BUCKLAND MONACHORUM PARISH COUNCIL
GENERAL PURPOSES SUB-COMMITTEE
NOTES ON THE SITE MEETING HELD ON 20th FEBRUARY AT 9.30AM.
1. Apologies: Mrs S Challiss.
2. The Lyche Gate Repairs.
2a). The advert inviting quotes for the repair work has been sent to the Tavistock Gazette and should be in the paper on Thursday 25th February.
2b). The Members made a detailed inspection of the lych gate with reference to the matters identified in the surveyor’s report and recommended specification. Following discussion it was agreed that it would be useful to obtain quotes for the full specification together with one for a reduced specification on replacement joins and uprights. This was decided because the full schedule lists the replacement of the whole of the lower section of the supporting structure, and introduction of a barrier between the wood and the stone wall, this would replace the rotting wood and create a uniform look to the structure where in the past sections had been repaired to a different standard, but will be very expensive. A comparison quote to replace just the rotting sections at the front and rear (4 uprights and two horizontal pieces at front and 2 outside uprights and 2 horizontals at the rear) would be useful.
2c). With regard to the coping stones and walling it was agreed that the fractures require cleaning out and re-pointing.
2d). The cross on the roof is made of oak and it was considered that, subject to inspection during the work, replacement would not be necessary, however it would benefit from a clean and treatment with preservative.
2e). The entrance gate is in a poor state of repair and rotting in places, it was agreed that a replacement gate was necessary and a quote for this should be obtained separately as a comparison to the quote included in the full spec.
2f). The box housing the water tap attached to the rear wall is in a poor state of repair; the water is switched off due to a leak under the tarmac at the entrance. This has been discussed at previous meetings and in March 2009 it was agreed to disconnect the water until repairs could be added to the budget. This is not going to happen for the next year and it was recommended that the unsightly box and tap be removed and the pipe capped for the time being. It was also noted that the land drains were blocked and required cleaning out, it was recommended that this be added to the specification of work.
3. New Cemetery Bench.
Mrs Littlejohns has requested permission to place a bench in the corner of the cemetery reserved for interment of ashes. It was agreed that a suitable location would be near the azalea on the far side of the area.
4. Clearance of rubbish from behind the shed.
It was agreed that arrangements could be made for the clearance of the rubbish.
5. Alterations to rear entrance and boundary to new burial area.
It was agreed to form a sub-group to draw up plans for suggested alterations for consideration by the main council. David Simkins, Marilyn Allen and Peter Barons will sit on the committee.
6. The Parish Gardens (previously the Memorial Meadow).
The members approved a draft of a Notice to provide information to members of the public about the area. It was also agreed that a ‘No Dogs in the Gardens’ and ‘Bag and bin your dog’s mess’ signs could be located on the boundary fence. It was noted that there is a dog bin located on the boundary fence, but there is no record of how well used it is. Clerk to check with WDBC on how much use is made of the dog waste bins located in the parish.
6a). Discussion took place over who was responsible for the boundary hedge between the allotments and the footpath. It was agreed that Mr Simkins would make enquiries with Mandy Robinson, and the Clerk would check the council records. It was recommended that, subject to all permissions being in place, the hedge could be cut and layered to improve the view across to the Church from the seat in the gardens.
7. Buckland Monachorum Play Park.
7a). Following inspection of the area it was agreed to recommend the painting and varnishing of the Woodlander climbing wall and slide. This was last undertaken in 2005.
7b). Mr Barons has fitted a self-closing spring to the entrance gate. It was agreed that the addition of a chain loop would improve the security of the gate and prevent dogs pushing it open.
7c). It was agreed a firm base is required under the bench by the jungle gym. Mr Barons and Mr Simkins will arrange to place breezeblocks under the legs.
8. Bus shelters in the Parish.
8a). The bus shelter near the Buckland play area is in need of a clean. The Clerk will ask the Scouts if they would like to add it to their task list. Following discussion it was agreed to recommend the creation of a narrow metal seat in the shelter.
