WIGTON BURIAL JOINT COMMITTEE



WIGTON TOWN COUNCIL

A MEETING OF THE WIGTON BURIAL JOINT COMMITTEE WAS HELD ON

WEDNESDAY 29TH JUNE 2016 AT 7.00PM

PRESENT

Cllrs. W McKie, G Girvan, W Marrs, E Lynch, P Williams, A Pitcher, M Clark, J Cowell and L Graham.

IN ATTENDANCE T Mattinson and H Rudd

WBJC/1/2016 APOLOGIES FOR ABSENCE

To receive and accept apologies for absence - None

WBJC/2/2016 ELECTION OF THE CHAIR

Cllr Cowell proposed Cllr Lynch and seconded by Cllr Pitcher

Cllr Marrs proposed Cllr Williams

Cllr Lynch was duly elected as Chair of the Wigton Burial Joint Committee

Cllr Lynch reassured the members of staff that their jobs were safe and that this would be handled by a TUPE transfer to Wigton Town Council.

WBJC/3/2016 ELECTION OF THE DEPUTY CHAIR

Cllr Pitcher proposed Cllr Marrs seconded by Cllr Clark

Cllr Marrs declined the position of Deputy Chair

Cllr Marrs proposed Cllr Williams seconded by Cllr Pitcher

Cllr Williams was duly elected as Deputy Chair of the Wigton Burial Joint Committee

WBJC/4/2016 MINUTES OF THE MEETINGS OF THE JOINT COMMITTEE

To receive and agree the minutes of the meeting of the Joint Committee on the 27th April and notes from the meeting held on 25th May 2016 - APPROVED

WBJC/5/2016 DECLARATIONS OF INTEREST/DISPENSATIONS

Members are invited to declare “Disclosable Pecuniary Interests” and “Other Registerable Interests” and refer to “Dispensations” relating to any item on the agenda - None

WBJC/6/2016 EXCLUSION OF THE PRESS AND THE PUBLIC

To consider whether there are any items on the agenda for which the press and public should be excluded

- None

WBJC/7/2016 PUBLIC PARTICIPATION

To receive comments and representations from members of the public - None

WBJC/8/2016 STAFF

To discuss the Audit Commissions recent changes that have a direct impact on Wigton

Burial Joint Committee – The Clerk explained to the two members of staff present the reasons for the changes that would be taking place over the coming weeks. The Audit Commission had decided that joint committees could no longer be a separate entity and that their accounts would have to become part of a host Council and they could no longer employ staff. Again this would have to be manged by the Host Council (Wigton Town Council). The Clerk explained that this would comprise of a TUPE transfer of staff and that consultation would begin immediately. A meeting set up for Wednesday 6th July at 2.00pm between staff and the Chair of the committee along with The Clerk.

WBJC/9/2016 CURATORS REPORT

To receive the Curators Report –

The Curator is having difficulty locating family members to repair headstones that have been checked and in need of repair. When he has been locating people that are unwilling to pay the transfer of headstone fee of £80-£120 and then the further costs of repairs. The Committee AGREED to waive the transfer fee as long as the family were willing to pay for the repairs.

The Clerk to look at the letter that is sent out to families about fixing headstones.

At present there are approx. 48 headstones staked and at least 38 of them the Curator is struggling to locate any family member. The Clerk to investigate what other cemeteries are doing.

In respect to the larger headstones the Clerk to check with Able Memorials which ones they have checked.

The Clerk to order a new Notice Board for the Cemetery.

The Curator has taken down the scales from the angel as they were unstable. Clerk to check with Eilbeck Cleaning the current situation.

The Curator asked if he could buy materials to replace the roof on the recycling area - AGREED

The Clerk to check prices on a new petrol strimmer.

WBJC/10/2016 FINANCE MATTERS

10/1/2016 To receive and authorise Payments – Received and Approved

10/2/2016 To receive the monthly financial statement – No Financial Statement due to no bank statements received by the Clerk

It was AGREED that a letter be sent to the Cumberland Building Society to change the following:

Internet Banking - Remove previous Clerk (Mrs Debbie Pearson) and replace with new Clerk (Mrs Alison Dodd)

Cheque Signatories - Remove Cllr Celia Robinson and replace with Cllr Elaine Lynch

Bank Accounts – To close Wages Account

10/3/2016 To receive the internal Auditors Report – Discussed and Noted

10/4/2016 To inspect and Approve the accounts for 2015/16 – Accounts Approved and signed by the Chair

WBJC/11/2016 GOVERNANCE

To discuss the new terms of reference – Terms discussed and noted by members

WBJC/12/2016 CONVEYANCES - CONFIDENTIAL

WBJC/13/2016 HEADSTONES AND ADDITIONAL INSCRIPTIONS

Cumbria Memorials - Application for New Headstone

In Loving Memory of

JIM CLARK

Much Loved Husband,

Father, Grandad and Great Grandad

Passed away 18th September 2015

Aged 84 Years

Design shown to Members from Odlings Book Page 3

Height – 2’ 6" x 2’ 0" x 3" Base

Colour Black – Picture/Engraving of 2 working horses in colour £170.00

WBJC/14/2016 CLERK’S REPORT

To receive the Clerk’s report

Date set for Inspection Cemetery grounds and buildings – Monday 11th July at 2.00pm

Clerk to get quotes for Full Structural Survey on Cemetery House and Chapel.

