37
AGENDA - MEETING OF THE COMMUNITY SERVICES COMMITTEE TO BE HELD ON MONDAY 11th FEBRUARY 2019 AT 7.30PM IN THE CASTLE, HERTFORD
1. RECORDING OF MEETING
To establish if it is the intention of any person present to record the meeting.
2. APOLOGIES FOR ABSENCE
To receive apologies for absence
3. DECLARATIONS OF INTEREST
To receive Members’ declarations of Disclosable Pecuniary Interests (as defined by the Relevant Authorities (Disclosable Pecuniary Interests) Regulations 2012) where these Disclosable Pecuniary Interests:
a) Have not already been entered into the register andb) Relate to a matter to be considered
To note that such interests so declared must be formally notified to Town Clerk and the Monitoring Officer at East Hertfordshire District Council of the interest within 28 days.
To receive Members’ declarations of Declarable Interests in accordance with Hertford Town Council’s Code of Conduct (adopted 8th April 2013).
4. THE MINUTES
To confirm as correct the minutes of the meeting held on 26 November 2018 and to authorise the Chairman to sign the same.
5. MATTERS ARISING FROM THE MINUTES NOT DEALT WITH ELSEWHERE ON THE AGENDA
The Action Sheet is in PAPER A page 3
6. QUESTIONS AND/OR STATEMENTS FROM MEMBERS OF THE PUBLIC
Members of the public may speak about specific items on this agenda which contain a recommendation, provided they have advised the Town Clerk of their wish to speak no later than midday on the Friday before the meeting (or midday of the last working day of the week before the meeting). A list giving details of the name(s) and relevant agenda item(s) will be circulated to Councillors before the meeting commences.
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7. ALLOTMENTS
(a) Allotment Statistics and Maintenance
To receive a report on Allotment statistics and recent maintenance programme at the sites - PAPER B page 7
(b) MudlarksTo receive a report from Mudlarks Community Allotment Project –PAPER C page 11
(c) North Road Plotholders GroupTo receive a report from the North Road Plotholders Group, including the minutes of the recent Committee meeting. – PAPER D page 13
(d) Sele Road Lovely Grub GardenTo receive a report from the members of the Lovely Grub Garden. PAPER E page 15
8. CEMETERY AND CLOSED CHURCHYARDS
(a) Statistics for burials and interment of ashes and Cemetery and Closed Churchyard MaintenanceTo note the statistics for burials and interment of ashes and the maintenance work programme. – PAPER F page 17
(b) Cemetery FeesTo consider the proposed Cemetery Fees for 1st April 2019 – 31stMarch 2020. PAPER G page 21
9. OBJECTIVES 2016-19
To receive a report on the progress made on the Objectives 2016-19 –PAPER H page 25
10. FINANCE – THIRD QUARTER INCOME AND EXPENDITURE 2018/19
To receive the third quarter income and expenditure for 2018/19 - PAPER Ipage 29
2
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6
PAPER B
REPORT TO THE COMMUNITY SERVICES COMMITTEE 11th FEBRUARY2019
AGENDA ITEM 7(a) – ALLOTMENTS STATISTICS AND ALLOTMENT MAINTENANCE REPORT
1. Purpose of Report
To provide the Committee with information regarding plot availability, the number of potential tenants on the waiting lists and maintenance work carried out between 7th November 2018 and 11th February 2019.
2. Allotment Statistics to February 2019
Site Plots June 2018 Sept 2018 Nov 2018 Feb 2019Let Vacant Let Vacant Let Vacant Let Vacant
Bengeo 67 66 0 66 0 66 0 67 05 Pole 67 66 0 66 0 66 0 67 010 Pole 0 0 0 0 0 0 0 0 0Cromwell Road (Ware end) 57 54 2 55 1 56 0 53 45 Pole 49 46 2 47 1 48 0 45 410 Pole 8 8 0 8 0 8 0 8 0Cromwell Road (Hertford end) 196 186 9 186 9 191 4 183 135 Pole 166 156 9 156 9 161 4 153 1310 Pole 30 30 0 30 0 30 0 30 0The Folly 50 49 0 49 0 49 0 50 05 Pole 49 48 0 48 0 48 0 49 010 Pole 1 1 0 1 0 1 0 1 0
Hertingfordbury 94 89 6 92 3 92 3 86 85 Pole 94 89 6 92 3 92 3 86 810 Pole 0 0 0 0 0 0 0 0 0North Road 101 99 0 97 2 99 0 100 15 Pole 77 75 2 73 2 75 0 76 110 Pole 24 24 0 24 0 24 0 24 0 Sele 16 12 4 12 4 11 5 9 75 Pole 16 12 4 12 4 11 5 9 710 Pole 0 0 0 0 0 0 0 0 0
TOTAL 581 555 21 558 18 564 12 548 335 Pole 518 492 21 495 18 501 12 485 3310 Pole 63 63 0 63 0 63 0 63 0
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PAPER B
3. Numbers on Waiting Lists by Site
Hertingfordbury 1.waiting for specific plotSele Road 0Bengeo 5Folly 6Cromwell Road 0North Road 0
Allotment Plots Vacated
PLOT SITE START END REASON4a Crom 2012 2018 Given up 1 of 2 plots42 Crom Pre 2002 31/1/2018 Carer – no time69a Crom 2005 2018 Moved away15 Crom 2006 2018 Moved away103a Crom 2017 2018 Illness92a Crom 2017 2018 Moved away71 Crom 2008 2018 Given up96 Crom 2006 2018 Given up157a Crom 2003 2018 Can’t manage plot131b Crom 2008 2018 Given up92b Crom 29/1/2018 18/12/2018 No time – new job166a Crom 2014 2018 Given up49b Crom 2015 2018 Moved away8ab Crom 2016 2018 Given up119b Crom 2012 2019 Moved away86b Crom 2012 2018 Given up164b Crom 2013 2018 Given up118c Crom 5/4/18 31/12/18 No time79 Herting 2015 2018 Moving abroad66 Herting 2007 2018 Given up 1 of 2 plots29 Herting 2001 2018 Given up 1 of 2 plots34 Bengeo 2008 2018 Ntq non cultivation3 Bengeo 2012 2018 Keeping half of plot31a Bengeo 29/1/18 23/11/18 No time14 Sele 2017 2018 No time11a Sele 2011 2018 Moving abroad17c Folly 2017 2018 No time – new baby11a Folly 2016 2018 Moving away
4. Allotments Maintenance since 25TH October 2018
North Road: Lift plum on corner of plot 62 as requested by NRPG and trim overhanging shrubs along fence along plot 43.
