Annual Meeting of the Parish Council Eynsham Parish Council16 May 2023 19:30 - 21:30 at Village Hall This meeting is being held at the Village Hall (main hall) and via M.Teams (click here for the link) at 7.30pm. 2023-05-16_01_Agenda Election of Chair To elect Chair for 2023/24. 2023-05-16_01 Acceptance of Office Forms Election of Vice-Chair To elect Vice-Chair for 2023/24. Delivery by the Chairman of the Council and Councillors of their Acceptance of Office forms unless the Council resolves for this to be done at a later date. To receive apologies for absence. To receive Declarations of Interest in agenda items. To receive any disclosable declarations of interest from Members in relation to any items to be considered at the meeting in accordance with the Council’s Code of Conduct. Minutes To approve and sign as a true record the minutes of the Traffic Working Group meeting of 11 April 2023. To approve and sign as a true record the minutes of the Full Council meeting of 11 April 2023. To consider the recommendations of the Extraordinary Amenities & Estates Committee of 25 April 2023. Public Participation To receive submissions from members of the public for a period of 15 minutes. Members of the public may make representations on any matters, for no more than 5 minutes each in accordance with Standing Orders para 3. The meeting will adjourn for this item. To receive an update report from Eynsham’s West Oxfordshire District Councillors and Oxfordshire County Councillor. To receive a short verbal update from Eynsham’s District and County Councillors. The meeting will adjourn for this item. To review delegation arrangements to committees and staff. 2023-05-16_09 Scheme of Delegation To review the terms of reference for committees and agree actions. Finance & General Purposes. 2023-06-16_10a_Terms of Reference Finance & GP Planning. 2023-05-16_10b_Terms of Reference Planning Amenities & Estates. 2023-05-16_10c_Terms of Reference Amenities & Estates Senior. 2023-05-16_10d_Terms of Reference Senior Traffic. 2023-05-16_10e_Traffic To resolve appointment of members to existing committees. 2023-05-16_11_Appointment of Committees Finance & General Purposes. Planning. Amenities & Estates. Senior (Committee Chairs). Traffic Working Group/Committee. Appointment of any new committees in accordance with standing order 4 – Village Hall Working Group. 2023-05-16_12_Terms of Reference Village Hall WG To review and adopt Financial Regulations (no amendments proposed). 2023-05-16_13_Financial Regulations To review and adopt Standing Orders ((18 (f) updated and 18 (g) removed). 2023-05-16_14_Standing Orders To review of arrangements (including legal agreements) with other local authorities, not-for-profit bodies and businesses. 2023-05-16_15_Review of Arrangements To review representation on or with external bodies and arrangements for reporting back. Allotment Association (1 member). Public Transport Representative (1 member). Village Hall Management Committee (2 members). Broadband Champion (1 member). RAF Brize Norton Liaison Group (1 member). Pavilion Alarm responders (2 members). Eynsham Community Primary School Youth Council (3 members). GreenTEA (1 member). General Power of Competence To resolve that the Council complies with the Conditions of Eligibility under The Parish Councils (General Power of Competence) (Prescribed Conditions) Order 2012 for the purpose of exercising the General Power of Competence in the Localism Act 2011. 2023-05-16_17_General Power of Competence Review of inventory of land and other assets including buildings and office equipment. 2023-05-16_18_Asset Register Confirmation of arrangements for insurance cover in respect of all insurable risks. 2023-05-16_19_BHIB Insurance Schedule Review of the Council’s and/or staff subscriptions to other bodies. 2023-05-16_20_Subscriptions Review of the Council’s policies. Climate Change Policy. 2023-05-16_21a_Climate Change Policy Code of Conduct. 2023-05-16_21b_Code of Conduct Complaints Policy. 2023-05-16_21c_Complaints Policy Disciplinary Policy. 2023-05-16_21d_Disciplinary Policy Equality & Diversity Policy. 2023-05-16_21e_Equality and Diversity Policy GDPR General Privacy Notice (amended). 2023-05-16_21f_General Privacy Notice GDPR Staff/Cllr/Other Privacy Notice (amended). 2023-05-16_21g_Staff/Cllr/Other Privacy Notice Grant Aid Policy. 2023-05-16_21h_Grant Aid Policy Grievance Policy. 