Parish Council Meeting – Wednesday 13 October 2021

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 13 October 2021 at 20.15 hours for the purpose of transacting the following business.


Anne Ogilvie PSLCC
Clerk to Leafield Parish Council                 08 October 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.


1. Welcome from the Chairman
2. To receive apologies for absence
3. To approve and sign minutes of the Council meeting on 08 September 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. To ratify insurance renewal, and decide whether to add gate/fence/wall damage to policy
9. Budget update – To review and approve current year budget update
10. Reserves – To review the reserves
11. Finance update – To review and approve finance update, to review and approve bank reconciliation
12. Payments and receipts – To review and approve current payments, to note current receipts
13. To instruct bank signatories to approve payments
14. To approve the crediting back of the uncleared payment from 2020 on the accounts
15. To consider obtaining strategy ideas and views from the public regarding council activities and agree actions
16. To consider draft Action Plan for 2022-23 and agree actions
17. To review and approve updated Co-option Policy
18. To review and approve Co-option Form
19. To review and approve Business Continuity Policy
20. To review and approve Councillor Job Description
21. To note receipt of the External Auditor Report and Certificate for 2020-21 and note comments
22. To note that the Notice of Conclusion of Audit for 2020-21 has been uploaded to the website and posted on the noticeboard
23. To review and approve the Effectiveness of Audit – 2020-2021

Recreation and Leisure

24. Playground –
24.1 To receive regular playground inspection reports and agree actions
24.2 To receive update following recent repair works and agree actions
24.3 To receive quotation from RPM Ltd for alternative safety surface and agree actions
25. Pavilion – To receive update regarding insurance claims and agree actions
26. CCTV/security system for the Village Hall and Pavilion – To consider quotations received for a new CCTV/security system and agree actions
27. Village Hall Carpark –
27.1 To consider quotations for bollards between the path to the side of the Village Hall (that leads to the pre-school) and the large hedge to prevent unauthorised vehicle access to the playing field, and agree actions
27.2 To delegate authority to the Clerk to arrange installation of bollards and purchase of necessary items to an agreed expenditure limit
27.3 To delegate authority to the Clerk for the purchase and installation of warning signage on car park gates (when installed) to an agreed expenditure limit


28. Lychgate – To consider quotations for Heritage Statement for Listed Building Consent and agree actions
29. Speed indication devices –
29.1 To consider obtaining quotations for speed indication devices and agree actions
29.2 To consider applying for grant from OCC Councillor Priority Fund to aid the purchase of speed indication devices
30. To consider obtaining quotations and planning consents for an electrical connection on the Village Green and agree actions


31. 21/02888/LBC – Replacement roof covering using the original slates where possible and to replace all windows with new solid wood framed double glazed units – The Leazings, Witney Lane, Leafield – comment by 19 October 2021
32. 21/03257/FUL – Erection of three agricultural buildings – Fairspear Hill Farm, Fairspear Road, Leafield – comment by 28 October 2021
33. To comment on any planning applications received before date of meeting
34. To receive update of previous planning applications
35. To consider how planning applications are reviewed by council and agree actions


36. Correspondence Register – To receive register and agree actions
37. To receive items for information only


38. 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.
39. To confirm date, place and time for the next meeting


00 – Documents for approval – notes
05 – Clerk report to October 2021
09 – Budget update
10 – Earmarked reserves
11 – Finance update
12 – Payments and receipts schedule
14 – Uncleared payments report
16 – Draft Action Plan
16 – Action Plan – Clerk’s notes
17 – Co-option Policy
18 – Co-option Form
19 – Business Continuity Policy
20 – Councillor job description
21 – External auditor report and certificate
22 – Notice of Conclusion of Audit
23 – Internal audit review of effectiveness
24 – Play area inspection
24 – Play area action list
26 – CCTV security system quotes report
27 – Bollards for Village Hall carpark quotes report
28 – Heritage Statement for LBC quotes report
30 – Village Green electrical connection report
30 – Village Green electrical connection plan

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