The Annual Parish Council meeting is on Tuesday 13th May 2025, 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. To receive the Acceptance of Office from the Chair
3. Welcome from the Chair
4. To elect the Vice-Chair of the Council
5. To receive the Acceptance of Office from the Vice-Chair
6. To receive apologies for absence
7. To approve and sign the minutes of the Council meeting on 15 April 2025
8. To receive an update regarding the councillor vacancies
9. To receive declarations of interest from Members regarding items on the agenda
10. 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
11. To receive reports from County and District Councillors
12. To receive and comment on the Clerk’s report
Annual Matters
13. To review existing committees and review their terms of reference
14. To create new committees and agree their terms of reference
15. To appoint members to serve on the committees
16. To review existing working groups and review their terms of reference
17. To create new working groups and agree their terms of reference
18. To appoint members to serve on the working groups
19. To appoint lead councillors and agree their terms of reference
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 2026
35. To approve the direct debits and standing orders for the year to May 2026
36. To determine the time and place of 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 2025-2026
38. To agree the Council’s project list and priorities for 2025-2026
39. To review and comment on the RFO’s review of the annual accounts to 31 March 2025
40. To approve the Statement of Accounts to 31 March 2025
41. To approve the bank reconciliations to 31 March 2025
42. To receive and comment on the internal audit report for the year ending 31 March 2025
43. To complete and sign the Annual Governance Statement for the year ending 31 March 2025
44. To approve and sign the Accounting Statements for the year ending 31 March 2025
45. To set the date for the commencement of the Exercise of Public Rights
46. To consider the internal auditor arrangement for the current financial year and agree actions
47. To approve grants and donations for the year to 31 March 2026
48. To review and approve the bank mandate
Recreation and Leisure
49. Playground
49.1 To receive regular playground inspection reports and agree actions
49.2 To receive an update regarding the playground refurbishment plans and agree actions
50. Village Hall
50.1 To receive an update regarding the CIO from the Village Hall Management Committee and agree actions
50.2 To receive an update regarding the new Village Hall lease and agree actions
50.3 To receive an update regarding the Village Hall extension plans and agree actions
51. Pavilion – To receive an update regarding the subsidence insurance claim and agree actions
52. Football Club – To consider a request from the Football Club for the Parish Council to be a second applicant for the changing room project, to be submitted to the OFA, and agree actions
Planning
53. 25/00578/FUL – Demolition of existing dwelling and erection of replacement dwelling including new vehicular access (part retrospective)
Malt House, Witney Lane, Leafield
54. 25/01083/HHD – Garage conversion, two storey rear extension and extended drop kerb
7 Fairspear Road, Leafield
55. To comment on any planning applications received before the date of the meeting
56. To receive an update of previous planning applications
Administration and Finance
57. Finance update – To review and approve the finance update, to review and approve the bank reconciliations
58. Budget update – To review and approve the budget update
59. Reserves update – To review and approve the reserves
60. Payments and receipts – To ratify previous payments, to review and approve the current payments, to note current receipts
61. To instruct bank signatories to approve the payments
62. To consider training options and agree actions
63. To receive an update regarding the insurance review and agree actions
64. To consider funding driving tests for Villager Bus volunteers and agree actions
Communications
65. Correspondence Register – To receive the correspondence register and agree actions
66. To receive items for information only
Meetings
67. 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
68. To confirm the date, place and time for the next meeting
7 – Minutes
12 – Clerk report
13 – TOR Internal Committee
13 – Existing committees
16 – Existing working groups
16 – TOR Playground Refurbishment WG
16 – TOR Burial Ground Administration WG
16 – TOR Churchyard Maintenance WG
16 – TOR Leafield Community Telephone Box WG
16 – TOR Village Green Maintenance WG
19 – Existing lead councillors
20 – Delegation arrangements
21 – Arrangements
22 – Representation
23 – Inventory
24 – Asset register
25 – Delegated authority 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 – Subscriptions and memberships
33 – Contracts and agreements
34 – Scheduled payments
35 – Direct debits and standing orders
36 – Ordinary meetings
37 – Action plan
38 – Project list and priorities
40 – Statement of accounts
42 – IA certificate
42 – Final IA report
43 44 – AGAR
46 – Internal auditor
47 – Grants and donations
47 – Grants and Donations Policy
48 – Bank mandate
57 – Statement of accounts
59 – Reserves
60 – Payments and receipts
62 – Training opportunities