A meeting of the Environment Committee was held on Tuesday September 4th 2007

A Meeting of the Cemetery & Allotment Committee was held on

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

Committee Members Present: Mrs A Brading (AB) arrived during the meeting, Mr A Forbes (AF), Mr Geoff Luckett (GL), Mrs Jenny Nicholas (JN) Orderly, Ms Denise Powell (DP), Mr Mike Williamson (MW).

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

Apologies for absence: Mr John Gower (JG) & Mr John Westlake (JW)

Declarations of Interest – none declared at this point

To elect a Vice-Chairman – Nominee: Ms D Powell (1 written nomination received for Ms Powell).

Ms Powell was duly elected Chairman. 4 in favour, 1 abstention

To Receive the Committee Chairman’s Declaration of Acceptance of Office

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

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.

Public Participation. An allotment holder complemented the Council on recent extension works to both the cemetery & allotment areas and spoke about his request for the provision of a chemical toilet for use by allotment holders. The Parishioner, whilst having spoken to a few fellow allotment holders who were in favour of this facility being provided advised that he did not represent the views of all allotment holders regarding the provision of a toilet or the method in which the cost of this could be met.

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. Letters regarding lack of cultivation have been sent to four allotment holders with a fifth plot holder contacting the office to relinquish his plot due to health reasons. One letter has been sent regarding a tree planted on an allotment plot.

(i) Request for the provision of a chemical toilet for use by allotment holders members empathised with the predicament of allotment holders who sometimes spend several hours at the site and considered different toilet types that could be used at remote sites. In discussion no suitable place to site a toilet could be agreed upon and areas of concern included the cleanliness of such a building and the potential for vandalism of this.

It was proposed by GLu that this matter be investigated further by the committee before reaching a decision to this request. No second was received and no vote in favour. Motion not carried.

It was proposed by AF, seconded by DP that the request to provide a chemical toilet on the Ilex Lane allotment site be refused. 4 in favour, 1 abstention.

(ii) Request for small fruit trees to be planted in the Allotment Area (contra allotment condition 8) A verbal request from an allotment holder to plant dwarf variety fruit trees on her allotment plot was considered. Concerns raised included restricting the height or variety of the tree, problems with roots spreading to other allotment plots, difficulty in removing trees when an allotment was relinquished and wasps being attracted when fruit drops from the tree. It was proposed by DP, seconded by AF that the current allotment regulations are adhered to and that the planting of trees is not permitted. 4 in favour, 1 abstention.

Notification that a Parishioner intends to exercise his right to keep hens on allotment 31b. The Parish Council was advised at the July 2009 meeting by an allotment holder that he intends to keep hens on his allotment plot and will install a suitable house in which to keep them. To date no hens or hen house have appeared on the allotment site.

To agree amendment to allotment condition 6 (iv) allowing livestock permitted by statute

It was proposed by GLu, seconded by DP that ‘unless permitted by statute’ be added to allotment condition 6 (iv). All in favour

Cemetery Extension Works – an update:

The meeting was suspended at 9.55am to allow the foreman in charge of works at the cemetery to update the meeting on works progress. The meeting was re-opened at 10.02am

a. Current position. The surface layer of macadam is being laid today. Edging kerbs are being replaced, coping stones will be laid on top of the small wall and gravel placed to the inside of the walled area to assist with drainage. MW & DP have met with St Monica representatives and agreed on the actual shelter, which is in accordance with the design previously approved by the committee, with this to be installed in the next 2/3 weeks. Small hedging as agreed in the landscape plan will be planted in the forthcoming planting season.

b. Date & plans for an official opening ceremony of the new cemetery area. MW has contacted Andrew Wilson’s secretary to establish convenient dates for St Monica Trust representatives to attend a short opening ceremony from mid October onwards. Suitable dates will be circulated once known and an additional committee meeting called to discuss plans for the ceremony.

c. To consider where first interments are to take place in extension area including allocation of an area specifically for children. It was agreed that a separate section within the new cemetery area be designated especially for children that could be demarked with a small hedge at a future date. The children’s area will be next to the allotment fence behind the Roman Catholic burial area. The first adult interments will be allocated to the opposite side of the footpath and behind the current burial area. Proposed by MW, seconded by AF. All in favour.

