Table of Contents
Clerk: Philip Edwards (CiLCA) clerk@westharptreeparishcouncil.co.uk
www.westharptreeparishcouncil.co.uk
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Councillors Present: H Colton, D Hooper, S McCombe, J Mitchell and E Weatherill (Chairman)
Also Present: Philip Edwards (Clerk) and two members of the public
ANNUAL COUNCIL ADMIN
2505_[1] Election of Chairman
The first item of business was chaired by Cllr Weatherill, the previous Vice Chairman of the council.
- RESOLVED: To elect Cllr Weatherill as Chairman for the municipal year.
- The Chairman’s declaration of acceptance of office was received by the Clerk
2505_[2] Election of Vice Chairman
- RESOLVED: To elect Cllr Ireland as Vice Chairman for the municipal year.
- The Vice Chairman’s declaration of acceptance of office was postponed to a later meeting
2505_[3] PUBLIC PARTICIPATION SESSION
Condolences were expressed by the Parish Council to Peter Wood’s wife and family following the recent passing of Peter Wood who had first been a member of the Parish Council in 1976 and who’s contributions would be sorely missed. Members of the council expressed that a plaque for the triangle planting area could serve as a memorial of Peter’s work and contribution to the community.
Thanks were received from a member of the public to all those involved in the planting and looking after the flowers in the bed at the Triangle
A member of the public was present to comment on and answer questions on planning application reference 25/01528/FUL, Treow Barn
MEETING ADMIN
2505_[4] Apologies for Absence
Apologies for absence were received from Cllr Ireland
2505_[5] Declaration of Interest
There were no declarations of disclosable pecuniary or personal interests.
2505_[6] Confirmation of Minutes
RESOLVED: The Parish Council meeting minutes of Monday 21st April 2025 were confirmed as an accurate record and signed by Chairman.
ANNUAL POLICY REVIEWS AND APPROVAL
2505_[7] Approval of Standing Orders and Financial Regulations
- RESOLVED: To review and adopt the 2025 Standing Orders and the 2025 Financial Regulations
- RESOLVED: To retire the Scheme of Delegation for exceptional circumstances
2505_[8] Approval of Assets, Risk Management and Insurance
- RESOLVED: To review and approve the Asset Register
- RESOLVED: To review and approve insurance cover and arrangements
- RESOLVED: To review and approve the risk management policy
2505_[9] Approval of Policies Specified for Review in Standing Orders
- RESOLVED: To review and approve the Council’s employment policies and procedures
- RESOLVED: To review and approve the Council’s policies, procedures and practices in respect of its obligations under freedom of information and data protection legislation and review of the Council’s policy for dealing with the press/media
- RESOLVED: To review and approve the council’s other policies listed in the appendix ‘Policies for Review’
- RESOLVED: There are no committees with terms of reference to review and approve
2505_[10] Review of Annual Subscriptions
- Noted: Annual Subscription to ALCA has been renewed.
AUDIT AND AGAR REVIEW AND APPROVAL
2505_[11] To Review Annual Internal Auditors Report
- RESOLVED: to receive and review the 24/25 internal auditor’s report
- RESOLVED: The council has reviewed and implemented all the internal auditor’s recommendations.
- RESOLVED: Acceptance of quotation and appointment of internal auditor for 25/26
2505_[12] Exemption Certificate
RESOLVED: That the Parish Council, having met all the exemption criteria for 2024/25 agreed to declare itself exempt from an external audit.
(signed by the Responsible Financial Officer and the Chairman of the meeting)
2505_[13] Approval of Annual Governance Statements
RESOLVED: To approve the Annual Governance Statements 24/25 prepared by the Clerk.
(signed by the Chairman of the meeting and the Clerk)
2505_[14] Approval of Accounting Statements
To Note: Review of the Council’s expenditure incurred under s.137 of the Local Government Act 1972 or the general power of competence: There was no s.137 expenditure for 2024/25, all expenditure was under the GPC
RESOLVED: To approve the accounting statements 24/25 prepared and signed by the RFO
(signed by the Chairman of the meeting)
2505_[15] Approval of Dates for the Exercise of Public Rights
RESOLVED: to approve the dates of the period for the exercise of public rights: commencing on Tuesday 3 June and ending on Monday 14 July 2025
2505_[16] Confirmation of no conflicts of interest with BDO LLP
RESOLVED: that there are no conflicts of interest with the external auditor BDO LLP.
