|
Friday 29th May 2009, 9.30 am at the Ilex Lane Cemetery
|
|
|
Committee Members Present: Mrs A Brading (AB), Mr A Forbes (AF), Mr Geoff Luckett (GL), Mrs Jenny Nicholas (JN) Orderly, Ms Denise Powell (DP), Mr Chris Sampson (CS), Mr J Westlake, Mr Mike Williamson (MW). |
|
|
Clerk Present: Mrs Lynne Rampton (LR) Members of public present: four
|
|
|
1 |
To elect a Chairman – Nominee: Mr. M Williamson (1 written nomination received for Mr. Williamson). Mr. Williamson was duly elected Chairman. Proposed by DP, seconded by JW, seven in favour, 1 abstention
|
|
2 |
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.
|
|
3 |
Apologies for absence: Mr John Gower (JG).
|
|
4 |
Declarations of Interest – none declared
|
|
5 |
Update of the previous minutes approved at the main Parish Council Meeting as being a correct record– GL requested clarification of the specification used for the recently installed footpaths to the allotment area that was responded to by MW.
|
|
6 |
Public Participation. Whilst accepting the concerns of the Parish Council, holders of allotment 31b spoke in favour of installing a shed on their plot for the following reasons; a.) Large distance to the nearest shelter in case of inclement weather conditions as only one entrance to the allotments exists. b.) Savings could be made in water rates if a water butt collected rainwater from the shed roof. c.) A restriction on size & colour of a shed could be regulated by way of Allotment Regulations. d.) To deter vandalism of any shed, it could be specified that shutters must be fixed. e.) The Parishioners considered it more discreet to move into the shed should an interment be taking place. f.) More allotment holders would walk to the allotments if they didn’t have to carry tools therefore helping the environment by less car journeys made. g.) It could be specified that as some allotment ‘b’ plots are slightly larger, that all sheds installed must be erected against the hedge line away from the cemetery area.
|
|
7 |
Parishioner request to erect a wooden shed on allotment 31b DP responded to the points raised by the two Parishioners and advised that an additional shelter is soon to be built in the cemetery extension area. In discussion it was considered that most allotment holders tended their plots in appropriate clothing for the prevailing weather conditions, security issues for sheds in an isolated area were debated and possible vandalism that could take place considered. Whilst sheds are seen on a large number of other allotment sites, some of these appear unsightly & members considered that sheds in this location next to the cemetery would be inappropriate and out of keeping with the area that is surrounded by open countryside & the Mendip Hills Area of Outstanding Natural Beauty. Some allotment holders have unobtrusive low level lockable containers on their plots that were considered preferable to sheds. (i) It was proposed by AB, seconded by GL, all members in favour that in accordance with allotment regulation 6 (iii), the erection of sheds in the allotment area should not be permitted. Low level, unobtrusive chests would be allowed for storage purposes subject to approval on application with details of size to the Parish Office.
|
|
8 |
Cemetery & Allotment extension works – an update a.) Current position. Grass seed to the cemetery extension area has been sown, the land rolled and a first grass cut taken place. Surface drainage is to be installed once the grass is more established with works to complete the shelter, paving and paths taking place after this. The tap in the new cemetery area is to be installed in accordance with Bristol Water regulations. b.) Old water trough – positioning & planting. The positioning of the trough was reconsidered with it being proposed by JW, seconded by AB, all members in favour that the trough is left in the current position. The planting of this should be left to the discretion of the orderly. c.) Gates to allotment area. The initial recommendation of the committee was not to provide a second entrance into the new allotments as this may have encouraged cars onto the new road area. Further deliberation of this issue took place with a second entrance at the end of a path being considered that would allow quicker access to shelter in the event of rain showers and provide a DDA compliant entrance to the allotment area. The provision of a second entrance will also allow easier access for allotment holders with tools and supplies although no parking of vehicles in this area will be allowed. Should the provision of a gate into the new area encourage unacceptable vehicular use in the cemetery, consideration will be given to installing a locked drop-bollard at the road entrance and/or removal of the second entrance. It was proposed by JW, seconded by AB, all members in favour that that a gate opening into the new allotment area from the cemetery extension be created at the end of the footpath adjacent to the picket fence. d.) Spoil storage area. It was proposed by AB, seconded by JW, all members in favour that an area to the right of the field gate in the cemetery extension area be designated for spoil storage that should be screened by a fence/hedge. The positioning of the spoil area will allow for easier periodic removal as the excess spoil increases and consideration may be given to an ‘environmental charge’ being included within cemetery interment fees at a future date.
