AGENDA for Meeting 9th October 2019


The Pavilion, Leafield

Wednesday 9th October 2019 at 8.00pm

For the transaction of business as stated in the Agenda. Members of the public and press are welcome to attend. Please note the meeting may be recorded

Mrs Sharon Henley

Clerk/RFO to Leafield Parish Council

27rd September 2019


Meetings of the Parish Council are open to the public, and members of the public have a statutory right to attend meetings of the Council as observers, but they have no legal right to speak. As part of its commitment to community engagement, each meeting will include time for public participation when members of the public can ask questions or make representations.

Members of the public are welcome to stay for the Council meeting after the public session as observers but will not be able to join in the discussion unless invited to do so by the Chairman. If you would like a response to your enquiry, then please leave your contact details with the Clerk.

Item         Subject


  1. Welcome & Apologies for Absence

Ordinary Council Meeting Standing Items

  1. Declarations of Interest in Items on the Agenda
  1. Approval of Draft Minutes of Parish Council Meetings:

3.1 Wednesday 14th August 2019

3.2 Wednesday 11th September 2019

  1. Clerk’s Report/Matters Arising
  1. County & District Councillors’ Reports
  1. Opportunity for the Public to Speak – To provide members of the public/press with the opportunity to comment on items on the Agenda or raise items for future consideration. In accordance with Standing Orders, this will not exceed 15 minutes in total and five minutes per person

Policy & Finance

  1. Approval of Receipts and Payments for October
  1. RFO Report on Current Financial Position
  1. Review & Approval of Bank Reconciliation
  1. Review & Approval of Inspire Insurance Policy with Came & Co at £1,163.40 for Long Term Agreement
  1. Review & Approval of External Auditor’s Report
  1. Preparation for Budget Discussions

Recreation & Leisure

  1. Play Area Monthly Report – Clerk to report on monthly inspection
  1. Village Hall – updates
  1. Village Hall Car Park

15.1 Review of Project Progress to Date

15.2 Fundraising Discussion for Project

15.3 Discussion & Approval to acquire the final detailed design with Wilsham Consulting at a cost of £4,300 + VAT

15.4 Approval for Wilsham Consulting to take the Project to Tender £3,100 + VAT Total Costs £7,400 + VAT

  1. Street Market – Progress on enquiries


Mrs Sharon Henley, Clerk to the Parish Council Website: Facebook: Leafield-Parish-Council
Page 1 of 2 Twitter: @LeafieldCouncil


  1. Community Activity Grant for VE Day Celebrations:

17.1 Confirmation that any profits will be distributed to voluntary organisations within the village

17.2 Agreement to form an Events Committee (if grant application is accepted)


  1. Resolution: That in view of the confidential nature of the business to be discussed, specifically Village Green Land Ownership, the public and press be excluded


from the meeting in accordance with the Public Bodies (Admission to Meetings) Act 1960, Section 1(2).


  1. Chimney End Land Ownership: Discussion & Agreement on Next Steps


  1. Burial Ground:

20.1 Project Timeline (GP)


20.2 Discussion & Approval to take the Project to Tender with Cemetery Development Services at the following costs:


  • Production of Tender Pack and Design Drawings – £1500.00 + VAT
  • Review of Tender Submissions and Award of Contract – £1200.00 + VAT
  1. Approval of Membership Subscription to the Open Space Society at £45pa




  1. Planning Applications Received & Decision Notices

Consultation & Communication

  1. Climate Change Emergency Sub Committee: New date following postponement of meeting
  1. Review of Correspondence Register

Transport & Highways

Ordinary Council Meeting Standing Items

  1. Items for Next Meeting
  2. Date of Next Meeting –Wednesday 13th November 2019 at 20.00hrs in the Pavilion

Any member of the public with an item they wish to bring to the attention of the Council should forward details, in writing, to the Clerk to the Parish Council, no later than 9am on Friday 1st November 2019.