A Meeting of the Cemetery & Allotment Committee was held on

Monday 7th June 2010, 9.30 am at the Ilex Lane Cemetery

 

Committee Members Present: Mr Geoff Luckett (GL), Mrs Jenny Nicholas (JN) Orderly, Ms Denise Powell (DP),

Mr J Westlake, Mr Mike Williamson (MW).

Clerk Present: Mrs Lynne Rampton (LR)                                               Members of public present:  two

 

1

To elect a Chairman and to receive the Committee Chairman’s Declaration of Acceptance of Office

Mr. Williamson was duly elected Chairman. Proposed by DP, seconded by JW, all in favour

The Declaration of Acceptance of Office was duly signed and received by the Clerk.

2

To elect a Committee Vice-Chair & to receive the Vice-Chair’s Declaration of Acceptance of Office

Ms Powell was duly elected Vice-Chairman. Proposed by MW, seconded by JW, all in favour

The Declaration of Acceptance of Office was duly signed and received by the Clerk.

3

Apologies for absence:  Mrs A Brading (AB), Mr A Forbes (AF), Ms L Lawrence (LL).

4

Declarations of Interest – DP declared a personal and prejudicial interest in agenda item 10 (d) as one tree proposed for felling is in close proximity to the cremation space of close family members.

5

Update of the previous minutes approved at the main Parish Council Meeting. None

6

Public Participation. An allotment holder spoke on the condition of two small trees in the cemetery area

7

Cemetery Area

a.      To consider completed Review Sheet 5 and repairs to entrance gate. Recommendations in the review sheet were accepted for action by the committee. The Chairman suspended the meeting to allow a member of the public to speak on her preference for a cattle grid to be installed at the cemetery entrance. The meeting was then re-opened.

b.      Grave levelling works to consecrated area now complete. An inspection took place of those graves now levelled in the consecrated area of the cemetery with no matters of concern arising.

c.   Plants/shrubs and objects on graves in lawn cemetery A large number of graves have spring flowers planted along the length of these which was considered acceptable to committee members as this does not interfere with grass cutting commencing late spring as these flowers die off. It was however noted that heathers and ivy have now been planted along some graves and solar lights appeared on two graves. Grave owners should be contacted asking for removal of these items within 21 days as they are not considered to be in keeping with the appearance of this lawn cemetery. Items not removed during this time frame will then be held at the Parish Office awaiting collection by owners. Proposed by DP, seconded by GL, all in favour

d.   Memorial tablet installed on existing grave (13 RC) An unapproved memorial tablet has been installed on an existing grave to the front of an approved headstone. A similar request to install a second memorial on one grave has previously been refused due to complications with grass cutting and so that a precedent is not set for future requests (cem & allot min 16 4th Sept 2009). The stone mason concerned should be requested to remove the new memorial and reinstate the turf/bulbs removed. Proposed by DP, seconded by JW, 4 in favour, 1 against.

8

Requests received for consideration:

a.      In area of felled oak tree (adj to 13 RC) request for future permission to (i) install headstone to record ashes interred in 13RC. It was considered that due to the recent removal of an oak tree in this vicinity, the area immediately adjacent to grave 13RC is not suitable for a full depth burial and permission should be granted to the family to purchase a space for the interment of cremated ashes only (c13 RC (a)) but that in this instance only as the space will be at the end of a line of burials with headstones,  a headstone will be allowed (on payment of fees applicable at that time) to record details of those ashes interred in gr 13 RC and the adjacent cremation space. Proposed by GL, seconded by JW, all in favour.  (ii) plant a small shallow rooted tree After removal of the old oak tree, family members have requested that they be allowed to plant a new shallow rooted tree (so as not to interfere with surrounding grave spaces or the allotment path) with a height limited to no more than 10ft so as not to cause problems for overhead power cables. A weeping cotoneaster or crab apple has been suggested and although committee members were not in favour of any ‘weeping’ variety as this would encroach onto the allotment path, the principle of a replacement tree in this location was considered acceptable. Proposed by GL, seconded by DP, all in favour. Approval of the tree to be installed at the request and expense of the family was delegated to the Chair, Vice-Chair and Clerk. Proposed by MW, seconded GL, all in favour.   (iii) create a single cremation plot.  A new cremation plot (c13 RC (b)) may be required to accommodate the memorial stone from gr 13 RC and to allow future burial of ashes. Committee members were in agreement that a further cremation space should be created in this line should this be required. Proposed by MW, seconded by GL, all in favour. (iv) install a memorial seat. In principal, committee members welcomed the addition of a new bench in this area subject to design and final location being agreed by the parish Council. Proposed by JW, seconded by DP, all in favour.

b.      Request for a memorial (ashes not interred) such as (i) bird box, (ii) seat, (iii) tree, (iv) inscription on existing grave headstone (v) small tablet on existing grave, (vi) funding towards making the brick shelter more attractive. After consideration of the request it was considered that a bird box, an additional inscription on the existing family headstone or a seat in this vicinity would be appropriate (subject to final detail and location to be agreed by the Parish Council and office records marked appropriately that no ashes are interred at the cemetery in the case of an additional inscription). The request for a tablet should be refused for the reasons given above at min 7 (d) along with a request to plant a new tree as there is not considered to be adequate room in the vicinity of gr 48. Comments regarding the cemetery waiting area were noted but it was considered inappropriate to accept donations from parishioners/grave owners until ideas for improvements to the shelter had been formalised by the Parish Council - this should appear as an agenda item at the next meeting for discussion.  Proposed by DP, seconded by JW, all in favour

c.      Permission to install a memorial tablet in cremation area – unusual colouring. A coloured copy of the proposed memorial for cremation plot cr 47b was shown to committee members. This matter had been referred to committee for decision as both the stone (rose white granite) and the inscription in green letters were considered to be unusual by the Committee Chairman. It was proposed by JW, seconded by DP, all in favour that permission is granted for the installation of the memorial tablet.