2023-05-16_21i_Grievance Policy Health & Safety Policy (new). 2023-05-16_21j_Health and Safety policy Investment Strategy. 2023-05-16_21k_Investment Strategy Lone Worker Policy. 2023-05-16_21l_Lone Worker Policy Media Policy. 2023-05-16_21m_Media Policy Memorial Policy. 2023-05-16_21n_Memorial Policy Political Canvassing. 2023-05-16_21o_Political Canvassing Public Engagement Policy. 2023-05-16_21p_Public Engagement Policy Public Participation Policy. 2023-05-16_21q_Public Participation Policy Social Media Policy (amended). 2023-05-16_21r_Social Media Policy Training & Development Policy. 2023-05-16_21s_Training and Development Policy Review of the Council’s expenditure incurred under General Power of Competence. 2023-05-16_22_Expenditure incurred under General Power of Competence Determining the time and place of ordinary meetings of the Council up to and including the next Annual Meeting of the Council. 2023-05-16_23_Meetings 2023-24 List 2023-05-16_23_Meetings 2023-24 Plan Other Council business to be transacted:- Finance. To approve payment of accounts. 2023-05-24a_Schedule of Payments To approve bank reconciliation. To be advised of income and expenditure. 2023-05-16_24c_Income and Expenditure 30-04-2023 To consider a quote from BHIB Insurance for a renewed contract. Audit To consider and note the Internal Audit Report for financial year 2022-23. 2023-05-16_25a_Internal Audit Report 2022-23 To consider and approve the Accounts for the financial year 2022-23. 2023-05-16_25b_Annual Accounts 2022-23 To receive, approve and sign the Consolidated bank statement 31st March 2023. 2023-05-16_25c_Consolidated bank statement Annual Governance and Accountability Return 2022-23 To consider, approve and sign Section 1 (Annual Governance Statement 2022-23) 2023-05-16_26a_Annual Governance Statement 2022-23 To consider, approve and sign Section 2 (Accounting Statements 2022-23) 2023-05-16_26b_Accounting Statements 2022-23 Period of Public Rights 2022-23 - To receive and note the Period of Public rights will commence on 17 May 2023 for 30 working days. 2023-05-16_26c_Period of Public Rights 2022-23 To consider and approve a draft Stewardship survey to be undertaken by the Clerk for her Community Governance degree. 2023-05-16_27_Community Governance Survey To note the dates of the next Parish Council meetings (all at 7.45pm in the Village Hall unless otherwise indicated):- Amenities & Estates meeting – 23 May and 13 June 2023 Traffic Working Group meeting – 30 May and 27 June 2023, 6.45pm Planning Committee meeting – 30 May and 27 June 2023 Full Council meeting – 20 June 2023
Downloads2023-05-16 12 Terms of Reference Village Hall WG2023-05-16 15 Review of Arrangements2023-06-16 10a Terms of Reference Finance & GP2023-05-16 10b Terms of Reference Planning2023-05-16 10c Terms of Reference Amenities & Estates2023-05-16 10d Terms of Reference Senior2023-05-16 10e Traffic2023-05-16 11 Appointment of Committees2023-05-16 13 Financial Regulations2023-05-16 14 Standing Orders2023-05-16 01 Acceptance of Office Forms2023-05-16 09 Scheme of Delegation2023-05-16 17 General Power of Competence2023-05-16 18 Asset Register2023-05-16 19 BHIB Insurance Schedule2023-05-16 20 Subscriptions2023-05-16 23 Meetings 2023-24 List2023-05-16 23 Meetings 2023-24 Plan2023-05-16 25a Internal Audit Report 2022-232023-05-16 25c Consolidated bank statement2023-05-16 26a Annual Governance Statement 2022-232023-05-16 26b Accounting Statements 2022-232023-05-16 26c Period of Public Rights 2022-232023-05-16 22 Expenditure incurred under General Power of Competence2023-05-16 27 Community Governance Survey2023-05-16 21a Climate Change Policy2023-05-16 21b Code of Conduct2023-05-16 21c Complaints Policy2023-05-16 21d Disciplinary Policy2023-05-16 21e Equality and Diversity Policy2023-05-16 21f General Privacy Notice2023-05-16 21g Staff/Cllr/Other Privacy Notice2023-05-16 21h Grant Aid Policy2023-05-16 21i Grievance Policy2023-05-16 21j Health and Safety policy2023-05-16 21k Investment Strategy2023-05-16 21l Lone Worker Policy2023-05-16 21m Media Policy2023-05-16 21n Memorial Policy2023-05-16 21o Political Canvassing2023-05-16 21p Public Engagement Policy2023-05-16 21q Public Participation Policy2023-05-16 21r Social Media Policy2023-05-16 21s Training and Development Policy2023-05-16 25b Annual Accounts 2022-232023-05-24a Schedule of Payments2023-05-16 24c Income and Expenditure 30-04-20232023-05-16 01 Agenda