001 ELECTION OF CHAIRMAN

Cllr Fisk was proposed, seconded and accepted the nomination. There were no further nominations and Cllr Fisk was unanimously elected as Chairman.

002 APOLOGIES FOR ABSENCE – Cllr Blades due to a prior commitment to another meeting.

003 DECLARATIONS OF INTEREST – None.

004 MINUTES OF THE PREVIOUS MEETING

Minutes of the meeting held on 8 February 2003 were presented to the Council at the meeting on 27 February 2003 and received no adverse comment with all recommendations being approved. It was unanimously agreed to adopt the minutes and these were duly signed by the Chairman.

005 EXPERT REPORT ON THE CONDITION OF TREES

The Committee received the report on the London Plane Tree and Wellingtonia Tree and were pleased to note that both were in good condition. It was unanimously agreed to accept the recommendations of the report and recommend that:

• Quotations for the cost of removing the dead wood in the crowns of the trees and removal of the ivy from the London Plane Tree are sought from recognised tree contractors taken from the District Council’s approved list.
• The report is repeated on a two-yearly basis and budgeted for accordingly.

The Committee heard of a complaint about the overhang of the Wellingtonia Tree into an adjoining garden and noted that South Kesteven District Council’s Tree Officer would be making an inspection. It was agreed to await the report from that Officer before considering the Council’s response.

006 MEMORIAL SAFETY INSPECTIONS

The survey, plan and schedule identifying all headstones and memorials and indicating a level of risk for each was received by the committee. The level of detail and information was commended and members were pleased to note that the number of structures requiring urgent attention was fewer than had originally been feared. The majority of these are in Section C where it might be possible to contact the owner and request that action is taken to make his/her property safe.

In the event that the Council has to undertake all the works under its obligations in the Occupiers Liability Act 1957 (as amended) It was agreed to recommend that the Council approves the overall quotation of £1,085 + VAT to make structures safe and that the works are carried out once there has been opportunity to make contact owners via letters, notices and an entry in the next newsletter. This is catered for in the Committee’s budget.

007 REQUEST TO SITE MEMORIAL SEAT IN SECTION ‘D’

Members heard an application to site a seat and agreed to recommend that subject to the committee approving the design, size and material of construction, the Council gives permission for a seat to be sited at the end of the pathway next to the hedge once the cemetery extension works commence.

008 BURIAL GROUND EXTENSION

The clerk reported that South Kesteven District Council had agreed to remove its play equipment in the late autumn/early winter to allow for preparation works to commence. A site meeting will be held with the District Council to agree the line of the new play area boundary.

009 MAINTENANCE INSPECTION

The overall appearance of the cemetery was considered and although it was reasonably good overall, members were disappointed that certain aspects such as path spraying and hedge cutting had not been undertaken. There was also concern that the grass cutting schedule had not been increased by the contractor. It was agreed to raise this with the contractor concerned and request urgent attention.

010 SAFETY INSPECTION AND REPORT FOR HEALTH & SAFETY PURPOSES

The Committee acknowledged its responsibility towards setting up an inspection and record regime and agreed to consider this at the next meeting.

011 TERMS OF REFERENCE, DELEGATED POWERS AND MEETING TIMETABLE

It was unanimously agreed to recommend that the Committee should:

• Undertake to consider on behalf of the Council all aspects of activity relating to the land held for burial purposes and make decisions in accordance with any approved delegated powers or, where none exist, make recommendations to the Council.
• Prepare a budget for the forthcoming financial year in accordance with the Financial Regulations of the Council and its precept timetable.
• Monitor its expenditure from time to time throughout the year and consider adjustment of plans and activities if appropriate.
• Monitor the payment and collection of burial and memorial fees.
• Deal with any other matter passed to it by the Council from time to time.

It was unanimously agreed to recommend that:

• Expenditure of a revenue nature (maintenance/general) may be approved by the Committee without recourse to the Council providing the expenditure is contained within the previously approved annual budget for the Committee and reported to the next Council meeting.
• Expenditure of a capital nature takes the form of a recommendation to the Council for decision.
• All other activities/actions of the Committee take the form of a recommendation to the Council for decision.

It was agreed to recommend that the Committee meets three times per year (April, August & December) at 7.45pm on the Thursday immediately preceding the Council meeting. Further meetings will, if necessary, be called for urgent business arising between meetings.

This recommendation will not have any cost implication as the meeting would be held immediately after the monthly Planning Committee meeting.

012 DATE OF NEXT MEETING - Thursday, 21 August 2003 at 7.45pm.

There being no further business, the meeting was closed at 8.00pm.