MINUTES OF STOW ON THE WOLD TOWN COUNCIL’S BURIAL BOARD MEETING HELD ON THURSDAY 15TH SEPTEMBER 2016 AT THE YOUTH CLUB CENTRE, FOSSEWAY, STOW ON THE WOLD, GLOUCESTERSHIRE GL54 1DW AT 9.15 AM

PRESENT: Councillors: C Smalley(Chairman), V Davies, M MoseleyMrs H Sipthorp, Clerk of the Council & 0 Members of the Public

Also in attendance: Advisors: MrG Golby

Public Participation: None as no Members of Public present.

  1. APOLOGIES FOR ABSENCE: Cllrs M Curtis & J Scarsbrook. Advisors: Rev M Short, D Murphy & D Magson
  1. DECLARATIONS OF INTERESTS IN ITEMS ON THE AGENDA:None.
  1. MINUTES OF MEETING HELD ON 7th July 2016

The signing of the Minutes was inquorate, however, it was RESOLVED that as the Minutes

had been circulated and no comments received that the Chairman should sign as a true and accurate record. RECORD OF VOTING – All in favour. Motion carried.

  1. CLERK’S REPORT AND MATTERS ARISING FROM ABOVE MINUTES

Removal of rubbish from cemetery and new green bin – Clerk reported that the water butt had been removed from the New Cemetery and the area cleaned up. The rubbish that had been thrown down by the Bier House had also been removed. A new green bin had been delivered. Cllr Scarsbrook, who was not present, had suggested that the Council should put a rubbish bin in the New Cemetery. This was discussed and it was ultimately agreed no action be taken as the situation seems to have beenresolved. Clerk will monitor both areas carefully and if the problem returns it would be discussed by the Burial Board at a future Meeting.

Thames Water Donation –Thames Water had offered the Burial Board £75.00 for the use of the car park by the lock up when they were carrying out works at the reservoir. Clerk had chased the payment and Thames Water are doing the same at their end.

Policy Document for Memorial Benches/Trees – Clerk reported that she had done some research on this and hoped to present a draft to the Burial Board at the next Meeting.

Entrance Gate via Back Walls to Cemetery – Clerk reported that the gate has got worse and in view of this had asked Mr Small to take another look. She had hoped that she would have had feedback for the Meeting. Chairman suggested that perhaps a “strap” could be fitted.

Veale WasbroughVizard Invoice – Clerk said that no further contact had been made so assumed that this situation has now been resolved.

Clerk said she was pleased to advise that she had hopefully secured the services of the Community Payback Team. This would be a supervisor and up to 8 offenders. Council would need to supply refreshments and access to a toilet. On the latter the Clerk is to ascertain if CDC will supply a radar key so the team could use the public conveniences in the town. They will commence work in the Victorian Cemetery. Clerk to investigate getting hold of some 1 tonne bags for the rubbish. The Chairman said he would dispose of this rubbish.

Clerk ended by saying a resident had offered to help to do some tidying up in the Cemeteries. He was a forester before he retired so is a very useful volunteer to have on board.

  1. CHAIRMAN’S ANNOUNCEMENTS: None.
  1. TO CONSIDER ESTIMATES RECEIVED FOR REPAIRS TO DAMAGED WALLS

Two estimates were considered. RESOLVED – Mr Lockey be appointed to carry out the repairs at a cost of £1560. RECORD OF VOTING – All in favour. Motion carried. Clerk was unsure if the estimate is to carry out the repairs at two separate locations of the wall adjacent to A429 Fosseway. Post Meeting Note: Mr Lockey has subsequently confirmed at a site meeting that the cost is for the repair of the wall atboth locations.

  1. TO CONSIDER TREE WORKS AND OTHER MAINTENANCE WORK AT THE CHURCHYARD AND CEMETERY FOLLOWING WALKABOUT BY CHAIRMAN AND CLERK

Clerk had prepared a report of the works necessary at both the churchyard and the cemeteries showing photographs. She presented two estimates for the tree works at the churchyard which were discussed. It was agreed that the trees, in the yew tree avenue, would not be felled but trimmed, shaped and reduced in height.

Clerk is now to discuss the tree works with the CDC Tree Officer as the churchyard is in the Conservation Area. A Faculty may also be required and if so Rev Short would apply for this. However, no action on the latter is required until a decision has been taken by the CDC Tree Officer as to whether the Council need to put in a formal application.

Clerk will obtain costs for the tree work necessary at the cemeteries again identified in the photographic report she had prepared.

  1. DONATION OF FLOWERING CHERRY TREES

Clerk had met with resident who wished to plant three cherry trees in the Cemetery in memory of his late wife. Clerk had met him on site and showed him the agreed location for the trees to be planted. He did not want them planted in the corner but closer to his wife’s grave. Burial Board stand by their original decision in that if the resident wishes to plant the trees then the location for them is in the corner.

  1. GRUNDON BIN COLLECTIONS

Clerk has been monitoring the collections to find that on occasions the bin had not been emptied and when it had it was not being returned to its location adjacent to the Bier House. Clerk had taken this up with Grundon and they had credited the Council for the charges for the past two months. Clerk will continue to monitor the service.

  1. REVIEW OF BURIAL CHARGES

Clerk recommended that the burial fees should be reviewed and uplifted at least in line with inflation each year. She is in the process of reformatting the Burial Fees and will present a draft at the next Meeting.

  1. REVIEW OF BURIAL FORMS AND CEMETERY RULES AND REGULATIONS

Clerk said she is in the process of reformatting the forms. She said that the whole procedure needs tightening up and that once revamped all forms will be signed off by the Clerk and a copy given to the applicant before they can proceed. The Rules and Regulations are also to be reviewed and will be presented in a booklet format. Clerk hopes to present these at the next Meeting.

  1. CHURCHYARD PATH

Clerk said that the company who resurfaced the footpath offered no guarantees for their work. Agreed Clerk would speak to them saying that the footpath began breaking up within the first year and see what they say.

  1. TO DISCUSS 3 YEAR MAINTENANCE PLAN FOR CHURCHYARD AND CEMETERIES

Deferred to next Meeting.

  1. TO DISCUSS ANY CORRESPONDENCE RECEIVED BY BURIAL BOARD

Communication between the Council and two separate familieswho have loved ones in the Garden of Remembrance had been ongoing. They had both erected raised tablets and had been asked by the Council to lower them to ground level as raised memorials in this area are against the Council’s Rules and Regulations. They then saw that a new memorial had been erected in the same area which was above ground and heard that the Council had given permission for this. They were asking if they could therefore have their tablets raised above ground level once again.

Clerk produced paperwork from the Acting Clerk that confirmed that permission had been granted at a Burial Board Meeting but the item had not been included in the Minutes. RESOLVED – That permission be granted for the two families to raise their plaques back up and that as of today’s date no further raised plaques would be allowed in this area. RECORD OF VOTING – All in favour. Motion carried.

  1. ANY OTHER BUSINESS AND ITEMS FOR THE AGENDA FOR THE NEXT MEETING

Mr Golby asked whether the Burial Board wished him to do the Topple Testing in the Victorian Cemetery. It was agreed to hold off for the moment as if the Council are able to secure the services of the Community Payback Team this would be the first area they would begin to clear and tidy up.

Budgets to be placed on the Agenda for the next Meeting and also review of current financial year.

  1. MEETING CLOSED: At 10.20 am.
  1. NEXT MEETING: Tuesday 25th October 2016 at 9.15 am.

Signed: ______Chairman

Dated: ______

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