Godalming Town Council

I hereby summons you to attend the Extraordinary Joint Burial Committee Meeting Meeting to be held in Eashing Cemetery (please meet at the Lodge House) at 5.30pm and 6.30pm in the Godalming Council Chamber on 12th of June, 2008 at 5 30 PM.
Louise Goodfellow, Town Clerk.

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Agenda

 Councillor Long     (Busbridge Parish Council
 Councillor Westwood     (Busbridge Parish Council)

1 MINUTES

The Chairman to sign as a correct record the Minutes of the meeting held on 3 April 2008.

2 APOLOGIES FOR ABSENCE


3 DISCLOSURE OF PERSONAL AND PREJUDICIAL INTERESTS

To receive from Members, in relation to any items included on the agenda for this meeting, disclosure of any interests which are required to be disclosed by the Local Authorities (Model Code of Conduct) Order 2007 No.1159.
Members are requested to disclose, in accordance with the Code of Conduct, both the existence and nature of any 'Personal' or 'Prejudicial' interests that they may have in relation to matters for consideration on this agenda.
Personal Interests
(1) Subject to sub-paragraphs (2) to (5) below, where a Member has a personal interest in any business of the Town Council and attends a meeting of the Council at which the business is considered, the Member must disclose to that meeting the existence and nature of that interest at the commencement of that consideration, or when the interest becomes apparent.
(2) Where the Member has a personal interest in any business of the Town Council which relates to or is likely to affect a person described in paragraph 8(1)(a)(i) or 8(1)(a)(ii)(aa) of the Code of Conduct, the Member needs only disclose to the meeting the existence and nature of that interest when s/he addresses the meeting on that business.
(3) Where the Member has a personal interest in any business of the Town Council of the type mentioned in paragraph 8(1)(a)(viii) of the Code of Conduct, the Member need not disclose the nature or existence of that interest to the meeting if the interest was registered more than three years before the date of the meeting.
(4) Sub-paragraph (1) only applies where the Member is aware or ought reasonably to be aware of the existence of the personal interest.
(5) Where a Member has a personal interest but, by virtue of paragraph 14 of the Code of Conduct, sensitive information relating to it is not registered in the Town Council's register of members' interests, the Member must indicate to the meeting that s/he has a personal interest, but need not disclose the sensitive information to the meeting
Prejudicial Interests
Where a Member has a personal interest in any business of the Town Council that Member also has a prejudicial interest in that business where the interest is one which a member of the public with knowledge of the relevant facts would reasonably regard as so significant that it is likely to prejudice that Member's judgement of the public interest. Where a Member has a prejudicial interest that Member must withdraw from the room or chamber where a meeting considering the business is being held.

4 COMMUNITY GARDENS AT EASHING CEMETERY

One of the ideas arising from the SWOT exercise undertaken by the Joint Burial Committee in November 2008 was to utilise part of Eashing Cemetery as allotment land until such time as it was necessary to use it for burials. The subsequent Business Plan timetabled an "Allotments - viability paper" for 2009/10.

Meantime, however, the possibility has arisen to have the necessary preparation work undertaken by a "ground force" of City workers this September. The work would be project managed and funded (in part at least) by an events organisation "Across the Divide" who on their website ( http://www.csrprojects.com ) give the following summary of their aims and objectives:

"Engaging and worthwhile Corporate Social Responsibility (CSR) projects for team development.     
Businesses are increasingly looking to the wider community to meet their developmental needs and social aims.  This has created a significant demand in using community and environmental projects for teambuilding and development programmes.  A demand that Across the Divide CSR Projects is very well placed to meet.
Whether the requirement is team building or a conference, a targeted community challenge, new team start up, motivational incentive or simply an away day from the office, then CSR and team projects are a powerful vehicle for engaging personal and professional development.
Projects carry real risks and are of real consequence. They therefore engage participants at a much deeper level and carry a focus on personal, team and corporate values never really seen before in conventional training. They provide a tangible model for team performance at work whilst creating a fun, interactive and engaging atmosphere far removed from the workplace. They are also, of course, of significant benefit to the beneficiaries and charities involved.

We combine our expertise of running corporate events, expeditions and Corporate Social Responsibility with our intimate knowledge of the UK charitable sector, to offer unrivalled experience in this field.  Our associate team have a proven history of applying this form of learning and development in a number of different ways for a number of different reasons. Aims have ranged from team building and leadership development, to change management and motivational incentives."