Date set for meeting with Ruth Carr (ABC Bereavement Services), Curator, Chair and Clerk – Monday

11th July at 1.15pm to discuss paperwork required by Clerk/Curator.

Clerk had received new quote for Insurance cover for the Cemetery through Zurich Insurance – A saving

of £1679.44 per annum – Clerk to go ahead with new cover

WBJC/15/2016 DATE OF NEXT MEETING

The next meeting will be held on Wednesday 27th July 2016 at 7.00pm

WIGTON TOWN COUNCIL

A MEETING OF THE WIGTON BURIAL JOINT COMMITTEE WAS HELD ON

WEDNESDAY 27TH JULY 2016 AT 7.00PM

PRESENT

Cllrs. W McKie, G Girvan, W Marrs, E Lynch, P Williams, A Pitcher, M Clark, J Cowell and L Graham.

WBJC/16/2016 APOLOGIES FOR ABSENCE

To receive and accept apologies for absence - None

WBJC/17/2016 MINUTES OF THE MEETINGS OF THE JOINT COMMITTEE

To receive and agree the minutes of the meeting of the Joint Committee on the 29th June 2016 - APPROVED

WBJC/18/2016 DECLARATIONS OF INTEREST/DISPENSATIONS

Members are invited to declare “Disclosable Pecuniary Interests” and “Other Registerable Interests” and refer to “Dispensations” relating to any item on the agenda - None

WBJC/19/2016 EXCLUSION OF THE PRESS AND THE PUBLIC

To consider whether there are any items on the agenda for which the press and public should be excluded

- Items 11 and 13

WBJC/20/2016 PUBLIC PARTICIPATION

To receive comments and representations from members of the public -

A member of the public asked the committee to clarify the plans for the Cemetery as there is still a lot of

rumours going about. Members reassured residents that the plans for the Cemetery remain the same and

that they are there to oversee that the Cemetery is run well and efficiently.

WBJC/21/2016 CURATORS REPORT

To receive the Curators Report – No report

Clerk to ask Curator for a verbal or written report before each meeting.

WBJC/22/2016 CEMETERY INSPECTION

Paths – 1 path needs extended by approx. 150 yards/1 metre

Walls – West Facing Wall parts need repaired. North side good repair but 2 sections and coping stones need looked at.

South facing Wall – Coping stones still to be repaired.

West facing Wall – Needs to be repaired first.

Clerk to obtain 3 quotes for works to the walls and then Committee to identify what is needed and agree a 5 year plan.

Drains – Middle of cemetery floods in Winter and has killed trees.

Clerk to obtain plan of the drains and obtain quotes from Builder to fix the problem.

Cemetery House – Awaiting Report

Vestry – In need of an upgrade.

Fire Extinguishers – Up to date

Risk Assessments/H & S – August

Clerk to contact Stan Pullan

Cemetery Seats – Work to be done

Chapel –

Solar Lights – Ok

Cemetery Records – Ok

New Machinery Building – Ramp to be done

Shed behind requires a bunded tank. Clerk to obtain quotes

Rubbish to be cleared behind tank.

Low Shed – Not safe to be demolished

Cemetery Tip – Wire to be removed

Banks Monument – Speak to Terry

Cemetery Access – Cars to be removed from inner circle and beside the Chapel

Old Toilet Block – Could be cleared out and used as a store

Dead bushes to be removed

Rhododendron to be thinned out and moss from path to be cleared.

Circle – Area to be grassed over and planted with spring bulbs.

Cllr Williams requested that a grass area of 5 metres from North Wall be left to go wild. Members agreed that all grassed areas within the walls be kept tidy.

Clerk to pass jobs on to Curator.

WBJC/23/2016 COMPUTER SYSTEM FOR WIGTON CEMETERY

Agreed that Clerk/W Marrs and A Pitcher purchase suitable computer/screen to bolt on to the system used by Allerdale Borough Council.

WBJC/24/2016 FINANCE MATTERS

24/1/2016 To receive and authorise Payments – Received and Approved

It was agreed that any purchases over £25 must be authorised by the office.

24/2/2016 To receive the monthly financial statement – No Financial Statement due to no bank statements received by the Clerk

24/3/2016 To discuss meeting with Cumberland Building Society on 26th July

Due to Audit Regulation it was agreed that Bank Accounts would be changed and they would be in the name of Wigton Town Council – Wigton Burial Joint Committee. The signatories would become the 4 members from Wigton Town Council.

WBJC/25/2016 CLERK’S REPORT

Nothing to report

WBJC/26/2016 CONVEYANCES - CONFIDENTIAL

WBJC/27/2016 HEADSTONES AND ADDITIONAL INSCRIPTIONS

Cumbria Memorials - Application for New Headstone

In Loving Memory of

RAY GRAHAM

Died 29th March 2016

Aged 81 Years

We met and fell in love forever

You are gone I remain

Until the day we meet again

Design from Odlings Book Page 10

Height – 2’ 6" x 2’ 0" x 3" Base

Colour Black – BRAMM Fixed £170.00

In Loving Memory of

JOAN CALLAGHAN

A Beloved Wife, Mother and Nana.