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PAPER B
Organise asbestos removal
Hertingfordbury: Remove dumped bed from car park
Cromwell Road: Remove water tank
All sites: Turn off waterLagging - Replacing old worn and pitted lagging on the supply pipes to water tanks to ensure there are no burstpipes due to freezing and also putting black plastic over the pipes to stop the birds pecking the lagging. A fair amount of lagging had to be removed from a few sites looking for possible leaks as the reading were high.
5. RECOMMENDATIONS
It is RECOMMENDED that:
The Committee notes the report.
Report by Mrs S Viitmaa - Allotments OfficerStuart Baker – Grounds Supervisor
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PAPER G
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PAPER C
Mudlarks Community GardenSite Report January 2019
Mudlarks Allotments:
The late Autumn saw the allotments have some beautiful days, with an amazingabundance of pumpkins and squashes, which we used to make soup for our annualharvest festival. Unfortunately, this was a very wet day, but well attended with ourlocal band playing Jazz music. There were plenty of activities to join in with, juicingapples, making Halloween masks, dancing and just generally socialising with new and oldfriends of Mudlarks. It was here we showcased our first Mudlarks Apple juice, made withapples donated from around Hertford, Christmas cards and tea towels.As winter approached, we did a lot of maintenance around the site, painting gates,mending posts, making sure the greenhouses were cleaned, the growing beds wereweeded, and the birds had plenty of food. We are in the process of digging over one ofour allotments ready to grow our own willow, which we will be used during the wintermonths to make wreaths, bird feeders and obelisks.In December we made our famous Reindeer, and the allotments saw us have our annualwreath making day, using local sourced greenery and adornments of fir cones, teaselsand old mans beard. We had 24 people making their wreath to take home, with mulledwine and mince pies to see us though a fantastic day.As we move in to a new year, we are busy planning what we are going to grow, andchopping fresh logs ready to dry for next winter.
Hertford Castle
The Rose GardenThe work cutting back the roses began towards the end of October as the first frosts started toaffect the blooms. These have now been cut back for the winter, but will require a further thinningout as we go into February.The box hedging survived the dry weather of the summer, and is looking healthy into the newyear.Plenty of weeding has been done over the autumn months and the beds are looking quite tidy,ready for the crocuses and tulips to show their heads. More crocuses were planted this year toenhance the spring display.
The Moat GardenThis is looking a little bare now as we have removed all the shrubs and bulbs. The bed has beendug over on a number of occasions in an attempt to combat the weeds and remove the roots ofthe ground elder. The next step is to remove the top two to three inches of soil in order to takeout more of the roots, and start to prepare the ground for replanting. The aim is to startreplanting in the spring once the ground is warm enough to take the new plants. This will alsoinclude the round bed further down in the Garden.
The Weatherspoons Gate projectThis area has been cutback and tidied and well weeded over the past three months, so as to allowspace for the fresh spring growth. The fence along that side is still damaged, but when restored, aplanting plan can be considered.
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St Leonard’sPlenty of work has been carried out over the Autumn to weed and redefine the beds; moredaffodil bulbs have been planted, and some of the older shrubs have been cutback.As to the spring, there will continue to be a programme of managing some of the larger shrubs,which have become somewhat leggy, and a review of the overall planting will take place.
Holy TrinityThe church has also received a programme of cutting back and weeding this Autumn, and aspreviously mentioned a number of the older shrubs have been cutback from the walls to allowfresh growth and some light into some of the over crowded beds. Maintenance will continue toensure the surrounding beds are well maintained.
Vic HobsonMudlarks’ Managing Director
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North Road Plotholders Group
Report to Community Services Committee � February 2019
1. Activity on site
This time of year is normally quiet on the allotments. The weather has been warmer than usual, particularly after last winter, so our members have been able to prepare the ground ready for the next planting season.
Work has now started on our Easy Access plot and we are confident that it will be ready in plenty of time to start using in the spring. We have already bought some of the equipment that we will need. The cabin for the compost toilets will be delivered and erected in early February, so that we can fit it out and install the necessary equipment.
The water pipe has been laid ready to plumb in the water trough and sink.
The plot before we started
Work in progress
PAPER D
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We will be installing a water trough in the front corner of the plot, together with a sink. Most of the plot will be fenced.
Other Activity. Our monthly work mornings will be starting in February. Amongst other things, we intend to prune some of the largerfruit trees around the site and to repair the fence around the orchard. We will also be repairing some of the track around the site.
2. Lettings and vacancies
We currently have one vacant plot, with five people on the waiting list. We have offered the plot to one of those on the list and by the time of the committee meeting it will probably be let.
Progress at mid January. Plot has been levelled and ground level raised. Water pipe laid.
The next stage is to install terracing boards, then lay ground cover and �Type 1� crushed granite to provide a firm surface.
This is the base for thecompost toilet.
PAPER D
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Community services committee lovely grub garden report 230119 V1
LOVELY GRUB GARDEN REPORT For the Hertford Town Council Community Services Committee
23rd January 2019
Community Engagement: We continue to encourage visitors from the Hertford Food Bank, with view to “growing their own”. More leaflets have been left at HFB.
We also propose the newsletter will be distributed to local residents, with regularly updated information about the garden, the aim to draw in keen green-fingered residents to join the group. The frequency of this distribution is yet to be decided.
This last quarter has been quiet as expected at the garden due to the time of year. We have continued with the core group of committee volunteers together with a few regular visitors. Our Christmas celebration this year, on Friday 14th December consisted of mince pies, spiced biscuits, and of course mulled wine.
