AGENDA for Meeting11th December 2019


The Pavilion, Leafield Village Hall

Wednesday 11th December 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

3rd December 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 the Parish Council’s 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 the Parish Council Meeting on 13th November 2019
  2. 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 December
  1. RFO Report on Current Financial Position
  1. Review & Approval of Bank Reconciliation
  1. VAT Return
  1. Review of Progress on Draft Budget for 2020-21
  1. Roles & Responsibilities Training for Councillors on Wed 18th March Confirmation of councillor attendance
  1. Resolution: That in view of the confidential nature of the business to be discussed, specifically

Clerk’s Review and Pension, the public and press be excluded from the meeting in accordance with the Public Bodies (Admission to Meetings) Act 1960, Section 1(2).

Recreation & Leisure

  1. Play Area Monthly Report – Clerk to report on monthly inspection
  1. Village Hall – Updates Cllr Pearce
  1. Village Hall Car Park – update on project and tender process – Cllr Caunt
  1. VE Day Celebrations Event Planning for 8th May 2020 update by Cllr Hamilton
  1. New Website Review of quote received from Eyelid Productions and approval of future actions 18.1 Website Design £600 plus SSL Certificate approx. £30

18.2 Website Hosting/Domain Name – £1/month for 12 months then £5/month + VAT

18.3 Choice of Domain Name & Council Email Addresses

Mrs Sharon Henley, Clerk to the Parish Council Website: Facebook: Leafield-Parish-Council
Page 1 of 2 Twitter: @LeafieldCouncil
  1. Damage to Village Greens – review of issues and decision on any further actions
  1. Insurance for Events on Parish Council Land confirmation of future requirements


  1. Burial Ground

21.1 Update on project progress – Cllr Pearce

21.2 Review of Tenders received

21.3 Agreement on next steps for project

  1. Closure of St Michael & All Angel’s Churchyard: Review of quote from Cemetery Development Services for £900 + VAT to provide a Churchyard Survey in order to provide further information prior to the proposed handover to Leafield Parish Council


  1. Planning Applications Received & Decision Notices

Consultation & Communication

  1. Climate Change Emergency Sub Committee: Review of November meeting
  1. Public Consultation on Parish Council Projects

25.1 Review of Councillor attendance at Leafield Christmas Fayre & feedback received

25.2 Discussion and agreement on future plans for Public Consultation

  1. Review of Correspondence Register

Transport & Highways

Ordinary Council Meeting Standing Items

  1. Around the Village – Items to note or for future discussion
  2. Date of Next Meeting –Wednesday 8th January 2019 at 20.00hrs in the Pavilion