Parish Council Meeting – Wednesday 10 March 2021 at 8pm via Zoom

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 March 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/84804126455?
Meeting ID: 848 0412 6455
Passcode: 153121

Signed

Anne Ogilvie
Clerk to Leafield Parish Council 04 March 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

1. Welcome from the Chairman
2. To receive apologies for absence
3. To approve and sign minutes of Council meeting on 10 February 2021
4. To receive declarations of interest in items in the agenda
5. To receive and comment on Clerk’s report
6. To receive reports from District and County Councillors
7. 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

8. Budget update – To review and approve current year budget update
9. Reserves – To review the reserves
10. Finance update – To review and approve finance update
11. Payments and receipts – To review and approve current payments, to note current receipts
12. To instruct bank signatories to approve payments
13. To review and approve the Press and Media Policy
14. To review and approve the Complaints Procedure
15. To review and approve the Compliments and Complaints Form
16. To review and approve the Grants and Donations Policy
17. To review and approve the Asset Register
18. To review and approve the effectiveness of audit (2019/20)

Recreation and Leisure

19. Village Hall – To receive update from Cllr Pearce
20. Village Hall Car Park –
20.1 To approve the quote for the car park refurbishment in principle, subject to planning and funding
20.2 To agree actions to investigate loans and other funding
20.3 To identify urgent repairs required if motions 25.1 and 25.2 are not approved
21. Playground works – To receive update on project to consult, review and develop the playground, to include playground repairs and the reopening of the enclosed playground, and agree actions
22. Pavilion – To receive update regarding insurance claim and agree actions
23. Playing field – To consider request from a local football club to use the playing field for training and matches
24. Mobile catering vendor – To consider request from mobile catering vendor to have a trailer in Leafield

Environment

25. Churchyard –
25.1 To receive Working Party update from Cllr Hamilton
25.2 To receive update regarding the drainage issue from Cllr Russ and agree actions
26. Burial Ground Project
26.1 To receive update on progress of construction phase from Cllr Pearce and agree actions
26.2 To receive update on progress of consecration of plots from Cllr Russ and agree actions
26.3 To consider membership of BRAMM
27. Village Green – To receive Working Party update from Cllr Hamilton
28. Grass cutting contract –
28.1 To consider general area grass cutting quotations
28.2 To consider requesting first season cut of general area from McCracken & Son Ltd
28.3 To consider requesting first season cut of Churchyard from James Hearn Mowing
29. Lychgate –
29.1 To consider suspending Financial Regulation 10.3 to allow the consideration of the only quote received for the specialist repair works to the Lychgate
29.2 To consider the quotation received for repair works to the Lychgate and agree actions
29.3 To receive planning enquiry update and agree actions
29.4 To agree response regarding grant extension date
30. Climate action – To consider a project to investigate the feasibility of creating a new woodland/wild flower meadow/food forest within the parish
31. Red telephone box – To receive update regarding installation of the telephone box

Planning

32. To comment on any planning applications received before date of meeting
33. To receive update of previous planning applications

Communications

34. Correspondence Register – To receive register and agree actions
35. To receive items for information only

Next meeting

36. To receive requests for items for next agenda
37. To agree next ordinary council meeting – Wednesday 14 April 2021 via Zoom
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38. To consider whether to resolve under Section 1(2) of the Public Bodies (Admissions to Meetings) Act 1960 to exclude the press and public to protect the confidential nature of the following business to be transacted
39. To discuss Civic Protocols
40. To consider Clerk annual salary review (from April)
41. To consider overtime for Clerk to allow completion of current project work to timescales required

Papers

5. Clerk report
8. Budget update
10. Bank reconciliation
12. Receipts and payments
13. Press and Media Policy
14. Complaints Procedure
15. Compliments and Complaints Form
16. Grants and Donations Policy
17. Asset Register
18. Internal audit review of effectiveness

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