gp minutes

 

Minutes are posted a few days after the meeting in draft form (as a pdf). Draft minutes are then adopted by Council.

 

Click on the link below for the latest minutes:

 

Cemetery Sub Committee - 11th January 2012 meeting

 

Cemetery Sub Committee - 7th January 2012 meeting 

 

Cemetery Sub Committee - 4th January 2012 meeting

 

Cemetery Sub Committee - 6th December meeting

 

Cemetery Sub Committee - 1st November meeting

 

Cemetery Sub-Committee - 29th October Site meeting

 

Cemetery Sub Committee - 20th October meeting

 

Cemetery Sub Committee - 6th October meeting

 

BUCKLAND MONACHORUM PARISH COUNCIL

Minutes of site meeting held on 14th April 2011 at 10am with representatives of businesses in Leg O’Mutton, Yelverton and DCC Highway’s officer to discuss traffic congestion, road         safety and parking.
Present: Mr Chris Watkins, DCC Highway’s Officer, Mrs S Challiss, Chairwoman PC, Mr P Wing, Chairman Planning Committee, Mrs S Britton,  Vice-Chairwoman PC, Mrs E Simkins, Clerk.
Representatives from the News Agent, Hairdresser, Felting Company, Garage, Residents, Moorcoast and Paperweight Company.

Mr Wing introduced Mr Watkins to the members of the meeting and outlined the general concerns of the local businesses and residents:
1. Poor Road Signs. The ‘free toilet’ sign was no longer applicable due to the toilets being closed.
   There was no warning sign to drivers of the narrowing of the road near to the car park entrance and the pedestrian/cycle crossing.
2. Speed Limit. The speed limit of 40mph was considered too high for such a built up area. Parked cars masked a clear view of the road and pedestrians. The verges at the top end of the        road had been built out as part of the cycle/pedestrian route, making the road narrow to a single car width, causing a road safety hazard.
3. Long Term Parking on the Roadside. Cars parked all day on the roadside were causing significant congestion and obstruction in the area.  It was also causing a problem to local       businesses some of who relied on passing trade.
4. Mr Watkins outlined his understanding of the main problems reported. He identified that there was a car park near by, but that local people did not want to pay for parking, which led            to cars being parked on the side of the road. This blocked the road for anyone making brief visits to local businesses. It also caused obstruction to the free flow of traffic and visibility to        road users. Mr Watkins outlined possible solutions to the congestion problems:
     1. Double yellow lines down both sides of the road.
     2. Single yellow line down both sides of the road.
     3. Permit parking, which would normally also include some kind of on street pay and display.
     4. Single yellow line down one side of the road.
     5. Short-term parking down one side of the road.
     6. Parking bays down one side of the road, with restrictions on parking time.
5. Following discussion of the various suggested solutions it was agreed that parking bays on one side of the road would be acceptable. Mr Watkins reported that the DCC current year        program was already set, but that he would put the request in motion and add it to the list of other schemes up for consideration in 2012. There were no guarantees on the success of the request. The cost of the scheme would be in the region of £3,000.  It would be worth pursuing other funding avenues. It would also be necessary for the Businesses to decide which side             of the road for the bays and on the length of restricted parking time.
6. Mr Watkins suggested solutions to the other matters raised:
     1. Warning signs near to the narrow section of road.
     2. Removal of the ‘Free Toilet’ sign.
     3. Setting up of a SCARP survey of the speed of traffic as a precursor to reviewing the speed limit.
7. Mr Watkins would report back to the Parish Council once he had discussed the issues with the Highways Department.  It was agreed that the Businesses  would discuss and decide              on the preferred side of the road for the bays and the preferred permitted parking time.
8. Some Business representatives mentioned the lack of a ‘tourism’ sign indicating that there were shops in the area. It was reported that an application can be made to DCC by         Businesses for a brown tourism sign, the cost was in the region of £200.

 

The meeting closed at 10.45am.

 

BUCKLAND MONACHORUM PARISH COUNCIL

Cemetery sub-committee.

