Annual Council Meeting – Wednesday 11 May 2022 – 8.15 pm, Leafield Village Hall

To all Members of the Council

You are hereby summoned to attend the Annual Council Meeting of Leafield Parish Council to be held at Leafield Village Hall on Wednesday 11 May 2022 at 20.15 hours for the purpose of transacting the following business.

Signed

Anne Ogilvie PSLCC

Clerk to Leafield Parish Council
05 May 2022

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
6. To receive apologies for absence
7. To receive declarations of interest regarding items on the agenda
8. To approve and sign minutes of the Council meeting on 13 April 2022
9. 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 per person
10. To receive reports from County and District Councillors
11. To create committees to carry out Council business and agree terms of reference
12. To appoint members to serve on committees
13. To review existing working groups and agree terms of reference
14. To create working groups required to carry out Council business and agree terms of reference
15. To appoint members to serve on working groups
16. To appoint lead councillors and agree terms of reference
17. To review and approve delegation arrangements with external committees and other local authorities
18. To review and approve delegation arrangements to staff
19. To review arrangements (including legal agreements) with other local authorities, not-for-profit bodies and businesses
20. To review representation on, or work with, external bodies and arrangements for reporting back to Council
21. To review and approve the inventory of land owned or maintained by Council
22. To review and approve the asset register
23. To review and approve the 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 maintenance and administration contracts and agreements, and agree actions
26. To review and adopt Standing Orders
27. To review and adopt 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, 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
30. To approve the Councillor code of conduct
31. To determine the time and place of ordinary meetings of the Council and committees up to and including the next Annual Council Meeting
32. To review Council’s expenditure incurred under s137 of the Local Government Act 1972, and note expenditure limit for 2022-2023
33. To receive and comment on the RFO’s review of the annual accounts to 31 March 2022
34. To approve the Statement of Accounts to 31 March 2022
35. To approve the bank reconciliation to 31 March 2022
36. To receive and comment on the internal audit report for the year ending 31 March 2022
37. To complete and sign the Annual Governance Statement for the year ending 31 March 2022
38. To approve and sign the Accounting Statements for the year ending 31 March 2022
39. To set the date for the commencement of the Exercise of Public Rights
40. To appoint an internal auditor for the current financial year
41. To approve the Scheduled Payments List and suppliers for the year to May 2023
42. To approve Direct Debits and Standing Orders for the year to May 2023
43. To approve grants and donations for the year to 31 March 2023
44. To review and approve the Action Plan for 2022-2023
45. To receive and comment on Clerk’s report

Policy and Finance

46. Finance update – To review and approve the finance update, to review and approve the bank reconciliation
47. Budget update – To review and approve the current year budget update
48. Reserves – To review and approve reserves and earmarked reserves
49. Payments and receipts – To ratify previous payments, review and approve current payments, to note current receipts
50. To instruct bank signatories to approve payments
51. To consider setting up a current account with Unity Trust Bank, and to agree users for the account
52. To ratify approval for Council application of grant from WODC for the village Jubilee celebration events

Recreation and Leisure

53. Playground – To receive regular playground inspection reports and agree actions
54. To receive updates regarding the Football Club portacabin request regarding grant application and agree actions
55. To receive Pavilion claim update and agree actions
56. To consider request to allow the Leafield Garage Sale to take place on the Village Green on Sunday 11 September from 8.30 am to 2pm, organiser to have insurance cover for the event

Environment

57. Speed Indication Device – To note that OCC have given permission to the council to supply and erect its own Speed Indication Device in consultation with OCC in accordance with any permissions/conditions as set by OCC (as per LGA 1972 s101 and Highways Act 1980 s274a)
58. To consider Village Green damage issues and agree actions

Planning

59. To comment on any planning applications received before date of meeting
60. To receive update of previous planning applications

Communications

61. Correspondence Register – To receive register and agree actions
62. To receive items for information only
    – Annual Parish Meeting

Meetings

63. To receive requests for items for 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 date, place and time for the next meeting

    02 – Chairman Acceptance of Office
    05 – Vice-Chairman Acceptance of Office
    13 – Working Group TOR – Burial Ground Administration
    13 – Working Group TOR – Churchyard Maintenance
    13 – Working Group TOR – Leafield Community Telephone Box
    13 – Working Group TOR – Village Green Maintenance
    21 22 – Asset Register
    24 – Subscriptions and memberships to other bodies
    25 – Maintenance and administration contracts and agreements
    26 – Standing Orders
    27 – Financial Regulations
    28 – Complaints Procedure
    28 – Compliments and Complaints Form
    28 – Habitual and Vexatious Complaints Policy
    29 – Policy and procedure list
    30 – Code of conduct
    31 – S137 review
    34 – Statement of Accounts to 31 March 2022
    37 38 – Annual Return Forms
    41 – Scheduled payments
    42 – Standing orders and direct debits
    45 – Clerk report
    51 – Unity Trust bank account