Died 18th April 2016

Aged 68 Years

Loved and remembered always

Height – 2’ 6" x 2’ 0" x 3" Base

Colour Dark Grey – BRAMM Fixed £170.00

WBJC/28/2016 TUPE TRANSFER OF STAFF - CONFIDENTIAL

WBJC/29/2016 DATE OF NEXT MEETING

The next meeting will be held on Wednesday 28th September 2016 at 7.00pm

Meeting closed at 8.50pm

Items to be included on the September Agenda

Rules and Regulations

Headstone Checks – Also an agreement as what we do when we can’t find out who headstone

belongs to.

House Survey

Cemetery Inspection Update

WIGTON TOWN COUNCIL

A MEETING OF THE WIGTON BURIAL JOINT COMMITTEE WAS HELD ON

WEDNESDAY 28TH SEPTEMBER 2016 AT 7.00PM

PRESENT

Cllrs. W McKie, G Girvan, W Marrs, E Lynch, P Williams, A Pitcher, M Clark and J Cowell.

WBJC/30/2016 APOLOGIES FOR ABSENCE

To receive and accept apologies for absence - None

WBJC/31/2016 MINUTES OF THE MEETINGS OF THE JOINT COMMITTEE

To receive and agree the minutes of the meeting of the Joint Committee on the 28th September 2016 - APPROVED

WBJC/32/2016 DECLARATIONS OF INTEREST/DISPENSATIONS

Members are invited to declare “Disclosable Pecuniary Interests” and “Other Registerable Interests” and refer to “Dispensations” relating to any item on the agenda - None

WBJC/33/2016 EXCLUSION OF THE PRESS AND THE PUBLIC

To consider whether there are any items on the agenda for which the press and public should be excluded

Agenda Items 11, 12 and 13

WBJC/34/2016 PUBLIC PARTICIPATION

To receive comments and representations from members of the public – No comments

WBJC/35/2016 CURATORS REPORT

To receive the Curators Report – No report

Further to the previous meeting where members asked for a written report to be sent if the Curator was not attending, the Clerk to write to Terry to make sure he produces a report for each meeting.

WBJC/36/2016 CEMETERY HOUSE, GROUNDS AND MACHINERY INSPECTION

36/1/2016 To receive and discuss the Survey Report from Cemetery House – The Clerk to send report to all members to discuss at the next meeting.

36/2/2016 To discuss issues arising from Grounds Inspection – As per the notes made a the last meeting the Clerk had spoken to The Curator and gave him a list of work to be carried out.

Headstones – To shorten posts to look more uniformed. The Curator stated that the posts become shorter each time they are used and it would mean that they wouldn’t be able to recycle them as we do now.

Abandoned Car next to Chapel – To be removed. The Curator stated that the car was not abandoned and he will not be removing it. A vote was taken to write to the Curator and have the car removed. Yes – 6 Abstained - 2

Removal of dead bushes – The Curator informed the Clerk that some of the bushes were growing back this year and he would leave them and look at them again next year. There was a few that he could remove now.

Members asked the Clerk to write to the Curator and insist that their instructions are carried out before the next meeting.

36/3/2016 To discuss machinery Inspection – The Clerk asked for clarification from an email regarding the Curator carrying out machinery inspection. Cllr Girvan stated that ABC H & S Officer advised that we could carry out our own inspection as long as it was documented. Members asked the Clerk to check with our Insurance Company to see if we would be covered if any incidents occurred.

The Clerk informed members that the mower was still out of action and although a new gearbox had been purchased, the machine was still not working. Cllr McKie informed the meeting that the Curator was in dispute with Lloyds over the new gearbox. Clerk to check with the Curator and Lloyds what the problem is. Cllr Girvan requested that Terry be invited to the next meeting to discuss. The Clerk informed members that the Curator is invited to all monthly meetings.

WBJC/37/2016 HEADSTONE CHECKS

To review headstone check policy – Policy requires changes. Agreed that the Clerk send out an updated policy to all members for discussion at the next meeting.

WBJC/38/2016 FINANCE MATTERS

To receive and authorise Payments – Received and Approved

WBJC/39/2016 CLERK’S REPORT

The Clerk reported the following:

Inspection of equipment carried out on 31/08/2016 – No defects to report.

Fire Risk Assessment Review completed on 26/9/2016. The Clerk reported that all signed off.

The Chair wished to thank Cllr Girvan for all his hard work in completing the health and safety work.

No quotes received as yet from the 2 builders who looked at the cemetery wall.

Letter from Mouchel with regard to the Moorside Electric Project. Questionnaire completed.

