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

Clerk: Philip Edwards (CiLCA)
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Councillors Present: H Colton, C Gay, R Ireland (Chairman), J Mitchell and E Weatherill

Also Present: Philip Edwards (Clerk)

2312_[1] Public Participation Session

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


2312_[2] Apologies for Absence

Apologies for absence were received from Cllrs D Hooper and G Joyce

2312_[3] Declaration of Interest

There were no declarations of disclosable pecuniary or personal interests.

2312_[4] Confirmation of Minutes

RESOLVED: The Parish Council meeting minutes of Monday 13th November 2023 were confirmed as an accurate record and signed by Chairman.


2312_[5] Chairman’s Report

  • A report was received from the Chairman

2312_[6] Clerk’s Report

  • A report was received from the Clerk
  • Noted: The Chairman and Vice Chairman reported on an annual staff review with the Clerk.
    • The council expressed thanks to the Clerk for the excellent work undertaken since joining the council and for updating the council activities
    • The council requested the Clerk to select three of the online ALCA training courses up to a total fee of £48 for three.
  • Noted: The Crown Inn Asset of Community Value listing has been renewed
  • Noted: correspondence shared with council members (see appendix)

2312_[7] Meetings attended

  • Cllr Mitchell reported on a zoom meeting with BANES planning regarding parish input on planning policy
  • Cllr Weatherill reported on attendance at meetings regarding sustainable transport. It was noted that the local group required a minimum of 8 people to be recognised by BANES.

2312_[8] Memorial Hall

  • Cllr Ireland reported on activities at the village hall, including a bingo evening that raised £500, The Harptree Hop next year and a quiz evening planned for the new year. Cllr Ireland thanked the Hall Committee.

2312_[9] Highways

  • Cllr Weatherill, reported on ongoing issues with Ridge Lane Drains
  • Noted: Inconsiderate / Long Term parking
  • Flooding: Debris on the pavement by the triangle would be reported to BANES via fix my street.
  • Noted: Cllr Colton had reported an issue with a drain cover on the Bristol Rd
  • It was reported that P Wood was ready to put fertiliser on the triangle planting area. Cllr Weatherill offered to prepare the area with weeding.
  • Cllr Ireland reported on a conversation with a BANES highways officer regarding the ongoing request to have a highways report ready for January 2024

2312_[10] Recreation Ground

  • Cllr Gay reported that the hedges had been cut in the playing field. The Chairman expressed the thanks of the Parish Council to Mr Gibbons for cutting the hedges.
  • Cllr Gay reported that he planned to have a tree planted over the Christmas period and would liaise with Dst Cllr Wood about this planting.
  • Cllr Colton reported on regular playground inspections and noted that the picnic bench may soon need replacing.

2312_[11] Ward Councillor’s Report

  • A report was received in writing BANES District Cllr David Wood

2312_[12] FINANCE

(a) Payments and income – see appendix 2023-12 Finance Reports

  1. RESOLVED: payments to approve listed in finance report
  2. Noted: payments and Income listed in finance report
  3. Noted: petty cash float.
  4. Noted: bank reconciliation
  5. Noted: Review of budget for 24/25 (To be resolved in January meeting)
  6. Noted: CIL report to be reviewed in Jan meeting


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

2312_[14] CHURCH CLOCK

RESOLVED: Approval of arrangements discussed with church regarding ownership, insurance and maintenance of the church clock as summarised below.


  • Formally adopt and be responsible for the insurance of the clock and lights
  • Incorporate the clock and lights into your periodic electrical inspection/safety processes as necessary and advise WHPC so someone can be present to assist/advise. The power can be turned off if needed as the automated clock mechanism will assume it’s a power cut and start back up again after 12 hours. Any engineer needs to be made aware that the electronic timer box on the wall needs to be treated carefully both physically and electrically, as essentially it is a computer.
  • Monitor clock operation and inform WHPC of any perceived issues
  • Submit grant applications for the annual electricity payment, and additionally for any costs incurred for Clock repairs (WHPC to inform value for any necessary application) Application form can be found on WHPC website.


  • Monitor clock operation and inform Church of any perceived issues
  • Continue to manage the repair/inspection of the clock as required
  • Inform Church of repair dates so that the required church log can be updated
  • Continue to consider funding for repairs etc as has historically happened, but more formally via the grant application process, as it benefits the whole Parish not just the congregation and meets modern audit requirements.
  • To be available to be present to assist/advise during any Church scheduled inspection


Grant application received from Chew Valley Nature Recovery Network. Grant application form emailed to councillors.

RESOLVED: The Parish Council were unable to provide a grant in the 23/24 financial year. The Parish Council would be willing to consider a grant application in May 2024. It was recommended that a grant application could include a business plan or similar to demonstrate long term plans and sustainability of the group.


  • Cllr Weatherill: A discussion was held regarding flag flying. The council approved a spend of up to £25 for a flag pole rope.


RESOLVED: Date of next meeting: Monday 15th January 2024, 7.30pm at West Harptree Memorial hall.


There being no further business, the Chairman closed the meeting at 21:01

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