MenuMinutes of a Meeting of Amble Town Council Cemeteries Management Committee held on Thursday 15th September 2011 at 6.30pm in the Council Office which was preceded by a site visit commencing at the West Cemetery at 5.30pm
1. PRESENT: Cllrs Bilboe (Chairman), Hinson, Weir and Mrs Lewis together with the Clerk- Miss E Brown.
The Superintendent Mr Waugh was present for the site visit.
2. APOLOGIES FOR ABSENCE: None.
3. DECLARATIONS OF INTERESTS: None.
4. CLERKS REPORT: CLERKS REPORT:
4.1: 4 x Schwegler 2FN Bat boxes ordered, delivered. Arborist to consult with and be supervised by ecologist when erecting boxes in trees.
4.2: Natural England licence application applied for by the ecologist. Licence approved.
4.3: Arborist given permission to commence tree works in Autumn as bat roost problems have been resolved.
4.4: Memorial permissions/designs dating back to 1968 scanned into a database by Clerk and Clerical Assistant. Originals to be archived.
4.5: New synthetic grass sheets arrived.
4.6: Clerk enquiry to Commonwealth War Graves Commission re: Private Sydney Crackett memorial.
4.7: Computer monitor broken at West Cemetery. Clerk personally donated a monitor that was surplus to her requirements.
4.8: Memorial masons reminded of outstanding certificates of compliance.
4.9: Manson headstone re-erected in East Cemetery
The Clerk informed that the Certificates of Compliance had not yet been chased up and she had pre-empted herself by putting this on the agenda.
The bat boxes had not been erected as planned due to high winds on the day. The ecologist was not happy with the fittings that had come with the bat boxes (6inch nails) and instructed the arborist to bring the correct fastening (ties) with him. The date was to be rescheduled.
The Clerk informed that on chasing up the memorial of Private Sydney Crackett, the paperwork had been lost by head office so there was likely to be a 12-18month delay in the memorial being erected in the East Cemetery. Cllr Mrs Lewis proposed sending a letter to CWGC stating our disappointment at the loss of the paperwork and informing that the details of the Crackett memorial at the West Cemetery had been removed from the website; this should be re-instated. This was seconded by Cllr Bilboe and agreed.
The Clerk informed that she was currently pursuing an issue with the refuse collection company regarding in increase in charges. Cllr Mrs Lewis proposed the Clerk continue pursuing. This was seconded by Cllr Weir and agreed.
5. VISITOR’S BOOK AND TIMESHEETS:
5.1: The Superintendent’s Futures Report will be presented for inspection by the Members.
5.2: The time sheets will be available for inspection
5.3: The Visitor’s Book is available for inspection at the office from Thursday afternoon.
5.4: Site visit
6. Member’s Comments on the Future Report, Visitor’s Book, Timesheets and the condition of the Cemetery
Cllr Bilboe enquired how often the East Cemetery was being cut. The Superintendent confirmed it had been cut once in the past month. Cllr Bilboe requested that it be cut once every 2 weeks during the grass cutting season in the future.
Cllr Ms Lewis commented that the West Cemetery was looking very neat and tidy, she praised the men for the tilling work in the shower room. It was noted that a new toilet seat with lid was required for the rest room. The Superintendent suggested replacing the wooden borders of the flower beds around the office to kerbing. He would work out the measurements required and the Clerk would investigate costs. The long reach hedge trimmer that had been purchased last year required an extension pole as it was still not long enough to reach the higher areas behind the cremated remains section; the Clerk would investigate costs.
An edging tool (half moon) was required. Additional topsoil should be added to the drive in the spring. Cllr Mrs Lewis commented that there was a flat headstone in section M. so the Clerk should be wary of memorial widths when permissions were requested as the width of the memorial may reduce the space in front of the headstone that is allowed for planting etc.
Cllr Mrs Lewis suggested the Clerk sent out diplomatic letter to the owners of the plots that are looking unsightly due to memorabilia; to include the Council do not encourage such momorabilia due to vandalism and maintenance.
A drill with screw driver attachment was required. Cllr Mrs Lewis proposed this be delegated to Cllr Weir with the Clerk to investigate. This was seconded by Cllr Bilboe and agreed.