WBJC/40/2016 CONVEYANCES - CONFIDENTIAL

WBJC/41/2016 HEADSTONES AND ADDITIONAL INSCRIPTIONS

Cumbria Memorials – Additional Inscription

Also his loving wife

FRACES IRVING

Died 30th May 2016

Aged 64 Years

A dear Mam and Nana £60.00

Died 23rd July 2016

Aged 68 Years

Beloved Dad and Granda

Together Again £60.00

Abbey Memorials – New & Additional

In loving memory of

John Birbeck Paisley

Of Oulton House

Who died on 19th January 2016

Aged 75 years £170.00

Edith Mary Whitelaw Todhunter

Died 10th September 2015

Aged 62 Years

A dearly loved Wife, Mum and Granny £60.00

Violet Twentyman

Who died 23rd June 2016

Aged 95 years £60.00

Carlisle Headstones – New

In loving memory of

Our dear brother

Raymond Brett Pape

Died 24th March 2016

Aged 50 years £170.00

Beattie Memorials – New and Additional

Cherished memories of

George Gibson Harrison

Loving husband, dad, Father In Law and Granda

28/06/1929 – 17/03/2015 £170.00

Also her dear Sister

Sarah Margaret Telford

Died 4th March 2016

Aged 85 years £60.00

Also their daughter

Shirley Doreen Benn

Died 4th August 2016

Aged 69 years

A dearly loved wife,

Devoted Mother and Grandma £60.00

WBJC/42/2016 STAFF - CONFIDENTIAL

WBJC/43/2016 RULES AND REGULATIONS

Rules and Regulations were discussed and the Clerk to update with amendments/additions before the next

meeting.

WBJC/44/2016 DATE OF NEXT MEETING

The next meeting will be held on Wednesday 26th October 2016 at 6.30pm

Meeting closed at 9.00pm

WIGTON TOWN COUNCIL

A MEETING OF THE WIGTON BURIAL JOINT COMMITTEE WAS HELD ON

WEDNESDAY 30TH NOVEMBER 2016 AT 7.00PM

PRESENT

Cllrs. W McKie, W Marrs, E Lynch, A Pitcher, G Girvan, L Graham, M Clark, J Cowell and L Graham

T Mattinson – Curator was in attendance along with Mr Edmondson (Public)

WBJC/62/2016 APOLOGIES FOR ABSENCE

To receive and accept apologies for absence – Cllr Williams

WBJC/63/2016 DECLARATIONS OF INTEREST/DISPENSATIONS

Members are invited to declare “Disclosable Pecuniary Interests” and “Other Registerable Interests” and refer to “Dispensations” relating to any item on the agenda – Cllrs Pitcher and Cowell re: Finance

WBJC/64/2016 EXCLUSION OF THE PRESS AND THE PUBLIC

To consider whether there are any items on the agenda for which the press and public should be excluded

Agenda Items 10, 11, and 12

WBJC/65/2016 FINANCE MATTERS

To discuss, agree and sign off budget for 2017-18

Recommendation from the October meeting was Option 1.

Query from Waverton PC – They would like the income amount of £25,900 apportioned out to each

Council based on the Council tax base which is how it is agreed every year.

Unanimously agreed by all members to change the figures based on council tax base.

Unanimously agreed to go with Option 1

WBJC/66/2016 PUBLIC PARTICIPATION

To receive comments and representations from members of the public – Mr Edmondson addressed the

committee upset that the Clerk had asked him if he was unhappy with his purchased plot at the cemetery

The clerk told the committee that she had been made aware of this by a member of the public. Mr

Edmondson was unhappy that the Clerk mentioned that the Curator had told her he was unhappy. Mr

Edmondson had not spoken to the Curator about his plot. He had mentioned to a member of the public

that he was unhappy but he was only joking. The Clerk apologised for the misunderstanding. Mr

Edmondson accepted the Clerk’s apology.

Mr Edmondson went on to say that the public were not happy with ‘what was going on up at the

Cemetery?’ Mr Edmondson was told that if members of the public have concerns about the cemetery

then they must contact the committee directly.

The Curator was asked if there had been any complaints made to him. Yes people had spoke to him but

he said it was that the public don’t like to see change and he didn’t fell it was necessary to discuss it with

the Committee.

Mr Edmondson left the meeting.

WBJC/66/2016 CURATORS REPORT

The flowers have been planted around the Cenotaph. Grass will be cut once Remembrance Crosses have been removed.

The flower bed at Banks Memorial still has gazanias planted. These will be removed once flowering has stopped. Daffodils have been planted.

Bush clipping is ongoing approx. third of the way through.

Leaf clearance is ongoing.

Members of the public have mentioned the agenda has been put in notice board.

All checks on ladders, wheelchairs and smoke alarms have been carried out, together with the fire safety check. All ok

2 new tyres required for wheelbarrow – Ok to go ahead and purchase

Electric Meter Reading - 10820

WBJC/67/2016 FINANCE MATTERS

To receive and authorise Payments for November – Received and Approved

WBJC/68/2016 CLERK’S REPORT

The Clerk reported the following:

Date required for working group to look at Chapel Survey Report

Members of working group are – W Marrs, G Girvan and J Cowell

Clerk to send dates in the New Year

Funerals this month

2/11/16 – ABC

8/11/16 – WBJC

16/11/16 – ABC

23/11/16 – WBJC

28/11/2016 – ABC

Memorial Garden to be project for 2017 – Working group to be set up in New Year to look at ideas.

