Annual Council Meeting – Wednesday 10th May at 8.15 pm

The next Parish Council meeting, the Annual Council Meeting, is on Wednesday 10th May 2023, at 8.15 pm, at Leafield Village Hall. The meeting is open 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 Chairman of the Council
2. To receive the Acceptance of Office of the Chairman
3. Welcome from the Chairman
4. To elect the Vice-Chairman of the Council
5. To receive the Acceptance of Office of the Vice-Chairman of the Council
6. To approve the signing of the Declaration of Acceptance of Office by 13 June 2023 of those councillors unable to attend this meeting
7. To note that as the number of persons elected is two seats short of the number of seats on the Council, the newly elected Council is required to co-opt two persons to fill the remaining vacancies within 35 working days of the date of election (26 June). To note that if the Council does not co-opt by that date the District Council has the power to order a further election
8. To receive apologies for absence
9. To approve and sign the minutes of the Council meeting on 12 April 2023
10. To receive declarations of interest from Members regarding items on the agenda
11. 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
12. To receive reports from County and District Councillors
13. To approve that from 10 May 2023 until the next relevant Annual Meeting of the Council that the Council is eligible to use and adopt the General Power of Competence (Localism Act 2011, ss1-8) as the total number of elected councillors is greater than two-thirds of the total number of seats on the Council, and the Council has a qualified Clerk as defined by the Parish Councils (General Power of Competence) (Prescribed Conditions) Order 2012, sch 2
14. To review the existing committees and review their terms of reference
15. To create committees and agree their terms of reference
16. To appoint members to serve on the committees
17. To review the existing working groups and review their terms of reference
18. To create working groups and agree their terms of reference
19. To appoint members to serve on the working groups
20. To appoint lead councillors and agree their terms of reference
21. To review delegation arrangements with external committees and other local authorities
22. To review arrangements (including legal agreements) with other local authorities, not -for-profit bodies and businesses
23. To review representation on, or work with, external bodies and arrangements for reporting back to Council, and appoint Council representatives as appropriate
24. To review and approve the inventory of land owned or maintained by the Council
25. To review and approve the asset register
26. To review and approve delegation arrangements to officers
27. To review and adopt the Standing Orders
28. To review and adopt the Financial Regulations
29. To review and approve the Council’s complaints procedures
30. 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 policies and procedures
31. To approve the Councillor Code of Conduct
32. To review and approve the Council’s insurance policy and renewal agreement
33. To review and approve the Council and staff subscriptions and memberships to other bodies
34. To review and approve the maintenance and administration contracts and agreements, and agree actions
35. To review and approve the Scheduled Payments List and suppliers for the year to May 2024
36. To approve the direct debits and standing orders for the year to May 2024
37. To determine the time and place of ordinary meetings of the Council and its committees up to and including the next Annual Council Meeting
38. To review and approve the Action Plan for 2023-2024
39. To review the Council’s expenditure incurred under s137 of the Local Government Act 1972, and note expenditure limit for 2023-2024
40. To receive and comment on the RFO’s review of the annual accounts to 31 March 2023
41. To approve the Statement of Accounts to 31 March 2023
42. To approve the bank reconciliations to 31 March 2023
43. To receive and comment on the internal audit report for the year ending 31 March 2023
44. To complete and sign the Annual Governance Statement for the year ending 31 March 2023
45. To approve and sign the Accounting Statements for the year ending 31 March 2023
46. To set the date for the commencement of the Exercise of Public Rights
47. To appoint the internal auditor for the current financial year
48. To approve grants and donations for the year to 31 March 2024
49. To receive and comment on the Clerk’s report

Recreation and Leisure

50. Playground
    1 To receive regular playground inspection reports and agree actions
    50.2   To consider options and quotations for playground fence repairs for the enclosed playground and agree actions (deferred from the April meeting)
    50.3   To consider options and quotations for new playground gates for the enclosed playground and agree actions
51. CCTV – To consider the quotation for the installation of a larger capacity hard drive for the Village Hall CCTV and agree actions

Environment

52. Coronation Events – To receive an update about Coronation Event activities and Big Help Out Activities and agree actions

Planning

53. To comment on any planning applications received before the date of the meeting
54. To receive an update of previous planning applications

Administration and Finance

55. Finance update – To review and approve the finance update, to review and approve the bank reconciliation
56. Budget update – To review and approve the budget update
57. Reserves – To review and approve the reserves
58. Payments and receipts – To ratify previous payments, to review and approve current payments, to note current receipts
59. To instruct bank signatories to approve payments
60. To consider training options for Clerk and Council in 2023 and agree actions

Communications

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

Meetings

63. 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
64. To confirm the date, place and time for the next meeting

 

02 – Acceptance of Office
05 – Acceptance of Office
13 – General power of competence
14 – Existing committees
14 – Committee – TOR – Internal committee
17 – Existing working groups
17 – Working group – TOR – Village Green maintenance
17 – Working group – TOR – Burial ground administration
17 – Working group – TOR – Churchyard maintenance
17 – Working group – TOR – Leafield community telephone box
20 – Existing lead councillors
21 – Delegation arrangements
22 – Arrangements
24 – Inventory of land
25 – Asset register
26 – Schedule
27 – Standing orders
28 – Financial regulations
29 – Complaints procedure
29 – Compliments and complaints form
29 – Habitual or vexatious complaints policy
30 – Overview list
31 – Code of conduct
32 – Insurance policy
33 – Subscriptions and memberships
34 – Contracts and agreements
35 – Scheduled payments
36 – Direct debits and standing orders
38 – Action plan
39 – s137 review
41 – Statement of accounts
43 – Annual internal audit report
43 – Internal audit report
44 – Annual governance statement
45 – Accounting statements
49 – Clerk report
55 – Finance update
58 – Payments and receipts