Minutes 2026

Select for downloadable /printable PDF

Minutes of a meeting of the Open Spaces, Burial and Allotments Committee held 18:00hrs, Tuesday, 20 January 2026, in the Curlew Centre Bridge Room, Sutton Bridge.

Present: Cllr Brewis, Cllr Baldry, Cllr Philpott, Mrs C Smith (clerk), Mrs K Croxford (admin assistant). Members of the Public - Three

Absent: Cllr Kirby - Fox, Cllr Middleton

26.014. In the absence of a chair for the meeting, it was resolved to elect Cllr Brewis as chair of the meeting.

26.015. Apologies were received from Cllrs Kirby- Fox and Cllr Middleton

26.016. There were no declarations received. 

26.017. Representations received from members of the public. 

i. A member of the public commented on the current burial rules and regulations and asked whether the following points could be considered.

ii. That the rules and regulations be provided to families prior to the burial taking place, enabling them to decide whether the location is appropriate for their needs.

iii. When a memorial headstone is installed, the burial marker plaque is currently removed. However, if no headstone is fitted, consideration be given to allowing the marker plaque to remain. 

iv. That all items placed in remembrance should be positioned on the grave itself and not in surrounding areas. 

v. Glass items, fencing, stone chippings, and artificial glass should not be permitted.

vi. Only vases to be placed on graves. Floral arrangements may be placed for special occasions (such as birthdays, Mother’s Day, Father’s Day, and anniversaries) but must be removed after 28 days, or earlier if they have deteriorated. Christmas arrangements should be removed within 8 weeks from the 1 December.

vii. That no distasteful or disrespectful items be permitted on graves. All dead or withered flowers must be removed promptly, and no items that could be blown away or pose a risk of harm to others should be placed on graves.

viii. That it is the grave owner’s responsibility to maintain the grave area, including cutting the grass every 4 to 6 weeks, to ensure it remains tidy and respectful.

ix. That where graves become unsightly or are not maintained to an acceptable standard, the Council will issue a warning letter. The grave owner will have one week to rectify the issue. If a second warning letter is issued within a 12-month period, the grave owner will lose the right to place items on the grave.

x. That grave owners who place items on the graves must take responsibility for removing dead or withered flowers in a timely manner. Graves where the owner has accepted responsibility for maintenance must display an official sticker on the rear of the headstone, clearly visible to Council staff and maintenance personnel.

xi. That an additional agreement/contract will be issued alongside the original burial documentation, confirming that the grave owner agrees to abide by the burial rules and regulations.

xii. Any graves without the required maintenance responsibility sticker displayed on the rear of the headstone may be subject to removal of unauthorised items, in accordance with Council procedures.

xiii. That three designated people will monitor grave areas on behalf of the Council and report any issues, breaches, or concerns regarding compliance with the rules and maintenance standards.

xiv. That specific dates will be set throughout the year, approximately five or six occasions annually, during which arrangements may be placed on graves

xv. The committee agreed to meet again to discuss these points. 

26.018. It was resolved to approve the minutes of the meeting held on 20 January 2026.

26.019. Memorial Park and Car Park

i. Ice – Cream Dessert Van. –It was resolved to approve the hire of the car park, subject to the appropriate hire charge being applied, receipt of valid insurance documentation, an acceptable food hygiene and safety certificate, and the submission of a schedule of dates on which the van will be in attendance

ii. Old Toilet Block – It was resolved for the clerk to contact a contractor to clear the items from the old toilet block.

26.020. Burial Ground.

i. Children’s Area Sign – It was resolved to move the Children’s Area sign to the correct location.

18:40 hrs One member of the public and Cllr Scarlett entered the meeting, and three members of the public left the meeting.

ii. Grave Memorial Application – It was resolved not to allow a glass lantern on the grave memorial. 

iii. Review of Charges – It was resolved to amend the burial charges to now include under 18’s free of charge.

26.021. Garden Allotments.

i. The admin assistant reported that the newly designated area of allotment land still had vacancies. Cllr Brewis would mention this in his next District Council newsletter.

ii. It had been reported that some ash had been dumped along the allotment trackway which contained nails within it. An allotment tenant had offered to help clear this and also the Outside Operative would look at this on Thursday. 

iii. A request had been received to install an electric fence around a tenant’s plot due to damage caused by muntjac deer eating crops. Further investigation was required, including clarification of the proposed voltage levels, safety considerations, and the exact boundary area to be enclosed before any decision could be made.

iv. An allotment inspection was scheduled for 26 April 2026 at 11.00am starting at Wrights Lane, followed by Westbank allotments at 12.00 noon. A tenants meeting was provisionally scheduled for 11 June at 19:00hrs.

26.022. Farm Tenancy

18:55hrs A member of the public entered the meeting.

i. Following notification from Longstaff’s about a tenant’s notice to quit due to access arrangements, it was resolved to appoint Longstaff’s to look into this. 

26.023. There was no public participation.

26.024. The next meeting was arranged for 16 June 2026 

18:56 hrs Three members of the public left the meeting.

26.025. It was resolved to move into closed session in accordance with the Public Bodies (Admissions to meetings) Act 1960 s.1(2)

26.026. A contractor had reported that there was no further growth of Japanese Knotweed in the Memorial Park, Cllr Brewis would make some investigations and report back.

The chair closed the meeting at 18:59 hrs.