Minutes of a Meeting of the Burials Committee
held on Monday 28th September 2020 from 7.30pm
partly by video/phone link in accordance with Section 78 of the Coronavirus Act 2020.
DRAFT TO BE APPROVED AT THE NEXT MEETING
BC20.21 Members present: Committee Chair Margaret Sleet, Councillors Brian Spriggs, Elaine Mann, John Dadge, Malcolm Spinks
In attendance: Councillors Robert Chiva, David Aldwinckle, Clerk Catherine Franks
BC20.22 Apologies for absence: None
BC20.23 Minutes of the previous meeting, held on Monday 22nd June 2020 were confirmed as a true record and signed by the Chair.
BC20.24 Public forum: None
BC20.25 Updates were received on the outstanding programme of work to bring the Council’s burials activity up-to-date):
a. Burial records. Mrs Sleet reported that work on the handwritten ledgers was ongoing. Clerk reported that paper administration files had been brought up to date Admin files and all new records were also being held electronically.
b. Publishable regulations. Redrafted by the Clerk as a Guide to Relatives and circulated prior to the meeting. Mrs Sleet had noted inaccuracies. ACTION – Mrs Sleet and Clerk to liaise to complete document
c. Publishable and internal procedures. Clerk advised that written capture of these was in progress.
d. Review of physical appearance. Clerk advised that a new noticeboard had been ordered.
BC20.26 Maintenance of burial grounds:
a. A proposal for an amended specification to the cemetery footpath refurbishment recently started was proposed by Cllr Spinks, seconded by Cllr Dadge and RESOLVED. It was noted that once work commenced it became clear that the gravel depth would not allow for use of mobility scooters and other wheeled items. A revised quote from the same contractor to be considered by full Council.
b. Clerk provided an update on plans for refurbishment of the churchyard footpath. Council had appointed a supplier and agreed material and colour. Diocese faculty approval was awaited and contractor provisionally timetabled for work early in the new year. ACTION – Clerk to chase churchwarden for Diocese update.
c. A report of observations for maintenance and improvements, made during a walkabout of the cemetery was noted, including tasks now undertaken by Cllr Dadge or under delegated powers:
ACTION – Clerk to obtain quote for ivy pruning as identified, to chase cutting of boundary hedges and that headstones laid down for safety were not being left re-erected after grass cutting. ACTION – Cllrs Dadge and Spriggs to arrange fence painting as identified. Proposals for other work to be brough to a future meeting
d. Clerk updated on work on memorials identified as needing attention. A local stonemason had not been forthcoming with a quote as requested. ACTION – Clerk to approach alternative stonemason(s)
BC20.27 Recommendations to be referred to Council for expenditure were confirmed as:
a. Amendment to cemetery footpath specification
b. Removal of ivy from tombstones in the church yard
c. Budget 2021/22 – inclusion of Other Maintenance to £2,000 and Capital Expenditure to £5,000
BC20.28 It was agreed to bring forward the date of the next meeting, to Monday 23rd November 2020
The meeting closed at 20.30