Garden Activity:We continue to open the garden every week, on Friday and the third Saturday in every month, through the winter until the clocks change in March. The members also meet for a planning/update meeting once a month as agreed at the last AGM.
In preparation for the next growing season, the edible hedge has been weeded, pruned and fed utilising compost from the compost bins on site as well as potash. We have been monitoring the overwintering plants: Kale, Cabbage, Broccoli, Chard, Spinach, Winter Salads, Onions, Broad beans and stored potatoes.
We are now planning for the next growing season and will be seed planting in the poly tunnel in the next few weeks. We will be using saved seeds from last year for either planting out or using as a seed exchange at the next event. Some seeds still need to be purchased however.
Some Spring 2019 investment requirements: Seed potatoes Seed compost Manure Various seeds Maintenance of garden structures. Public liability insurance (£120 approx) Composting/ camping toilet.
The garden’s structures will require maintenance this next year. The outside of the summer house needs painting and the outsides of the raised beds are starting to deteriorate, the cold frame is also falling apart. We plan to talk to Herts Groundwork Trust for advice with regard to the raised beds and how best to maintain them.
PAPER E
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Community services committee lovely grub garden report 230119 V1
Administration:
As agreed at the LGG AGM 28th November 2018, see below an update of the committee members.
Chair: Jenifer Williams (unchanged) Treasurer: Isabelle Robinson (unchanged) Secretary jointly: Jenifer Williams and Isabelle Robinson (unchanged) Garden Coordinator and planner: Stephanie Edwards (unchanged) addition of
Pauline Collinson General members Jane Chaplin and Vicky Lloyd (unchanged) with addition of
Anthony Collinson.
Finances: The current balance on the LGG account for January 2019 is £864.
Plans for 2019: First garden event for 2019 in April (before Easter), date to be agreed Another in late August not to coincide with other local events. Possibly a stall at the Hertford Carnival in conjunction with the Green Party. Increase publicity and interest in the garden to boost our numbers.
Report prepared by Jenifer Williams, Joint Secretary: The Lovely Grub Community Garden, Sele Road, Hertford. Pictures: Cooking up chutney from garden ingredients; Tending broad beans; Harvested crops; Work on the herb spiral; Tending leeks
PAPER E
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PAPER F
REPORT TO COMMUNITY SERVICES COMMITTEE – 11th FEBRUARY 2019
AGENDA ITEM 8(a) – BURIAL STATISTICS AND CEMETERY/CLOSED CHURCHYARD MAINTENANCE REPORT
1. PURPOSE OF THE REPORT
To provide the Committee with the statistics for the burial and interment of ashes in the Cemetery, along with details of the maintenance work that has taken place in the Cemetery and Closed Churchyards since 17th August2018.
2. BURIAL STATISTICS
A) Burials and Interment of Ashes
This table shows the total number of burials and ashes each month:
Month
Burials 2018
Burials 2017
Ashes 2018
Ashes 2017
January 5 2 4 3February 5 3 3 1March 3 3 3 4April 3 3 5 5May 3 3 4 3June 4 5 2 3July 3 3 3 3August 3 3 2 1September 1 0 4 4October 1 3 2 4November 5 4 7 5December 1 1 3 3Total 37 33 42 39
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PAPER F
B) Burials - Resident and Non Resident
This table provides a breakdown between Hertford resident and non-resident.Burials for each month
Month Resident 2018
Resident 2017
Non-Resident
2018
Non Resident
2017January 4 1 1 1February 4 3 1 0March 2 2 1 1April 2 3 1 0May 1 3 2 0June 3 4 1 1July 3 2 0 1August 3 3 0 0September 1 0 0 0October 1 3 0 0November 6 2 1 2December 1 1 0 0Total 31 27 8 6
C) Ashes - Resident and Non Resident
The following table provides a breakdown between Hertford Resident and non-resident ashes interments for each month.
Month Resident 2018
Resident 2017
Non-Resident
2018
Non Resident
2017January 4 2 0 1February 3 1 0 0March 3 2 0 2April 1 5 0 0May 0 3 1 0June 0 3 0 0July 0 2 0 1August 1 1 1 0September 2 2 2 2October 2 3 0 1November 6 5 1 0December 3 3 0 0Total 25 32 5 7
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PAPER F
D) New and Re-opened Graves 2018
Table D provides a breakdown between new and re-opened graves/ashes plots for 2018
Month Burials New Burials Re-open
Ashes New
Ashes Re-open
January 1 3 1 3February 0 4 2 1March 1 1 1 2April 2 1 3 2May 1 2 0 4June 3 1 1 1July 0 3 3 0August 2 1 1 1September 0 1 2 2October 1 0 0 2November 3 4 3 4December 1 0 3 0Total 15 21 20 22
Foetal Remains 2018 - none
3. CEMETERY AND CLOSED CHURCHYARD MAINTENANCE
The below work is in addition to the daily mowing, strimming, litter picking and burial tasks.
Cemetery
Fitting plaque to slate (niche wall)Wash down block markers and notice boardsTrim privet hedgeRefurbish pudlitsTurf gravesMake up gravesMachinery maintenanceMulching and clearing leavesWeeding rosebedsDead heading rosesScraping mossSalting moss (with various success)Clipping box hedges and shrubsRemoving self-setsRebuild dolley
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PAPER G
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PAPER G
REPORT TO COMMUNITY SERVICES COMMITTEE – 11th FEBRUARY 2019
AGENDA ITEM 8(b) – REVIEW OF CEMETERY FEES
1. PURPOSE OF THE REPORT
To invite Committee to consider the rates for Cemetery fees for the period 1st April 2019 to 31st March 2020.
2. INFORMATION
Of the other councils in East Herts operating cemeteries, none will be increasing their fees beyond inflation for 2019/20. A comparison of fees with nearby cemeteries is shown at Appendix A
This Council has made provision for an inflationary 2.8% increase for most of the expenditure in its budget for 2019/20. In line with this provision to cover increased costs, it is recommended that the Council increases its Cemetery fees by 2.8% for the financial year 2019/20.
Attached at Appendix B is the recommended scale of charges for the Cemetery for 2019/20.