 

Minutes of the site meeting held on 5th April 2011 to discuss the proposed plans to alter the access to the cemetery and create a car park to the rear

of the cemetery. 

Present: Mr D Simkins (Chairman), Mrs S Challiss, Mrs S Britton, Mr P Barons, Mrs S Reid, Mr D Butland.

 

Apologies: Miss M Allen.

 

1.      Discussion took place on the withdrawn planning application for alterations to the entrance driveway and removal of part of the boundary wall                         and creation of a car park to the rear of the cemetery grounds.  Following discussion it was agreed to arrange a meeting with the Conservation                   Officer and WDBC Planning Officer in order to further discuss the plans to improve the driveway.  It was agreed to provide additional details                           and measurements to the plans for the current proposal.  It was also agreed to peg and mark out the site prior to the meeting with the Officers.

2.      Discussion took place on alternative proposals for the project.  a). Creation of a hard surface pathway leading through to the back gate instead of                       a driveway for vehicles.  b). Modify the existing plans to reduce the amount of disturbance to the boundary wall. c). Apply for the work to create a                    car park only.

   

3.   The Clerk reported that the new entrance gate was completed but a decision was required on the type  of latch and bolt. A telephone quote by a                     local blacksmith was very high at £800 for hand made wrought iron furniture. Mr Simkins reported on an online supplier that could supply the                  furniture for about £100. It was agreed to obtain other quotes from local companies.

  

The meeting closed at 8pm

 

BUCKLAND MONACHORUM PARISH COUNCIL
Cemetery sub-committee.

 

Draft Minutes of the Cemetery Sub-committee meeting held on Tuesday 8th February 2011 in the committee room, Buckland Monachorum Village Hall at 8pm.

Present: Mr D Simkins, Mrs S Challiss, Mr P Barons, Miss M Allen

1. Apologies: Mrs S Reid and Mr D Butland.

2. Design for the new entrance sign:
a). Mr Simkins presented a drawing of a proposed design and layout for the new entrance sign.  Following discussion it was agreed to obtain a fresh quote for a sign with the following details:  overall size, 60cm by 40cm, background colour pale cream with a solid light blue border approximately 2cm deep.  Wording to be Buckland Monachorum Parish Council/ Cemetery/ visitors welcome/ entrance in constant use/ please do not park in front of the gates/ all enquiries to the Clerk BMPC – 01822 859260. The word ‘Cemetery’ to be central inside a single blue line border.
b). It was agreed that the Clerk would need to check with the telephone company as to whether the council phone number could be transferred to a new clerk’s residence.
c). Quotes and information received from two companies for previously drafted designs were considered. There was very little difference in price.  Following discussion it was agreed to place the final order with Contract Sign Systems, being the most efficient to respond.
d). Following discussion it was agreed to obtain a price for a small plaque in memory of Miss Ethal Lilian Hatch. The wording to be: The refurbishment of the lych gate, completed in March 2011, was made possible through a generous bequest from Miss Ethel Lilian Hatch, late of Stoke Hill Farm.

3. Tree Felling Work.
a). Mr Simkins reported that the two fir trees in the entrance driveway had been felled and removed from site. 
b). It was agreed to ask Mr Liversidge to treat the stumps to kill them off.

4. Project to improve entrance driveway and car parking facilities:
a). The planning applications had been submitted to WDBC and were currently being processed. Following discussion it was agreed for Mr Simkins to draw up a schedule of work for the first phase, the car park, ready for obtaining quotes.
b). Further discussion took place concerning the amount of topsoil that it would be necessary to remove. It was agreed that the Council would arrange for the soil to be taken up and stored for use in the cemetery. It was agreed for temporary fencing to be put in place for stock proofing whilst the work
was in progress.
c). It was agreed that the whole project would not be arranged and completed before the elections and that it would be necessary to ensure that the details of the project were clearly set out for the new council.

5. Grounds Maintenance: The work to trim back the hedge near the boundary with the Cross Park houses has been completed.

 

The meeting closed at 9.30pm.

BUCKLAND MONACHORUM PARISH COUNCIL.

