Minutes of the Ordinary Meeting of the

Chobham & West End Joint Burial Committee Parish Pavilion, Recreation Ground, Station Road, ChobhamWednesday 15th July 2015 2000 hrs.

Present:Cllrs Mr Taylor (Chairman), Mr Coombs, Mr Medhurst, Mrs Manciniand Mrs Tedder

In Attendance:Miss C Wright (Clerk)

PART I

  1. Apologies for absence:Received from Cllr Dredge
  1. Election of Chairman for 2015/16

RESOLVED That Cllr Ian Taylor, nominated by Cllr Coombs and seconded by Cllr Mrs Mancini, be elected Chairman.

  1. Declarations of interest: None given.
  1. To approve the minutes of the meeting of 8th April 2015

RESOLVEDThat the Minutes of the Meeting held on 8th April 2015 be approved as a correct record and signed by the Chairman.

  1. Election of Vice-Chairman for 2015/16

RESOLVED That Cllr Les Coombs, nominated by Cllr Medhurst and seconded by Cllr Mrs Mancini, be elected Vice-Chairman.

  1. Interments & memorials

The following were noted:

  1. Interments:
  2. K139Ivy Panther9th April 2015
  3. P6A. Stewart11th April 2015
  4. K156 Sylvia Greig24th April 2015
  5. A30Raymond Simmonds27th April 2015
  6. K137 Peter Shears19th May 2015
  7. L212Patricia Stewart9th June 2015
  8. A148Olive Rance22nd June 2015
  9. P10 Kenneth Hacke23rd June 2015
  10. L6 Russell Thaine 28th June 2015
  11. P7R. Wilson-MacDonald 28th June 2015
  12. L77Nancy Spells 13th July 2015
  13. Future interments:
  14. L24Renee Matthews1st August 2015
  15. P8 William Murphy27th August 2015
  16. Pre-approved memorials:
  1. K145Anne Eyers
  2. A148Olive Rance
  3. P10Shirley Hacke
  1. Ownership transfers:
  2. M110Christina Canter
  3. L133Paul Garland
  1. To consider any other interments and memorials that have arrived too late for inclusion in the Agenda:

The Clerk tabled the draft for Mr and Mrs James’ inscription which was approved.

  1. Financial statements and payment of accounts

Members noted the financial statements and papers distributed with the Annual Return 2014/15.

RESOLVED That the Annual Return be approved and that the Chairman and Clerk/RFO be authorised to sign same together with the Balance Sheet.

  1. Financial and Payment of Accounts

Cheque payments for July were approved .

  1. Burial Grounds Maintenance Contract

Members discussed and reviewed the current contract schedule, the contract being now due for renewal.

Cllr Coombs and Medhurst were asked and agreed to edit and revise the contract as appropriate, thereafter submitting a final draft to the Clerk for circulation to and agreement by members of the Committee. ACTION

It was agreed that the Tender document then be sent out to:

Nigel Jeffries

Norris & Gardiner

CountryGarden Services

  1. Burial Ground

The Clerk reported that she had received no response to a letter written to the King family regarding the unsafe and dilapidated condition of their memorial bench. It was agreed that the Clerk write again to the King family to inform them that the bench was unsafe and would be removed. Also it was agreed that the Clerk write to the family associated with the Section P memorial bench to inform them that it would shortly be moved to another location within the Cemetery.

  1. Allotment Area

Clerk to contact existing allotment owners, to remind them of the deadline of end of notice and that they should remove any items no later 31st December.

Cllr Mrs Tedder advised Members that she had previously submitted to the Clerk's office a map of the entire Cemetery layout. Clerk was asked to locate the Map. ACTION

It was agreed Cllrs Coombs and Medhurst undertake a review of the Allotment area in January 2016 once Allotments have been vacated to assess what work will be required to clear site. ACTION

inso doing, particularconsideration to be given to:

Central hedgerow

‘Tip’ area at the rear of the Allotments.

Land required from Section K for road access into the Allotments area.

  1. Maters to report and Minor Matters

Lavender row in the car-park – Clerk to instruct N&G to remove in Autumn.

Request received from a member of the public to swap an existing future plot purchase to another location was approved.

Car-Park sign, wording: "PRIVATE CAR-PARK. For use of Visitors to the Cemetery ONLY". The clerk was asked to proceed accordingly. ACTION

Access track to the Cemetery: Cllr Coombs has asked SCCllr Goodman to look into maintaining/ improving the access track, the car-park being Parish Council responsibility but not the track.

Clerk to instruct Norris & Gardiner to level and fill potholes in the car-park area. ACTION

Clerk to instruct Norris & Gardiner to reduce height of hedge in front of entrance sign

ACTION

  1. Agenda Planning

No further items to be added at the present time.

Part One completed at 21:40 hrs.