3. RECOMMENDATIONS
It is RECOMMENDED that:
a. The Committee approves the proposed increase in cemetery fees for 2019/20.
b. The Committee notes a report.
Report by Monika Duong – Interim Civic Administration Manager
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APPE
NDI
X A
Cem
eter
y Se
rvic
e Co
sts o
f Loc
al T
owns
2018
/19
Purc
hase
of G
rave
Spa
ce
Bish
op’s
Sto
rtfo
rdW
are
Saw
brid
gew
orth
Hert
ford
Pa
rndo
n W
ood,
Ha
rlow
Adul
t Plo
t£7
40 fo
r 50y
rs£5
20 fo
r a d
oubl
e £1
,030
£600
£525
£148
5
Crem
ated
Rem
ains
£320
£2
40 fo
r ope
ning
gr
ave
£412
£430
£465
£885
(Adu
lt)
Inte
rmen
t in
a Pu
rcha
se G
rave Bi
shop
’s S
tort
ford
War
eSa
wbr
idge
wor
thHe
rtfo
rd
Parn
don
Woo
d,
Harlo
wAd
ult P
lot
£395
£824
£140
£3
65-s
ingl
e£4
55-d
ounb
le£5
35-t
riple
£116
5
Crem
ated
Rem
ains
£395
£340
£140
£1
10£2
15
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APPENDIX B
1.
HERTFORD TOWN COUNCILPROPOSED BURIAL FEES – HERTFORD CEMETERY FOR 2019/20
CEMETERYCoffin
£Casket
£PURCHASED GRAVES:
Purchase of Exclusive Right of Burial (99 years) 540.00 660.00Purchase of Grave for Child (up to age 18)* No charge No chargeInterment Fee for single grave 375.00 550.00Interment Fee double grave 470.00 550.00Interment Fee for triple grave 550.00 680.00Interment Fee for Child single grave* No charge No charge
RE-OPENING PURCHASED GRAVESInterment Fee 375.00 550.00
CREMATED ASHES – Burial in CemeteryInterment Fee 320.00Scattering of ashes 130.00
GARDEN OF REMEMBRANCE CREMATED ASHES
Re-open in Garden of Remembrance 590.00Use of niche to hold urn or casket For 30 years in the Garden of Remembrance
280.00
Additional urns in niche 250.00Fee for right to fix bronze plaque for30 years in the Garden of Remembrance
82.00
GARDEN OF REST - CREMATED ASHESPurchase of Exclusive Right for 60 years (all section i.e. headstone/books/tablets)
480.00
Interment Fee 115.00Burial in the Garden of Rest (re-opened plots) 320.00
GENERAL HEADSTONE, TABLET ETC
Erection of kerb set or slab 190.00Erection of approved headstone or Cross
110.00
Fixing in ground of memorial tablet 72.00For recording an additional inscriptionTo a headstone or tablet
57.00
ADDITIONAL FEESTransfer of Grant of exclusive right to burial
57.00
Copy of entry/grant 57.00Searches for any period after the first Year
57.00
Fees to non-residentsIn normal circumstances, fees for persons who did not reside at the time of death within the boundaries of Hertford are quintupled except for memorials. Where a Hertford Resident has previously purchased a plot and been interred in the cemetery, normal resident fees apply for the following spouse interment even if the spouse had left the area.*Child burials free of charge to single depth for Hertford residents only.
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PAPER G
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PAPER H
Community Services Objectives 2016-19
OBJECTIVE: Effective Management of the Property, Facilities and Land Owned or Maintained by the Council Action Required Success Criteria Responsible
CommitteeContinue to manage Hertford Cemetery and closed churchyards, carry out necessary repairs and maintenance.
Positive customer and public feedback; effective maintenance undertaken.
CS
Carry out an assessment of the long term need for the provision of further burial spaces /new cemetery.
Assessment provides timing, number and potential location of future provision.
CS
Progress as of January 2019:
On 28 November 2016 Community Services Committee considered a report detailing the current capacity of Hertford Cemetery for burial spaces and plots for the interment of ashes. Using data from the previous 15 years on the number of plots purchased per annum, the remaining capacity for burial plots is calculated at around 70 years and for internment of ashes it is 60 years.The action is complete and the objective has been met.Continue the effective provision and maintenance of 6 allotment sites within and around the Town.
Positive plotholder feedback; effective and timely maintenance undertaken; low levels of vacancies (KPI).
CS
Progress as of January 2019
This objective is being met and is evidenced through the reporting to Committee on a quarterly basis of detailed data and information.
Carry out regular and planned maintenance of the Castle grounds; the Skatepark at Hartham Common and Pinehurst Playing Field.
Positive customer and public feedback; effective maintenance undertaken.
CS
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PAPER H
Progress as of January 2019. The Skate park is managed by EHC and the Council is invoiced for work carried out. Pinehurst playing field is cut once per month and litter picking and inspections of play equipment carried out on Monday, Wednesday and Friday, as well as Saturday and Sunday.
OBJECTIVE: Facilitate the Positive Development of Young People
Action Required Success Criteria Responsible Committee
Evaluate the feasibility and potential benefits of re-constituting the Hertford Youth Council
Active and successful Youth Engagement in place
CS
Progress as of January 2019:
Following the consultation with student representatives in September 2017, the students’ opinions are being considered in the formulation of Neighbourhood Plan policies, which is currently ongoing.
Contacts have been established with the YC Hertfordshire agency (previously Youth Connexions) in regards to a set of improvements for young people in Hertford, for which HTC and YC Hertfordshire could work collaboratively. Hertford Town Council could support these improvements through its Community Grants and the New Homes Bonus fund.
No further update received from the YC Hertfordshire agency since the last meeting in May 2018.
As suggested by members in November, Civic Administration manager contacted Mudlarks to see if they would be able to engage with some young people, possibly through Future Hope organisation. As stated by Mudlarks they fully support the council’s sentiment of wanting to work with young people, but it is not something that Mudlarks will be able to instigate unfortunately.Local horticulture colleges were also contacted to see if any student from Hertford would be interested to run some horticulture project, possibly funded with New Home Bonus grant. Awaiting response.