Draft Minutes of the Cemetery Sub-committee meeting held on 8th December 2010 in the Milton Combe Village Hall at 8.30pm.

 

Present:  Mr D Simkins (Chairman), Miss M Allen, Mrs S Reid, Mrs C Allan and the Clerk.
 
1. Apologies: Mr P Barons and Mrs S Challiss.

 

2. Cemetery Landscaping Planning Application. Mr Simkins reported that the original application had been returned with a request for additional detail.  A detailed scale plan is                       being drawn up and details of the levels of the extended drive and proposed extension of informal parking area. It was agreed for the Clerk to re-check with Mr Jenkins the quoted price for   trimming the trees on the boundary by the rear drive. It was reported that someone had  entered the cemetery and already chopped some of the branches from the trees.  This could lead to                   damage to the trees.  It was agreed that a letter should be sent to the owners of properties backing on to the area informing them of the proposed work and also remind them that it is              illegal for anyone to enter the area and carry out work to the boundary trees without the approval/permission of the Council. Mr Butland reported that the Camm brothers were experienced                       in carrying out hedge cutting and laying.

 

3. Cemetery Trees. The Clerk reported that WDBC has forwarded application forms for work to trees in a conservation area.  These will be completed for the request to fell two fir                     trees in the avenue of hornbeams. Mr Jenkins’ quote has been accepted as the most economic and he has confirmed that the work can be carried out by February, subject to the                     relevant approval from WDBC.

 

4. Discussion on the advice received from WDBC on the procedures for obtaining change of use from agricultural field to burial ground. Following consideration of the general advice                    from WDBC, it was agreed that in the New Year the Clerk would contact Jackie Smith, the Development and Flood Risk Engineer for comments, and the Environment Agency for               comments on guidelines in relation to burial grounds.  In addition the DCC Historic Environment Service would be contacted for advice regarding the area.

 

5.  Lych Gate Project. a). Mr Simkins reported that the new gates and replacement cross have not been completed. Mr Rasdall has been contacted for a report on the time-scale for           completion of this part of the project.
 
b). Mr Swimburne has been contacted for a comparison quote on the painting of the structure. It is proposed to have the railings painted by a volunteer working party.

 

c). One quote for a new entrance sign has been received from Contract Signs, a further quote is expected from Tavy Signs. It was agreed that once the   second quote is received on                       the original dimensions provided, details of modification, colour and wording could be discussed with the preferred supplier.   It was further agreed that a wooden sign would be more expensive and also require more maintenance than dibond composite material, which was the preferred material for the new sign. 

 

6.  Work to memorials in the cemetery. The Clerk reported that it was becoming difficult to maintain the rules of the Council’s Memorial Masons Registration Scheme because                        families often contacted a Mason to order a stone before making contact with the Council. It was agreed to modify the scheme, which had been introduced to encourage more efficient                   and safe work in the cemetery. Memorial Masons contacting the Clerk about work in the cemetery would be asked to confirm that they were members of the National Association of            Memorial Masons, and that they followed the guidelines of the NAMM Code of Practice and BS 8415. It was agreed to amend this section of the Rules and Regulations. It was agreed

to make no further changes to the Rules and Regulations.

 

7. Maintenance of the Cemetery. It was confirmed that Mr Liversidge had accepted the proposal to change his contract year to begin from 1st April instead of the 1st January. It was               agreed that this change would mean his current term of contract would end on 31st March 2014.

The meeting closed at 9.15pm.

 

GENERAL PURPOSES SUB-COMMITTEE

Draft Minutes of the site meeting held on 8^th September 2010 at 6.30pm.

 

Present: Miss M Allen (Chairwoman), Mrs S Challiss, Mr D Simkins, Mr R White, Mr P Barons, Mrs S Reid, Mrs C Allan and Mrs E Simkins (Clerk).

 

The Members made a brief inspection of the Buckland play park and discussed the maintenance work due to take place soon.

