated community. The applicant advised that their experience is that people enjoy the social element of living with similar aged people, and that there is a need for this type of housing.
Councillors questioned the need for this type of housing. The applicant pointed to sales data that demonstrated up to 80% moved from within 20miles to be closer to family.
A representative from the East Thame Residents Association Committee spoke against planning application P24/S3132/O. The following objections were raised: proposed pedestrian access over land owned by 2 Fanshawe Road; poor highways safety; insufficient foul water drainage; the height of the buildings on Howland Road; and the need for this development given other similar developments locally have not sold. Emphasis was put on the land registry evidence that the land at 2 Fanshawe Road is private, and no evidence to the contrary has been seen.
Councillors asked for more information on the situation with Fanshawe Road. The evidence so far shows it as privately owned, and it appears that the County Council are not being consistent in their advice to residents and the applicant.
There being no more questions for the speakers, the council moved to Item 7 on the agenda.
6) Planning Application – P23/S4262/FUL – Amendment No.1 – Land North of Oxford Road
Full application for 120 residential dwellings including new highways, associated infrastructure, sustainable urban drainage systems, pumping stations, demolition of agricultural buildings, green infrastructure and ancillary works. (additional Information received 7 February and 20 March 2024 and amended plans received 24 October 2024 and amended description 04 November 2024).
The report was noted.
The Neighbourhood Plan Continuity Officer (NPCO) began by noting the improvements of this amended scheme. Concerns raised by the landscape and heritage officers appear to be addressed by the positive improvement to the relationship with the conservation area. There have been improvements to the noise mitigation and open space provision. The main objection relates to the housing mix, which has inappropriately combined the affordable and marking housing mixes and does not comply with any recent evidence as required by SODC Local Plan Policy.
Councillors welcomed the open space provision. A suggestion for drainage channels may not be appropriate as it risks upsetting the balance of the floodplain.
Suggestions were made to request a safe crossing across Oxford Road, and for a boardwalk to be installed in the public open space in order to maintain access during wetter periods.
It was clarified that 65% of homes should be 1-3 beds as per the Thame Housing Needs Assessment but this needs to be applied separately to the market and affordable housing, which the applicant has not done.
RESOLVED:
- Thame Town Council objects to this application:
- The proposal does not reflect any recent evidence on housing (size) mix and does not comply with Local Plan Policy 2035 H11.
- The Town Council also provides the following comments:
- The Thame Housing Needs Assessment notes that First Homes will require a 50% discount
- Plot 1 does not present a positive relationship with existing housing in terms of proximity / orientation.
- A safe pedestrian crossing on Oxford Road would be welcome.
- The Town Council requests that footpaths in the publicly accessible open space are boardwalk to maintain access during wetter periods.
7) Planning Application – P24/S3132/O – Land to the east of Howland Road (B4012) and south of Kingsey Road
Outline planning application (all matters reserved except for access) for the construction of up to 75 age restricted dwellings (over 55’s) (Use Class C3), including 40% affordable housing and communal facilities, together with access off Kingsey Road, landscaping and all enabling ancillary works.
The report was noted.
The NPCO explained the landscape sensitivities of the site. There are clear potential benefits and the proposed elevations provide a good level of detail to enable the principle of the development to be assessed. However, concerns are raised about the inward-looking nature of the development. Information is missing on justification of the design choice, and it was not felt the development would fit in with the surrounding area and landscape.
Councillors did not support development in this area beyond the ring-road, citing concerns that this was not an allocated or suitable site for development. The NPCO noted that Local Plan policy enables sites to be developed for specialist accommodation where there is a proof of need.
Councillors also cited concerns that this was a speculative development, as several applications for similar schemes in recent years have not materialised.
RESOLVED:
- Thame Town Council objects to this application:
- The proposal neither reflects nor enhances the local character of its location. The design approach is not explained and the proposal is, therefore, contrary to 2035 LP Policy DES1, DES2 and DES3 and TNP Policies ESDQ15, ESDQ16 and ESDQ17.
- The application will cause harm to the landscape and how Thame is experienced from the countryside. There is minimal mitigation proposed. This is contrary to the 2035 Local Plan Policy ENV1 and TNP Policy ESDQ22.