Clerks asked to look at following in the New Year –

Quotes for wall repair (2 x Builders been to look but no prices as yet) – May need to go further afield.

New/Repairs to paths – Obtain quotes

Vestry Refurbishment – Obtain quotes and look into best heating system

WBJC/69/2016 CONVEYANCES - CONFIDENTIAL

WBJC/70/2016 HEADSTONES AND ADDITIONAL INSCRIPTIONS

New

Treasured Memories of

LEONARDO CALDERON SAINZ

“Lenny” “Nadito”

Loving husband, dad and granda

Died 3rd June 2016

Aged 80 years £170.00

In Loving memory of

CLAUDE DAVIDSON PORTER

17-12-1917 – 21-6-2016

Aged 98 years £170.00

Additional Inscriptions

Also

TOM ALLISON

4th Sept 1933 – 10th Nov 2011 £60.00

Also

MARGARET

Beloved Wife, Mam, Nan and Great Nana

Who died 29th July 2016

Aged 84 Years £60.00

WBJC/71/2016 STAFF - CONFIDENTIAL

WBJC/72/2016 DATE OF NEXT MEETING

The next meeting will be held on Wednesday 25th January 2017 at 7.00pm

Meeting closed at 8.00pm

WIGTON TOWN COUNCIL

A MEETING OF THE WIGTON BURIAL JOINT COMMITTEE WAS HELD ON

WEDNESDAY 25TH JANUARY 2017 AT 7.00PM

PRESENT

Cllrs. W McKie, W Marrs, E Lynch, A Pitcher, P Williams, L Graham, M Clark, J Cowell and L Graham

T Mattinson – Curator was in attendance along with Mr Coates (Public)

WBJC/73/2016 APOLOGIES FOR ABSENCE

To receive and accept apologies for absence – Cllr Girvan

WBJC/74/2016 DECLARATIONS OF INTEREST/DISPENSATIONS

Members are invited to declare “Disclosable Pecuniary Interests” and “Other Registerable Interests” and refer to “Dispensations” relating to any item on the agenda – None

WBJC/75/2016 EXCLUSION OF THE PRESS AND THE PUBLIC

To consider whether there are any items on the agenda for which the press and public should be excluded

Agenda Items 9 and 10

WBJC/76/2016 PUBLIC PARTICIPATION

To receive comments and representations from members of the public – Mr Coates asked the committee

why he had to complete forms etc. to put up a headstone in the Cemetery and why it had taken such a

long time to sort? The Clerk explained that she had only received the form on Tuesday this week and

had left a message for the stonemason to contact her with a time for erecting the stone but as yet he has

not been in touch. She could not explain why the form had not reached the cemetery before this time

when Mr Coates had completed it back in November last year.

The Chair explained that due to the deceased being the owner of the grave, then the deed had to be

transferred before a headstone could be purchased.

Mr Coates thanked the committee and left the meeting.

WBJC/77/2016 CURATORS REPORT

Carried out work to path edges – not finished

Removing flowers from graves - ongoing

Levelling graves - ongoing

Health scare – reported to Clerk. Chair asked that the curator report to clerk if anything else.

The Chair thanked the curator for his work on the path edges.

WBJC/78/2016 FINANCE MATTERS

To receive and authorise Payments for December and January – Received and Approved

WBJC/79/2016 CLERK’S REPORT

The Clerk reported the following:

Date for inspecting Chapel (next to house) Wednesday 1st or Thursday 2nd Feb 10.00am Clerk to contact GG to see which date if any suits him.

GG, WM and JC

Names required for sub committee to discuss Memorial Garden/Wall – MC, PW and WMc Monday 6th Feb at 1.15pm

Meeting with ISS and ABC on Friday 6th Jan 2017 – A Dodd and E Lynch

ISS have asked if we could accommodate their ATV vehicle, a grave box and shields. Terry did clear out the small shed behind toilets but this is too small. It would fit in large shed but they would have to take it in and out through the double gates behind the house/chapel. This is not possible due to TM putting up pens for birds

I have spoken to them about a few issues that Terry mentioned

Driving on the grass and leaving marks.

Not putting the legs of the digger down onto a piece of wood (leaving a hole in the grass)

TM stated that these issues were now resolved

We have asked that Ruth meet with the committee to discuss Wigton Cemetery. She has mentioned to

myself and Elaine about possible difficulties in the future with sizes of graves etc. Can I suggest a

meeting through the day? Ask Ruth to a meeting at 4.00pm up at the Cemetery in a few weeks’ time.

WBJC/80/2016 CONVEYANCES - CONFIDENTIAL

WBJC/81/2016 HEADSTONES AND ADDITIONAL INSCRIPTIONS

New

In Memory Of

WILLIAM THOMAS COATES

29/4/1953 – 29/9/2016

Son of Leslie & Margaret

At peace £170.00

Additional Inscriptions

Also

Pamela Margaret

Greatly loved wife and mother

1922 - 2016 £60.00

WBJC/82/2016 CEMETERY BUILDINGS/SHEDS

82/2016/1 Receive a quote for works to the Vestry – The Clerk had received one quote to insulate the

vestry with insulation boards and lower the ceiling and insulate. Quote of £4,500 received.

