Godalming Town Council

I hereby summons you to attend the Joint Burial Meeting to be held in Nightingale on 31st of July, 2008 at 5 00 PM.
Louise Goodfellow, Town Clerk.

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Agenda

Other members:
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 12 June 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 ACCOUNTS PAID SINCE LAST MEETING

Finance Officer to report.

5 FINAL ACCOUNTS FOR THE YEAR ENDING 31 MARCH 2008

To receive and adopt the Final Accounts for Godalming Joint Burial Committee for the year ending 31 March 2008,  (copy attached for the information of Members). Members are asked to note that income exceeded expenditure by £16,578. This amount is an increase over revised estimates of approximately £3,500.

The main reasons for this were that purchase burial rights increased over the estimate and brought in an additional £1,000 and we were eligible for an insurance refund of £960 for the lead flashing taken from the roof at Eashing Chapel. The remaining £1,500 was from small savings made over various budget heads.

The internal audit took place on 24 June 2008 with no adverse comments.

6 INTERNAL AUDIT AND ANNUAL GOVERNANCE STATEMENT FOR THE YEAR ENDING 31 MARCH 2008

Members are asked to note that the internal audit for the financial year ending 31 March 2008 has been completed. A copy will be tabled at the meeting.

Members are asked to note and approve the Annual Return - Statement of Accounts together with the Annual Governance Statement so that the audit report may be forwarded to the External Auditor, BDO Stoy Hayward, to enable the external audit to proceed.

7 NATURAL BURIALS

The plans for the Natural Burial area have been completed and will be made available to members at the meeting. Burleys, who have the grounds maintenance contract at Eashing Cemetery, have been asked to price the planting and marking-out described in the plans. The intention would be to begin selling plots from the area by the end of August.

8 HERITAGE

A letter from Ann Laver at Godalming Museum to Councillor CA Wilson (copy attached for the information of Members) listing some interesting persons buried at the two cemeteries. Members' views are sought on the production of a simple handout for the Godalming Heritage Weekend incorporating this and other historical information about the cemeteries and their buildings.

9 BURIAL STATISTICS

Statistics for the previous quarter and for the twelve months ending 30 June 2008 are attached for the information of Members.

10 DATE OF NEXT MEETING

The next meeting of the Godalming Joint Burial Committee is scheduled to take place on Thursday, 16 October 2008 at 5.30 pm in the Council Chamber.

11 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.
 

12 EASHING LODGE

To receive a report from the Facilities and Cemeteries Manager on progress made on the sale of land adjacent to Eashing Lodge.