Agenda and minutes

Bandon Hill Cemetery Joint Committee
Monday, 10th July, 2017 6.30 pm

Venue: Cemetery Chapel, Plough Lane, Wallington

Contact: Sharon Major, Committee Services Officer  Tel: 020 8770 4990 | Email:  committeeservices@sutton.gov.uk

Items
No. Item

1.

Apologies for absence

Minutes:

Apologies for absence were received from Councillor Timothy Godfrey, Councillor Hamida Ali, Councillor Stuart Collins and Councillor Alison Butler.

 

2.

Declarations of Interest

Minutes:

There were no declarations of interest.

 

3.

Minutes of the last meeting pdf icon PDF 132 KB

To approve as a correct record the Minutes of the meeting held on 28 November 2016.

Minutes:

The minutes of the meeting held on 28 November 2016 were agreed and signed as a correct record.

 

4.

Election of Chair and Vice Chair 2017/18

By convention the Chair alternates between Croydon and Sutton. On that basis in 2017/18 the Chair should be elected from amongst the Sutton councillors. By convention the Vice-Chair alternates between Croydon and Sutton and is a member of whichever authority does not take the Chair. On that basis in 2017/18 the Vice-Chair should be elected from amongst the Croydon councillors.

Minutes:

Following nomination and vote, Councillor Edward Joyce (Sutton) was elected as Chair and Councillor Timothy Godfrey (Croydon) as Vice Chair.

 

5.

Report of the Treasurer pdf icon PDF 98 KB

This report details the financial outturn for Bandon Hill Joint Cemetery for the 2016/17 financial year.

Additional documents:

Minutes:

Phil Butlin, Assistant Director, Resources Directorate, (Finance) London Borough of Sutton presented the report showing the financial outturn for Bandon Hill Joint Cemetery for the 2016/17 financial year.  The key points discussed were:

  • Councillor Pathumal Ali queried paragraph 4.4 seeking clarification on whether the year quoted as 2006 should read as 2016. The Assistant Director, Resources Directorate (Finance), advised he would seek confirmation and revert to the committee.
  • Councillor Edward Joyce asked for confirmation that the pension deficit would be cleared in full.  The Assistant Director confirmed this and it was welcomed by Members.
  • Members asked for confirmation on who is monitoring the idverde contract performance in running the cemetery.  Mark Dalzell, Head of Neighbourhood Services, advised that the Neighbourhood Services Manager, Andrew Chandler, is responsible for monitoring the performance.  Following discussion he also confirmed that  there was a 13 week period at the start of the contract during which performance penalties are not charged, although monitoring still takes place.  That period has now passed as the contract started on 1 February 2017.  There will be a report at the next committee meeting to advise the committee members of the performance to date.

 

RESOLVED that:

  1. The Comprehensive Income & Expenditure Account, (Appendix A) The Balance Sheet, (Appendix B) and the movement in reserves, (Appendix C), be approved.
  2. The transfer of the surplus generated during 2016/17 financial year of £44,407 to Reserves be approved.
  3. The transfer from Reserves a sum of £104,000 in 2017/18 to fund the pension deficit following the cessation valuation be approved.

 

6.

Report of the Surveyor

Mark Dalzell Head of Neighbourhood Services (Parks, Street Cleansing and Waste) and Andrew Chandler from Neighbourhood Services will provide a verbal update to the committee

Minutes:

A verbal update was provided by Mark Dalzell, Head of Neighbourhood Services.  Key areas brought to the committee's attention were:

  • Update on the land known as the Lodge: Registration of this cemetery land is progressing. Councillor Mattey asked for confirmation that covenants will be included in the land registry details to stop activities taking place that could cause disruption.  The Head of Neighbourhood Services advised that will be specified in the lease rather than as part of the land registration. Members asked for confirmation that they may review the lease before it is signed. Councillor Joyce moved a resolution that when a draft of the lease is ready this should be reviewed by Councillors at a meeting of this committee before it is signed.  If the wording is ready before the next meeting is due Members would like an additional meeting to take place. This was seconded by Councillor Pathumal Ali.
  • An update was provided to the committee regarding the number of complaints received from residents about restricted access for cars into the cemetery on Mother’s day. Members said this issue is regularly raised by residents. Councillor Joyce asked if it would be possible to trial opening on Mothering Sunday next year.  The Head of Neighbourhood Services advised it should be possible to use idverde or Mite to open and lock the cemetery he advised the cost is likely to be approximately £150.
  • Councillor Joyce moved a resolution that £150 be allocated to open the cemetery on Mother's day in March 2018 as a trial, this was seconded by Councillor Nick Mattey.
  • Details on numbers of burials were provided.

 

RESOLVED that:

  1. The wording of the lease be provided to members at the next committee meeting for review before signing.  If the wording is available before that meeting an additional meeting is to be convened for the review to take place.
  2. A sum of £150 be set aside to cover the cost of arranging for the cemetery to be fully open to cars on Mothering Sunday in March 2018, as a trial. Arrangements are to be put in place by Head of Neighbourhood Services.
  3. The update was noted by the committee.

 

7.

Any urgent items brought forward at the discretion of the Chair

The Chair must approve the reason for urgency.

Minutes:

There were no urgent items.

 

8.

Exclusion of the press and public

The following motion should be moved, seconded and approved if the committee wishes to exclude the press and public to deal with reports revealing exempt information:

 

“That the public be excluded from the meeting for the following items of business on the grounds that they involve the likely disclosure of exempt information as defined in paragraph 3 Schedule 12A of the Local Government Act 1972.”

 

Minutes:

There were no press or public present.

9.

Date of next meeting

The next meeting of the Committee will take place on a date to be confirmed at 6.30pm at Cemetery Chapel, Plough Lane, Wallington.

Minutes:

The date of the next meeting is not yet confirmed but would take place towards the end of November. It was requested that the week of Full Council (LBS) and the week prior, be avoided.