CEMETERY COMMITTEE MEETING

MONDAY 6TH JULY 2009

Present :-    Cllr J. Godwin, Cllr J Hart, Cllr A. Maycock, Cllr R Mills, Cllr D. Wardle, Cllr H Wright

1.    Apologies for Absence

Cllr C Lofts

2a.    Election of Chair

Cllr J Hart, Deputy Mayor, took the chair for this agenda item. Cllr J Hart asked for nominations for Chair of the Cemetery Committee.

Proposal

Cllr Godwin proposed that Cllr H Wright be elected Chair of the Cemetery Committee for the ensuing year; seconded by Cllr A Maycock seconded; all in favour.

2b.    Election of Vice-Chair

Cllr Wright asked for nominations for Vice-Chair of the Cemetery committee.

Proposal

Cllr Mills proposed that Cllr J Godwin be elected Vice-Chair of the Cemetery Committee for the ensuing year; seconded by Cllr Maycock; all in favour

3.    Declarations of Interest

None.

4.    Open to the Public

No members of the public were present

5.    Cemetery Chapel

       Pre-tender report from Paxton /Brown

Prior to the meeting, all committee members had been forwarded the specification and pre-tender documents for the works to underpin and repair the cemetery chapel.

Comments were made regarding the replacement of the floor in the chapel, facilities required for storage and hygiene facilities on site. The Clerk informed the committee that tender submissions were originally Friday 10 th August but due to the cancellation of the previous meeting the date would have to be changed to early September.

It was resolved that the Clerk should ask Paul Brown to proceed to undertake a tender exercise with a minimum of three contractors and obtain tender costs for the work .

6.    Allotment Plots

a.    Inspection of Plots

An inspection had been carried out on the allotments to the rear of Malthouse Court .

The occupier of plot 19a was sent a letter on 29th April, 2009 regarding the standard of cultivation of this plot. In accordance with the allotment agreement the Council is able to regain the plot 3 months after giving notice to the tenant. The committee discussed the maintenance of the plot; allotment holders were concerned that they had to spray the plot to control the weeds. It was clear the plot was not being maintained to a satisfactory standard of cultivation and the occupier has not contacted the Council to discuss this issue. This was the 2 nd letter sent to the occupier regarding the maintenance of the plot and with no response.

Proposal

Cllr Godwin proposed that the Council write to the occupier of plot 19a to inform them that due to the long waiting list for an allotment the Council will re-possess the plot at the end of July; seconded by Cllr Mills; all in favour.

Plot 3

The occupiers of plot 3 are not maintaining their plot to a satisfactory standard. It was agreed to write and bring their attention to Condition 2 of their agreement and inform them that the Council will regain the plot 3 months after giving notice if the plot is not bought up to standard.

7.    Correspondence from English Courtyard regarding an Allotment Plot at Malthouse Court

The Chairman read out the letter from the Regional Manager of Malthouse Court requesting an allotment for the Courtyard Managers; should a plot should become vacant. The committee discussed fully this request and the benefit to the allotment holders having a nearby resident on site; however, several members expressed their concerns regarding the long waiting list for an allotment.

Proposal

Cllr Wardle proposed that the Courtyard managers be granted an allotment.

Further discussion took place and Cllr Godwin proposed that due to the long waiting list for an allotment the Courtyard managers should be put on the list and not given priority; seconded by Cllr Mills; 5 in favour, 1 against.

8.    Cemetery

       Hedge Cutting at the Cemetery

The clerk reported an incident with a resident of Buckingham Way regarding the cutting of the boundary hedge between her property and the Cemetery. The Clerk had discussed the incident with Cllr Mills and the Cemetery contractor. A letter had been written to the occupier of the property expressing concern over her hostile behaviour and had given her the opportunity to attend the cemetery meeting to express her views.