- The Town Council also provides the following comments:
- Development beyond the ring-road in this area is not supported.
8) Reports from County Councillors
The report was noted, with the key points highlighted by County Councillor Gregory.
If installed, where would pedestrian crossings be on Oxford Road? This will be subject to consultation.
County Cllr Gregory was not aware of news that the council had approved that all trips to the household recycling centres must be pre-booked and agreed to follow this up.
Councillors expressed frustration at the ongoing lack of progress on the Haddenham-Thame Cycleway, especially whilst other cycling projects in Oxfordshire are completed. County Cllr Gregory understands the frustrations and is continually chasing for updates.
Are any grants available for improved car parking signage in Thame? Whilst there are no County Councillor grants available at the moment, County Cllr Champken-Woods agreed to follow this up.
9) Reports from South Oxfordshire District Councillors
The report was noted.
District Councillor Barker highlighted that the Joint Local Plan had been three years’ worth of work and reached the final stage earlier than anticipated. This accelerated timeline has been necessary to have the plan adopted prior to Government changes to planning legislation.
Frustrations from Citizens Advice around uncertainty of the Market House toilets refurbishment start date were noted. Cllr Barker advised that he meets monthly with the relevant officer at SODC and is aware of Citizens Advice’s issues. Once a start date is known it will be circulated.
Would the disabled parking in Southern Road Car Park be reinstatement following the installation of the electric vehicle charging points as had been requested prior? What was the utilisation of the chargers? Cllr Barker agreed to follow up on both points.
The council welcomed SODC’s purchase of 45 homes to provide genuinely affordable, council-owned housing. The Government is looking at ways to make these exempt from ‘right to buy’.
The Neighbourhood Plan Continuity Officer left the meeting.
10) Financial Regulations
The Town Clerk presented the Financial Regulations which had been updated to bring them in line with committee delegations and to ensure compliance.
Sections 6.8 and 6.10 were questioned. The Town Clerk will check this with the Responsible Financial Officer and confirm with the council if further amendments are necessary.
RESOLVED:
- To approve the updated Financial Regulations.
11) Consultation – Enabling remote attendance and proxy voting at local authority meetings
The report was noted.
After some discussion it was agreed that Councillors should submit individual responses to the consultation.
12) Committee Review – 6-month review and Schedule of Meetings 2025-26
The report was noted.
RESOLVED:
- To approve the Schedule of Meetings for 2025-26.
13) Volunteer Policy
A draft Volunteer Policy was presented. Following feedback from Councillors, the Town Clerk advised the policy would be updated to include the correct protected characteristics, and reference to risk assessments regarding safeguarding and DBS checks as appropriate.
Whilst the Town Council has a duty of care for volunteers on its land, each event on its land would be covered by the event’s own risk assessment, which the Town Council would support with.
RESOLVED:
- To approve the Volunteer Policy, with the changes as discussed.
With the time approaching 8:30pm, it was:
RESOLVED:
- To suspend Standing Order 5 to enable the meeting to exceed 2 hours to conclude the remaining items of business on the agenda.
14) Thame Museum Roof
It was noted that the Clerk, in consultation with the Mayor, approved an additional £7,000 to be expended following approval by Full Council (15 October) for the ongoing repair works after further rotten beams and rafters were discovered, requiring the replacement of an additional 40 rafters.
The Town Clerk added that this significant work should futureproof the building.
15) Community Youth Centre Project
It was noted the publicity for the Public Works Loan Board consultation will begin on 19 November 2024.
The Town Clerk encouraged all Councillors to make residents aware of the consultation. It was noted that the leaflet should read ‘Scout Headquarters’ not ‘Scout Hut’.
16) Members Questions (under Standing Order 11)
No questions were raised.
17) Minutes
The Minutes of the Council Meeting held on 15 October 2024 were received.
RESOLVED that:
- The minutes of the meeting held on 15 October 2024 are confirmed as a correct record, and signed by the Chairman.
18) Planning Committee
The minutes of the meetings held on 15 October 2024 and 12 November 2024 were noted.
The meeting concluded at 8:33pm.
Signed ………………………
Chairman, 21 January 2025