Parish Council Meeting – Wednesday 9th November 2022, 8.15 pm, at Leafield Village Hall

The next Council Meeting is on Wednesday 9th November, 8.15 pm,
at Leafield Village Hall.

The public and press 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.


  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 meetings on 10 August 2022 and 17 October 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 and review the draft Action Plan for 2023-2024 and agree actions
  7. To consider and review 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 review and approve the Security Incident Response Policy
  13. To review and approve the Privacy Policy
  14. To review and approve the Freedom of Information Scheme
  15. To review and approve the Dignity at Work Policy
  16. To review and approve the new Code of Conduct
  17. To consider signing up to the Civility and Respect Pledge
  18. To review and approve the Risk Assessments
  19. To consider the asset inspection report and agree actions (deferred from August meeting)
  20. To consider whether to opt out of the SAAA central external auditor appointment arrangements and agree actions
  21. To note External Auditor report – 2021-2022
  22. To consider and approve the Review of effectiveness of the 2021-2022 internal audit
  23. To note the insurance renewal
  24. To receive the 2022 Audit Action Plan update and agree actions

Recreation and Leisure

  1. Playground

34.1 – To receive regular playground inspection reports and agree actions

34.2 – To consider the quotation for repairs noted in the annual inspection report and agree actions

34.3 – To consider the quotation for other playground repairs and agree actions

34.4    To consider quotations for replacement play area surfaces and agree actions

  1. Playing field – To consider charging information received from WODC regarding bins and agree actions
  2. Village Hall Car Park

36.1    To consider a specification for the surveyor for the Village Hall car park entrance works and agree actions

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

36.3    To consider quotations for car park hedge cutting and agree actions

  1. Village Hall – To consider the Village Hall design specification supplied by the Village Hall Committee and agree actions


  1. Village Green –

38.1    To receive an update from the Village Green Working Group and agree actions

38.2    To consider a request to move a chair on the Village Green from under the telegraph line and agree actions

  1. Tree survey – to consider the tree survey report and agree actions
  2. Winter planning – to consider Council activities to aid the local community this winter
  3. Christmas Tree on Village Green – To note that the Clerk has been in contact with last year’s organisers to confirm agreements and advise of requirements regarding risk assessments and insurance, and agree actions
  4. Churchyard and burial ground –

42.1    To consider contacting the Church regarding arrangements for current burials in the Churchyard

42.2    To receive a request from Sustainable Leafield regarding wildlife and wildflowers in the Churchyard and agree actions

  1. Lychgate –

43.1    To approve the revised costs for the repair of the Lychgate

43.2    To consider options regarding refurbishing the memorial panels and agree actions

  1. Neighbourhood Plan – To consider whether to create a Neighbourhood Plan for the parish
  2. Wilderness Bursary Applications – To appoint a representative and agree actions


  1. To comment on any planning applications received before date of meeting
  2. 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

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

49.2    Temporary Traffic Regulation Notice – Fairspear Road, Leafield, from 18 – 22 November, 8am to 4.30 pm daily – Temporary road closure and “no waiting” restriction


  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


1 – Acceptance of office
7 – Clerk report
10 – Finance update
11 – Budget update
13 – Payments and receipts
15 – Draft action plan
16 – Draft budget
17 – Health and Safety Policy
18 – Document Storage, Retention and Destruction Policy
19 – Co-option Policy
20 – Business Continuity Policy
21 – Security Incident Response Policy
22 – Privacy Policy
23 – Freedom of Information Scheme
24 – Dignity at Work Policy
25 – Code of Conduct
26 – Civility and Respect Pledge
27 – Christmas Tree risk assessment
27 – General risk assessment
28 – Asset register
33 – Action plan update
38.1 – Village Greens information

Leave a comment