MenuMinutes of Amble Town Council Cemeteries Management Committee Meeting held on Thursday 28th June 2012 at 5.30pm in the Town Council Office
1. PRESENT: Councillors Weir (Chairman), Bilboe, Mrs Dargue, Mrs Lewis together with the Clerk; Miss Brown.
2. APOLOGIES FOR ABSENCE: Cllr Hinson – holiday and Cllr Palin – family commitments; this was proposed for acceptance by Cllr Mrs Lewis, seconded by Cllr Weir and agreed.
3. DECLARATIONS OF INTERESTS: None
Cllr Weir apologised for cancelling the site visit to the East Cemetery as a result of a thunder storm. Cllrs Bilboe and Mrs Lewis had still visited the site.
4. CLERKS REPORT:
4.1: Long handled digging spade arrived
4.2: Shrubs for memorial wall arrived
4.3: Machine demo of X300 and Gator took place, attended by Cllrs Weir and Mrs Lewis
4.4: Electrics inspection requested as per Fire Risk Assessment
4.5: Fire extinguishers and flammable liquid cabinet ordered as per Fire Risk Assessment.
4.6: Natural Burial leaflets distributed to solicitors, funeral directors, Parish Councils and Community Councils.
4.7: Letter concerning vandalism sent to Media
4.8: Tax Disc – NK11 HBP updated
4.9: Light Bulb 8 Ft purchased for Cemetery Office
4.10: Husqvarna cutting belt snapped and first service due. Machine collected by mechanics for service and repair 26/6/12
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
The Clerk apologised that the futures report, timesheets and visitor’s book were not available.
Cllr Mrs Lewis queried the last time the grass had been cut in the East Cemetery, stressing this should be done as soon as possible and on a regular basis. The Clerk explained that due to staff absence, a busy week with interments and the grass cutting requirements at the West Cemetery along with the recent wet weather this had not been possible since late May.
An official site visit to the East Cemetery would be deferred to the July meeting of the Committee.
Cllr Mrs Lewis raised various items that had been discussed in the past but had not been resolved:
- 2 notices be purchased to be attached to the northern and eastern walls to inform of the Wildflower Environment Area
- Investigating a survey of the native wildflowers in the Cemetery as a permanent record
- Edging to be put on the 2 information boards to stop rainwater penetrating the information.
- The Heritage Lottery sign on the Spire is deteriorating – Grant conditions need to be checked; if no longer applicable, remove
- Weeds growing in archway, paths, wall – all need weed killed
- Rabbit problem – did we get a response regarding ferreting the area?
The Clerk would seek info and return to the next meeting of the Committee.
7. COMMUNICATIONS: None.
7.1: Email from BBC re: Questionnaire to be returned by Mid July – The Clerk would respond.
8. AGENDA ITEMS:
8.1: Consideration of amendments to West Cemetery Rules and Regulations – The Clerk had circulated the Rules and Regulations with suggested amendments. Amendments were made, with the final document delegated to the Clerk and Chair of the Cemeteries Committee to agree upon. The final document would be returned to the July meeting along with costings for the printing of 100 copies. This was proposed by Cllr Mrs Lewis, seconded by Cllr Bilboe and agreed.
8.2: Consideration of revised Interment form (deferred from May meeting) – Cllr Weir proposed the draft be amended by the Clerk with Chair of Cemeteries Committee and Cllr Mrs Lewis, to be circulated and returned to the next meeting of the Committee for consideration. This was seconded by Cllr Mrs Dargue and agreed.
8.3: Consideration of matters raised in the Fire Risk Assessment – The Clerk informed all urgent items had been dealt with. The remaining matters would be discussed at the July meeting of the Cemeteries Committee.
8.4: Consideration of Natural Burial article for ICCM’s ‘The Journal’ – The Clerk requested this be deferred until after we have had an interment in the Natural Area but Members agreed in principle to the idea.
8.5: Concerns regarding Dogs in the West Cemetery – Cllr Bilboe raised his concerns about residents walking dogs in the West Cemetery in evenings and on weekends. Although signage was on trees at entrance he suggested larger signage would be more beneficial. The Clerk with the Chair of the Cemeteries Committee would investigate more appropriate signage and whether it was enforceable, returning information to the next meeting of the Committee. Cllr Mrs Lewis proposed some text in the next news page covering this subject; seconded by Cllr Weir with the amendment to emphasise the nuisance these actions caused, and agreed.
9. INFORMATION ITEMS:
9.1: ICCM –The Journal Summer 2012
10. DATE & TIME OF NEXT MEETING: The next Meeting is scheduled to be held on Thursday 19th July 2012 at 6.30 p.m. in the Council Office, The Quayside
Under Section 100A (4) of the Local Government Act 1972, the press and public will be excluded from the Meeting during consideration of the following items on the Agenda due to sensitive nature. This was proposed by Cllr Weir, seconded by Cllr Mrs Dargue and agreed.
PUBLIC VERSION OF PRIVATE
Consideration of Lawn Tractor – Following the demonstrations of the John Deere Gator and the X300, Cllr Mrs Lewis proposed the retailer be thanked for demonstrating the machines, stating that although we were impressed with the Gator, it is not a viable purchase for our present requirements. This was seconded by Cllr Weir and agreed.
Although the John Deere X300 had been shown, the retailer had quoted for the X304 which was the same machine but with a 4 wheel steer. The cost was stated. The Clerk reminded that the Council were offered a sum part exchange for the lawn tractor that they had in their workshop in bits.
After discussion suggesting that the timing was inappropriate with the season half over and the Town Council’s review of services ongoing, Cllr Weir proposed asking for this Review of Services to be added to the Town Council agenda for clarification of date of next meeting. This was seconded by Cllr Mrs Dargue and agreed. Cllr Mrs Dargue proposed the Clerk ask the replacement belt and Husqvarna service be carried out as quickly as possible; seconded by Cllr Mrs Lewis and agreed.
Cllr Mrs Lewis suggested in case it should become necessary, the Clerk look into the cost of hire of the X300/304 or similar ride on grass mower.
The meeting closed at 7.41pm