Agenda and draft minutes

Bandon Hill Cemetery Joint Committee
Monday, 11th November, 2019 6.30 pm

Venue: Cemetery Chapel, Plough Lane, Wallington

Contact: Cassie Fraser-Shanley, Committee Services Officer  Tel: 020 8770 4990 | Email:  committeeservices@sutton.gov.uk

Items
No. Item

11.

Welcome and introductions

Minutes:

The Chair, Councillor Stuart Collins, welcomed those present.

12.

Apologies for absence

Minutes:

Apologies for absence were received from Councillor King, Councillor Butler and Councillor Lewis.

13.

Declarations of interest

Minutes:

There were no declarations of interest.

14.

Any urgent business

To consider any items which, in the view of the Chair, should be dealt with as a matter of urgency because of special circumstances (in accordance with S100B(4) of the Local Government Act 1972).

Minutes:

There was no urgent business.

15.

Minutes of the previous meeting pdf icon PDF 69 KB

To approve as a correct record the minutes of the meeting held on 24 June 2019.

Minutes:

RESOLVED: that the minutes of the meeting held on 24 June 2019 be agreed as an accurate record.

16.

Report of the Treasurer pdf icon PDF 116 KB

This report provides a forecast outturn position for the financial year 2019/20, recommends the budgets for 2020/21 and recommends the level of fees and charges for the financial year 2020/21

Additional documents:

Minutes:

Solomon Akuffo, Head of Finance, Engagement and Advice, presented the report.

 

Members raised concerns about the substantial amount of money in reserves. In response to questions, officers advised that the cemetery is currently selling reclaimed graves, therefore they will need to rely on the reserve funds in the future to maintain the grounds, once these sites have been exhausted. Officers also confirmed that they have identified a number of areas within the cemetery which are not in use and could be allocated for new grave space, once the current allocations are full.

 

Members asked for a report to be brought to the next committee, detailing long-term spending plans, particularly once reclaimed sites have been used up. 

 

It was noted that members were concerned about the proposed rise in fees and charges, however the amendment was voted through on the basis that a benchmark exercise be conducted in the summer before any further adjustment to fees and charges are considered.  

 

RESOLVED: that

  1. The forecast financial outturn for 2019/20 be noted
  2. The budget for 2020/21 be approved
  3. The fees and charges for 2020/21 be approved

17.

Report of the Surveyor pdf icon PDF 139 KB

The report provides an update on work previously approved, including tree planting, landscape maintenance and removal of overgrown conifer trees.

Minutes:

Mark Dalzell, Head of Parks and Open Spaces and Adam Brind, Contract Officer, presented the report.

 

Members discussed the replacement of the fence and questioned if external funding streams had been explored to fund it. Officers clarified that external funding had been looked into, however as the cemetery is managed by a committee holding a budget, they are not eligible for many of these funds. Officers also agreed to circulate a photograph of the proposed fence to members. 

 

Members expressed concerns over the proposed cost of redecorating the chapel, and requested that the recommendation be deferred so that officers can present three quotes to the committee at the next meeting for their approval. 

 

RESOLVED: that

  1. The purchase of a new music player, at a cost of £329, be funded
  2. The replacement of the wooden fence to the front boundary to improve the appearance and security of the cemetery, as a result of external funding not being available, and to continue to repair the fences on the other boundaries, at a cost of between £17,000 and £37,000 be funded
  3. Tree work, following the recent inspection, at a cost of £ 17,283.89, be funded

18.

Date of the next meeting

The date of the next meeting is to be confirmed.

Minutes:

The date of the next meeting is to be confirmed.