UPDATE – Parish Council Meeting – Wednesday 28 September 2022

Unfortunately we will not be able to hold the council meeting this week.  The date and details for the next meeting will be advertised shortly.



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 28 September at 20.15 hours for the purpose of transacting the following business.

Anne Ogilvie PSLCC

Clerk to Leafield Parish Council
22 September 2022

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.


Prior to the commencement of the meeting a one minute silence will be observed to pay respects to HM Queen Elizabeth II following her death on 08 September 2022

  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 – 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 draft Action Plan for 2023-2024 and agree actions
  7. To consider 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 consider the asset inspection report and agree actions (deferred from August meeting)
  11. To consider whether to opt out of the SAAA central external auditor appointment arrangements and agree actions
  12. To note External Auditor report – 2021-2022 and agree actions
  13. To review the effectiveness of the 2021-2022 internal audit and agree actions
  14. To consider the insurance renewal quote and agree actions

Recreation and Leisure

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

25.1    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

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

  1. Village Hall Car Park

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

26.2    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

26.3    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

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


  1. Village Green – To receive 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


  1. 22/02437/OUT – Outline application for the erection of a farm workers dwelling with all matters reserved – Fairspear Hill Farm, Fairspear Road, Leafield – comment by 30 September 2022
  2. 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
  3. To comment on any planning applications received before date of meeting
  4. To receive update of previous planning applications


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

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

37.2    Reminder of the Code of Conduct training on 30 September 2022 at 10 am, Witney


  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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