(signed by the Clerk and Chairman of the meeting)
REPORTS – To receive and note any reports:
2505_[17] Chairman’s Report
- A report was received from the Chairman who expressed thanks to all the members of the council for the wonderful work undertaken to complete the new equipment in the playground, which was already being appreciated by children and members of the community. A report and photos were shared with members of the council (see appendix)
2505_[18] Clerk’s Report
- A report was received from the Clerk
- To confirm response about best time for possible drainage works – avoid school term time
- RESOLVED: to confirm KOMPAN handover of play equipment
- Thanks have been received from a member of the public: “to all those involved in planting and looking after the flowers in the bed at the Triangle. It is a lovely display and much appreciated. We can now see them thanks to the parking restrictions”
- Noted: correspondence shared with council members listed in the appendix.
2505_[19] Meetings attended Reports
- Noted: there were no reports on meetings attended
2505_[20] Memorial Hall Reports
- Noted: a report was received Cllr Ireland: The Village Hall Committee have continued to raise funds to maintain the building, and continue to do an excellent job of running this important village asset, hosting several village events as well as increasing the utilisation of the Hall by paying customers. They are also planning an event this autumn to celebrate the centenary of the Hall
2505_[21] Highways Reports
- Noted: the double yellow lines on Ridge Crescent had not yet been corrected to match the TRO specifications
2505_[22] Recreation Ground Reports
- New equipment had been installed – see Chairman’s report and appendix for further details
- Picnic bench estimated delivery date: 10 Jun 2025
2505_[23] Ward Councillor’s Report
- Apologies for absence were received from BANES District Cllr David Wood
- The Ward Councillors office had received a response from Curo confirming that Curo would not consider adding any paved car parking spaces on the grassed areas of Ridge Crescent
Cllr Colton left the meeting at 8.30 after item 2505_23
2505_[24] FINANCE
(a) Payments and income – see appendix 2025-05 Finance Reports
- RESOLVED: payments to approve listed in finance report
- Noted: payments and Income listed in finance report
- Noted: bank reconciliation
2505_[25] PLANNING CONSULTATIONS
Application Reference: 25/01929/FUL
Application Address: Snook Cottage , The Street, West Harptree, Bristol, Bath And North East Somerset, BS40 6EA
Proposal: Extension and enclosure of existing porch. Erection of outbuilding following demolition of original outbuilding.
RESOLVED: The parish council SUPPORTS this application
Application Reference: 25/01793/TCA
Application Address: Merrywood , The Street, West Harptree, Bristol, Bath And North East Somerset, BS40 6HA
Proposal: T1-Lawson Cypress in severe decline, remove to ground level.
RESOLVED: The parish council had no response regarding this application
Application Reference: 25/01528/FUL
Application Address: Treow Barn , Compton Martin Road, West Harptree, Bristol, Bath And North East Somerset, BS40 6EQ
Proposal: Erection of a glass link to connect the existing dwelling with its residential annexe, the erection of a garden cabin, a natural swimming pond and decking (retrospective) and a landscaped bank (retrospective) and associated landscaping works.
RESOLVED: The parish council SUPPORTS this application
Cllr McCombe offered to register on the upcoming planning meeting with BANES
Cllr Hooper left the meeting at 8.42 after item 2505_25
2505_[26] ITEMS FOR ATTENTION OF THE CLERK
- Noted: Correspondence had been received to notify the Parish Council that the village shop post office would be closing
- Noted: there were no requests for business to be considered at the next meeting
2505_[27] DATE OF NEXT MEETING
RESOLVED: Date of next meeting: Monday 16th June 2025, 7.30pm at West Harptree Memorial hall.
Diary: https://westharptreeparishcouncil.co.uk/diary-of-parish-council-meetings/
There being no further business, the Chairman closed the meeting at 20:44
Agreed as a correct record,
signed by the Chairman of the meeting: _______________________ on:_______________
(Chairman initial all other pages)
- Version: 1
- Status: DRAFT