Clerk is to get two further quotes for the next meeting and ask about vented heaters for the Chapel.

82/2016/2 To discuss shed located behind toilets – The Clerk informed members that the Curator had

stated that he had seen bats coming and going from the shed. The Clerk asked that members wished to

do. The Curator was asked to clear out the shed then we will investigate the bats.

WBJC/83/2016 MACHINERY

To discuss the Countax Mower – The Clerk read out the following:

I have spoken to Paul from Lloyds.

Problem was the transmission not the gearbox

Transmission cost is £900 as a good will gesture Countax are only going to charge us £450

They have done some upgrades to the machine but they have said that Terry has done a lot of modifications to the machine. Some he says he can understand others not sure why. ie. He has added extra length to the arms of the collector at the back which makes the machine excessively vibrate which could cause other problems.

Lloyds will service the machine before we get it back.

Members asked the Clerk to look into part exchanging the mower for a new one. Discuss with Rickerbys,

Lloyds, John Deree. Bring info to next meeting.

WBJC/84/2016 MEMORIAL INSPECTIONS

The Clerk informed the committee that our memorial inspection records were not accurate with some

sheets missing. The clerk suggested that we ask ABC to carry out the inspection with our Curators

assistance. The Clerk had got a price from ABC to carry out works which would take approximately 6

days at £30 per hour.

WBJC/85/2016 DATE OF NEXT MEETING

The next meeting will be held on Wednesday 29th March 2017 at 7.00pm

Meeting closed at 8.30pm

WIGTON TOWN COUNCIL

A MEETING OF THE WIGTON BURIAL JOINT COMMITTEE WAS HELD ON

WEDNESDAY 29TH MARCH 2017 AT 7.00PM

PRESENT

Cllrs. W McKie, W Marrs, P Williams, M Clark, and G Girvan

T Mattinson – Curator was in attendance

WBJC/86/2016 APOLOGIES FOR ABSENCE

To receive and accept apologies for absence – Cllrs Graham, Pitcher, Cowell and Lynch

WBJC/87/2016 MINUTES OF THE MEETINGS OF THE JOINT COMMITTEE

To receive and agree the minutes of the meeting of the Joint Committee on the 25th January 2017 - APPROVED

WBJC/88/2016 DECLARATIONS OF INTEREST/DISPENSATIONS

Members are invited to declare “Disclosable Pecuniary Interests” and “Other Registerable Interests” and refer to “Dispensations” relating to any item on the agenda – None

WBJC/89/2016 EXCLUSION OF THE PRESS AND THE PUBLIC

To consider whether there are any items on the agenda for which the press and public should be excluded

Agenda Items 9 and 10

WBJC/90/2016 PUBLIC PARTICIPATION

None

WBJC/91/2016 CURATORS REPORT

Toilet door has been rubbed down and stained

The low shed is now empty. Bats are starting to come out of hibernation now but I’m not sure where they are roosting. None were seen in the shed whilst clearing out.

10/2 – ISS reported a loose headstone in Section X. I secured with a small post. I also showed her 2 headstones that I had fixed with steel plates. Clerk said this was no longer their policy and that should be staked. The Clerk said she would order posts as I wasn’t prepared to use any more of my own. On 27/2 I asked about the posts again the Clerk said she would get some ordered as she had forgotten the lengths required.

To date I am still waiting for the posts – The Clerk reported that the posts were at the Town Council Depot.

7/3 The Clerk rang to ask about a risk assessment for levelling graves presumably due to my falling into a grave when it collapsed whilst I was levelling it. I explained that we have never had a risk assessment - The Clerk explained she has a duty of care towards her staff and needed to discuss it with the committee before any more repairs were completed to graves.

The Curator asked if he could level newer graves (up to 2 years old) as these should not cause a problem. Members agreed

Cllr Girvan offered to look into a risk assessment.

New Strimmer has arrived but is much smaller than previous model and is therefore harder to control due to the amount of moss we have. It only holds a fraction of the strimming cord so needs reloaded more often. It is also extremely noisy. The Clerk asked the Curator if he had ear defenders? Yes

The Chair stated that the Curator must not change/replace any parts on the strimmer.

Safety Checks – All complete

New barrow top required shortly – Curator asked to price up and let the Clerk know.

Started turfing the flower beds on Section Z. First bed complete, others ongoing. One complaint received from a member of the public that he had purchased and paid a higher price for a grave on Section Z and was not happy that the flowers were being removed. The Clerk stated that she was sure that they didn’t pay a higher price for the flowers but the location. Cllr Clark commented that the Curator was doing a good job and it looked lovely.

Countax Mower has come back from repair but the grass collector had not been fitted correctly (the belt they have put on is too long and consequently does not fit the machine as it should. This results in grass clipping being spewed out of the machine over myself, the gearbox and the cemetery). The Curator stated that he would not be using the machine as it was due to Health and Safety risks to himself. The Clerk asked to contact Lloyds and ask for a site meeting.

