CEMETERY COMMITTEE MEETING

MONDAY 28TH SEPTEMBER 2009

Present :-   Cllr H. Wright (Chair), Cllr J. Godwin, Cllr C. Lofts, Cllr D. Wardle

1.    Apologies for Absence

Cllr J. Hart, Cllr A. Maycock, Cllr R. Mills

2.    Declarations of Interest

None.

3.    Open to the Public

No members of the public were present.

4.    Cemetery Chapel

       The repair and underpinning of the Cemetery Chapel and associated works

a)    Tenders

The tenders for works to the Cemetery Chapel were forwarded to all committee members prior to the meeting. The quotations were as follows:-

Bennie Construction                 -   £59,527

D. J. Hutchings Ltd                   -   £55,366

Chris Smith Developments Ltd   -   £33,477 + £5,000 contingency   

The Clerk confirmed that the TC has experience of working with all the contractors who had tendered for the work. The tender from Chris Smith Developments was considerably less, particularly for the ground works and underpinning, and a meeting was called between their representative, the Clerk and surveyor, Paul Brown. The tender was discussed at length and the contractor was asked to look again at the schedule of works and their figures. Paul Brown has recommended that the TC accepts the quote as he will be checking the works at all stages. He has obtained positive references from former clients.

Proposal

Cllr Wardle proposed that the contract for works to the Cemetery Chapel be awarded to Chris Smith Developments Ltd; seconded by Cllr Godwin; all in favour.

b)    Finance and commencement date

The Clerk advised that the TC were anticipating the cost of the works to be £60-£65,000 and had discussed obtaining a public works loan. With the tender agreed, the cost will be approximately £42,000 inclusive of contingency and fees. £12,000 is already budgeted; the TC needs to decide whether to precept for the remaining £30,000 or apply for a public works loan. Cllr Wardle was concerned that to precept for the balance would negatively impact on the budget aspirations of other committees. The committee were in favour of increasing the contingency for the works by a further £5,000. The Clerk agreed to approach NCALC for further details on the public works loan application and rates of interest.

Proposal

Cllr Wardle proposed that the application for a public works loan of £35,000 be recommended to Full Council; seconded by Cllr Godwin; all in favour.

Paul Brown has recommended that the works be commenced March / April 2010. Once approval has been obtained for the public works loan, the weather will not be conducive to the commencement of ground works. He will clarify with the contractor that the price will be fixed for this period.

c)    Future usage of the Chapel

There was little response from the article in the Town Crier requesting suggestions for future usage of the Chapel. One suggestion was for a reading room but most favoured the use of the Chapel for small or non-faith services. It is not known whether the Chapel is consecrated and the Clerk will contact Father Tony Bryer on this matter. Cllr Lofts suggested the TC approach local Funeral Directors for further suggestions.

5.    Seats in the new burial area

The Clerk referred to 2 recent requests for seats in the new burial area which the committee declined. One request, for a bench in memory of Mark Smith and purchased by his former colleagues at SNC, was referred to the Recreation/Leisure Committee. It was agreed the bench could be used to replace an existing bench on the Riverside Walk to the rear of Tennyson Close. His mother has subsequently contacted the Clerk to reiterate her request to have the bench sited in the new burial area at the Cemetery. The Clerk confirmed that the bench is made of steel. The committee discussed this matter and agreed to decline the request as the bench is out of keeping with those in the Cemetery and would create a precedent in the future.

6.    Allotments

The Clerk referred to previous discussions on the need to identify land for a new cemetery / allotments as there are currently 41 residents on the allotment waiting list. Andy D'Arcy of SNC has suggested the TC look for land suitable for allotments separately as this will bring more areas into consideration. The committee discussed a number of potential sites and their suitability for allotments. Members were asked to consider the sites and advise of any other suitable sites. The Clerk will invite Andy D'Arcy to the next committee meeting to discuss this matter further.

7.    Pandemic Flu Preparations

       Report from Cllr J. Godwin

Cllr Godwin informed the committee of preparations put in place by Milton Keynes Council in anticipation of flu pandemic. He suggested the TC considers its own contingency plans for grave-digging and whether further allotment plots need to be reclaimed for burial space. The Clerk confirmed the TC has a 2 nd grave-digger to call upon in emergencies. The committee did not consider it necessary to reclaim further allotments spaces at this time.

8.    Budget Discussions 2010 / 11

       Pre-budget discussions

The Clerk asked committee members to forward any items to be included in the 2010/11 budget in order that quotations can be obtained prior to the next meeting. She confirmed that burial fees are down on budget and most fees received relate to the pre-purchase of plots. As a consequence, expenditure on grave-digging is also down. The cost of cemetery maintenance will be increased as separate contractors carried out one cut this year. A total of £12,000 is to be carried forwards for repairs to the Cemetery Chapel.

Cllr Wardle asked the Clerk to obtain quotations for a new bell for the Chapel.

The Clerk will obtain quotations to reinstate the pathways in the Cemetery.