|
|
9 |
Ground Maintenance a.) Grass cutting. Increased costs for additional grass cutting in the cemetery have been budgeted into Parish Council finances. It was proposed by JW, seconded by AB, all members in favour that the contractor engaged for grass cutting in the existing cemetery area for this financial year be instructed to ‘cut & drop’ grass in the cemetery extension area on a fortnightly cycle. b.) Overall care & upkeep. JN declared an interest in this item and took no part in the discussion or subsequent voting. As anticipated, a larger cemetery will require additional hours to be worked by the Cemetery Orderly and the financial implications of this included in the Parish Council staffing budget for the 2009/2010 financial year. It was proposed by AB, seconded by JW, 7 in favour, JN abstained that Orderly working hours be increased from 1 to 2 hours per week.
|
|
10 |
Road Signage – Ilex Lane exit onto Sandford Road. Concern has been raised by a new allotment holder over the safety of the exit from Ilex Lane at its junction with Sandford Road. It was proposed by GL, seconded by JW, all members in favour that as ownership of the lane is unknown, a sign warning of the dangers of this concealed lane onto Sandford Road should not be installed. NSC should be approached to install road marking signs advising those exiting Ilex Lane that they must stop & give way to users of Sandford Road . The matter has been referred to the Parish Council Environment Committee for consideration of a ‘concealed entrance’ sign on Sandford Road.
|
|
11 |
Work of Community Service Team. It was proposed by JW, seconded by GL, all members in favour that the community service team be instructed to strim vegetation around the cemetery perimeter with the cemetery orderly managing vegetation adjacent to the picket fence.
|
|
12 |
To Reconsider Cemetery Regulations a.) No 8. Size of an adult grave. Recent alignment of adult graves is not consistent with previous burials and Funeral Directors should be requested to inform their grave diggers of specified grave size maximum measurements and care be taken when a new grave is dug to comply with this cemetery regulation. One grave space in the current line being allocated may have been lost due to excess grave widths. b.) No 26. To only allow works by BRAMM licensed & registered monumental masons in the cemetery. It was reported that the inclusion of this condition excludes experienced & reliable stone masons from carrying out works in the Ilex Lane Cemetery. NSC is currently reviewing their stance regarding BRAMM licensing requirements. It was proposed by AB, seconded by GL, all members in favour that the current regulation no. 26 is enforced for all future applications to install a memorial within the Ilex Lane Cemetery.
|
|
13 |
Cemetery & Field – completion of Review Sheet 5 The form was considered and completed for health and safety and risk assessment purposes in advance of the meeting as agreed by the committee at the December 2008 meeting. Grave headstones in rows commencing 221 & 231 were hand tested for stability. The Community Service Team is to be instructed to make any necessary repairs to, and apply wood preservative to all cemetery seats. The review sheet report was accepted by the committee. Proposed by AB, seconded by JW, all members were in favour. In response to a question, AF was advised that future review sheets will be completed by the Committee Chairman, Vice-Chair and the Clerk in advance of the committee meeting.
|
|
14 |
Allotments – completion of Review Sheet 6 The form was considered and completed for health and safety and risk assessment purposes in advance of the meeting as agreed by the committee at the December 2008 meeting. One newly allocated allotment has not been tended. On inspection of the allotment plots, the congratulations of the committee were expressed to the new allotment holders for the considerable amount of work applied to the new plots since allocation of these less than one month ago on 1st May 2009. A brass connector to one locked water stand-pipe has disappeared. JN was authorised to purchase a replacement of this to enable the water extension pipe allowing easier filling of watering cans to be fitted. Proposed by JW, seconded by DP. All members were in favour.
|
|
15 |
Matter for Information – either points of information or subjects for discussion at the next meeting. · Future agenda item requests – 1.) To elect a committee vice-chairman, 2.) Removal of a sycamore tree in the current cremation area, 3.) Request for public conveniences at the cemetery by a new allotment holder, 4.) Consideration of where to allocate first interments in new cemetery area, 5.) Official opening ceremony of the cemetery extension in conjunction with St Monica Trust (MW is to open dialogue with St Monica Trust). · JW requested that the tile matting be removed from the cemetery garage to allow increased Parish Council storage areas. · DP requested that Cemetery & Allotment Committee meetings for 2010 do not take place on a Friday morning due to staff office cover requirements should either the Clerk or Assistant Clerk be absent.
|
|
16 |
Next Scheduled Meeting. Fri 5th September 2009.
|
Meeting Closed: 10.40 am.
Signed _______________________________ (Cemetery & Allotment Chairman)
Date ____________