All members of the Cemetery and Town Hall Committee are hereby summoned to a meeting of the Cemetery and Town Hall Committee to be held on 26 June 2018 commencing at 2pm at Cullompton Town Hall SIGNED: Mrs Judy Morris (Town Clerk) DATE: 19 June 2016 Membership: Councillors Lloyd Knight (Chair) Eileen Andrews, Iain Emmett, Gordon Guest, Mike Thompson, Rachel Sinclair. AGENDA 1. Apologies: To receive apologies for absence. 14:00 2. Declarations of Interests: To receive declarations of disclosable pecuniary interests and personal interests. Councillors are reminded of the requirement to declare any interest, including the type of interest, and reason for that interest, either at this stage of the meeting or as soon as they become aware of that interest. 14:05 3. Terms of Reference: To review the Terms of Reference for the Cemetery and Town Hall Committee (Appendix A). 14:10 4. Minutes: To agree the minutes of the General Purposes Committee meeting held on 24 May 2018 (Appendix B). 14:20 5. Public Question Time: To accept questions from members of the public present at the meeting. 15 minutes is set aside at the beginning of the meeting to enable members of the public to bring issues relating to Cullompton to the attention of Councillors. Up to 3 minutes is allowed for each question. 14:25 6. Cemetery: i. To receive the Income and Expenditure Statement for the Cemetery (Appendix C). 14:40 ii. To consider an estimate for works to assess the condition and necessary works to the footpaths in the Cemetery (East) (to be tabled at the meeting). 14:45 iii. To consider the design for a plinth and headstone proposed to replace a kerb setting across grave spaces in Row XXI Plot Nos 6 and 7 (Appendix D). 14:50
Transcript
All members of the Cemetery and Town Hall Committee are hereby summoned to a meeting of theCemetery and Town Hall Committee to be held on
26 June 2018 commencing at 2pm at Cullompton Town Hall
SIGNED: Mrs Judy Morris (Town Clerk)DATE: 19 June 2016
Membership: Councillors Lloyd Knight (Chair) Eileen Andrews, Iain Emmett, Gordon Guest, Mike Thompson, Rachel Sinclair.
AGENDA
1. Apologies: To receive apologies for absence. 14:00
2. Declarations of Interests: To receive declarations of disclosable pecuniary interests and personal interests. Councillors are reminded of the requirement to declare any interest, including the type of interest, and reason for that interest, either at this stage of the meeting or as soon as they become aware of that interest.
14:05
3. Terms of Reference: To review the Terms of Reference for the Cemetery and Town Hall Committee (Appendix A).
14:10
4. Minutes: To agree the minutes of the General Purposes Committee meeting held on 24 May 2018 (Appendix B).
14:20
5. Public Question Time: To accept questions from members of the public present at the meeting. 15 minutes is set aside at the beginning of the meeting to enable members of the public to bring issues relating to Cullompton to the attention of Councillors. Up to 3 minutes is allowed for each question.
14:25
6. Cemetery:
i. To receive the Income and Expenditure Statement for the Cemetery(Appendix C).
14:40
ii. To consider an estimate for works to assess the condition and necessary works to the footpaths in the Cemetery (East) (to be tabled at the meeting).
14:45
iii. To consider the design for a plinth and headstone proposed to replace a kerb setting across grave spaces in Row XXI Plot Nos 6 and 7 (Appendix D).
14:50
iv. To receive a report following a visit to Cullompton Cemetery and Knightswood by the Town Clerk and Councillors Iain Emmett, Mike Thompson and Lloyd Knight and to agree a way forward (Appendix E).
15:05
v. To receive and verbal update. 15:10
7. Town Hall:
i. To receive the Income and Expenditure Statement for the Town Hall(Appendix F).
15:20
ii. To receive a verbal update. 15:25
In accordance with the Public Bodies (Admission to Meetings) Act 1960, members of the public and press are very welcome to attend this meeting.
Members of the public will only be permitted to speak at the beginning of the meeting during Public Question Time.
