To all Members of the Council
You are hereby summoned to attend a Meeting of Leafield Parish Council to be held as a video conference on Wednesday 10 February 2021 at 20.00 hours for the purpose of transacting the following business.
To attend the Zoom meeting please click on the link below
https://us02web.zoom.us/j/85164492530?
Meeting ID: 851 6449 2530
Passcode: 760391
Signed
Anne Ogilvie
Clerk to Leafield Parish Council 05 February 2021
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
- Welcome from the Chairman
- To receive apologies for absence
- To approve and sign minutes of Council meeting on 13 January 2021
- To receive declarations of interest in items in the agenda
- To receive and comment on Clerk’s report
- To receive reports from District and County Councillors
- 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
- Budget update – To review and approve current year budget update
- Reserves – To review the reserves, and review and approve the allocation of earmarked reserves
- Budget virement – To review and approve the budget virement report
- Finance update – To review and approve finance update
- Payments and receipts – To review and approve current payments, to note current receipts
- To instruct bank signatories to approve payments
- To review and approve Standing Orders
- To review and approve Financial Regulations
- To review and approve the Document Storage, Retention and Destruction Policy
- To review and approve the Security Incident Response Policy
- To review and approve the Privacy Policy
- To review and approve the Requests for Information Policy
- To review and approve the Co-option Policy
- To review and approve the Business Continuity Policy
- To review and approved revised Internal Check List form
- To receive and comment on Asset Inspection Report of inspection on 29 January 2021
Recreation and Leisure
- Village Hall – To receive update from Cllr Pearce
- Village Hall Car Park – To receive update from Cllr Caunt and agree actions
- Playground works
26.1 To consider quotation received for replacement basket seat and agree actions
26.2 To consider quotation received for playground repairs as requested at the Council meeting of 09 December 2020 and agree actions
Environment
- Churchyard –
27.1 To receive Working Party update from Cllr Hamilton
27.2 To consider request from the Church regarding the flooding and drainage issues in the closed churchyard and discuss options - Burial Ground Project
28.1 To receive update on progress of construction phase from Cllr Pearce and agree actions
28.2 To receive update on progress of consecration of plots from Cllr Russ and agree actions
28.3 To receive update on administration processes and website page - Village Green – To receive Working Party update from Cllr Hamilton
- Grass cutting contract – To consider obtaining quotes for grass cutting contract for 2021
- Climate Action Day for Parish and Town Councils – To decide whether to participate at a Climate Action Day delivered by the Centre for Sustainable Energy
- Lychgate – To consider next actions required regarding the repairs
- Wildflower areas – To consider the request for the creation of wildflower areas in the closed churchyard, and a wildflower strip and orchard by the enclosed playground
- Red telephone box – To consider actions required to prepare for the installation of the telephone box
Planning
- To comment on planning applications received:
35.1 20/03529/HHD – 25 Chapel Close, Leafield – Erection of a single storey front and a two storey rear extension
Comment deadline – 12 February 2021 - To comment on any planning applications received before date of meeting
- To receive update of previous planning applications
Communications
- Correspondence Register – To receive register and agree actions
- To receive items for information only
39.1 Temporary road closure and “no waiting” restriction at Finstock, B4022 Witney Road to facilitate carriageway patching works from 12 to 15 April 2021, diversion route is via Leafield
Next meeting
- To receive requests for items for next agenda
- To agree next ordinary council meeting – Wednesday 10 March 2021 via Zoom
Papers for meeting
5. Clerk report
8. Budget update
9. Reserves update
10. Budget virement
11. Bank reconciliation
12. Payment schedule
14. Draft Standing Orders
15. Draft Financial Regulations
16. Draft Document Storage, Retention and Destruction Policy
17. Draft Security Incident Response Policy
18. Draft Privacy Policy
19. Draft Requests for Information Policy
20. Draft Co-option Policy
21. Draft Business Continuity Policy
22. Draft Internal Check List
23. Asset inspection report
31. Climate Action Day for Parish and Town Councils
39.1 – Road closure notice
39.1 – Road closure plan 1
39.2 – Road closure plan 2