 

The bus shelter near the play park was inspected. It was agreed that the shelter needed to be cleaned.  Clerk will find out if the Scouts can assist and also obtain a price for a twice                      yearly clean of this and the shelter in Yelverton Forecourt from Squires. Reference was made to previous discussions about fitting a seat inside the shelter; it was decided to defer this                   work for the time being. It was noted that the bus timetable was missing. Clerk to report this to the local DCC Councillor.

 

An inspection was made of the cemetery grounds and trees. It was agreed to obtain advice from a tree surgeon on the trimming back of the trees, and also a price for the removal of                         the two firs that are dominating the verge, and beginning to spread across the driveway. It was noted that waste from the cemetery had been cleared away but that it was difficult for                       vehicles to access the area by the shed where the waste is stored. It was agreed to store the waste in the corner of the second burial field for the time being.

 

A request has been received from Mrs Noble for permission to install a seat in memory of her late husband.  It was agreed that a seat could be located in the top corner of the second                      burial field, leaving enough room for maintenance of the boundary hedge.

 

A brief inspection was made of the Parish Garden. The grass was looking a bit rough but was due a further cut soon.  Terry Liversidge has been asked to trim the boundary hedge and                       it was noted that the hazel trees in the corner could do with a trim. A suggestion was made for the creation of a pictorial board to show details of the species of trees and shrubs that                        have been planted. It was agreed that this was a good idea and could be considered at a future date.

 

An inspection was made of the new lights recently installed in Buckland Monachorum following work by Western Power to install underground cables. Some residents have been                            unhappy with the change to the location and style of street lights.  Members were informed that DCC Engineers have agreed to move the column outside number 20 The Village to the                      Church side of the road. There are plans to paint the columns black, although this could be changed to light green or grey if preferred. It was generally agreed to accept the suggested                      black. Following discussion about the lighting scheme it was agreed to place an article in Miscellany to inform residents of recent discussions with DCC Engineers.

 

The Clerk passed copies of information from DCC on a review of winter road servicing and gritting to Members. A survey is being undertaken of the location and usefulness of grit                      bins in the parish.

 

DCC Councillor Phil Sanders has forwarded application papers for a locality grant. This follows discussion about the state of the bus shelter at The Rock. The grant may be used to                            refurbish the shelter. It was agreed to obtain quotes for the repainting of the shelter and minor repairs.

 

Inspections were made of other shelters in Buckland Monachorum, Milton Combe, Crapstone and Yelverton. Mr Barons agreed to carry out some minor maintenance work to the                         shelter in Buckland, and Crapstone. The bus stop sign at Milton Combe has become loose and was laid on the ground for safety. Clerk to report this to the DCC Councillor.

 

 

 

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 8^th 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. 

BUCKLAND MONACHORUM PARISH COUNCIL

OPEN MEETING TO DISCUSS THE MEMORIAL MEADOW.

17^TH JUNE 2009 ON SITE 7pm.

Present: David Simkins (Chair), Claire Allan, Marilyn Allen, Peter Barons, Richard White, Sally Reid, Dave Butland and the Clerk.

One member of the public, Mr Lakeman.

Mr David Miles, invited to advise on landscaping options.             

1.     Introduction and a brief history of the site were made by Mr Simkins.

2.     Mr Simkins invited comments and suggestions from those present on suggested future use of the meadow. Discussion also took place on various suggestions forwarded to the Council by members of the public unable to attend the meeting.

Options Discussed:

a)     Open landscape with seating and limited planting of shrubs and trees.

b)    Memorial area for scattering of ashes and memorial plaques.

c)     Orchard.

d)    Woodland.

e)     Allotments.

f)      BMX track for youths.

g)     Location for a marquee and weddings.

h)     Camping.

Following consideration of each suggested use it was agreed that the most suitable suggestion for recommendation to Full Council was option a) an open space with seating and limited landscaping. This would be suitable for local residents to visit for a quiet time or for young parents and children to visit and have a picnic.  The site is adjacent to footpath 6, which is used as a walk to school route, and also as a leisure walk between The Garden House and Crapstone and Buckland Monachorum Village.

