Great Hale and Little Hale Joint Burial Committee

The minutes of the meeting held on Monday 20th April 2026 at 7.30 pm at The Methodist Chapel, Little Hale

Present:

Mr Alan Broom                                                      Mr Peter Nickols            

Mr Maurice Barnatt                                                Mr Harry Needham

Mr Adam Cope                                                     Mr Ian Bennett

Mr Steven Jenkins

Mrs Debbie Scott – Clerk

1. Welcome The Chairman, Mr Broom, welcomed all to the meeting, noting that this was the first meeting convened under the Terms of Reference approved by Great Hale Parish Council and Little Hale Parish Council at their March meetings, with Little Hale Parish Council being the Lead Authority for the Joint Burial Committee. Apologies had been received from Mr Michael Priestley. The meeting was quorate.
2. Election of Chair and Vice-Chair. Mr Broom reminded the meeting that it was custom and practice for the Parishes to alternative holding the Chair and Vice-Chair role over a two year tenure. Although the Terms of Reference did not specify this, it worked well and he recommended that it continue, while all were in agreement. Formal elections would still be needed annually as per the Terms of Reference. Mr Broom thanked Trustees and Mrs Scott for their support during his time in office which had seen significant changes to the standing of the Burial Board.

Resolutions:

Mr Peter Nickols was proposed, seconded and elected Chair

Mr Harry Needham was proposed, seconded and elected Vice-Chair.

Mr Nickols took the Chair. He explained that Mr Broom had already passed the box of historic  documents over to him. Further documents were held in Great Hale Church, which he, Mr Broom and Mrs Scott would investigate later in the year.

Part A Matters from 2025-26

1. Minutes of the meeting held on 10th November 2025 – as shared before the meeting.

Resolution: The minutes of the meeting held on 10th November 2025 were approved and signed as a true record.

2. Minutes of the meeting held on 13th January 2026 – as shared before the meeting.

Resolution: The minutes of the meeting held on 13th January 2026 were approved and signed as a true record.

It was noted that, appropriately, these would be the last sets of minutes in the original minute book which dated back to 1892.

3. Transactions since November, end of year balances – these had been shared before the meeting, noted. The balances on 31st March 2026 were, long-term in CCBank £4,305.77, short-term Lloyds Current a/c £370.43, Lloyds IA Savings a/c £6,683.05, NS&I £8,445.72 and CCBank £10,000.
4. Annual Report and Accounts for year ending 31st March 2026 – these had been shared before the meeting, having been audited by Mrs Bourne.  The remaining Trustees of the Charity would be considering them for approval later.
5. Approval of payments already committed. Mrs Scott reminded the meeting that the following payments were commitments made, prior to the Terms of Reference taking effect, therefore these payments could be made without further reference to the Parish Councils.

• Mrs A Bourne – Audit fees £12.00
• Clerk’s Salary and expenses to 30th April, including bonus agreed January 2026 £***
• HMRC £112.45
• Little Hale Chapel – charges for room hire January and April £20.00 – invoice not yet received.
• Sleaford Town Council – Grass Cutting Contract 2026 - £1500 + VAT -– invoice not yet received.

Resolution: The above payments were approved. Mrs Scott to set up payments, Mr Jenkins to authorise.

Part B Matters for 2026-27

3. Transactions since 1st April 2026.

Mrs Scott shared the transactions sheet to date, showing that balances had been transferred from the old Burial Board accounts as follows in April. The Lloyds Current a/c and Lloyds IA Savings a/c balances had been transferred over to the new Cemetery IA a/c with Little Hale PC £370.43, £6,683.05, a total of £7,072.91), NS&I £8,445.72. Nominal amounts of £4 had been left in the Charity Current a/c and £1 in the Charity IA a/c. Receipts of £21.59 (NS&I) and £2.84 (IA interest) had been received before the transfer took place and were therefore included in the transfer. The current balance in the new Cemetery IA a/c was now £7072.91, before the payments agreed at the meeting.

4. Update on Banking Arrangements

As above, Little Hale PC had opened a new interest-bearing IA a/c with Lloyds for Cemetery business.