The fencing between the allotments could be deferred to winter 2012, the grass would however need to be maintained by the Council in the meantime.
7. COMMUNICATIONS:
7.1: Email re: East Cemetery following the re-instating of the Manson memorial in the East Cemetery, an email had been received praising the staff for their maintenance of the cemetery.
8. AGENDA ITEMS:
8.1: Consideration of procedure re: pre-digging graves – The Superintendent stated that he did not believe the current procedure of pre-digging graves prior to staff holidays was working. A recent case of a pre-dug grave was brought to the attention of the Committee where the grave had stood for 9 weeks before it was required. In this 9 week period, the grave had collapsed twice and the grass under the mound of soil was dead. The mound and the resulting grass looking unsightly. Cllr Mrs Lewis commented that it is not possible to pre-empt death, but we can pre-empt staff holidays, this being a one off occasion where a long period passed before an interment.
The Superintendent went on to say that both he and the Grounds man found it completely unacceptable to have someone standing over them with a phone while the were solely digging a grave when an able bodied person should be required to assist in the event of a collapse. Cllr Mrs Lewis commented that the Council would advise against someone else entering the grave in the case of an accident as this would increase the danger. Cllr Mrs Lewis informed that the grave digging guidelines and cemetery policies were in place to reduce risk. A ladder had been recommended however the staff did not want a ladder, she suggested that all future pre-dug graves be positioned at the end of a row. The Superintendent commented that the shoring is also too heavy to be lifted by one person.
Cllr Hinson thanked the Superintendent for bringing his concerns to the attention of the Council.
The Clerk would look at the possibility of lighter grave shoring systems.
8.2: Autumn planting plan- The Superintendent planting plan was circulated (copy attached) Cllr Mrs Lewis commented that the herbaceous border should be thinned out of trees and bushes towards the back to the planting of the foxgloves and delphiniums. Other summer perennials should be looked at for the front of this border.
More canna lilies were required for the cremated remains bed. The Superintendent was to consult with the Clerk and Cllr Weir over the possibilities for this bed. It was suggested white, cream and green colours were appropriate.
9. INFORMATION ITEMS:
9.1: ICCM – The Journal Autumn 2011
9.2: ICCM – Summary of Financial Statement 31 March 2011 and minutes of AGM
The information was received on the proposal of Cllr Bilboe, seconded by Cllr Mrs Lewis and agreed.
10. DATE & TIME OF NEXT MEETING: The next Meeting is scheduled to be held on Thursday 20th October 2011 at 6.30 p.m. in the Council Office, The Quayside.
Following acceptance of the adoption of Section 100a (4) of the Local Government Act the remainder of the Meeting will be held in Private, this was proposed by Cllr Bilboe, seconded by Cllr Hinson and agreed. The Superintendent left the meeting at 7.30pm
PUBLIC VERSION OF PRIVATE
P01. Consideration of replacement notice board; Amble West Cemetery budget and design – Cllr Hinson proposed the Clerk price notice boards of a similar size to the one proposed for the office. This was seconded by Cllr Mrs Lewis and agreed.
P02. Consideration of quotes for building of natural burial memorial – The Clerk informed that 2 quotes had been received; both quotes were over budget. The Clerk informed that it could be possible over the winter months for the Grounds man to construct the memorial during working hours although interments would have to take priority. Tools were already available from the work on the East Cemetery walls.
Cllr Weir had drawn up a sketch of the memorial stone which would be 5m in width. The memorial would not be curved. Cllr Mrs Lewis proposed that Cllr Weir be delegated with the Clerk to discuss this further with the grounds man and superintendent, this was seconded by Cllr Hinson and agreed.
P03. Alternative to plywood sheets for use during grave digging procedure; quotes – The Clerk had received a quote for polypropylene sheets in 8’ x 4’ dimensions for a minimum delivery of 10 sheets.
The current cost of plywood per sheets was cheaper but not very durable as it rotted when wet.
The Clerk would obtain a sample of the material and find out the exact cost of 6 sheets as Cllr Mrs Lewis commented that 10 were not required.
P04. Payment of the Superintendent – Cllr Mrs Lewis proposed paying the Superintendent at the appropriate rate for attending the site visit and meeting. This was seconded by Cllr Bilboe and agreed.
The meeting closed at 8.05pm