A suggested landscaping plan and planting scheme drawn up by Mr Miles was considered.  Mr Miles suggested phased planting with some immature shrubs rather than all mature shrubs, which would keep the cost down. A fortnightly close cut of an area to create a meandering path was suggested, and a once a month cut of the main field area.

One granite bench has been purchased for the Meadow and is due to be installed.  It was suggested that individuals could purchase and supply further seats subject to approval by Council.

The idea of some kind of memorial area is not dismissed, and plaques could be attached to the bench.  It was also suggested that a decorative boulder/monolith could be installed for accommodating small memorial plaques.

It was suggested that the area be given a new title rather than ‘Memorial Meadow’.

The Chairman thanked Mr Miles for his assistance and the meeting closed at 8pm.

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BUCKLAND MONACHORUM PARISH COUNCIL
 GENERAL PURPOSES SUB-COMMITTEE

 Minutes of the site meeting held on Saturday 14th March 2009 at 9.30am.
 Present: Miss M Allen (Chairwoman), Mr D Simkins, Mr P Barons, Mrs C Challiss, Mrs S Reid and
 Mrs E Simkins (Clerk).
 1.Apologies. Mrs C Allan.
 2.Inspection of Cemetery.
 a) It was noted that one of the upright posts on the entrance gate has been broken off.  Clerk to obtain quotes on replacement.
 b) An inspection of the lych gate revealed a number of loose tiles. It was agreed that due to the cemetery being in a conservation  area and the tiles of a special type not easy to obtain, that a proper report from a building surveyor be obtained to ascertain the  exact requirement for repair of the roof. In the mean time Members would make enquiries at local reclamation centres to see how easy  it would be to obtain second hand tiles.
 c) It was noted that the water supply to the tap by the entrance gate has been switched off for some time due to a leak in the pipe  under the tarmac.  It was agreed that the water supply is not an urgent requirement but that it will be necessary to budget for  repairs in the future.  It was agreed to recommend that estimates for the work be obtained in September/October in time for the next  budget meeting in November.
 d) It was reported by the Clerk that there has been an increase in the number of families making enquiries about ancestors buried in  the cemetery.  This has revealed a number of plots that have never been purchased by the families of the interred, and also a number  of plots that in the past have been shared by different families. A recent enquiry from a family resulted in them not being able to  place a memorial stone on a grave plot containing their relative’s remains because at a later date it had been allocated to another  family that had subsequently purchased it.  The Parish Council currently grants and exclusive right to burial in a plot for a period  of 99-years.  Un-purchased plots could be re-used much earlier than 99 years after the last interment. It was agreed that this was  not an issue requiring immediate attention or change.
 e) A request has been received for a ground level memorial tablet. The current Parish Council rules do not allow ground based stones  because they make it difficult for grass cutting and maintenance. Following inspection of old memorial stones, and discussion on  current health and safety considerations it was agreed to recommend that this rule be considered for change. It was agreed to  recommended that a low level memorial stone could be approved if it was mounted on the standard plinth of 18”x 12”x 4”.
 f) It was noted that there was a problem of flooding through the back entrance during heavy rain. It was agreed to recommend that  estimates be obtained for work to install a land drain across the gateway.
 g) An inspection was made of the current car parking facilities. It was noted that currently there was often problems with traffic  flow now that more funeral directors were making use of the rear entrance. It was agreed that with the future expansion of the  cemetery improved parking facilities would be required. It was agreed that the work to expand the car park could be planned. It was  suggested that measurements of the area be made and that DCC Highways be consulted for advice on creation of car parks.
 h) The future landscaping of the field set aside for expanding the cemetery was discussed.  It was agreed that it would be necessary  to plan for the planting of a hedge or boundary fence.  The current burial space would take about five years to fill based on the  average rate of 10 interments a year. 
 3.Memorial Meadow.
 a) An inspection of the meadow revealed that the new hedge needed pruning.  Miss Allen offered to undertake the work. It was agreed  that a different approach was needed to managing the area. The memorial seat was due to be installed by the end of the month. The  lower boundary hedge and the boundary hedge over the footpath required cutting back to enable a better view all round. It was agreed   to recommend that Mr Liversidge be asked to confirm a price for the work. It was also agreed to recommend that the Council  consider the various grants and schemes available to fund the planting of more trees.  It was considered that some cherry or apple  trees would enhance the area.
4.It was agreed that Members would make separate inspections of the bus shelters in the parish.