c. Old water trough – positioning & planting. It has been agreed by this committee that the trough will remain in its current position. Holes were drilled in the bottom of the trough during this committee meeting and MW will ask the contractors to half fill this with their top soil. LR is to purchase additional top soil for the planter and JN will purchase appropriate plants etc and plant the trough. Proposed by GLu, seconded by DP. All in favour

To agree & adopt a policy relating to Shallow Depth Graves Annex 1 (condition 8,9&10 of regulations)

MW advised committee members of a problem in respect of shallow graves being encountered when re-opening of an old grave takes place for a second burial. Should the original grave not have been dug to the required depth and a second burial be approved for the grave, there may not be sufficient soil above the second coffin to comply with Part 1 of Schedule 2 of the Local Authorities Cemeteries Order 1977 (LACO) or with Parish Council Cemetery regulation 10. In order to remain within the requirements of LACO, the Institute of Cemetery & Crematorium Management (ICCM) has produced a policy to deal with an inherited problem of shallow graves that details a recommended Code of Practice to create a cell or compartment within the existing grave. This cell must be constructed in such a manner so as to prevent, as far as practicable, the escape of any noxious gas from the interior of the cell or compartment. Advice has been sought from ICCM as to the suitability of soil type at the Ilex Lane Cemetery that may allow burial of coffins to within 2 feet to the surface of the adjoining ground, but until positive confirmation in this regard is received burials in an earthen grave must comply with LACO requirements.

It is considered that that shallow graves are only likely to be found in the oldest part of the Ilex Lane Cemetery as new graves are dug using a mechanical digger and it is therefore easier to achieve the burial depth as set out in Cemetery Regulation 8.

It was proposed that an addition be made to the end of Cemetery Regulation 10 ‘or to comply with The Institute of Cemetery & Crematorium Management (ICCM) policy relating to shallow depth graves subject to a minimum soil cover of 6” [15cm] on top of the slab’. An amendment should be made to Cemetery Regulation 9 to replace 20cms with 15cms with all other conversions between metric and imperial measurements being checked and amended as necessary by GLu & LR. Proposed by AF, seconded by GLu. All in favour.

Grave Levelling An application has been made to the Diocese of Bath & Wells Advisory Committee for the consideration of a faculty to allow the levelling of 16 graves in the consecrated section of the cemetery. The application is currently with an assessor & is due to be considered by the Advisory Committee at their meeting to be held on 9^th September 2009. The remaining procedure to apply for a faculty was explained to the committee including possible time spans.

It was proposed that should the Diocesan Advisory Committee recommend approval, an application should be made for a faculty to level 16 graves in the consecrated section of the Ilex Lane Cemetery with the associated costs for this to be deducted from the Cemetery & Allotment Committee budget. Proposed by GLu, seconded by DP. All members were in favour.

General Maintenance;

a. Work of the Community Service Team. The team have started cutting the perimeter hedge and strimmed the verge adjacent to the cemetery road. It was requested by committee members that the Community Service Team continue to strim this verge until a decision is made for future maintenance of this land. The beech hedge is shortly to be cut.

AB joined the meeting at 10.40am.

b. Use of window board to Cemetery waiting area for public notices. An advert for a garden centre has recently been displayed on this notice-board. It was agreed that the board should not be used for advertising and any future notices will be removed.

c. Annual inspection of trees in cemetery & allotment area. It was proposed by GLu, seconded by AF that Fountain Tree Care are instructed to carry out the annual inspection of trees at the cemetery & allotments with the associated cost being deducted from this committee budget. 5 members were in favour. ABr declared a personal interest as a former relation of the contractor and abstained from voting.

d. Replacement of gaps in hedge & improvement of surrounds. One oak tree in the hedge line is due to be removed by Western Power Distribution (see Chairmans Committee minutes 230609) and native hedging should be planted in this space along with other infill works to the hedge around the field. Proposed by ABr, seconded by GLu, All in favour.