On my return from holiday 3 benches had been moved on the cemetery. The Clerk asked if benches were ours or if they belonged to the public? The Curator explained that some benches were ours others weren’t. Clerk asked if we could bolt down the benches if we didn’t want them moved? Not really most are on the grass.

The steps have been taken off the wheelchair in the Chapel

Can I ask that members going into the Vestry do not turn heaters off as I would have put them on to warm the office before going to do paperwork. The Chair explained that the reason they had been turned off was due to a fire hazard with all the books being left open on the desk. Records should be kept in fireproof cabinet at all times when not using.

Holidays – Will be off Thursday and Friday this week.

Cllr Clark reported that the bins in the toilets were both full on Saturday morning. The Curator reported that he had emptied the bins on Friday.

The Clerk asked if the pointing had been complete to the front of the Cemetery House? No as he required materials. The Clerk said she would add this to the list for a contractor to do along with other works tot eh vestry and chapel.

WBJC/92/2016 FINANCE MATTERS

92/2016/1 To receive and authorise Payments for February and March – Received and Approved

92/2016/2 To set Cemetery Fees for 2017/18 – It was agreed to amend the age limit for an interment to 19 years of age instead of 17 years.

It was Agreed to adopt the following that ABC have for ‘Ex Resident - Person who has lived outside of Allerdale boundaries for up to 5 years, beyond their control’

It was Agreed that the fees should rise overall by approx. 2.5% (rpi)

WBJC/93/2016 CLERK’S REPORT

Chapel was inspected by Cllrs Marrs and Girvan. Small repairs to house roof and Chapel to be cleared

out.

Headstone Inspection will start week commencing 3rd April

In order to carry out works to the Vestry it will have to be emptied and the records stored in a Fireproof

Cabinet. The Clerk reported there was a room available in the Market Hall (at a cost) which we could

hire. It could be used for inputting the records on to the new computer system. Agreed to rent room in

Market Hall

WBJC/94/2016 CONVEYANCES - CONFIDENTIAL

WBJC/95/2016 HEADSTONES AND ADDITIONAL INSCRIPTIONS

New Headstones – 5 new headstones purchased this month

Additional Inscriptions – 1 additional inscription purchased

WBJC/96/2016 CEMETERY BUILDING/SHEDS

Due to the Curator reporting sightings of bats in and around the low shed behind the toilets to the Clerk it

was agreed that a bat survey be carried out on the shed.

WBJC/97/2016 MACHINERY

97/2016/1 To Discuss the Sale of the Digger – Cllr McKie stated that we should keep the digger and send

the Curator on a refresher course. The Clerk pointed out that The Curator hadn’t had a Digger Licence

for many years and it would not be a refresher course and Cllr Clark stated that we had already discussed

this previous with only one members of staff we wouldn’t have cover when the Curator was off

holidays/sickness.

Cllr McKie was not happy with the work carried out by ISS of grave levelling. The Clerk asked to set

up a meeting with ISS and invite members to discuss concerns.

It was agreed to look at hiring out or selling the digger to ISS.

97/2016/2 To discuss the Countax Mower – Already discussed in Curators Report

WBJC/98/2016 HEADSTONE POLICY

The Clerk reported that there were already over 30 headstones staked in our Cemetery and with

an inspection taking place shortly, there could be in excess of 50/60 headstones staked. The current

policy states that if after 6 months we cannot make contact with the family to have the headstone repaired

then the headstones are to be laid flat. The Clerk asked members to consider this as she was unsure they

would want a large number of headstones laid flat in the Cemetery.

Possible options are to have headstones ‘made safe’ by a qualified Mason or have the headstones pinned

as per BS8415 standard. The cost for this would be in the region of £65 to £150 per stone.

The Clerk was asked to research the actual amount of headstone that would be buried if the stones were

made safe.

WBJC/99/2016 PLANNING APPLICATION

To discuss planning application no. 2/2017/0126 – Story Homes Variation to contract on land adjacent to

Wigton Cemetery - NO comments by members

WBJC/100/2016 DATE OF NEXT MEETING

The next meeting will be held on Wednesday 26th April 2017 at 7.00pm

Meeting closed at 8.30pm

WIGTON TOWN COUNCIL

A MEETING OF THE WIGTON BURIAL JOINT COMMITTEE WAS HELD ON

WEDNESDAY 26TH APRIL 2017 AT 7.00PM

PRESENT

Cllrs. E Lynch, A Pitcher, J Cowell, L Graham, W McKie, W Marrs, P Williams, M Clark, and G Girvan

T Mattinson – Curator was in attendance

WBJC/101/2016 APOLOGIES FOR ABSENCE

To receive and accept apologies for absence – None

WBJC/102/2016 MINUTES OF THE MEETINGS OF THE JOINT COMMITTEE

To receive and agree the minutes of the meeting of the Joint Committee on the 29th March 2017 – The Clerk was asked to amend the minute reference 92/2016/2. It is unclear from the minutes that this related to there being no charge for an interment up to the age of 19 years.