The meeting closed at 11am.

 

BUCKLAND MONACHORUM PARISH COUNCIL.  ALLOTMENT SUB-COMMITTEE.

 

Draft minutes of the Allotment Sub-committee meeting held on 21st January 2009 in the Clearbrook Village Hall at 7.40pm.

Present: Mr D Simkins (Chairman), Miss M Allen, Mrs S Britton, Mrs S Challiss, Mr D Butland, Mr P Barons and Mrs E Simkins (Clerk).
Also present Mrs J Griffin (Chairman of The Allotment Association).

1. Apologies. Mrs S Reid.
2. Mr Simkins welcomed Mrs Griffin to the meeting and invited her to report on the progress of the new Allotment Association.
The new Association has 13 members and has recently produced a draft constitution, copies of which were made available to the Council Members for comment.  The Association has agreed a 4-week deadline for receipt of any suggested amendments.
The Treasurer is making arrangements for opening a suitable Bank Account.  The Association will be responsible for arranging its own auditors and annual audit. 
The Association has decided on a subscription fee for membership, details of which will be made public shortly. It is acknowledged that at this stage there can be no guarantee of a plot being made available to all the people who have registered an interest. 
The Association is making progress in researching possible funding. A Funding Sub-committee has been formed.  An application through the Local Food Grant (RSWT) is currently being pursued.
It was agreed that it is critical for the Council to provide clear information on the proposed layout of the site, remediation work and materials that will be required.  A detailed breakdown of costing is also required to satisfy grant application criteria.  This was delayed while the Council made enquiries into the Bio-accessibility of arsenic in soil research. 
The Association has secured the support of West Devon Borough Council, and Plymouth City, Public Health Departments, and the local GP Surgery at Yelverton. This will aid the grant application, and requests for match funding from other organisations.
Unfortunately it had not been possible for an Association representative to attend the site visits arranged by the Council, but the Association will be arranging to make site visits to local allotments, in particular to The Embankment in Plymouth which overcame similar contamination problems.
3. Consideration of the Draft Constitution of the Association.
It was agreed that the Council Members would provide any suggestions or comments within the next four weeks.
4. Report on site visits.
Miss Allen provided a report on recent site visits to the allotments in Butcher’s Park, Tavistock and Bere Alston.  It was noted that attempts to make arrangements for a visit to The Embankment in Plymouth had not been successful.  Butcher’s Park is managed by an association acting as agents for the Town Council; Bere Alston is managed by the Parish Council. 
5. Report on the response from the Surveyors and WDBC on the Bio-accessibility of arsenic in soils research.
Cornwall Consultants and WDBC Environment Office agree that this research is not suitable to apply to the site at Crapstone, and that it would not remove the need for remediation.
Following discussion on the requirements for remediation as set out by Cornwall Consultants, it was agreed for Miss Allen, Mr Barons and The Clerk to meet on Tuesday 27th January at 2pm to draw up the details for costing based on the layout and plan already agreed at the meeting on 8th December.  Mr Simkins will provide details of materials and some measurements for the meeting.
6. Matters outstanding from the meeting held on 8th December.
a).Publicity about the progress of the project and details of the new Association:  Letters have been delivered to residents of the Stonemoor Estate who have gardens on the boundary of the site. Letters have also been delivered to all the people who registered an interest in the project.
b).Legal agreements and other documents.  Copies of agreements and other legal documents have been obtained from other local groups for information and guidance.  It is agreed that the details of how the site is to be managed will take time to finalise, and is not urgently required at this stage. A further meeting will be arranged to discuss these matters.
7. Enquiries about availability of grants:  Enquiries have been made to DCC and WDBC.

The meeting closed at 9pm.

 

To request archive copies of minutes and agendas etc, please contact info@bmpc.info.