Minutes of Parish Council Meeting, 11th September 2023, 7:30pm

Clerk: Philip Edwards (CiLCA)
Subscribe for updates:

Councillors Present: H Colton, C Gay, D Hooper, R Ireland (Chairman), G Joyce (Vice Chairman), J Mitchell and E Weatherill

Also Present: Philip Edwards (Clerk), David Wood (BANES District Councillor)

2309_[1] Public Participation Session

There was no public participation contributed by members of the public.


2309_[2] Apologies for Absence

There were no apologies for absence.

2309_[3] Declaration of Interest

There were no declarations of disclosable pecuniary or personal interests.

2309_[4] Confirmation of Minutes

RESOLVED: The Parish Council meeting minutes of Monday 10th July 2023 were confirmed as an accurate record and signed by the Chairman.


2309_[5] Chairman’s Report

  • The Chairman thanked members of the council including Cllr Weatherill for recent work on the triangle planting over the summer

2309_[6] Clerk’s Report

  • The Clerk attended the AONB training and presentation on planning applications in the AONB
  • Noted: correspondence shared with council members (see appendix)

2309_[7] Meetings attended

  • Noted: there were no reports on meetings attended

2309_[8] Memorial Hall

  • Noted: the Hall had installed extra heating

2309_[9] Highways

  • Reviewed: Correspondence regarding parking restrictions on the junction of Ridge Lane and Ridge Crescent. The Parish Council agreed to postpone this item of business to the next meeting in October.
  • Reviewed: Correspondence from BANES regarding the village centre. The Parish Council agreed to provide feedback to BANES on the initial suggestions so that improved proposals based on previous public feedback and local knowledge could be presented to the public for consultation. Cllr Mitchell agreed to email feedback to BANES after reviewing any subsequent email discussion from council members.
  • The Parish Council confirmed that they would arrange a public meeting to consult with residents before making decisions on proposals. This meeting would provisionally be in early November subject to availability of BANES officers. Cllr Mitchell agreed to coordinate dates with BANES.

2309_[10] Recreation Ground

  • Noted: Cllr Colton has regularly inspected the playground and completed the online report. A split swing seat was reported. It was noted that the the grass needed cutting and that there was a contract with BANES for a set number of cuts during the season.
  • Noted: the roundabout rocks due to condition of bearings and there is a gap at ground level. The inspection report indicates this is low risk and the item and its surfacing meet with the requirements of the relevant standards.
  • RESOLVED: Action required from the annual play inspection report was reviewed. Councillors Colton and Hooper agreed to meet at the playground at the end of the week to review items requiring attention and perform maintenance on swing seats, including removing the split seat. Councillors agreed that no further internal inspection was required on the upper swing frame as the frame is sealed.
  • Councillors suggested that in future one set of swings could be removed with parts kept for reseating the remaining set of swings.
  • The Parish Council agreed that Cllr Mitchell would investigate options and cost of adding a clambering trail in the playground using available grant funds.
  • RESOLVED: £350 budget and agreement for Cllr Gay to purchase a 3 to 4m hornbeam tree and tree guard. Cllr Gay agreed to meet with councillors in the playing field at the end of the week to discuss location and further details, including preference for timber or steel guard. The Clerk would complete an application for the Ward Empowerment Fund for £350 for the tree and guard.

2309_[11] Ward Councillor’s Report

  • A report was received from BANES District Cllr David Wood
  • Cllr Mitchel requested Cllr Wood to investigate the necessity for Parish Council professional indemnity insurance being requested by BANES Highways in any contract for speed indicators.
  • The council made a request to Cllr Wood for the Clean and Green team to strim weeds on the wall of Ridge Lane and clean debris on the tarmac path in front of the church.
  • The council made a request to Cllr Wood to follow up the fixmystreet report (#4696230) regarding the sign at the Fairash crossroads.

2309_[12] FINANCE

See appendix 2023-09 Finance Reports:

  1. RESOLVED: payments to approve listed in finance report, checked by Cllr Ireland
    • Noted: Following a recommendation and request by the internal auditor, the Clerk/RFO would be asking councillors to check and sign invoices or payment documents and online bank payments set up by the Clerk/RFO for authorisation prior to each meeting to serve as an extra precaution to avoid payment errors and provide evidence that councillors were checking documents prior to meetings. This would be evidenced with a signature, which may be signed with an online document signing service, prior to council approval for payment at the meeting.
    • The Clerk demonstrated how to login to Unity bank and check the online payments set up by the Clerk/RFO before the meeting and how councillors login and authorise online payments after the meeting once payments were approved by the council.
  2. Noted: payments and Income listed in finance report
  3. Noted: petty cash float
  4. Noted: Year to date spend against budget
  5. Noted: bank reconciliation


There were no outstanding consultation requests at the time of agenda publication


  • The Crown Inn was listed as an ACV on 26th November 2018, which will expire after 5 years.
  • Reviewed: Previous ACV nomination form 2018
  • RESOLVED: To nominate The Crown Inn, The Street, West Harptree as an asset of community value under Section 89 of the Localism Act 2011.
  • Cllr Weatherill agreed to update the previous ACV application for submission by the Clerk


  • Noted: Cllr Mitchel would be attending the Local Plan consultation
  • Noted: Cllr Colton would be attending a consultation meeting with Dan Norris in Bishop Sutton
  • Noted: there were no requests for business to be considered at the next meeting


RESOLVED: Date of next meeting: Monday 9th October 2023, 7.30pm at West Harptree Memorial hall.


There being no further business, the Chairman closed the meeting at 21:00

Agreed as a correct record,
signed by the Chairman of the meeting: _______________________ on:_______________
(Chairman initial all other pages)