The Annual Council meeting is on Tuesday 12th May 2026, at 7.00 pm, at Leafield Village Hall.
The meeting is open to the public, and residents are welcome to attend.
Recording of the meeting: Please be aware that the meeting may be recorded by the Council or others, and no permissions are required for this, pursuant to the Openness of Local Government Bodies Regulations 2014, amending the Public Bodies (Admission to Meetings) Act 1960.
Agenda
1. To elect the Chair of the Council
2. Acceptance of Office from the Chair of the Council
3. Welcome from the Chair
4. To elect the Vice-Chair of the Council
5. Acceptance of Office from the Vice-Chair of the Council
6. To receive apologies for absence
7. To approve and sign the minutes of the Council meeting on 14 April 2026
8. To receive declarations of interest from Members regarding items on the agenda
9. 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
10. To receive reports from County and District Councillors
11. To receive and comment on the Clerk’s report
Annual Matters
12. To review existing committees and review their terms of reference
13. To create new committees and agree their terms of reference
14. To appoint members to serve on the committees
15. To review existing working groups and review their terms of reference
16. To create new working groups and agree their terms of reference
17. To appoint members to serve on the working groups
18. To appoint lead councillors and agree their terms of reference
19. To appoint a councillor to undertake the internal financial checks for this accounting year
20. To review delegation arrangements with external committees and other local authorities
21. To review arrangements (including legal agreements) with other local authorities, not-for-profit bodies and businesses
22. To review the representation on, or work with, external bodies and arrangements for reporting back to Council, and appoint Council representatives as appropriate
23. To review and approve the inventory of land owned or maintained by the Council
24. To review and approve the asset register
25. To review and approve the delegation arrangements to the Clerk
26. To approve and adopt the Standing Orders
27. To approve and adopt the Financial Regulations
28. To review and approve the Council’s complaints procedures
29. To review and approve the dates of review of all Council policies, procedures and notices to include the Council’s policies and practices in respect of its obligations under freedom of information and data protection legislation, the Council’s policy for dealing with the press/media, and the Council’s employment procedures
30. To approve the Councillor Code of Conduct
31. To review and approve the Council’s insurance policy and renewal agreement
32. To review and approve the Council and staff subscriptions and memberships to other bodies
33. To review and approve the maintenance and administration contracts and agreements and agree actions
34. To review and approve the Scheduled Payments List and suppliers for the year to May 2027
35. To approve the direct debits and standing orders for the year to May 2027
36. To determine the time and place of the ordinary meetings of the Council and its committees up to and including the next Annual Council Meeting
37. To review and approve the Action Plan for 2026-2027
38. To agree the Council project list and priorities for 2026-2027
39. To review and approve the bank mandate
Recreation and Leisure
40. Playground
40.1 To receive regular playground inspection reports and agree actions
40.2 To receive an update regarding the playground refurbishment project and agree actions
41. To receive an update regarding fundraising and fundraising events and agree actions
42. Village Hall – To receive an update regarding Village Hall matters and agree actions
43. Pavilion – To consider the EICR report and agree actions
Planning
44. 26/00923/HHD – Demolition of existing conservatory and erection of single storey rear extension. Conversion of roof space to create additional living space including front and rear dormer windows and solar panels – 1 Harolds Close, Leafield
45. To comment on any planning applications received before the meeting
46. To receive an update of previous planning applications and appeals
Administration and Finance
47. Finance update – To review and approve the finance update, to review and approve the bank reconciliations
48. Budget update – To review and approve the budget update
49. Reserves update – To review and approve the reserves
50. Payments and receipts – To ratify previous payments, to review and approve current payments, to note current receipts
51. To instruct bank signatories to approve the payments
52. To consider training options and agree actions
Communications
53. Correspondence Register – To receive the correspondence register and agree actions
54. To receive items for information only
Meetings
55. To receive requests for items for the next agenda, and note that motions for inclusion on the next agenda, and background papers, must be received by the Clerk at least one week before the next meeting
56. To confirm the date, place and time for the next meeting
7 – Minutes
11 – Clerk report
12 – Internal Committee TOR
12 – Staffing Committee TOR
12 – Existing committees
15 – Existing working groups
15 – Burial Ground Administration WG TOR
15 – Churchyard Maintenance WG TOR
15 – Leafield Community Telephone Box WG TOR
15 – Playground Refurbishment WG TOR
15 – Speed Indication Device WG TOR
15 – Village Green Maintenance WG TOR
18 – Existing lead councillors
18 – Lead Councillor TOR
20 – Delegation arrangements
21 – Arrangements
22 – Representation
23 – Inventory of land
24 – Asset register
25 – Delegation to Clerk
26 – Standing Orders
27 – Financial Regulations
28 – Complaints Procedure
28 – Compliments and Complaints Form
28 – Habitual or Vexatious Complaints Policy
29 – Review dates
30 – Code of conduct
31 – Insurance policy
32 – Council and staff subs and memberships
33 – Maintenance and administration contracts and agreements
34 – Scheduled payments
35 – Direct debits and standing orders
36 – Ordinary meetings
37 – Action Plan
38 – Projects and priorities
47 – Statement to 3o April 2026
50 – Payments and receipts
52 – Training update