4.1 Cemetery and Town Hall:
Terms of Reference: The care, maintenance and regulation of the cemetery and Town Hall. Review annually the Council’s fees and charges for the cemetery and Town Hall To control the finances of the cemetery and Town Hall, subject to the limits of the
budget agreed by the Council. To undertake quarterly reviews of expenditure against the approved budget and to
report to the council highlighting any concerns. To develop and bring to fruition projects for the improvement of the cemetery and
Town Hall. Health and safety matters impacting on the cemetery and Town Hall.
APPENDIX A
General Purposes Committeeheld on Tuesday 22 May 2018 at 10am at the Hayridge Centre
Membership: Councillors: Iain Emmett, Mike Thompson, Eileen Andrews, Gordon Guest and Will Jones.
Those present: Councillors Iain Emmett, Mike Thompson, Eileen Andrews.
PUBLIC QUESTION TIME: 15 minutes is set aside at the beginning of the meeting to enable members of the public to bring issues relating to Cullompton to the attention of Councillors. Up to 3 minutes is allowed for each question.
It may not be possible to reply and your question may just be noted. The question will be recorded.
DRAFT MINUTES1. Apologies for Absence: Apologies were received and accepted from Councillors Gordon
Guest (personal), Lloyd Knight (personal).
2. Declarations of Interests: There were no disclosures of pecuniary and personal interests made.
3. Public Question Time: As there were no members of the public present, this section of the meeting did not take place.
4. Minutes: The Minutes of the General Purposes Committee meeting held on 8 May 2018 were adopted as a true and correct record of the meeting and signed as such. Proposed Councillor Eileen Andrews, seconded Councillor Mike Thompson.
Councillor Mike Thompson raised the issue that there has been equipment stored in the Chapel and wishes to know why. The Town Clerk will investigate and bring the matter to the next meeting of the General Purposes Committee.
5. ALLOTMENTS: To receive an update. An update on the allotments was noted. Councillors James Buczkowski and Iain Emmett have inspected the allotments and they are in a better condition than has been noted on previous occasions. The Top Field allotments have now been cut but the pathways still require cutting with a strimmer – the Town Clerk reminded the Committee that the cemetery takes priority and that there has not been the resource to maintain the Top Field allotment paths. Hayman's Close allotments have some rubbish (perhaps a small skip full) that needs to be removed.
APPENDIX B
RESOLVED: That a clause is inserted into the Allotment Agreement to the effect that when an allotment tenant vacates a plot, it should be cleared of all rubbish or that they will be charged if the council is required to clear them. Proposed Councillor Iain Emmett, seconded Councillor Mike Thompson.
The Town Clerk is requested to investigate the provision of a towed skip in order to remove this waste from the Hayman's Close Allotment site.
6. ST ANDREW’S CAR PARK: To receive an update. Update noted. The Town Clerk reported that there has been no further progress regarding the adoption of the car park by DCC.
7. CEMETERY:
(a) Finance: To receive Income & Expenditure report for 2017/18. Noted.
The Town Clerk reported, on questioning, that there is no long term hire agreement or contract with the supplier of the digger. Mike Thompson stated that he has issues with the Income and Expenditure statement for the digger hire in that it is not in exact multiples of the hire cost. The Town Clerk explained that there are many variables including, for example, whether the supplier provides diesel fuel and the size of the digger that is required to dig the grave following advice.
The Town Clerk will supply Councillor Mike Thompson with a copy of the digger hire invoices. The Town Clerk also explained, on questioning, that the difference in charges for the MDDC Wheelie Bin is explained because, in the Winter months, only one bin is required but, in the Summer months, two bins are required.
(b) Cemetery Pathways: To consider estimate to resurface a section of path at the bottom end of the old cemetery and agree way forward. It was reported that two estimates have been received for the resurfacing of this short section of pathway. After discussion it was agreed that this work can wait until the council is ready to have the entire pathway network in the Cemetery (East) resurfaced.
(c) Car park gates. The Assistant Town Clerk has requested that Kevin Pilgrim provide a quotation to fabricate gates inspired by the existing entrance gates. The Town Clerk will investigate the installation of a privet hedge to replace the existing fence.
