Annual Council Meeting – Wednesday 05 May 2021 at 8pm via Zoom

To all Members of the Council

You are hereby summoned to attend the Annual Council Meeting of Leafield Parish Council to be held as a video conference on Wednesday 05 May 2021 at 20.00 hours for the purpose of transacting the following business.

To attend the Zoom meeting please click on the link below
Meeting ID: 827 8000 0319
Passcode: 459004


Anne Ogilvie
Clerk to Leafield Parish Council          28 April 2021

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.


1. To elect the Chairman of the Council
2. To receive Acceptance of Office of the Chairman
3. Welcome from the Chairman
4. To receive apologies for absence
5. To elect the Vice Chairman of the Council
6. To receive declarations of interest from Members regarding items on the agenda
7. To approve and sign minutes of meeting on 26 April 2021
8. Opportunity for the public to speak – to provide members of the press/public 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 person.
9. To review existing committees and agree terms of reference
10. To create committees required to carry out Council business and agree terms of reference
11. To appoint Members to serve on committees
12. To review existing working groups and agree terms of reference
13. To create working groups required to carry out Council business and agree terms of reference
14. To appoint members to serve on working groups
15. To review and approve delegation arrangements to external committees and other local authorities
16. To review and approve delegation arrangements to staff
17. To review arrangements (including legal agreements) with other local authorities, not-for-profit bodies and businesses
18. To review and adopt Standing Orders
19. To review and adopt Financial Regulations
20. To review representation on, or work with, external bodies and arrangements for reporting back to Council
21. To review and approve inventory of land owned or maintained by the Council
22. To review and approve the asset register
23. To review and approve council insurance policy and renewal agreement
24. To review and approve Council’s and staff subscriptions and memberships to other bodies
25. To review and approve Council’s complaints procedure
26. To review and approve dates of review of all Council policies, procedures and notices to include the Council’s policies, procedures 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 policies and procedures
27. To review Council’s expenditure incurred under s137 of the Local Government Act 1972, and note expenditure limit for 2021-2022
28. To approve adoption of the Councillor code of conduct
29. To appoint an internal auditor for the current financial year
30. To receive and comment on RFO’s review of annual accounts to 31 March 2021
31. To receive and comment on the internal audit report for the year ending 31 March 2021
32. To approve and sign the Annual Governance Statement for the year ending 31 March 2021
33. To approve and sign the Accounting Statements for the year ending 31 March 2021
34. To set the date for the commencement of the Exercise of Public Rights
35. To approve Scheduled Payments List for year to 31 March 2022
36. To approve grants and donations for year to 31 March 2022
37. To approve list of regular Standing Orders and Direct Debit payments
38. To receive and comment on Clerk’s report
39. Reserves – to review the reserves and review and approve the earmarked reserves
40. Finance update – to review and approve finance update
41. Payments and receipts – to review and approve current payments, and note current receipts
42. To instruct bank signatories to approve payments
43. Planning application for comment – 21/00869/FUL – Fairspear Hill Farm, Fairspear Road, Leafield – Erection of agricultural building
Comment deadline – 19 May 2021
44. To comment on any planning applications received before date of meeting
45. To receive update of previous planning applications
46. Correspondence Register – to receive register and agree actions
47. To receive items for information only
48. To receive requests for items for the next agenda, and note that items for the next agenda must be received at least one week before the next meeting
49. To consider options for holding council meetings and making decisions from 07 May 2021 and agree actions
50. To determine the time and place of ordinary meetings of the Council and committees up to and including the next Annual Council Meeting


02 – Chairman Acceptance of Office
05 – Vice-Chairman Acceptance of Office
18 – Draft Standing Orders
19 – Financial Regulations
21 22 – Asset Register
23 – Insurance policy and renewal
24 – Subscriptions to other bodies
25 – Complaints Procedure
25 – Compliments and Complaints Form
26 – Policy and procedure list
27 – S137 review
28 – Councillor code of conduct
35 – Scheduled payments list
37 – Standing Orders and Direct Debits
38 – Clerk report
39 – Earmarked reserves
40 – Finance update
49 – Council meeting options
49 – Council meeting options
49 – Council meeting options

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