Annual Council Meeting – Tuesday 14th May, 7.00 pm, at Leafield Village Hall

The next Parish Council meeting is on Tuesday 14th May 2024, 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 09 April 2024
  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 review the existing committees and review their terms of reference
  12. To create new committees and agree their terms of reference
  13. To appoint members to serve on the committees
  14. To review the existing working groups and review their terms of reference
  15. To create new working groups and review their terms of reference
  16. To appoint members to serve on the working groups
  17. To appoint lead councillors and agree their terms of reference
  18. To review delegation arrangements with external committees and other local authorities
  19. To review arrangements (including legal agreements) with other local authorities, not-for-profit bodies and businesses
  20. To review the representation on, or work with, external bodies and arrangements for reporting back to Council, and appoint Council representatives as appropriate
  21. To review and approve the inventory of land owned or maintained by the Council
  22. To review and approve the asset register
  23. To review and approve the delegation arrangements to officers
  24. To review and adopt the Standing Orders
  25. To review and adopt the Financial Regulations
  26. To review and approve the Council’s complaints procedures
  27. 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
  28. To approve the Councillor Code of Conduct
  29. To review and approve the Council’s insurance policy and renewal agreement
  30. To review and approve the Council and staff subscriptions and memberships to other bodies
  31. To review and approve the maintenance and administration contracts and agreements, and agree actions
  32. To review and approve the Scheduled Payments List and suppliers for the year to May 2025
  33. To approve the direct debits and standing orders for the year to May 2025
  34. To determine the time and place of ordinary meetings of the Council and its committees up to and including the next Annual Council Meeting
  35. To review and approve the Action Plan for 2024-2025
  36. To receive and comment on the RFO’s review of the annual accounts to 31 March 2024
  37. To approve the Statement of Accounts to 31 March 2024
  38. To approve the bank reconciliations to 31 March 2024
  39. To receive and comment on the internal audit report for the year ending 31 March 2024
  40. To complete and sign the Annual Governance Statement for the year ending 31 March 2024
  41. To approve and sign the Accounting Statements for the year ending 31 March 2024
  42. To set the date for the commencement of the Exercise of Public Rights
  43. To consider the internal auditor arrangement for the current financial year and agree actions
  44. To approve grants and donations for the year to 31 March 2025
  45. To receive and comment on the Clerk’s report

Recreation and Leisure

  1. Playground – To receive regular playground inspection reports and agree actions
  2. Village Hall –
    47.1 To receive an update regarding the CIO from the Village Hall Management Committee and agree actions
    47.2  To receive an update regarding the Village Hall extension plans and agree actions
    47.3  To receive an update regarding the Village Hall drains
    47.4  To note the receipt of Terms of Business documents from the solicitor managing the Village Hall lease on behalf of the Council and agree actions
  3. Village Hall Car Park –
    48.1 To receive quotations for the creation of a tarmacked surface from the car park entrance to the Village Hall and agree actions
    48.2  To receive quotations for the creation of a tarmacked path from the car park entrance to the Pavilion and agree actions
    48.3  To note the concern raised regarding the dog signage and agree actions
  4. Football Club changing facilities – To receive an update regarding the portacabins and agree actions
  5. Pavilion – To receive an update regarding the insurance claims

Churchyard and Burial Ground

  1. Burial ground grass
    51.1 To consider reseeding an area of the burial ground as the grass has died over the winter and agree actions
    51.2 To consider obtaining professional advice regarding drainage options for the burial ground and agree actions
  2. Burial ground administration – To consider the burial ground regulations and administration and agree actions
  3. Churchyard maintenance – To consider the current grass cutting and maintenance contract for the churchyard and agree actions

Community

  1. To consider a request from the Charity Tractor Run to park the tractors on the Village Green during the tractor run on 09 June and agree actions

Planning

  1. 24/01019/HHD – Works to include demolition of walling to create vehicular access onto the highway and provision of parking area
    2 Witney Lane, Leafield – comment by 24 May 2024
  2. APP/D3125/W/24/3338933 (23/02245/FUL) – Demolition of the existing garage, bungalow, associated buildings and hardstanding. Construction of seven dwellings with associated works
    Wychwood Garage, Fairspear Road, Leafield – comment by 30 May 2024
  3. To comment on any planning applications received before the date of the meeting
  4. To receive an update of previous planning applications

Administration and Finance

  1. Finance update – To review and approve the finance update, to review and approve the bank reconciliation
  2. Budget update – To review and approve the budget update
  3. Reserves update – To review and approve the reserves
  4. Payments and receipts – To ratify previous payments, to review and approve current payments, to note current receipts
  5. To instruct bank signatories to approve the payments
  6. To consider training options for councillors and the Clerk and agree actions

Communications

  1. Correspondence Register – To receive the correspondence register and agree actions
  2. To receive items for information only

Meetings

  1. To receive requests for items for the next agenda, and note that motions for inclusion on the next agenda, and background papers (including quotations), must be received by the Clerk at least one week before the next meeting
  2. To confirm the date, place and time for the next meeting11 – Existing committees
    11 – TOR – Internal committee
    14 – Existing working groups
    14 – TOR – Playground refurbishment
    14 – TOR – Burial ground administration
    14 – TOR – Churchyard maintenance
    14 – TOR – Community telephone box
    14 – TOR – Village Green maintenance
    17 – Existing lead councillors
    18 – Delegation arrangements
    19 – Arrangements
    20 – Representation
    21 – Inventory of land
    22 – Asset register
    23 – Delegation to officers
    24 – Standing orders
    25 – Financial regulations
    26 – Complaints procedure
    26 – Habitual or vexatious complaints policy
    27 – Policy and procedure review list
    28 – Code of conduct
    29 – Insurance policy
    30 – Subscriptions and memberships
    31 – Maintenance and administration contracts and arrangements
    32 – Scheduled payments
    33 – Standing orders and direct debits
    34 – Ordinary meetings
    35 – Action plan
    37 38 – Statement of accounts, bank reconciliation to 31 March 2024
    39 – Internal audit report
    39 – AGAR – Internal audit section
    40 – Annual governance statement
    41 – Accounting statements
    43 – Internal auditor for current year
    44 – Grants and donations policy
    45 – Clerk report
    51.1 – Burial ground reseeding
    53 – Churchyard maintenance
    53 – Biodiversity duties
    59 – Finance update, bank reconciliation
    62 – Payments and receipts
    64 – Training opportunities

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