A letter should be sent to land owners of the field adjacent to the allotments as there are two gaps in this and concern was expressed that should livestock be placed in the field, the cemetery & allotments would be easily accessible by the animals. Proposed by ABr, seconded by AF. All in favour

e. Hedge cutting in Ilex Lane. Min 9 of the Cemetery & Allotment Committee meeting held on 020908 contains the following resolution: Without prejudice, and whilst not accepting responsibility for the upkeep of Ilex Lane and associated areas, this committee would recommend that the Parish Council make arrangements to cut/flail the Ilex Lane hedge on an annual basis for the duration of this Parish Council to May 2011 as this public right of way is the entrance to the Parish Council Cemetery & Allotment Area.

It was proposed by ABr, seconded by AF. All in favour that instruction should be given to a contractor to cut the Ilex Lane hedge.

Road Signage & Markings – Ilex Lane exit onto Sandford Road. NSC has confirmed that junction markings will be installed at the Ilex Lane/Sandford Road junction. The work is to be included in the next white lining order and it is anticipated that works will be completed before the end of September. A request for additional signage on Sandford Road will not be made as considered by the Environment Committee at their meeting on 010909.

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 gr96 & gr111. One headstone (gr 106) requires attention but is not considered a hazard at this time. Two trees planted in the cemetery extension area have died and the matter been reported to contractors for St Monica Trust. It was proposed by AF, seconded by ABr, all in favour that a quotation be obtained to repair the bent entrance gate and repairs should be carried out when all other works at the cemetery are complete. MW & LR were authorised instruct a contractor on receipt of a suitable quotation.

To consider a future request to lay a flat stone with inscription onto grave 35. The first wife of a former Parishioner is buried in a double depth grave at the cemetery with the husband wishing to be buried in the same grave and an inscription added to the existing headstone. The second wife has made a request to the Parish Council, that whilst she wishes for her cremated remains to be scattered elsewhere, permission to lay a flat headstone onto the grave is requested recording her details.

Concern was expressed by committee members about permitting a flat headstone on a grave as this could interfere with grass cutting in this lawn cemetery and may also be a trip hazard if the stone was slightly raised above the level of the ground. If the stone was recessed flush to ground level damage may be caused to the stone by the grass-mower. A precedent would also be set by allowing a separate headstone within the cemetery without the interment of a body or cremated remains. Consideration could be given to an inscription on the base of the existing stone or a stone mason contacted for further suggestions. It was proposed by ABr, seconded by DP, all in favour that the request for a second headstone on this grave be refused.

JN left the meeting

To consider (1) removal of a sycamore tree in the cremation area. The tree is now very large with the roots causing a problem for the burial of cremated remains. There is crowding of trees in this area and this sycamore is not considered appropriate in this area. Two quotations have been received to fell this tree. It was proposed by ABr, seconded by GLu, all in favour that the tree be felled and the stump ground out. (2) Removal of diseased tree in same area members saw evidence that the tree was slowly dying from the bottom branches upwards with it being suspected that the disease had spread to the top, shown by the yellowing of leaves. It was proposed by AF, seconded by GLu, all in favour that the diseased beech tree close to the allotment fence be felled and the stump ground out. (3) Canopy lift to a tree overshadowing allotment 1 Very little light now gets through to one end of this allotment plot with branches hanging low over the main entrance to the allotment area. It was proposed by AF, seconded by DP, all in favour that a canopy lift of overhanging branches are carried out to this maple tree.

Fountain Tree Care quotation of £500 for all the above mentioned works in min 17 was accepted by the committee and works should be instructed immediately. Proposed by GLu, seconded by DP 4 in favour, ABr abstained.

For health and safety reasons, dead branches should be removed from the tree next to the beech at the same time the agreed works are carried out.

Precept request 2010/2011

As additional landscaping may be required in the cemetery extension area and the wooden picket fence will require treating, an initial precept request of £5,000 should be submitted to the finance committee for consideration. Proposed by GLu, seconded by AF, all in favour.

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

· None

Next Scheduled Meeting. Fri 4^th December 2009 but an additional meeting is likely to be arranged before this to consider an opening ceremony for the Cemetery & Allotment extension area.

Meeting Closed: 11.20 am.

Signed _______________________________ (Cemetery & Allotment Chairman)

Date ____________