The intention would be for a team of 60 or 70 City workers - probably from either a firm of solicitors or an architect's practice - to spend one day completing the project, including the following tasks:

· Ground clearance, strimming, lifting turfs, weeding grass roots
· Marking out geometrical pattern of garden plot
· Preparing and laying paving or other suitable pathways
· Preparing growing beds, double digging, adding organics, planting some crops
· Planting key trees and shrubs and flowers in a communal area
· Disposing of waste materials

The project is subject to Across the Divide's own selection process, involving the views of their own client groups, and because of that it is far from a foregone conclusion that our project will be selected. However, given the possibility, if approved, of it being possible in September 2008, members are asked to consider, as a matter of policy, whether allotments should be allowed in Eashing Cemetery, bearing in mind the following:

a)The Advantages

Several immediate advantages present themselves. The first is that there is an increasing and unmet demand for community horticultural space within the area. A second is that it would increase the number of responsible users present in the cemetery area. And finally, it would represent a purposeful use of land that is currently non-productive.

b)Compatibility and Regulation

Preserving the cemetery for burials, and for quiet reflection for the bereaved is an overriding consideration. However, the grounds also currently provide a space for members of the public, including responsible dog walkers, to take a pleasant stroll. The Cemetery also, arguably, acts as a nature reserve. The question here is: could properly regulated community use through the establishment of a limited number of allotments be compatible with its primary purposes? Both the concerns of compatibility and control might best be addressed by designating the allotment spaces for use by community groups rather than for individuals. Controls (not normally included in standard allotment agreements) could relate to conduct - specifically during burials - and the look of the allotments in relation to the Cemetery. Encouragement might also be given to producing a larger proportion of flowering crops than usually seen on traditional allotments and to distributing produce to meet needs in the community, although the key enforceable requirement would be for tenants to maintain neat and tidy spaces. It is suggested that a simple induction session could be devised for all new individual users.   

c)Experience Elsewhere  

Godalming Town Council has, within the last year, allocated one of its own allotment spaces to a local school with more than satisfactory results. There are also examples of cemetery land being used for temporary allotments, including Exeter City Council and South Lakeland District Council. The concept of community gardens on cemetery land might, however, be unique.

e)Planning Permission

It would be necessary to be assured that appropriate permission for change of use was obtained.

e)Location and Design

Though a small and relatively uncomplicated project, details of layout and planting should be clearly stated in advance, ideally based on a commissioned garden design. The overall feel of the allotment site should be sympathetic to existing and planned developments at the cemetery.  The location of the site within the cemetery must also take into consideration its impact on its primary purpose, the impact on neighbours and the availability of water. The attached sketch on an aerial photograph indicates no more than a suggested approximation of location and size of a four-unit site. It is suggested that if it is to go in this location an informal consultation with the nearby house owners in Franklyn Road takes place.    

f)Financial Issues

As stated above, if carried out by the CSR team, it is anticipated that the start-up costs would be met by the sponsors. It should be possible to meet any additional costs from within existing budgets.  Income would be minimal. Given the nature of the allotments it is suggested that a nominal rent (say, £10 p.a.) is charged to each organisation.

g)Nomenclature

To avoid confusion with other allotments, both in terms of nature and location, it is suggested that they be called the Eashing Cemetery Community Gardens.

If members agree in principle to the idea of establishing Community Gardens at Eashing Cemetery they are also asked to:

(i)determine the location, approximate size of the Community Gardens and number of units therein
(ii)decide the annual charge to be made to the community tenants
(iii)agree to a professional design from a garden designer, the cost of which to be contained within the current year's budget
(iv)determine whether or not to accept the offer from "Across the Divide" to implement the project; and
(v)if voluntary help is not forthcoming, authorise the Clerk to complete the project, if the necessary resources can be found from within the approved budget for 2008/09.

5 PUBLIC RELATIONS

As agreed (minute 12 - 2008 refers) the Chairman and the Clerk have met to consider publicity material and press releases. Members are asked to comment on the enclosed draft leaflet prepared to help those making decisions about funeral arrangements and to publicise Eashing Cemetery. Should members agree that a version of the leaflet be produced then consideration should be given to setting up a publicity budget in order to have such material professionally designed, printed and distributed. A suggested figure for 2008/09 is £1,000.

6 NATURAL BURIALS

Joy Jardine, the Garden Designer appointed to design the Natural Burial Area has been invited to the meeting to present her proposals to the Committee for discussion, prior to the production of the final version.

7 DATE OF NEXT MEETING

The next meeting of the Godalming Joint Burial Committee is scheduled to take place on Thursday, 31 July 2008 at Nightingale Cemetery at 5.00 pm and at 5.30 pm in the Council Chamber.

8 ANNOUNCEMENTS

Brought forward by permission of the Chairman. Requests to be submitted prior to commencement of the meeting.

THE COMMITTEE MAY WISH TO EXCLUDE THE PUBLIC AND PRESS FROM THE MEETING AT THIS POINT PRIOR TO CONSIDERATION OF THE FOLLOWING ITEM BY REASON OF THE CONFIDENTIAL NATURE OF THE BUSINESS TO BE TRANSACTED IE. STAFFING MATTERS.
 

9 REFURBISHMENT OF EASHING CEMETERY LODGE

Drake & Kannemeyer, the surveyors appointed to advise the Joint Burial Committee on the refurbishment of Eashing Lodge have now reported with detailed costed proposals (copy attached for the information of Members) to refurbish The Lodge and build a new wall incorporating a relocated entrance. They have worked on the principle that the refurbished house should meet the standard set by the refurbishment of Nightingale Cemetery Lodge. Messrs Ted and Oliver Kannemeyer have been invited to the meeting to discuss the item and present the drawings.

The views of Members on the options presented are requested.