(d) Seating. The Town Clerk reported that all the materials required are held by the council but outdoor staff have lacked the time to install them. However, now that the Maintenance Supervisor has returned to work, this project should be progressed. It was
RESOLVED: That the red benches are repainted black. Proposed Councillor Mike Thompson, seconded Councillor Eileen Andrews.
Councillor Eileen Andrews requested that the seat that she had installed in the Cemetery (West) is turned around in order that the view can be enjoyed from it.
(e) Any other cemetery matters. Councillor Mike Thompson expressed concern at the work that is being conducted to renovate the storage shed in the Cemetery (East).
He has concerns about the H&S aspects of the installation in its entirety – whether or not it has foundations, how the weight of items stored inside will impact on the Cemetery retaining wall and that there are cracks in the storage shed walls.
The Committee further expressed concern that, when the building work commences at the NW Extension, there will be large lorries transiting Tiverton Roadthat may impact on the stability of the retaining wall facing Tiverton Road.
Councillor Mike Thompson reminded the Committee of his wish to conduct an inspection of the cemetery at some stage. It was agreed that Councillors Mike Thompson, Iain Emmett and the Town Clerk will attend the cemetery, and other council operated storage facilities, on Wednesday morning 30 May 2018.
8. TOWN HALL:
(a) Finance: To receive 2017/18 Income & Expenditure account. Noted.
(b) Notice Board: To consider estimates for replacement notice board.
Following discussion, it was:
RESOLVED: To purchase a notice board to replace the damaged item is purchased to a maximum cost of £460.00. Proposed Councillor Iain Emmett, seconded Councillor Eileen Andrews.
(c) To receive update report. Noted.
9. CCTV: To receive an update. Noted. There was discussion surrounding the Police and Crime Commissioner (PCC) initiative to establish a CCTV hub in Devon similar to that in Cornwall. There will be a cost attached and it was agreed to await a report from the meeting with representatives of the PCC at Phoenix House.
10. PLAY AREAS: To receive an update. Noted.
11. DATE AND TIME OF NEXT MEETINGS: To be confirmed following the Annual Meeting of the Council.
In accordance with the Public Bodies (Admission to Meetings) Act 1960, members of the public and press are very welcome to attend the meeting.
Members of the public will only be permitted to speak at the beginning of the meeting during Public Question Time.
April May June July Aug Sept Oct Nov Dec Jan Feb March Total Burial fees 2,614.00£ 1,169.00£ -£ -£ -£ -£ -£ -£ -£ -£ -£ -£ 3,783.00£
Expenditure - General Running Costs (Annual budget £15,000)
CEMETERY INCOME AND EXPENDITURE 2017-2018INCOME FROM BURIAL FEES Estimated Income 2018-19 £23,000)
APPENDIX C
APPE
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CULLOMPTON TOWN COUNCIL
Report to: Cemetery and Town Hall Committee
Prepared by: Town Clerk
Date: June 2018
On Wednesday 30 May a site visit to the cemetery, followed by visit to the Knightswoodstorage facilities was attended by: Cllrs Iain Emmett, Lloyd Knight and Mike Thompson, Town Clerk and Maintenance Supervisor
DISCUSSION POINTS
(i) Container: Used for storage of ride-on-mower, grave shoring, mowers and other equipment. Room could be made for barriers to be used when digging out a grave once bricks and bench have been removed.
(ii) Toilet in good condition: consider installing a baby changing facility.(iii) Notice Board: Maintenance Supervisor agreed to install brass bolts to make the
door closing more secure.(iv) Wooden bench: To be turned around to face the opposite direction.(v) Hedge: Arrange for hedge at far end of the new cemetery to be “topped”. Do we
need to plant some more hedging on left hand side?(vi) Gates: Width could be reduced, consider purchase of replacement metal gates as
the current gates are made of wood and starting to look shabby. Also consider hedging along the adjacent wooden fence or replace with a more substantial fence to match new gates.
(vii) Mortuary: Consider removing all equipment, repairing where necessary and then use for storage.
(viii) Chapel: Some repair required.
APPENDIX E
April May June July Aug Sept Oct Nov Dec Jan Feb March Total Hall Hire income 1,120.00£ 1,345.00£ 2,465.00£