Short-Term Funds held in NS&I income bonds £8,445.72. It was noted that income payments should be redirected to the new Cemetery IA a/c. A letter of instruction to NS&I was signed by the current Charity Trustees, Mr Nickols. Mr Needham and Mr Bennett.

Short-Term Funds held in CCBank £10,000.00 – Mrs Scott explained that the annual interest payment on this would continue to be paid into the former Burial Board a/c. On receipt the Charity would transfer it over to the new Cemetery IA account.

Long-Term Balance held in CCBank £4,305.77 – It was noted that this remained the capital of the Charity and, in keeping with the terms of the Ward legacy, the income received would be transferred over to the new Cemetery as a donation towards the cemetery maintenance costs.

5. Update on Insurance.

Mrs Scott reported that she and Mrs Cooke, Clerk to Great Hale Parish Council, had met and spoken to the Insurance Companies. The Cemetery was now covered by Little Hale Parish Council’s insurance policy with Zurich which was due for renewal 31st May.  Any additional premium had been waived for that period. Zurich would be calculating the premium for the new year once the re-build cost of the War Memorial had been re-valued. Mrs Scott had requested a valuation from Wm Kent Memorials. The BB insurance was due to expire on 23rd May, renewal would be a decision for the remaining Charity Trustees. Mrs Scott was seeking quotes.

6. Update on Legals to register the Parish Councils’ ownership of the Cemetery with the Land Registry

As agreed previously, Little Hale Parish Council had instructed Chattertons to proceed with the registration. Chattertons required certain information and signed documents before starting work. Letters had been signed and were passed to Mrs Scott for delivery to Chattertons. They also required £200 towards disbursements.

Resolution: It was agreed that the payment of £200.00 be made to Chattertons as a previous commitment.

7. Update on VAT

Mrs Scott confirmed that Little Hale Parish Council would be managing the VAT claims in respect of the Cemetery. She had received advice that Cemetery transactions were treated as non-business and therefore the Parish Council could use VAT 126 to claim VAT paid for goods and services purchased as usual, but was not required to charge VAT on supplies, e.g., of plot reservations, memorial permissions and interments.

8. NNDR

It was understood that Little Hale Parish Council would be eligible for a similar discount, but this had not yet been confirmed.

9. Matters to recommend to the Parish Councils for approval

• Clerk’s salary from 1st May (Mrs Scott left the room for this item)

Resolution: The committee agreed to recommend an hourly rate based on the current NJC SCP **, instead of the previous lump sum arrangement.  (Mrs Scott rejoined the meeting)

• Cemetery Fees to take effect from 1st January 2027.

Mrs Scott explained that this seemed early to be making this recommendation but the timing of the committee meetings meant it was the last chance for the committee to agree figures and get them approved by the Parish Councils before the 1st January. She had shared details of other local Cemetery fees for comparison.

Resolution: After discussion, it was agreed to recommend that the fees stay at the same level. Fees would be reviewed annually.

Action: Mrs Scott to inform both Parish Councils of the recommendations, asking for approval.

10. Practical Cemetery Work

Rabbits - A significant increase in rabbit activity had been noticed. 

Resolution: The Committee agreed that the work should happen without delay and asked that an additional recommendation be made to the Parish Council, for a payment of up to £80 to Mr Josh Nickols for the necessary materials

Mr Nickols agreed to secure the gates for the recommended period and inform residents in both parishes through the facebook pages.

Pile of branches/trimmings – a Work Party would be arranged when conditions were right.

Fencing and Gates – Mr Barnatt reported that Great Hale Parish Council had applied for funding for paint etc., to re-paint the fencing and gates.

Future plans – it was noted that the road surface by the entrance to the Cemetery was deteriorating. It was understood that this was a Highways responsibility as part of the pavement at that point. Mrs Scott agreed to check.

11. Date of Next meeting: Monday 16th November 2026, 7.30 pm, at Little Hale Chapel.

Great Hale And Little Hale Joint Burial Board Benjamin Ward Trust

Charity Number: 501760

Trustees’ meeting – Present: Mr Nickols, Mr Needham and Mr Bennett, and Mrs Scott.

The Charity Trustees formally approved the Annual Accounts and Report for 2025-26

They also discussed the level of insurance cover appropriate for the charity. Mrs Scott to share quotes for a decision before the renewal date, 23rd May.