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Annual Parish Council Meeting Agenda_2024-05-28
1.Election of Chair
To elect Chair for 2024/25.
2.Election of Vice-Chair
To elect Vice-Chair for 2024/25.
3.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.
4.To receive apologies for absence.
5.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.
6.Minutes
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To approve and sign as a true record the minutes of the Full Council meeting of 16 April 2024.
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To approve and sign as a true record the minutes of the Planning Committee meeting of 23 April 2024.
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To approve and sign as a true record the minutes of the Extra Finance & General Purposes Committee of 14 May 2024.
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To approve and sign as a true record the minutes of the Amenities & Estates Committee of 14 May 2024.
7.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.
8.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.
9.To review delegation arrangements to committees and staff.* 2024-05-28_09_EPC Scheme of Delegation
10.To review the Terms of Reference for committees and agree actions.
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Finance & General Purposes.* 2024-05-28_10a_TermsofReference_FinanceandGeneralPurposes
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Planning.* 2024-05-28_10b_TermsofReference_Planning
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Amenities & Estates.* 2024-05-28_10c_TermsofReference_AmenitiesandEstates
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Senior.*2028-05-28_10d_TermsofReference_SeniorCommittee
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Traffic.*2028-05-28_10e_TermsofReference_TrafficCommittee
11.To resolve appointment of members to existing committees.
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Finance & General Purposes.
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Planning.
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Amenities & Estates.
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Senior (Committee Chairs).
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Traffic Working Group/Committee.
12.Appointment of any new committees in accordance with standing order 4.
13.To determine the time and place of ordinary meetings of the Council up to and including the next Annual Meeting of the Council. 2024-05-28_11_EPC_Meetings_2024-25
14.To review and adopt Financial Regulations.*
15.To review and adopt Standing Orders.
16.To review of arrangements (including legal agreements) with other local authorities, not-for-profit bodies and businesses. 2024-05-28_16_Legal_Agreements_Summary
17.To review representation on or with external bodies and arrangements for reporting back.
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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 Alarm responders (2 members).
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Eynsham Community Primary School Youth Council (3 members).
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GreenTEA (1 member).
18.Review of inventory of land and other assets including buildings and office equipment.
19.Confirmation of arrangements for insurance cover in respect of all insurable risks.
20.Review of the Council’s and/or staff subscriptions to other bodies.
21.Review of the Council’s policies.
Human Resources:-
22.Review of the Council’s expenditure incurred under General Power of Competence.
23.Finance.
a. To consider and note the Internal Audit Report for financial year 2023-24.
To consider providing permission for advertisement signs for the Museum, relinquish use of the noticeboard in The Square and agree actions.
To consider entering into a Management Agreement with Eynsham Parks for Oxford Road Playing Field (North) for a 12 month period and agree actions.
28.To note the dates of the next Parish Council meetings at the Village Hall unless otherwise indicated):-