Parish Council Meeting – Tuesday 9th April, 7pm, at Leafield Village Hall

The next Parish Council meeting is on Tuesday 9th April 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.


  1. Welcome from the Chairman
  2. To receive apologies for absence
  3. To approve and sign the minutes of the Council meeting on 13 February 2024
  4. To receive declarations of interest from Members regarding items on the agenda
  5. To consider the co-option of a new councillor
  6. Opportunity for the public to speak – 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
  7. To receive a short presentation from the Windrush Infrastructure Neighbourhood Group regarding the proposed house building in north Witney
  8. To consider supporting a parish council collaboration group regarding the Witney West End Link and agree actions
  9. To receive reports from County and District Councillors
  10. To receive and comment on the Clerk’s report

Recreation and leisure

11. Playground
11.1 To receive regular playground inspection reports and agree actions
11.2 To consider appointing a contractor to carry out playground repair works and agree actions
11.3 To delegate authority to the Clerk to arrange the annual independent playground inspection
11.4 To consider retaining Pampered Paddocks as the preferred grass cutting contractor for the playground for this financial year

12. Village Hall
12.1 To receive an update regarding the CIO from the Village Hall Management Committee and agree actions
12.2 To receive an update regarding the Village Hall extension plans and agree actions
12.3 To consider delegating authority to a working group to agree the principal terms of the new Village Hall lease with the Village Hall committee and agree actions

13. Village Hall Car Park
13.1 To receive quotations for the car park barrier removal and agree actions
13.2 To review the preferred contractor agreement for the Village Hall car park pothole repairs and agree actions
13.3 To ratify the extra Village Hall car park works to improve the car park surface

14. Football Club changing facilities – To receive an update regarding the portacabins and agree actions

15. Pavilion
15.1 To receive an update regarding the insurance claims
15.2 To note that the insurer has agreed for the car damage repair works to proceed and agree actions
15.3 To ratify the instruction to the contractor approved by the insurer for the car damage repairs to carry out the works


16. To receive the quotation from OCC for verge posts in Lower End and agree actions

17. To consider a request to clear the overgrown path near the school and agree actions

Churchyard and Burial Ground

18. To ratify the renewal of the Garden Waste Licence


19. 24/00632/FUL – Demolition of the existing garage, bungalow, associated buildings and hardstanding. Construction of five dwellings with associated works.
Wychwood Garage, Fairspear Road, Leafield – comment by 10 April 2024

20. To comment on any planning applications received before the date of the meeting

21. To receive an update of previous planning applications

22. To receive an update regarding potential housing sites in the Local Plan 2041 and agree actions

Administration and Finance

23. Finance update – To review and approve the finance update, to review and approve the bank reconciliation

24. Reserves
24.1 To review and approve the reserves
24.2 To agree the earmarked and general reserves for the financial year

25. Payments and receipts – To ratify previous payments, to review and approve current payments, to note current receipts

26. To instruct bank signatories to approve payments

27. To receive the report of the internal financial check carried out on 05 March 2024 and agree actions

28. To note the date, time and format of the Annual Parish Meeting and agree actions

29. To consider a grant request from West Oxfordshire Community Transport and agree actions

30. To review and approve the 2024-2025 Action Plan


31. Correspondence Register – To receive the correspondence register and agree actions

32. To receive items for information only


33. 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

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


35. To consider whether to resolve under Section 1(2) of the Public Bodies (Admission to Meetings Act) 1960 to exclude the press and public to protect the confidential nature of the business to be transacted during consideration of the following item

36. To consider and approve the Pension Discretionary Policy

03 – Meeting minutes
12.3 – Village Hall lease working party report
12.3 – Working Group terms of reference
15 – Pavilion car damage insurance claim report
22 – Local Plan consultation summary report
24.1 – Reserves
24.2 – Earmarked reserves report
25 – Payments and receipts
27 – Internal financial check report
29 – WOCT grant request
30 – Action Plan

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