The next Parish Council meeting is on Tuesday 13th February 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. Welcome from the Chairman
2. To receive apologies for absence
3. To approve and sign the minutes of the Council meeting on 10 January 2024
4. To receive declarations of interest from Members regarding items on the agenda
5. 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 5 minutes per person
6. To receive reports from County and District Councillors
7. To receive and comment on the Clerk’s report
Recreation and Leisure
8. Playground
8.1 To receive regular playground inspection reports and agree actions
8.2 To receive quotations for the replacement fence and gates for the enclosed playground and agree actions
Village Hall
9.1 To receive an update regarding the CIO from the Village Hall Management Committee and agree actions
9.2 To consider the quotations received from solicitors regarding the new Village Hall lease and agree actions
9.3 To receive an update regarding the Village Hall drainage issues and agree actions
10. Village Hall Car Park – To receive quotations for the car park barrier replacement and agree actions
11. Football Club changing facilities – To receive an update regarding options for the Football Club changing facilities and actions
Environment
12. To receive an update regarding verge posts in Lower End and agree actions
13. To consider installing cycle hoops and agree actions
Churchyard and Burial Ground
14. Churchyard wall repairs
14.1 To receive quotations for the churchyard wall repairs and agree actions
14.2 To consider contacting local colleges and organisations to offer them usage of the internal churchyard and burial ground walls for stonewalling training and agree actions
15. To receive the 2023 baseline habitat survey report for the churchyard and burial ground and agree actions
16. To agree the reduction in height or removal of the monolith tree in the churchyard (part of the contracted tree works)
Planning
17. To comment on any planning applications received before the date of the meeting
18. To receive an update of previous planning applications
Administration and Finance
19. Finance update – To review and approve the finance update, to review and approve the bank reconciliation
20. Budget update – To review and approve the budget update
21. Reserves – To review and approve the reserves
22. Payments and receipts – To ratify previous payments, to review and approve current payments, to note current receipts
23. To instruct bank signatories to approve payments
24. To review and approve the policies and procedures as per appendix 1
25. To write a letter authorising the Clerk to request copies of and/or obtain legal documents pertaining to Leafield Parish Council held by Lee Chadwick Solicitors
26. To consider renewing the annual CFO membership from 01 April 2024 and agree actions
27. To consider the current meeting structure and agree actions
Communications
28. Correspondence Register – To receive the correspondence register and agree actions
29. To receive items for information only
Meetings
30. 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
31. To confirm the date, place and time for the next meeting
Appendix 1
07 – Clerk report
13 – Cycle stand report
19 – Statement of accounts
20 – Budget update
21 – Reserves update
22 – Payments and receipts
24 – Sickness and absence policy
24 – Training and development policy
24 – Disciplinary and grievance policy
24 – Equal opportunities policy
24 – Health and safety policy
24 – Privacy notice
24 – Privacy notice – staff, councillors, role holders
24 – Document storage, retention and destruction policy
24 – Co-option policy
24 – Business continuity policy
24 – Security incident response policy
24 – Privacy policy
24 – Requests for information policy
24 – Grants and donations policy
24 – Freedom of information scheme
24 – Staff recruitment and retention policy
24 – Expenses policy
24 – Gifts and hospitality register guidelines
24 – Reserves policy
24 – Data protection policy
24 – Dignity at work policy
24 – Internet banking payment procedure
24 – Internal financial control policy
24 – Debit card policy