Parish Council Meeting – Wednesday 02 March 2022

To all Members of the Council

You are hereby summoned to attend a Meeting of Leafield Parish Council to be held at Leafield Village Hall on Wednesday 02 March 2022 at 20.30 hours for the purpose of transacting the following business.


Anne Ogilvie PSLCC

Clerk to Leafield Parish Council
24 February 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.


  1. Welcome from the Chairman
  2. To determine whether to reinstate the delegation of authority to the Clerk (resolved at the meeting on 08 December 2021, 12 January 2022 and 09 February 2022) at the closure of the council meeting
  3. To receive apologies for absence
  4. To approve and sign minutes of the Council meeting on 09 February 2022
  5. To receive declarations of interest in items in the agenda
  6. To consider the viability of the council due to low councillor numbers
  7. To receive and comment on Clerk’s report
  8. To receive reports from District and County Councillors
  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

Policy and Finance

  1. Budget update – To review and approve the current year budget update
  2. Virements – To review and approve the virement schedule
  3. Reserves – To review and approve the reserves
  4. Finance update – To review and approve the finance update, to review and approve the bank reconciliation
  5. Payments and receipts – To review and approve current payments, to note current receipts
  6. To instruct bank signatories to approve payments
  7. Community Engagement Survey – to receive update regarding Community Engagement Survey and agree actions (deferred from December meeting)
  8. To review and approve the Reserves Policy
  9. To review and approve the Expenses Policy
  10. To review and approve the Staff Recruitment and Retention Policy
  11. To review and approve the Grants and Donations Policy
  12. To review and approve Gifts and Hospitality Register guidelines
  13. To consider delegating Civic Protocol Procedures Policy to the Clerk
  14. To consider funding request from West Oxfordshire Community Transport
  15. To receive asset inspection report from Cllr Russ and agree actions
  16. To review and approve the asset register
  17. To consider arrangements for staff appraisal and pay review

Recreation and Leisure

27. Playground –
27.1    To receive regular playground inspection reports and agree actions
27.2    To consider request from Sustainable Leafield to plant wildflower seeds around some of the  outer edges of the enclosed playground and agree actions
27.3    To approve Clerk to arrange the annual independent playground safety inspection

  1. To consider Football Club request regarding grant application, receive updates, and agree actions
  2. To receive update from Cllr Butler regarding Platinum Jubilee activities and agree actions


  1. To comment on any planning applications received before date of meeting
  2. To receive update of previous planning applications


  1. Correspondence Register – To receive register and agree actions
  2. To receive items for information only


  1. 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.
  2. To consider date, time and venue for the Annual Parish Meeting and agree actions
  3. To confirm date, place and time for the next meeting

00 – Documents for approval
07 – Clerk Report
10 – Budget Update
11 – Virement Report
12 – Suggested EMR report
13 – Finance Update
14 – Payments and Receipts
17 – Reserves Policy
18 – Expenses Policy
19 – Staff Recruitment and Retention Policy
20 – Grants and Donations Policy
21 – Gifts and Hospitality Register Guidelines
23 – Bus service grant request
23 – Bus service grant request
25 – Asset register
27.1 – Play area report

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