OBJECTIVE: Support the town centre and business community, to ensure its ongoing viabilityAction Required Success Criteria Responsible CommitteeIn the Castle Grounds, planting improvements will be made.
Appropriate improvements made in keeping with the grounds of a listed building. Positive customer and public feedback.
CS
Progress at January 2019
26
PAPER H
Mudlarks has replanted beds to the rear of the grounds using Tesco grant funding of £12,000 – Action Complete.
Tree Surgery work carried out on various trees on Town Council part of groundsin April 2018. The moat garden is in the process of being cleared and gettingready for replanting. Mudlarks will also be looking at replanting the circular bedpreviously maintained by the Women’s Institute. They have received £3000Tesco grant, which probably will not cover all the cost, awaiting for Mudlarks topresent the full costing. Update of Mudlarks works carried so far is included intheir separate report to this Committee.
27
PAPER G
This page is intentionally blank
28
PAPER IREPORT TO THE COMMUNITY SERVICES COMMITTEE – 11th
FEBRUARY
AGENDA ITEM 10 – 3rd QUARTER INCOME & EXPENDITURE 2018/19
1. PURPOSE OF THE REPORT
To provide the Committee with a commentary on income and expenditure in the third quarter of 2018/19.
2. COMMUNITY SERVICES - SIGNIFICANT ITEMS
The income and expenditure for the 3rd quarter is listed in appendix A.
4100 Cemetery Interments Income (Favourable)
The income received in the third quarter of 2018/19 was £50,917,
which is £3,725 more than the third quarter of the previous financial
year (2017/18). The projected total income for 2018/19 is £63,654,
this target is likely to be achieved.
5030 Allotment Maintenance/Site Improvements (Favourable)
The set budget for 2018/19 is £15,400. Total expenditure up to the
end of the 3rd quarter is £5,789. This compares favourably to the
previous year. However, there are incurred costs yet to be presented
by the year end. The following cost are due to be presented in this
current Financial year are (Skips for the allotments- £840, Trees
works-£600 plus some quotes still expected, removal of a damaged
onsite toilet-(quote expected), replacement of a shed-£250, toilets
cleaning - £500).
5220 Cemetery Van Servicing & Fuel – (Unfavourable)
The set budget for 2018/19 is £2,170 and total expenditure to date is
£3,002. The over spending of £832 is due to the frequent repairs
carried out on the current van. The Committee is asked to consider a
virement of £1,200 from the Cemetery capital Expenditure (5399).
5240 CCY Repairs & Maintenance
29
PAPER IThe set budget for 2018/19 is £21,905. Total expenditure up to the
end of the 3rd quarter is £560. Further expenditure of £4,700 during
this financial year is committed for the repair of the gates of All Saints
Church adjoining Gascoyne Way. The final element for this financial
year is £1,400 for road surface repair at St Andrews Churchyard.
There is an additional requirement for £8 300 to undertake works at
the Church Street Gates. This can be funded from 2018/19 budgets.
Officers have started the process of commissioning the contractor. In
the event that the works are not undertaken during the current
financial year then Committee will be asked to consider rolling
forward sufficient funds to 2019//2020 budget to cover this work.
5345 Cemetery repairs to railings Current expenditure is £0 so far in this financial year, however
cemetery railing repairs are due to be carried out during the current
financial year with a ceiling cost of £4 000.
5339 Cemetery Capital ExpenditureA new van will be delivered in February 20189. The initial payment of
£898.38 will be paid in February 2019 when it is delivered. There will
be a subsequent payment of £299.38 monthly for the remaining 35
months on the lease. The total cost of the lease for the 36 months will
be £11,370.
3. SUMMARY
At this stage of the current year, no items other than those detailed
above have been identified as deviating significantly from budget,
either adversely or favourably. The projected outcome for quarter
three of 2018/19 shows a projected surplus (underspend) of £11,803.
4. PERFORMANCE INDICATORS
The bottom line of each of the above Tables provides an example of Key Performance Indicators.
30
PAPER I
ALLOTMENTS
ACTUAL TO
31.12.17
PROJECTED OUTCOME
2017/18
ACTUAL TO
31.12.18
BASE BUDGET 2018/19
Projected Outcome 2018/19
TOTAL ALLOTMENT INCOME(8,857) (10,088) (7,843) (10,390) (10,598)
ALLOTMENT & PAMS (SALARIES) 44,968 61,080 44,716 63,195 63,195
ALLOTMENT & PAMS EXPENDITURE 43,001 82,609 22,965 79,521 77,931
TOTAL EXPENDITURE87,969 143,689 67,681 142,716 141,126
NET EXPENDITURE79,112 133,602 59,838 132,326 130,528
INCOME AS A PERCENTAGE OF EXPENDITURE 10.1% 7.0% 11.6% 7.3% 7.5%
CEMETERY
ACTUAL TO
31.12.17
PROJECTED OUTCOME
2017/18
ACTUAL TO
31.12.18
BASE BUDGET 2018/19
Projected Outcome 2019/20
TOTAL CEMETERY INCOME(55,963) (78,771) (50,994) (63,760) (65,035)
CEMETERY EXPENDITURE (SALARIES) 69,710 93,130 74,672 95,585 95,585
TOTAL CEMETERY EXPENDITURE 22,857 68,142 20,396 72,105 70,663
TOTAL EXPENDITURE92,567 161,272 95,068 167,690 166,248
NET EXPENDITURE36,604 82,501 44,075 103,930 101,213
INCOME AS A PERCENTAGE OF EXPENDITURE 60.5% 48.8% 53.6% 38.0% 39.1%
31
PAPER I
ALLOTMENT
& PAMS(SAL.)
ALLOTMENT
& PAMSEXP.
TOTALEXP.
CEMETERYEXP.
(SAL.)
TOTALCEMET
ERYEXP.
