< CalendarAnnual Meeting of the Parish Council Eynsham Parish Council
16 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.



  1. Election of Chair

      To elect Chair for 2023/24. 2023-05-16_01 Acceptance of Office Forms

  1. Election of Vice-Chair

      To elect Vice-Chair for 2023/24.

  1. 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.
  2. To receive apologies for absence.
  3. 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.

  1. Minutes
    1. To approve and sign as a true record the minutes of the Traffic Working Group meeting of 11 April 2023.
    2. To approve and sign as a true record the minutes of the Full Council meeting of 11 April 2023.
    3. To consider the recommendations of the Extraordinary Amenities & Estates Committee of 25 April 2023.
  2. 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. 

  1. 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. 

  1. To review delegation arrangements to committees and staff. 2023-05-16_09 Scheme of Delegation
  2. To review the terms of reference for committees and agree actions.
    1. Finance & General Purposes. 2023-06-16_10a_Terms of Reference Finance & GP
    2. Planning. 2023-05-16_10b_Terms of Reference Planning
    3. Amenities & Estates. 2023-05-16_10c_Terms of Reference Amenities & Estates
    4. Senior. 2023-05-16_10d_Terms of Reference Senior
    5. Traffic. 2023-05-16_10e_Traffic
  3. To resolve appointment of members to existing committees. 2023-05-16_11_Appointment of Committees
    1. Finance & General Purposes.
    2. Planning.
    3. Amenities & Estates.
    4. Senior (Committee Chairs).
    5. Traffic Working Group/Committee.
  4. 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
  5. To review and adopt Financial Regulations (no amendments proposed). 2023-05-16_13_Financial Regulations
  6. To review and adopt Standing Orders ((18 (f) updated and 18 (g) removed). 2023-05-16_14_Standing Orders
  7. To review of arrangements (including legal agreements) with other local authorities, not-for-profit bodies and businesses. 2023-05-16_15_Review of Arrangements
  8. To review representation on or with external bodies and arrangements for reporting back. 
  1. Allotment Association (1 member).            
  2. Public Transport Representative (1 member).         
  3. Village Hall Management Committee (2 members).             
  4. Broadband Champion (1 member).            
  5. RAF Brize Norton Liaison Group (1 member).         
  6. Pavilion Alarm responders (2 members).   
  7. Eynsham Community Primary School Youth Council (3 members).                
  8. GreenTEA (1 member).                   
  1. 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

  1. Review of inventory of land and other assets including buildings and office equipment. 2023-05-16_18_Asset Register
  2. Confirmation of arrangements for insurance cover in respect of all insurable risks. 2023-05-16_19_BHIB Insurance Schedule
  3. Review of the Council’s and/or staff subscriptions to other bodies. 2023-05-16_20_Subscriptions
  4. Review of the Council’s policies.
    1. Climate Change Policy. 2023-05-16_21a_Climate Change Policy
    2. Code of Conduct. 2023-05-16_21b_Code of Conduct
    3. Complaints Policy. 2023-05-16_21c_Complaints Policy
    4. Disciplinary Policy. 2023-05-16_21d_Disciplinary Policy
    5. Equality & Diversity Policy. 2023-05-16_21e_Equality and Diversity Policy
    6. GDPR General Privacy Notice (amended). 2023-05-16_21f_General Privacy Notice
    7. GDPR Staff/Cllr/Other Privacy Notice (amended). 2023-05-16_21g_Staff/Cllr/Other Privacy Notice
    8. Grant Aid Policy. 2023-05-16_21h_Grant Aid Policy
    9. Grievance Policy. 2023-05-16_21i_Grievance Policy
    10. Health & Safety Policy (new).  2023-05-16_21j_Health and Safety policy
    11. Investment Strategy. 2023-05-16_21k_Investment Strategy
    12. Lone Worker Policy. 2023-05-16_21l_Lone Worker Policy
    13. Media Policy. 2023-05-16_21m_Media Policy
    14. Memorial Policy. 2023-05-16_21n_Memorial Policy
    15. Political Canvassing. 2023-05-16_21o_Political Canvassing
    16. Public Engagement Policy. 2023-05-16_21p_Public Engagement Policy
    17. Public Participation Policy. 2023-05-16_21q_Public Participation Policy
    18. Social Media Policy (amended). 2023-05-16_21r_Social Media Policy
    19. Training & Development Policy. 2023-05-16_21s_Training and Development Policy
  5. Review of the Council’s expenditure incurred under General Power of Competence. 2023-05-16_22_Expenditure incurred under General Power of Competence
  6. 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:-

  1. Finance.
    1. To approve payment of accounts. 2023-05-24a_Schedule of Payments
    2. To approve bank reconciliation.
    3. To be advised of income and expenditure. 2023-05-16_24c_Income and Expenditure 30-04-2023
    4. To consider a quote from BHIB Insurance for a renewed contract.
  2. Audit
  1. To consider and note the Internal Audit Report for financial year 2022-23. 2023-05-16_25a_Internal Audit Report 2022-23
  2. To consider and approve the Accounts for the financial year 2022-23. 2023-05-16_25b_Annual Accounts 2022-23
  3. To receive, approve and sign the Consolidated bank statement 31st March 2023. 2023-05-16_25c_Consolidated bank statement
  1. Annual Governance and Accountability Return 2022-23
  1. To consider, approve and sign Section 1 (Annual Governance Statement 2022-23) 2023-05-16_26a_Annual Governance Statement 2022-23
  2. To consider, approve and sign Section 2 (Accounting Statements 2022-23) 2023-05-16_26b_Accounting Statements 2022-23
  3. 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
  1. 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
  2. To note the dates of the next Parish Council meetings (all at 7.45pm in the Village Hall unless otherwise indicated):-
  1. Amenities & Estates meeting – 23 May and 13 June 2023
  2. Traffic Working Group meeting – 30 May and 27 June 2023, 6.45pm
  3. Planning Committee meeting – 30 May and 27 June 2023
  4. Full Council meeting – 20 June 2023



Meeting Venue

Village Hall

46 Back Lane, Eynsham, Oxfordshire OX29 4QW.  T: 0793 583 2702