WBJC/103/2016 DECLARATIONS OF INTEREST/DISPENSATIONS

Members are invited to declare “Disclosable Pecuniary Interests” and “Other Registerable Interests” and refer to “Dispensations” relating to any item on the agenda – None

WBJC/104/2016 EXCLUSION OF THE PRESS AND THE PUBLIC

To consider whether there are any items on the agenda for which the press and public should be excluded

- Agenda Item 9

WBJC/105/2016 PUBLIC PARTICIPATION

None

WBJC/106/2016 CURATORS REPORT

Toilet brush required for public toilet – Clerk to purchase

New posts required for headstones – On Order

Red diesel required – Curator to purchase

Toilets – Clarification required if toilets are to be checked on a weekend (as this would be marked down as overtime but have been told not to do overtime). Curator asked to check toilets last thing on a Friday night and first thing on a Monday morning.

All checks completed – (Wheel chairs, alarms etc.) All ok except steps are missing from larger wheel chair.

The Clerk had reported that there was damage to the TC’s Mower which I had used. The Clerk reported that the machine had been repaired and was told that it had been driven with the handbrake on. The only user of the machine had been the Curator. Committee asked if all strimming and grass cutting was complete – No not yet strimming should be complete by end of week.

Cllr Cowell requested that the Curator stake the two headstones made safe by him last month with posts (as per policy) rather than bolted down.

Clarification required regarding complaints from members of the public. Curator unsure what to do as was told to direct people to the Clerk and now the Clerk and a Councillor suggest that I write down name of person, telephone number and nature of complaint and pass on to the Clerk. What do the committee want me to do? The Clerk asked that the Curator in the first instance deals with the complaint if he can and the committee asked that he direct them to the notice board at the front of the Cemetery which gives contact details for the Clerk. The curator was asked not to pass people a piece of paper with Clerk’s contact details on.

Still waiting for Risk Assessment to level graves – Cllr Girvan has completed the form but the Clerk has still to sign it off

Turfing of flower beds on Section Z – Still on going

A request for written feedback on issues raised – The Clerk to give the Curator written feedback when required

The Curator left the meeting.

WBJC/107/2016 FINANCE MATTERS

To receive and authorise Payments for April – Received and Approved

Cllr McKie requested that the Clerk send a receipt to Woodside Parish Council for the 1st instalment of Precept paid by their Parish.

WBJC/108/2016 CLERK’S REPORT

Memorial Inspections have been taking place. Ruth will next be here on Thursday 27th April.

So far they have inspected up to and including Section M Ward 2.

19 headstones have been staked in total.

Complaint – Toilets over the Easter weekend. Very dirty. No toilet paper or soap in the Ladies toilet.

Toilets inspected last week by the Clerk – need a deep clean. The Clerk asked if we could paint the

toilets, purchase soap dispensers and hand dryers (this would eliminate mess left of hand towels on the

floor). AGREED

Ride on Mower – Lloyds have collected mower this morning.

What do the committee want to do? Not sure how long it will be in the garage?

The Clerk reported that the committee would be unable to use Town Council machines in future.

Bat Survey – Nothing to report. The Curator has been asked to remove the shed by the Clerk

Schedule of Works for Curator – The Clerk requested that she complete a schedule of works for the Curator as time management seemed to be a major issue. VOTE TAKEN ALL AGREED

WBJC/109/2016 CONVEYANCES - CONFIDENTIAL

WBJC/110/2016 HEADSTONES AND ADDITIONAL INSCRIPTIONS

New Headstones – 2 new headstones purchased this month

Additional Inscriptions – 0 additional inscription purchased

WBJC/111/2016 GRAVE SPACES

It was agreed to start new back to back headstones in Cemetery and also digging graves to the

recommended size laid out by the ICCM. New spaces to start after complete rows have been purchased.

WBJC/112/2016 MEMORIAL WALL/GARDEN

A sub committee had been tasked to look at areas at the cemetery where a memorial wall/garden could be

put.

2 options – Use existing wall at left hand side of Cemetery (little cost) and to the right of the Chapel (new

wall to be built or use existing Chapel Wall).

A discussion and then a vote took place.

Existing Wall – Yes 4

Chapel – Yes 3

Abstain – 1

It was agreed that the existing wall would be used. A new sub committee set up to look in to plans – EL,

MC and PW

WBJC/113/2016 HEADSTONE POLICY

The Clerk asked the committee to look at the policy again – She was unsure that the members would wish

headstones in the cemetery to be laid flat if no contact could be made with family. Her suggestion would

be for the committee to pay for the headstones to be fixed. It was agreed that the policy should read –The

Clerk would try to contact families, if no family can be found then the committee would Make safe pre

1960 stones (bury one third of headstone into the ground) and we would repair post 1960 stones to BS

8415 standard.

Clerk to obtain quotes for the work to be carried out by qualified masons.

WBJC/114/2016 BUILDING WORKS

3 quotes received by the Clerk to do refurbishment works to the Vestry.

Quote 1 – £4500

Quote 2 – £4954

Quote 3 – £7765

A vote was taken and it was AGREED to go with Quote Number 1 - Unanimous

WBJC/115/2016 DATE OF NEXT MEETING

The next meeting will be held on Wednesday 24th May 2017 at 7.00pm

Meeting closed at 8.55pm

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