TOTALEXPENDITURE
ACTUAL TO 31.12.17 44,968 43,001 87,969 69,710 22,857 92,567ACTUAL TO 31.12.18 44,716 22,965 67,681 74,672 20,396 95,068BASE BUDGET 2018/19 63,195 79,521 142,716 95,585 72,105 167,690
0200400600800
1,0001,2001,4001,6001,800
Axis
Title
Hund
reds
Comm Serv. Expenditure (Apr-Dec 2018)
(200,000)
(150,000)
(100,000)
(50,000)
0
50,000
100,000
150,000
200,000
Comm Serv. Income & Exp. (Apr-Dec 2018)
ACTUAL TO 31.12.17 ACTUAL TO 31.12.18
BASE BUDGET 2018/19
5. RECOMMENDATION
It is RECOMMENDED that:
a) The Committee notes the income and expenditure to the 31stDecember 2018.
b) The Committee approves a virement of £1,200 from budget code 5399 Capital expenditure to 5220 Cemetery and Van Repairs.
Report by: Muibat Babayemi, Finance Manager32
CO
MM
UN
ITY
SER
VIC
ES C
OM
MIT
TEE
INC
OM
E
NO
MIN
AL
LED
GER
CO
DE
DES
CR
IPTI
ON
BA
SEB
UD
GET
2017
/18
AC
TUA
L TO
31/1
2/17
AC
TUA
L TO
31/0
3/18
AC
TUA
L TO
31.1
2.18
BA
SEB
UD
GET
2018
/19
Proj
ecte
dO
utco
me
2018
/19
Bas
e B
udge
t20
19/2
0B
ASE
BU
DG
ET 2
018/
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4000
ALL
OT
Ren
t fro
m p
lots
-9
,580
-8,8
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0,18
0-7
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4010
ALL
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Ren
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-271
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rk a
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Fish
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-237
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37-2
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51In
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for t
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ea fr
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ent t
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y Pa
rk a
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t Stre
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TOTA
L A
LLO
TME
NT
INC
OM
E-1
0,08
8-8
,857
-10,
688
-7,8
43-1
0,39
0-1
0,59
8-1
0,68
1
4100
CE
M In
term
ents
-6
1,80
0-4
7,19
2-7
6,34
2-5
0,91
7-6
3,65
4-6
4,92
7-6
5,43
6In
com
e an
ticip
ated
from
fees
for b
uria
ls a
t Nor
th R
oad
Cem
eter
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4105
CE
M M
emor
ial B
ench
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00
00
0In
com
e fro
m th
e su
pply
of m
emor
ial b
ench
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of t
he p
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who
requ
est t
o pu
rcha
se o
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4110
CE
M O
ther
inco
me
-103
-95
-118
-76
-106
-108
-109
Sund
ry in
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e fro
m in
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ts p
urch
ase
as p
art o
f lon
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nten
ance
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eem
ents
.
4154
His
toric
al B
uild
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Rep
air G
rant
-8,6
75-8
,675
00
Gra
nt re
ceiv
ed fo
r rep
air t
o S
t And
rew
Chu
rch
boun
dary
wal
l
4155
CE
M/C
CY
Mem
oria
l rep
air e
xter
nal f
undi
ng.
0-3
250
00
Exte
rnal
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ived
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ards
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emor
ial
4120
CE
M E
quip
men
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de-in
pro
ceed
s0
00
00
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com
e fro
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ocee
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e / t
rade
-in o
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ipm
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ated
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the
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TOTA
L C
EMET
ERY
INC
OM
E-6
1,90
3-5
5,96
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5,46
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5,03
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5
TOTA
L IN
CO
ME
-71,
991
-64,
820
-96,
148
-58,
837
-74,
150
-75,
633
-76,
226
EXPE
ND
ITU
RE
NO
MIN
AL
LED
GER
CO
DE
DES
CR
IPTI
ON
BA
SEB
UD
GET
2017
/18
AC
TUA
L TO
31/1
2/17
AC
TUA
L TO
31/0
3/18
AC
TUA
L TO
31.1
2.18
BA
SEB
UD
GET
2018
/19
Proj
ecte
dO
utco
me
2018
/19
Bas
e B
udge
t20
19/2
0B
ASE
BU
DG
ET 2
018/
19
5000
ALL
OT
Adm
in S
alar
ies
19,0
5514
,179
18,9
2313
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19,6
2519
,625
19,8
49A
ppor
tionm
ent o
f sta
ff sa
lary
cos
ts. I
s ba
sed
on N
ALC
201
9/20
spi
nal p
oint
incr
ease
s du
e.
5010
ALL
OT
Gro
unds
taff
Sal
arie
s4,
870
3,64
04,
847
3,83
54,
985
4,98
55,
176
App
ortio
nmen
t of s
taff
sala
ry c
osts
. Is
base
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NA
LC 2
019/
20 s
pina
l poi
ntin
crea
ses
due.
ALL
OTM
EN
T E
XP
EN
DIT
UR
E (S
ALA
RIE
S)
23,9
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,819
23,7
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24,6
1024
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25,0
26
5030
ALL
OT
Mai
nt/ S
ite Im
prov
emen
ts
20,8
3012
,270
18,5
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789
13,4
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15,8
36P
rovi
sion
for p
est c
ontro
l, to
ilet e
mpt
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, ski
p hi
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aint
enan
ce it
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Com
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gree
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rem
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00 to
go
to 5
040
5040
ALL
OT
Wat
er R
ates
1,
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884
1,57
72,
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3,65
03,
577
1,69
5P
rovi
sion
for w
ater
sup
ply
char
ges
to a
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ites.
App
rove
d V
irem
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ov20
18
5086
ALL
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vely
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arde
n0
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6O
ne o
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ant t
o su
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mun
ity g
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ly G
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ALL
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th R
oad
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nt2,
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nual
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aid
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orth
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rs G
roup
.
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EN
T E
XP
EN
DIT
UR
E (O
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24,4
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,869
19,7
93
5100
PA
MS
Adm
in C
osts
8,09
05,
957
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31A
ppor
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ent o
f sta
ff sa
lary
cos
ts. I
s ba
sed
on N
ALC
201
9/20
spi
nal p
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incr
ease
s du
e.