8b). Mrs Allan agreed to make an inspection of the shelter in Crapstone.
8c). Mr Barons has recently inspected the bus shelter in golf links road and replaced some fallen slates. The shelter is in need of a new wooden strut, but is not in a dangerous condition.
8d). The Scouts recently agreed to undertake the cleaning of the shelter in Yelverton forecourt. It appears to be in good order.
8e). Mr M Stansbury has written complaining about the condition of the bus shelter near the bus turning area at Milton Combe. This will be discussed at the main council meeting on 23rd February. The condition of the shelter has been monitored during the time since Mr Stansbury first raised concern about the shelter in 2008 and minor repairs have been completed. The Environmental Officer from WDBC inspected the shelter in January 2009. Mr Simkins, Miss Allen and Mr Barons with the Clerk made an inspection of the shelter. The original repair is in order; there were no loose bits of material or dangerous sharp edges. The shelter is old and not a pretty construction but it is fit for purpose.
The meeting closed at 11.30am.
BUCKLAND MONACHORUM PARISH COUNCIL.
EMERGENCY PLAN SUB-COMMITTEE
DRAFT Minutes of the Emergency Plan Sub-committee meeting held on Wednesday 13th January 2010 in the Buckland Monachorum Village Hall at 8.04pm.
Present: Mr D Simkins (Chairman), Mr P Wing, Mr D Butland, Mrs S Britton, Mrs C Allan,
Mr R White and Mrs E Simkins (Clerk).
1. Apologies: Miss M Allen.
2. Discussion took place on the current problems caused locally by the freezing weather. Concern was expressed at the number of roads that became inaccessible to emergency vehicles, and the number of areas that became completely cut off. Clearbrook and Milton Combe in particular. Concern was also expressed at the dilemma faced by the elderly or disabled when the weather conditions resulted in them becoming isolated and trapped in their homes.
Discussion took place on the assistance farmers provided in the past to clear roads when snow caused major disruption to traffic flow. Discussion also took place on the dangerous state of the pavements, and the reticence of local businesses to clear areas near and around their entrances.
2a). It was agreed to seek comments from the Local Authority on why assistance from farmers was no longer encouraged.
2b). It was agreed to find out from the Local Authority the reasons why the road leading to Clearbrook, the Abbey Lane and the hill/road by-passing Milton Combe were not on the gritting schedule.
2c). It was agreed that Members would make a survey of their villages to identify key areas that require additional grit boxes.
2d). It was agreed to include an article in Miscellany and local parish magazines to promote neighbourly watchfulness of elderly and disabled members of the community, particularly in situations where they may become isolated and unable to get out of their homes. Also to ask if there were members of the community who would like to be on a contact list should similar emergency situations occur.
2e). It was agreed to contact the Local Authority and find out if there was a legal problem attached to businesses or individuals clearing areas of ground near their entrances to make them safer to walk on.
3. Discussion took place on the information passed to the Council by Mrs Britton from the Environment Agency on Flood Defence. It was agreed to place an article in Miscellany and local parish magazines to inform members of the public about information held by the Parish Council on flood defence and contact numbers for emergencies.
The meeting closed at 8.45pm.
BUCKLAND MONACHORUM PARISH COUNCIL
GENERAL PURPOSES SUB-COMMITTEE
Draft minutes of the meeting held on 8th July 2009 in the Clearbrook Village Hall at 8.20pm.
Present: Miss M Allen (Chairman), Mrs C Allan, Mrs S Reid, Mr D Simkins, Mrs S Challiss.
1. Appointment of Chairman. Mrs Challiss proposed and it was agreed to appoint Miss Allen as Chairman of the General Purposes sub-committee.
