Parish Council Meeting – Wednesday 18th October 2023

The next Parish Council meeting is on Wednesday 18th October 2023, at 8.15 pm, at Leafield Village Hall.

The meeting is open to the public, and residents are welcome to attend.

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 the minutes of the Council meeting on 09 August 2023
  4. To receive declarations of interest from Members regarding items on the agenda
  5. 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
  6. To receive reports from County and District Councillors
  7. To receive and comment on the Clerk’s report

Recreation and Leisure

  1. Playground
    8.1 To consider the annual independent playground inspection reports and agree actions
    8.2      To receive regular playground inspection reports and agree actions
    8.3      To consider the purchase of a new multi-play unit to replace the junior multi-play unit in the enclosed playground and agree actions
  2. Village Hall Car Park
    9.1 To consider replacing the wooden barriers in the car park and agree actions
    9.2      To consider the advertised use of the Village Hall car park and agree actions
  3. Village Hall
    10.1 To consider a request from the Village Hall for approval to insulate the cavity walls and roof spaces and agree actions
    10.2   To consider a request from the Village Hall for the Parish Council to raise the order and pay for the works, and be refunded from the Village Hall, and agree actions
  4. Pavilion – To receive an update regarding the insurance claims and agree actions
  5. Football Club – To consider the paper received regarding options for changing room facilities and agree actions

Environment

  1. Village Green
    13.1 To ratify permission to allow the Leafield Garage Sale and Car Boot to use the Village Green on Sunday 10th September for the event, subject to repairing any damage caused by the event
    13.2   To consider the requests to undertake works to the Sycamore tree overhanging properties on the western side of the Village Green and agree actions
  2. Speed indication device
    14.1 To consider the purchase of an extra speed indication device and agree actions
    14.2   To consider the purchase of extra mounting brackets and agree actions
  3. EV charging – To ratify the Council’s expression of interest in the OCC community EV microhub scheme
  4. Village Green – To consider quotations for flagpole maintenance and agree actions
  5. Trees – To consider undertaking regular visual tree inspections as per OALC’s recommendation, and agree actions

Churchyard and Burial Ground

  1. To consider purchasing a copy of Essential Law for Cemetery and Crematorium Managers, cost £39, and agree actions
  2. To note the Leafield Churchyard ecology survey summary and agree actions

Planning

  1. 23/02563/FUL – Change of use of ground floor from restaurant to residential. Conversion of existing building into four dwellings and proposed detached dwelling – The Pearl, 110 Lower End, Leafield – comment by 30 October
  2. WODC Local Plan 2041 consultation – comment by 25 October 2023
  3. To comment on any planning applications received before the date of the meeting
  4. To receive an update of previous planning applications

Action Plan and Budget

  1. To consider the responses received from the September consultation and agree actions
  2. To consider the draft Action Plan for 2024 – 2025 and agree actions
  3. To consider the draft budget for 2024 – 2025 and agree actions

Administration 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 – To review and approve the reserves
  4. Payments and receipts – To ratify previous payments, to review and approve current payments, to note current receipts
  5. To instruct bank signatories to approve payments
  6. To ratify the insurance renewal, due on 01 October 2023, on a 3 year LTA
  7. To note the External Auditor Report 2022-2023
  8. To note that the Conclusion of Audit 2022-2023 has been published
  9. To review the effectiveness of the 2022-2023 internal audit and agree actions
  10. To consider the Christmas Tree risk assessment and agree actions
  11. To consider holding a meeting of the Internal Committee to review and approve council policies and procedures
  12. To consider training requests and agree actions

Communications

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

Meetings

  1. To receive requests for items for the 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 the date, place and time for the next meeting

 

7 – Clerk report
8.3 – New playground equipment
10 – Village Hall insulation
10.2 – Village Hall VAT
10.2 – Village Halls and VAT
10.2 – Parish Council help for Village Halls
11 – Insurance response
12 – Football Club changing facilities
14 – SID
14 – SID
14 – SID
14 – SID
15 – Community EV hubs
16 – Flagpole maintenance
19 – Survey summary
21 – Local Plan consultation
25 – Draft action plan
26 – Draft budget
27 – Finance update
28 – Budget update
30 – Payments and receipts
33 – External auditor report
34 – Notice of Conclusion of Audit
35 – Internal audit review of effectiveness
36 – Christmas tree risk assessment
38 – Training options

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