5101
PA
MS
Pin
ehur
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ite in
spec
tion
00
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App
ortio
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taff
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ry c
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. Is
base
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NA
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019/
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pina
l poi
ntin
crea
ses
due.
PU
BLI
C A
ME
NIT
IES
EX
PE
ND
ITU
RE
(SA
LAR
IES
)8,
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8,31
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5110
PA
MS
Pub
lic c
lock
s 52
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1,53
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9P
rovi
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for t
he a
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l ser
vici
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re H
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ll S
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late
Nov
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r
5120
PA
MS
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oria
l 9,
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for a
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l flo
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arge
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d su
ndry
repa
irs.
33
NO
MIN
AL
LED
GER
CO
DE
DES
CR
IPTI
ON
BA
SEB
UD
GET
2017
/18
AC
TUA
L TO
31/1
2/17
AC
TUA
L TO
31/0
3/18
AC
TUA
L TO
31.1
2.18
BA
SEB
UD
GET
2018
/19
Proj
ecte
dO
utco
me
2018
/19
Bas
e B
udge
t20
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0B
ASE
BU
DG
ET 2
018/
19
5170
PA
MS
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s &
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ches
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512
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41,
169
Pro
visi
on fo
r rep
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tow
n ce
ntre
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s an
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s.
5140
PA
MS
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uth
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n C
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al g
rant
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the
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tford
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th T
own
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ncil.
5199
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MS
- C
apita
l Exp
endi
ture
00
00
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Pro
visi
on fo
r exp
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ure
on b
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and
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5175
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MS
- P
ineh
urst
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y A
rea
mai
nten
ance
8,20
26,
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7,86
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07,
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8P
rovi
sion
for g
roun
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t Pin
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Com
mitt
ee m
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g N
ov 2
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5176
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MS
- P
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y A
rea
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ital E
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00
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784
2,05
6P
rovi
sion
for r
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ent o
f pla
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ent w
ith a
ny u
nspe
nt b
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ce tr
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erre
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the
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nt a
t yea
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. App
rove
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irem
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MS
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te P
ark
5,91
00
5,03
26,
087
5,96
56,
257
The
Tow
n C
ounc
il's c
ontri
butio
n to
the
reve
nue
cost
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the
skat
epar
k at
Har
tham
Com
mon
.
PU
BLI
C A
ME
NIT
IES
EX
PE
ND
ITU
RE
(OTH
ER
)27
,983
8,10
714
,687
11,5
1624
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24,3
5325
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5200
CC
Y A
dmin
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ts12
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9,54
512
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8,40
413
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13,3
2013
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App
ortio
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t of s
taff
sala
ry c
osts
. Is
base
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NA
LC 2
019/
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pina
l poi
ntin
crea
ses
due.
5210
CC
Y G
roun
dsta
ff S
alar
ies
16,5
6011
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15,5
1012
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16,9
5516
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17,6
00A
ppor
tionm
ent o
f sta
ff sa
lary
cos
ts. I
s ba
sed
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ALC
201
9/20
spi
nal p
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ease
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LOS
ED
CH
UR
CH
YA
RD
S E
XP
EN
DIT
UR
E(S
ALA
RIE
S)
29,4
3521
,192
28,2
5521
,011
30,2
7530
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30,9
89
5240
CC
Y R
epai
rs &
Mai
nten
ance
26,6
0017
,941
22,7
5556
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,905
21,4
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518
Con
tinge
ncy
for f
ootp
ath
resu
rfaci
ng, r
ailin
g re
pairs
and
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er m
aint
enan
ce it
ems.
Add
ition
al £
3,00
0 fo
r res
urfa
cing
at S
t And
rew
s C
hurc
hyar
d an
d £1
3,00
0 fo
rre
pain
ting
gate
s ei
ther
sid
e of
Gas
coyn
e W
ay.S
ugge
stio
n to
redu
ce th
e lin
e by
£20K
for 2
019/
20 b
udge
t
5245
CC
Y C
ontra
ct G
arde
ning
3,41
01,
999
2,73
41,
999
3,51
23,
442
3,61
0P
rovi
sion
for c
ontra
cted
gar
dene
r to
mai
ntai
n S
t Leo
nard
s &
Hol
y Tr
inity
gar
dens
.
5250
CC
Y T
rees
19,3
181,
800
1,80
031
010
,000
9,80
010
,280
Con
tinge
ncy
for t
he m
aint
enan
ce, r
emov
al a
nd re
plac
emen
t of t
rees
as
nece
ssar
y.C
LOS
ED
CH
UR
CH
YA
RD
EX
PE
ND
ITU
RE
(OTH
ER
)49
,328
21,7
4027
,290
2,86
935
,417
34,7
0916
,409
5300
CE
M A
dmin
cos
ts
27,9
6520
,940
27,8
9223
,278
28,7
6028
,760
34,9
49A
ppor
tionm
ent o
f sta
ff sa
lary
cos
ts. I
s ba
sed
on N
ALC
201
9/20
spi
nal p
oint
incr
ease
s du
e.
5305
CE
M G
roun
dsta
ff S
alar
ies
65,2
6048
,771
64,9
4951
,395
66,8
2566
,825
69,3
63A
ppor
tionm
ent o
f sta
ff sa
lary
cos
ts. I
s ba
sed
on N
ALC
201
9/20
spi
nal p
oint
incr
ease
s du
e.
CE
ME
TER
Y E
XP
EN
DIT
UR
E (S
ALA
RIE
S)
93,2
2569
,710
92,8
4174
,672
95,5
8595
,585
104,
312
5220
CC
Y V
an s
ervi
cing
, fue
l & re
pairs
4,10
72,
639
3,26
93,
002
2,17
02,
127
2,23
1P
rovi
sion
for t
he a
nnua
l ser
vici
ng, t
axin
g an
d ru
nnin
g co
sts
of th
e C
ounc
il's v
an.
5310
CE
M M
obile
pho
ne
234
143
186
431
241
236
248
Pro
visi
on fo
r the
mon
thly
cha
rges
and
top-
up fe
es fo
r the
mob
ile p
hone
s us
ed b
yth
e gr
ound
sta
ff.