2. Apologies. Mr P Barons.
3. Report on Condition of the Lych Gate Buckland Monachorum Cemetery.
a) The report received by Francis Bettison (Surveyors) Ltd contains detailed information on the condition of the Lych gate and suggested solutions to defects and repair requirements. It was agreed by Members that in order to ensure longevity of this important structure long-term repairs were a priority rather than short-term solutions
b). The Members considered the report in detail and made the following comments:
c). There was no immediate danger of the wall falling despite the obvious cracks. These could be tied in, but a permanent repair would be necessary to ensure stability.
d). The repair to the mortar joints could be an ongoing repair from time to time. It was important to use lime mortar. In the past cement had been used causing the joins to crack and split.
e). There is some rot in the woodwork of the main gate. This could be cut out and replaced. It was agreed that it would be preferable to make repairs to the main gate rather than completely replace it.
f). The frame sitting on the granite copings needs a closer inspection to identify the extent of the rot. It will need an accurate repair in oak. It is the principal frame supporting the roof.
g). It will be necessary to make sure birds are unable to find a cosy nesting site in the roof apex. Clean out the apex and repair/treat the sarking boards.
h). The roof does need replacing. The Council already has some roof tiles. Sourcing the hip tiles will be difficult.
i). The oak cross on top of the roof needs replacing. This could be commissioned from a local craftsman.
j). It was noted that there was a design fault in the structure, which could reduce the life of the repairs to the timber frame. It was also noted that the Surveyor has suggested a simple alteration to the design of the eaves and could provide a sketch. He also suggests a solution to the problem of the rotting frame on the granite copings by using a galvanised bridge. It should be possible to lift the frame when the tiles are removed from the roof.
4. The Members made the following recommendations for approval by the Council.
a). That initially quotes are obtained for the following work:
i) Obtain the sketch for the alterations to the eaves’ tiles.
ii). Commission a local craftsman to make a replacement oak cross.
iii). Obtain quotes for the following repairs:
· Re-roofing of structure.
· Repairs to the bottom member of the oak frame with the introduction of galvanised supports.
· Repair the sarking boards, and introduce galvanised gauze screens to prevent nesting birds.
· Repair the rotting sections of the lower part of the timber frames.
· Repair the rotting sections of the main gate.
b). The work to be publicised locally in parish magazines and on the notice boards.
5. It was noted that the water supply by the lych gate is switched off due to a leak in the pipe. Repairs are not a priority; there is a tap at the top end of the cemetery and a second tap in the modern section of the cemetery.
6. The Conservation Office at West Devon will be contacted to obtain her comments on the proposed work.
7. It was noted that the wording on the underside of the porch roof is fading and it is suggested that this could be refreshed once all repairs are completed.
8. Discussion on the Memorial Meadow its landscaping and future use.
There was discussion about the original idea for turning the area into a memorial meadow for the burial of ashes. This scheme had not received any positive feedback from members of the public to date. Members also discussed the outcome of the recent site meeting and the suggestion put to the Council that the area be promoted for use by the community as an open space with limited landscaping. Discussion continued about installing a monolith or granite boulder for memorial plaques. Miss Allen referred to the ancient Sabini stones that used to be in Buckland, but were now in the rectory garden in Tavistock. It was agreed that the Meadow would be a suitable spot for the location of the stones. Clerk will provide further details of the history of the stones. It was agreed that the Meadow needs a proper name and this could be decided through a competition.
9. The Members made the following recommendations for approval by the Council.
i) The Council make enquiries about having the Sabini stones returned to the Parish
ii) A meandering path to be created as shown on the plan drawn up by Mr Miles. Mr Simkins to provide measurements and exact location. Clerk to contact the grounds man.
iii) A quote to be obtained for the installation of a small pedestrian gate as shown on the plan.
iv) Pascoe and Son to be asked to hasten the installation of the granite seat purchased some time ago, and to provide a price for providing a plinth under the seat.
v) An estimate to be obtained from Mr Miles on the cost of a first phase planting scheme of immature shrubs.
The meeting closed at 9.40pm.
