A Meeting of the Cemetery & Allotment Committee was held on

Friday 4th December 2009, 9.30 am at the Ilex Lane Cemetery

 

Committee Members Present: Mrs A Brading (AB), Mr Geoff Luckett (GL), Ms Denise Powell (DP), Mr John Westlake (JW), Mr Mike Williamson (MW).

 

Clerk Present: Mrs Lynne Rampton (LR)                                               Members of public present:  none

 

1

Apologies for absence:  Mr A Forbes (AF), Mr John Gower (JG) & Mrs Jenny Nicholas (JN) Orderly.

 

2

Declarations of Interest – none declared.

 

3

Update of the previous minutes approved at the main Parish Council Meeting as being a correct record. None other than those detailed on the meeting agenda paper.

 

4

Public Participation.  None

 

5

Allotments – completed Review Sheet 6. The review sheet for health and safety and risk assessment purposes was completed by MW, DP & LR in advance of the meeting as agreed by the committee at the December 2008 meeting. Completed review sheets are available to view in the Parish Office. A letter regarding lack of cultivation is to be sent to one allotment holder with a second allotment holder relinquishing allotment 32 by 31.01.10 and taking over allotment 26b with immediate effect. At the next rent renewal, allotment holders of full plots are to be offered the opportunity to relinquish half plot  their plots.

 

6

Hen House on allotment 31b – progress report. It has been advised that hens will arrive mid/late February 2010

7

To agree location of allotment area notice board. The location of the notice board was agreed as close as possible to the entrance by allotment 1 along the fence line.

 

8

Request for the pre-purchase of two ‘exclusive rights of burial’ close to the existing Roman Catholic section of the cemetery. A new line of adult graves was agreed behind the existing RC section in unconsecrated ground. Members agreed that two spaces could be reserved with exact location of these to be agreed after removal of an oak tree by WPD.

 

9

Cemetery Extension Area.

a.      To consider options for a plaque/memorial. It was agreed that a tablet be sunk into the floor of the paved area by the new sunshade approx 600mm x 450mm to commemorate the benefactor of the cemetery and allotment extension. Proposed by GLu, seconded by ABr, all in favour. A quotation is to be obtained for a granite stone carrying the wording as agreed; ‘This cemetery and allotment extension was made possible by the generosity of St Monica Trust October 2009’.

b.      Surface by-pass drainage system – final sign-off report. Receipt of the sign-off report was noted. From water being discharged into the drainage ditch, it would appear that the drainage system is working although marker pegs have yet to be installed and this will be included on a works snag list. JW requested that the filling of knots to the shelter roof also be included on this list.

 

10

Progress on Faculty for levelling of graves.

A PCC resolution must accompany the Petition for Faculty, a fee of £206.30 incl vat is payable, efforts are to be made to contact owners of graves affected, an estimate of costs is to be submitted with the petition and a public notice is to be displayed for a period of 28 days at the Parish Church and Ilex Lane Cemetery. The Diocesan Advisory Committee has issued a certificate on 11th September 2009 recommended ‘levelling of graves in the Ilex Lane Cemetery’. Expenditure for the Faculty Petition was agreed from the budget of this committee and GLu will assist LR in the submission of the petition.

 

11

General Maintenance;

a.      Work of the Community Service Team. The beech hedge and part of the field hedge has been cut by the team.

b.      Annual inspection of trees in cemetery & allotment area has been instructed.

c.       Replacement of gaps in hedge & improvement of surrounds. Two gaps in the hedge by the allotments are the responsibility of the adjacent landowner. Whips should be purchased and planted by JN in gaps close to the oak tree by the roadway in the far corner by the allotment drain pipe.

d.       Hedge and grass cutting. A small area for grass and hedge cuttings is to be created by MW using stakes - location previously agreed by this committee.

 

12

Road Markings – Ilex Lane exit onto Sandford Road. These have now been painted.

13

Cemetery – completed Review Sheet 5 and repairs to entrance gate The review sheet for health and safety and risk assessment purposes was completed by MW, DP & LR in advance of the meeting as agreed by the committee at the December 2008 meeting. A check on memorial stability was carried out on rows starting gr110 & gr127. A quotation is to be obtained to repair the bent entrance gate.

 

14

To review and update cemetery and allotment area risk assessment. The current document is considered to still be current although an additional hazard/risk was identified in the keeping of livestock on allotments and the form was duly updated.

 

15

To consider addition of fencing and paving to insurance schedule.  A discussion took place where consideration was given to the new picket fencing and paving/walls installed as part of the cemetery extension works. Policy excess versus the risk of damage to all/part of the assets was debated. ABr proposed that an addition be made to the policy schedule but no second to this motion was received. It was proposed by MW, seconded by GLu, 4 in favour, 1 against that the risk of not adding the picket fence, wall and paving to the schedule is acceptable to the council. The likelihood of any potential damage would be limited to a small section of the asset and repair to damage caused is likely to be less than the policy excess.

 

16

Precept request 2010/2011

As additional landscaping may be required in the cemetery extension area, works to level graves are to be carried out and the wooden picket fence will require treating, a precept request of £5,000 has been submitted to the finance committee for consideration.

 

17

Matter for Information – either points of information or subjects for discussion at the next meeting.

·         A check will be made by DP that spoil from a newly dug grave is removed from adjacent graves following interment on 5th December.

·         It was noted that future meetings of this committee have been scheduled for a Monday.

 

18

Next Scheduled Meeting.           Monday 8th February 2010

 

 

 

Meeting Closed:             10.35 am.

 

 

 

 

 

 

 

Signed _______________________________ (Cemetery & Allotment Chairman)  

 

Date     ____________