5315
CE
M B
uria
l Rec
ords
1,36
344
544
546
01,
404
1,37
61,
443
Con
tinge
ncy
for p
rogr
amm
ing
fees
for t
he b
espo
ke b
uria
ls d
atab
ase
syst
em
5320
CE
M R
ates
3,
939
4,09
54,
095
4,53
44,
218
4,13
44,
336
Bus
ines
s ra
tes
paya
ble
for N
orth
Roa
d C
emet
ery
5335
CE
M T
rain
/Clo
thin
g &
Hea
lth &
Saf
ety
Equ
ipm
ent
2,37
31,
793
1,81
775
674
573
076
6P
rovi
sion
for s
taff
train
ing
and
the
repl
acem
ent o
f wor
k cl
othe
s, s
afet
y bo
ots
and
othe
r saf
ety
item
s.
5340
CE
M R
epai
rs &
Mai
nten
ance
13
,311
1,05
513
,071
827
5,67
95,
565
5,83
8C
ontin
genc
y fo
r foo
tpat
h re
surfa
cing
and
oth
er m
aint
enan
ce it
ems.
5343
CE
M U
nbud
gete
d C
emet
ery
Wor
ks0
00
00
0C
ontin
genc
y fo
r Cem
eter
y w
orks
out
side
the
scop
e of
nor
mal
bud
geta
ryre
quire
men
ts.
5342
CE
M R
epai
rs to
Mem
oria
ls3,
630
00
5,00
04,
900
5,14
0C
ontin
genc
y fo
r rep
air o
f mem
oria
ls w
hich
fail
stab
ility
test
ing
(whe
re th
e ow
ners
of g
rave
s ca
nnot
be
trace
d).
5345
CE
M R
epai
rs to
Rai
lings
8,20
70
04,
773
4,67
84,
907
Pro
visi
on fo
r the
repa
ir of
gat
es a
nd ra
ilings
at N
orth
Roa
d C
emet
ery.
Add
ition
al£2
,500
for r
epai
ntin
g ga
tes
at th
e C
emet
ery.
5350
CE
M M
ess
Roo
m U
tiliti
es (
incl
site
wat
er)
723
328
661
441
745
730
766
Pro
visi
on fo
r mes
s ro
om e
xpen
ses
and
the
wat
er s
uppl
y to
the
site
.
5355
CE
M T
rees
5,51
90
350
5,68
55,
571
5,84
4C
ontin
genc
y fo
r the
mai
nten
ance
, rem
oval
and
repl
acem
ent o
f tre
es a
sne
cess
ary.
34
NO
MIN
AL
LED
GER
CO
DE
DES
CR
IPTI
ON
BA
SEB
UD
GET
2017
/18
AC
TUA
L TO
31/1
2/17
AC
TUA
L TO
31/0
3/18
AC
TUA
L TO
31.1
2.18
BA
SEB
UD
GET
2018
/19
Proj
ecte
dO
utco
me
2018
/19
Bas
e B
udge
t20
19/2
0B
ASE
BU
DG
ET 2
018/
19
5360
CE
M R
efus
e 4,
821
2,71
03,
760
1,89
04,
966
4,86
75,
105
Pro
visi
on fo
r ski
p hi
re a
nd s
oil h
eap
rem
oval
.
5365
CE
M G
rave
digg
ing
13,2
446,
130
9,38
05,
720
13,6
4113
,368
14,0
23P
rovi
sion
for m
onth
ly c
harg
es fo
r gra
vedi
ggin
g.
5380
CE
M M
achi
nery
fuel
1,
463
364
487
1,50
71,
477
1,54
9P
rovi
sion
for f
uel u
sed
in m
ower
s an
d ot
her e
quip
men
t.
5385
CE
M M
ach
repa
irs/m
inor
repl
ace
2,95
774
72,
084
513
3,04
62,
985
3,13
1P
rovi
sion
for s
ervi
cing
cos
ts o
n le
ased
equ
ipm
ent.
5395
CE
M M
ach
new
equ
ip/le
ase
3,90
52,
407
1,41
71,
617
2,04
01,
999
2,09
7Q
uarte
rly le
ase
char
ges
for a
ll th
e la
rger
item
s of
equ
ipm
ent (
3 ye
ar le
ase)
.
5396
CE
M M
emor
ial B
ench
es0
00
00
0Th
e co
st o
f pur
chas
e of
mem
oria
l ben
ches
if re
ques
ted
by a
mem
ber o
f the
publ
ic.
The
asso
ciat
ed in
com
e is
sho
wn
unde
r 410
5.
5398
CE
M L
and
acqu
isiti
on10
,000
00
10,0
009,
800
10,2
80P
rovi
sion
for e
stab
lishi
ng a
Cem
eter
y R
eser
ve to
be
devl
oped
ove
r com
ing
year
sfo
r the
futu
re p
urch
ase
of n
ew C
emet
ery
land
.
5399
CE
M C
apita
l Exp
endi
ture
1,20
90
333
205
6,24
56,
120
6,42
0P
rovi
sion
for r
epla
cem
ent o
f sm
alle
r ite
ms
of e
quip
men
t and
sun
dry
tool
s.A
dditi
onal
£5,
000
for l
easi
ng a
new
van
.
CE
ME
TER
Y E
XP
EN
DIT
UR
E (O
THE
R)
81,0
0422
,857
41,3
5620
,396
72,1
0570
,663
74,1
24
TOTA
L EX
PEN
DIT
UR
E33
7,48
218
0,53
625
8,31
416
2,74
931
0,40
630
7,37
330
8,62
9
SUM
MA
RY TO
TAL
INC
OM
E-7
1,99
1-6
4,82
0-9
6,14
8-5
8,83
7-7
4,15
0-7
5,63
3-7
6,22
6
TOTA
L EX
PEN
DIT
UR
E33
7,48
218
0,53
625
8,31
416
2,74
931
0,40
630
7,37
330
8,62
9
NET
EXP
END
ITU
RE
265,
492
115,
716
162,
166
103,
913
236,
256
231,
740
232,
403
35
PAPER G
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