Agenda and draft minutes

Bandon Hill Cemetery Joint Committee
Monday, 24th June, 2019 6.30 pm

Venue: Cemetery Chapel, Plough Lane, Wallington

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

Items
No. Item

1.

Welcome and introductions

Minutes:

Councillor Edward Joyce welcomed attendees. 

 

2.

Apologies for absence

Minutes:

Apologies for absence were received from Councillors Muhammad Sadiq, Hamida Ali, Stuart King, Alison Butler, Oliver Lewis and lateness from Councillor Barry Lewis.

 

3.

Declarations of Interest

Minutes:

There were no declarations of interest.

 

4.

Minutes of the last meeting pdf icon PDF 71 KB

To approve as a correct record the minutes of the meeting held on 26 November 2019.

Minutes:

RESOLVED that:

 

the minutes of the meeting held on 26 November 2018 be agreed as an accurate record.

5.

Election of the Chair and Vice Chair

Minutes:

Councillor Edward Joyce proposed Councillor Stuart Collins be elected as Chair this was seconded by Councillor Barry Lewis.

 

RESOLVED that: 

 

Councillor Stuart Collins be elected as Chair.

 

6.

Report of the Treasurer on the financial outturn for 2018/19 pdf icon PDF 100 KB

Following the end of the financial year a report detailing the financial outturn for the Cemetery is presented to committee for approval.

 

Additional documents:

Minutes:

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

 

There were no further questions.

 

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 the 2018/19 financial year of    £64,897 to Reserves be agreed.

 

7.

Report of the Surveyor pdf icon PDF 104 KB

This report provides background and recommendations for Committee to consider.  Committee is asked to formally agree to make the trialled parking and access arrangements permanent.  In addition the report highlights a number of maintenance and repair issues and provides costed plans to address them.  Committee is asked to agree expenditure for replacement of the front boundary fence, for tree planting, landscape maintenance works including removal of overgrown conifer trees and to note progress on other maintenance issues.

 

Minutes:

Adam Brind, Contract Officer, presented the report.

 

Members discussed the replacement of the fence, and considered the three fence options outlined in the report, noting the possibility that if oak fencing was used it would twist over time.  

 

An amendment to the recommendation 2.2 in the report was motioned by Councillor Edward Joyce and seconded by Councillor Stuart Collins that “ The possibility of obtaining funding through a suitable Landfill Tax Credits Scheme be explored to help fund the replacement of the wooden fence to the front boundary, using oak to improve the appearance and security of the cemetery and to continue to repair the fences on the other boundaries be funded”

 

The Contract Officer explained that the Council’s tree Officer will be completing an audit of the trees within the cemetery in August as it had been suggested that some trees on the Queenswood Avenue boundary may have to be removed due to damage and disease. Residents in Queenswood Avenue would be informed before any trees on that boundary are removed.

 

Members asked for information about the mesh bins which are no longer in place. The Contract Officer reported that mesh bins were provided in addition to the closed bins for busy periods such as Mother’s Day. Only closed bins are provided during the remainder of the year as these stop rubbish blowing around the cemetery when it is windy

 

Resolved:

 

  1. The cemetery opening arrangement allowing greater vehicle access at weekends and Bank Holidays is adopted as standard practice (current opening times to remain unaltered).     

 

2.   The possibility of obtaining funding from a suitable Landfill Tax Credits Scheme be explored to help fund the replacement of the wooden fence to the front boundary, using oak to improve the appearance and security of the cemetery and to continue to  repair the fences on the other boundaries be funded

 

3.   The addition landscape maintenance and improvement on the front boundary following replacement of the fence at a value not to exceed £5,000 be funded.

 

4.   The planting of ten new trees each year for the next three years, to replace losses at a cost of approximately £2,500 a year and arrange removal of conifer trees at a cost of not more than £1,500 be funded.

 

8.

Any urgent items brought forward at the discretion of the Chair

Urgent items at the discretion  of the Chair - 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.

 

9.

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.”

 

10.

Date of next meeting

The next meeting of the Committee is to be confirmed.

Minutes:

The date of the next meeting is to be confirmed.