UPDATE – MEETING CANCELLED – Parish Council Meeting – Wednesday 12 October 2022


Unfortunately the October meeting of the Council has been cancelled.  The next meeting will be on Wednesday 09 November 2022


Date: Wednesday 12 October 2022

Time: 8.15 pm

Place: Leafield Village Hall


  1. To elect the Chairman of the Council
  2. To receive the Acceptance of Office of the Chairman
  3. Welcome from the Chairman
  4. To receive apologies for absence
  5. To approve and sign the minutes of the Council meeting on 10 August 2022
  6. To receive declarations of interest in items on the agenda
  7. To receive and comment on the Clerk’s report
  8. To receive reports from District and County Councillors
  9. 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 five minutes per person

Policy and Finance

  1. Finance update – To review and approve the finance update, to review and approve the bank reconciliation
  2. Budget update – To review and approve the budget update
  3. Reserves update – To review and approve the general reserves and earmarked reserves
  4. Payments and receipts – To review and approve current payments, to note current receipts
  5. To instruct bank signatories to approve payments
  6. To consider the draft Action Plan for 2023-2024 and agree actions
  7. To consider the draft budget for 2023-2024 and agree actions
  8. To review and approve the Health and Safety Policy
  9. To review and approve the Document Storage, Retention and Destruction Policy
  10. To review and approve the Co-option Policy
  11. To review and approve the Business Continuity Policy
  12. To consider the asset inspection report and agree actions (deferred from August meeting)
  13. To consider whether to opt out of the SAAA central external auditor appointment arrangements and agree actions
  14. To note External Auditor report – 2021-2022 and agree actions
  15. To review the effectiveness of the 2021-2022 internal audit and agree actions
  16. To consider the insurance renewal quote and agree actions
  17. To approve the new Code of Conduct

Recreation and Leisure

  1. Playground – To receive regular playground inspection reports and agree actions
  2. Playing field

28.1    To consider a request from the Football Club for the cost of the sand needed to fill in cracks in the playing field area and agree actions

28.2    To consider a request from the Football Club for the cost of fuel for mowing the playing field area and agree actions

28.3    To consider charging information received from WODC regarding bins and agree actions

  1. Village Hall Car Park

29.1    To consider quotations for resurfacing the car park entrance, and agree actions (deferred from August meeting)

29.2    To consider the request from some residents to improve the Village Hall car park surface by installing a path from the car park entrance to the Village Hall and agree actions

29.3    To consider engaging a solicitor to draw up the lease agreement with the Football Club for the temporary siting of a changing room portacabin on a portion of the Village Hall car park following the meeting in August between representatives of the Football Club and the Parish Council and agree actions

29.4    To consider an agreement with the Village Hall regarding “chargeable household waste collection” bin contract


  1. Village Green – To receive an update from the Village Green Working Group and agree actions
  2. Tree survey – to consider the tree survey report and agree actions
  3. Winter planning – to consider Council activities to aid the local community this winter
  4. Christmas Tree on Village Green – To consider contacting last year’s organisers to confirm agreements and requirements regarding risk assessments and insurance
  5. Churchyard and burial ground – To consider contacting the Church regarding arrangements for current burials in the Churchyard
  6. Neighbourhood Plan – To consider whether to create a Neighbourhood Plan for the parish


  1. 22/02543/FUL – Change of use of land to extend natural burial ground – Fairspear Natural Burial Ground, Fairspear Road, Leafield – comment by 12 October 2022
  2. To comment on any planning applications received before date of meeting
  3. To receive update of previous planning applications


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

40.1    WODC Cabinet meeting, 16 November at 2pm – Chipping Norton Town Hall


  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 confirm date, place and time for the next meeting

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