9

Allotment Area

a.      To consider completed Review Sheet 6. The recommendations were accepted by the committee. Proposed by DP, seconded by JW, all in favour.

b.      To agree action required on untended allotment plots. It was noted that following a letter to tenants of allotments 20 & 21regarding untended plots, contact has been received from allotment holder 21 and immediate steps taken to rectify the situation. No contact has been received from allotment holder 20 despite 3 letters offering to take back a half plot should a full plot be too challenging and/or requesting immediate contact regarding the current situation. The annual rent for allotment 20 due 1st April 2010 also remains unpaid. Committee members recommend that immediate steps be taken to terminate the tenancy for allotment holder 20 and the plot then be split into two half plots and re-let. On the advice of experienced allotment holders, the allotment should be offered to those on the waiting list in the current untended state to allow them to correctly manage the current overgrowth rather than having the plot cleared by the community service team or rotivated by a contractor. In consideration of the additional works to be undertaken by the new allotment holders, a fee equal to six months rent to 31st March 2011 should be charged to the new tenants. Proposed by GL, seconded by DP, all in favour

c.      Comments/feedback received from allotment holders. Responses to comments received were noted with agreed responses to these to be published on the allotment holder notice-board.

d.      To consider installation of drainage to those areas being reported as excessively wet. Following complaints from one allotment holder prior to invited comments from allotment holders March/April 2010, a trial drain has been installed beneath the dividing path for two plots. Heavy rainfall is now awaited to determine the success of these works before a decision is made to install further similar drainage to other plots.

e.      Action required following unauthorised use of roadway to hearse turning circle. A notice has been placed on the gate to the allotments from the sunshade pathway advising that the practice of using the hearse roadway and then parking in this vicinity is unacceptable. This is due to a Bristol Water main pipe running beneath the roadway determining the depth of surface applied for the roadway and obviously due to this, heavy use of the road is not permitted. In consideration of allotment holders at the far end of the cemetery, goods/equipment may be delivered using the paths before vehicles return to the main car-park. Under no circumstances should vehicles drive across the grassed areas as this causes considerable un-rectifiable damage to the drainage system installed for the cemetery  Any further infringements of the roadway/grassed area will be carefully monitored and if necessary, steps taken to prevent vehicular access for allotment holders.

10

Ground Maintenance;

a.      Additional equipment required to carry out Orderly duties. Equipment as determined by office staff and the orderly should be purchased. Proposed by DP, seconded by DL, all in favour.

b.      To consider replacement hedge by hearse turning circle. New planting around the cemetery sunshade shelter appears to have not survived the winter season .A new box hedge to replace the existing planting should be installed to match other low level hedging at the cemetery.

c.      Overall care & upkeep – to consider regular strimming of areas adjacent to field hedge. It was agreed that striming around hedge areas should take place on a monthly basis with a contractor being appointed to invoice the Parish Council for works. Proposed by DP, seconded by JW, all in favour.

d.  Report on tree works recommended Due to a previously declared personal and prejudicial interest, DP left the meeting. Following tree works carried out at the cemetery by Western Power Distribution, the tree surgeon who compiled a tree report earlier this year should be asked to visit the cemetery to requote for outstanding works.   A parishioner has expressed her disappointment of plans to remove one tree in the cremated remains area of the cemetery due to the tree being reported as diseased. The prognosis for this tree will be rechecked with the appointed tree surgeon but if the tree is diseased and considered to be a danger, this will be removed. DP returned to the meeting. GL & JW left the meeting at 10.40am due to another commitment and as a quorum of the committee was no longer present, the remaining agenda items were considered with recommendations only being made to the full Parish Council for approval.

11

Digital Mapping and cemetery records – Pear Technology. Suggestions from committee members are to be incorporated into the mapping system package.

12

To consider removal of cemetery regulation;

a.      Part no 26. To only allow works by ‘licensed & registered’ monumental masons in the cemetery’ and to replace ‘should comply’ with ‘must comply’. It is considered that the first part of the regulation specifying the standard to which memorials must be installed is to remain but with very few monumental masons in this area being registered with BRAMM, amendments to the cemetery regulations as detailed be made.

13

Matter for Information – either points of information or subjects for discussion at the next meeting. None

 

Next Scheduled Meeting.          Monday 4th October 2010.

 

Meeting Closed:                 10.45 am.

 

Signed _______________________________ (Cemetery & Allotment Chairman)             Date     ____________