27th September 2022 Cemetery Committee DRAFT
Draft Minutes of Parish Council Cemetery Committee 27th September 2022 at 7.30pm
held at Mareham le Fen Community Centre
Present: Cllrs M. Percival (Chair), S. Millen, K. Deane, P. Bourn
Not Present: Cllrs D. Hill, P. Chilvers
Clerk: A. Everard
Members of Public present: One
There was no public forum.
CC/9/22 Election of Cemetery Committee Chair (following annual meeting)
Cllr Bourn proposed, Cllr Millen seconded and unanimously approved RESOLVED Cllr Percival elected Chair.
CC/10/22. Apologies for absence with reason given
Cllr Hill due to family commitments, Cllr Chilvers due to work commitments.
CC/11/22. Declaration of Members’ interests in accordance with the Localism Act 2011 and requests for dispensations.
None declared.
CC/12/22. To consider and note the Terms of Reference for the Cemetery Committee.
The Clerk advised no changes needed at this time.
CC/13/22. To approve the minutes of 24th March 2022 Cemetery Committee meeting.
Cllr Deane proposed, Cllr Bourn seconded and unanimously approved RESOLVED to adopt the previously circulated draft minutes as the minutes of 24th March 2022 meeting. Chair signed the minutes.
CC/14/22. To receive any feedback regarding the Cemetery Regulations and approve any amendments required.
No feedback received. Item deferred.
CC/15/22. To receive update on the purchase of the Cemetery extension purchase and to consider options for the works associated with the Heads of Terms including the fencing of the purchased area with stock-proof fencing immediately on purchase.
The solicitor has advised the Clerk that enquiries continue with the other party’s solicitor to agree the contract. The Council will need to purchase stock-proof fencing/hedging for the extension in accordance with the agreed Heads of Terms immediately on purchase. Initial options were discussed, and further investigations will be made by councillors to inform the Clerk before he seeks quotations. Options may include stakes, wire and hedging. A contractor may be required to install. Clerk will bring quotations to next meeting when ready. A budget will need to be agreed.
CC/16/22. To consider the groundwater testing results and Tier 1 Groundwater Report and to consider the next steps and approve payment of the contractor’s invoice.
The report had been circulated prior to the meeting. The hydrologist identified the main hydrological features of the site. The risk to groundwater was deemed ‘low’. The hydrologist will find out from Environment Agency or ELDC what pre-planning advice service is available. The report suggests that if the average number of internments for the last five years were to continue the extension may have capacity for 66 years. This would require pre-mapping the site and laying out pathways. The invoice of £1,980 (including VAT) for this work was noted and referred to full council meeting to approve and pay.
CC/17/22. To consider and approve options for mapping the cemetery, digitising the cemetery records and public access and procurement of suitable products.
The Clerk was aware of various electronic systems now available to hold cemetery records and mapping the cemetery. After discussion the Clerk is to agree some dates with Councillors for potential contractors to demonstrate their products and identify their costs this Autumn.
CC/18/22. To approve fireproof storage of cemetery and burial records as recommended by the internal auditor.
Councillors suggested that a fireproof and waterproof solution is needed so item was deferred for further investigation by Councillors and the Clerk.
CC/19/22. To establish a memorial testing working group to complete safety testing during 2022.
Cllr Bourn proposed Cllr Deane seconded and it was unanimously approved RESOLVED Cllr Bourn and Cllr Deane will complete the memorial inspection and testing and bring forward a report.
CC/20/22. To consider options for maintaining biodiversity and well-maintained grass areas.
Main ideas put forward included hedging the new extension, planting a meadow mix in the extension for the years ahead until the space is required, a meadow mix to the right of the drive and planting a tree and poppies near the Commonwealth War Grave. Grass-cutting to continue around the meadow mix areas. The Clerk will investigate further and bring to next meeting.
CC/21/22. To consider and approve any cemetery and burial training requirements.
It was proposed and seconded and unanimously RESOLVED that Cllrs Deane and Percival and the clerk will undertake ICCM training when provided by LALC or directly with ICCM (dates and costs to be agreed when available).
CC/22/22. To consider and approve mole management in the cemetery.
The Clerk advised that current year budget had been spent so extra budget would need to be approved. It was decided that councillors will research ethical methods of controlling moles before further work was authorised and brought to full council or the next meeting. Decision deferred.
CC/23/22. To consider development of cemetery leaflets (Exclusive Rights of Burial, Memorials).
The Clerk has identified other cemeteries have online leaflets to promote or explain some aspects of cemetery memorial and burial rights making it easier for members of the public to understand what is allowed and services available. These could be online and printed when required. Councillors asked the Clerk to bring forward some examples for approval at a future meeting.
CC/24/22. To consider and approve purchase of a noticeboard for the cemetery and location of the parish council name sign.
The Clerk advised that the old noticeboard sign was available for installation on the chapel and that a small 6 or 9 A4-pages noticeboard could be installed to display the cemetery rules, regulations and leaflets and contact details (as visitors did not know who to contact easily). The Clerk to obtain quotations for consideration in budget-setting for 2023-4.
CC/25/22. To receive any feedback from councillors, users of the cemetery and residents and other correspondence regarding the cemetery and items for future Cemetery Committee meetings.
Cllr Bourn reported on the good state of the cemetery benches following painting, etc. There were no other issues.
There being no other business the Chair closed the meeting at 9.07pm.