EYNSHAM PARISH COUNCIL
CLERK: MICHELLE LEGG
Village Hall, 46 Back Lane, Eynsham, Witney, Oxfordshire OX29 4QW
Mobile: 07956 901622 Email: epc.clerk@eynsham-pc.gov.uk Website: www.eynsham-pc.gov.uk
Council Summons & Agenda
Tuesday, 12 May 2026
To All Members of the Council
You are hereby summoned to attend the following meeting for the transaction of the business stated overleaf:-
Full Council Meeting
to be held on Tuesday 19 May 2026 at 19:30pm
at Eynsham Village Hall, Back Lane and remotely via MSTeams
Supporting documents will be made available in the usual way and online.
Only those who are physically in attendance are permitted by law to participate and your non-attendance will contribute to the vacation of office by failure to attend meetings.1 Please forward any apologies for absence to the Clerk/Deputy Clerk, as soon as they become known.
The public and press are welcome to attend.2
The law3 allows the public proceedings of council meetings to be recorded which includes filming as well as audio-recording. Photography is also permitted. By attending this meeting, you are consenting to be filmed. As a matter of courtesy, please advise the Deputy Clerk if you intend to record any part of the proceedings.
M Legg
Clerk to the Council
1 Local Government Act 1972 s85
2 Public Bodies (Admission to Meetings) Act 1960
3 Openness of Local Government Bodies Regulations 2014
Agenda
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26/57.
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To elect a Chair of the Council for 2026-27
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26/58.
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To elect a Vice-Chair of the Council for 2026-27
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26/59.
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To receive apologies for absence
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26/60.
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To co-opt to fill three vacancies (Local Government Act 1972 s82).
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26/61.
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To receive Declarations of Interest in agenda items
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26/62.
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To approve the minutes of the Full Council meeting of 21st April 2026
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26/63.
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Public participation (Public Bodies (Admission to Meetings) Act 1960)
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26/64.
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To receive an update report from Eynsham’s District and County Councillors
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26/65.
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Finance Report for 2026-27 up to 30-04-2026
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To approve Schedule of Payments -
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To approve bank reconciliation up to 30.04.2026
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To approve credit card statement
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To receive an update on monthly financial monitoring
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Update on end of year/AGAR & internal audit
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26/66.
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To note Delegated Authority decisions Clerk/Deputy Clerk/RFO and Chair Cllr Ross Macken or Vice Chair Cllr Sue Brown between 22 April to 19 May 2026
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26/67.
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Consider Grant Application from Eynsham Garden Group for War Memorial
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26/68.
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To review delegation arrangements for officers
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26/69.
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To review the terms of reference for committees and working groups and agree actions.
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Finance Committee
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Open Spaces Committee
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Planning Committee
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Art Trail Working Group
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Children's Food Forest Garden
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Dovehouse Close Working Group
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Finance Software Working Group
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Neighbourhood Plan Working Group
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Pavilion Working Group
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26/70.
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To appoint members to existing and any new committees and working groups
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26/71.
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To appoint members to represent the council on external bodies:
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Allotment association (1 member)
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Public Transport Representative (1 member)
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RAF Brize Norton Liaison Group (1 member)
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Pavilion & Village Hall responders (2 members)
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Eynsham Community Primary School Youth Council (3 member)
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GreenTEA (1 member)
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Botley Solar Farm Community Fund (1 member)
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26/72.
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To review/adopt new/core policies and document
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Standing Orders - updated
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Financial Regulations - updated
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Code of Conduct
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Remote meetings - updated
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Public Participation - updated
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Investment Strategy - updated
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Memorial Policy- updated
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Biodiversity Policy - updated
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Complaints Policy- updated
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Document Retention Policy - updated and table added
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GDPR General/external - updated
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Political Canvassing - updated
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Public Engagement - updated
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Communication Policy - replacing Media Policy and expands across all communication channels
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Affirm 12/24 month cyclical schedule of policies for review
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26/73.
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To review arrangements (including legal agreements) with other local authorities organisations and businesses
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26/74.
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Review of council land inventory and asset register
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26/75.
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To consider insurance cover for 2026-2027
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To consider arrangement for insurance cover in respect of all insurable risks
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To consider quote for Building and Contents insurance
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26/76.
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Review of council subscriptions to external bodies
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26/77.
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To review the Council’s expenditure incurred under s.137 of the Local Government Act 1972 or the General Power of Competence.
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26/78.
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To determine the time and place of ordinary council meetings up to and including the Annual Meeting of the Parish Council 2027.
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26/79.
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To receive updates from Officers
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26/80.
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To receive update on CloudyIT contract and agree to quote for contractual renewal
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a. To note and agree list of users and license holders
b. To review and agree quote for Cloudy IT Provisions
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26/81.
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To consider responding to current consultation
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Access to Witney
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West Oxfordshire Lowlands Movement and Place
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26/82.
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Pavilion Working Group
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26/83.
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To consider or receive an update on traffic and connectivity and agree actions
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Report from Public Transport Representative (PTR) -
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LCWIP Project update -
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Community Speed Watch (CSW) -
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A40 improvement Project
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26/84.
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To receive reports/updates from Councillors representing the Council on outside bodies including
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Allotment Association
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Eynsham Primary School
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GreenTEA
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Youth Network
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Community Emergency Plan
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26/85.
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To note the date of the next Parish Council meeting at the Village Hall - The next meeting of the Parish Council - Tuesday 16th June 2026
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