Agenda and minutes

Bandon Hill Cemetery Joint Committee
Monday, 27th November, 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

10.

Apologies for absence

Minutes:

Apologies for absence were received from Councillor Alison Butler.  Apologies were given on behalf of Councillor Timothy Godfrey, Apologies for lateness were received from Councillor Hamida Ali.

11.

Declarations of Interest

Minutes:

Non Pecuniary Councillor Nick Mattey declared he lives near the side gate to the cemetery.

12.

Minutes of the last meeting pdf icon PDF 129 KB

To approve as a correct record the Minutes of the meeting held on 10 July 2017.

Minutes:

The minutes of the meeting held on 10 July 2017 were agreed and signed as a correct record.

13.

Report of the Treasurer pdf icon PDF 129 KB

To provide a forecast outturn position for the financial year 2017/18, set the budgets for 2018/19 and agree the level of fees and charges for the financial year 2018/19

Additional documents:

Minutes:

Sue Hogg , Head of Financial Strategy and Reporting London Borough of Sutton presented the report showing the forecast outturn position for the financial year 2017/18 and budgets for 2018/19.

 

The key points Members queried were as follows:

 

  • Members asked what happens to any further increase in surplus funds. The Head of Financial Strategy and Reporting advised that it was previously agreed that the Cemetery should build up reserves to cover the time when no income is received after the next 30 years.  She advised that there is currently a £300k surplus and there is a need to continue to generate a surplus for the time being.
  • Councillor Pathumal Ali asked about the item on page 11 regarding cost of litter collection. The Head of Financial Strategy and Reporting advised the change is due to some expenses now being picked up by idverde as part of the contract
  • Sue Hogg The Head of Financial Strategy and Reporting advised that she is resigning as Honorary Treasurer of the committee. A replacement Christine Little was nominated from the Sutton shared finance service to take on the role.
  • The committee wished the minutes to reflect their thanks Sue Hogg for her work and thanked her for leaving the committee in such a strong financial position.

 

RESOLVED that

  1. The Forecast Financial outturn for 2017/18 be noted
  2. The budget for 2018/19 be approved
  3. The fees and charges for 2018/19 be approved.
  4. It be approved that Christine Little is appointed as Honorary Treasurer.

 

14.

Report of the Surveyor pdf icon PDF 112 KB

This report provides an update from Neighbourhood Services and the performance of the Parks and Ground Maintenance contract with Idverde, which includes management of Bandon Hill Cemetery, and on a proposal for a Heritage Lottery Funded project for war graves interpretation panels to be installed.

 

Additional documents:

Minutes:

Mark Dalzell Head of Neighbourhood Services presented the report. An update was provided on the performance of Parks and Ground Maintenance contract with idverde including the management of Bandon Hill cemetery, and also a proposal for a Heritage Lottery funded project for war graves interpretation panels to be installed at Bandon Hill Cemetery.

 

Members sought clarification on the following :

  • Councillor Ali asked about clear times for gate locking and safety issues.  She asked is it possible to share the specific times when the cemetery will be locked.  Mark Dalzell Head of Neighbourhood Services advised that closing times will be advertised so that residents can be clear when the gate will be locked.  
  • Councillor Nick Mattey advised that there is also a side pedestrian access to the site and sometimes the gates are not both locked and opened at the same time.  Officers advised that the gate should be opened at 8am and closed at 4pm for the pedestrian access and not opened at the weekend.  Councillor Nick Mattey proposed that if the committee are trying to encourage people to visit on foot that the side access should be opened within the same time frame as the main gates. Mark Dalzell, Head of Neighbourhood Services advised that at other cemeteries there have been issues with anti-social behaviour when the side gates have been left open at the weekend.  Members asked if this could this be looked into as a trial.  Mark Dalzell confirmed he will investigate cost of opening at the gates at the weekend and will advise the committee at the next meeting.  Keeping the window of opening the same at both gates.
  • Councillor Ali asked for further details about preserving the WW1 graves. Head of Neighbourhood Services advised that the headstones are well maintained and designed, however, there are some locations where the graves are known to be war graves but the family maintained the grave and are now no longer able to do so.


RESOLVED That

  1. The installation ofwar graves interpretive panels be agreed
  2. The use of volunteers in maintaining war graves be agreed.

 

15.

Any urgent items brought forward at the discretion of the Chair

The Chair must approve the reason for urgency.

Minutes:

Councillor Nick Mattey asked about maintenance of the trees at Queenswood Avenue.  He advised that he trees do not look like they are in good condition.   Head of Neighbourhood Services advised that the trees are inspected every 4 years.  Councillor Joyce asked if they can be inspected in the next cycle or to look at them in the summer once they are in leaf.   Head of Neighbourhood Services will investigate the date of the last inspection and provide an update at the next committee meeting.

16.

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.

17.

Date of next meeting

The next meeting of the Committee will take place at a date and time to be confirmed.

Minutes:

The next meeting will take place in June 2018 at a date to be confirmed.  The Chair suggested that a date be proposed in May 2018 following elections.