Godalming Town Council

I hereby summons you to attend the Joint Burial Meeting to be held in Nightingale on 2nd of July, 2009 at 5 00 PM.
Louise Goodfellow, Town Clerk.

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Agenda

1 MINUTES

To approve as a correct record the minutes of the meeting held on the 16 April 2009, a copy of which has been circulated previously.

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 on the accounts paid since the last meeting.

A schedule of the accounts paid will be tabled for the information of Members.  The vouchers relating to these payments will also be tabled at the meeting for inspection.  All payments made are in line with the agreed budget or other resolution of this Committee or Full Council.

Members to agree that the Chairman should sign the schedule of accounts paid.

5 FINAL ACCOUNTS YEAR ENDING 31 MARCH 2009

The Final accounts (attached for the information of Members) for the Joint Burial Committee for the year ending 31 March 2009 show an income over expenditure of £610, a saving of £1,123. The budget has performed very much as anticipated since revised estimates were calculated with minor savings being made against revised estimates set in October 2008.

6 INTERNAL AUDIT YEAR ENDING 31 MARCH 2009

Members are asked to note that the internal audit for the financial year ending 31 March 2009 was completed on the 12 June 2009.

Members are asked to RECEIVE the report (a copy of the Internal Auditor’s Report is attached for the information of Members) and consider the recommendations contained therein.

7 ANNUAL RETURN (INC ANNUAL GOVERNANCE STATEMENT) FOR YEAR ENDING 31 MARCH 2009

A copy of the Annual Return Sections 1, 2 & 4 is attached for the information of Members.

Members are asked to consider and approve the Annual Return Section 1 - Statement of accounts for Godalming Joint Burial Committee.

Upon approving Section 1 Members are asked to authorise the Chairman to sign Section 1 - Statement of Accounts for Godalming Joint Burial Committee.

Members are further asked to complete and approve Section 2 - Annual Governance Statement, so that the Annual Return may be forwarded to the External Auditor, BDO Stoy Hayward, to enable the external audit to proceed. The Committee will be aware that the Godalming Town Council’s Audit Sub-Committee has considered the answers required to the Town Council’s Annual Governance Statement and since all financial systems of the Joint Burial Committee are identical to those of Godalming Town Council, Members will wish to take the observations of that Sub-Committee into account when completing the statement. When satisfied with the answers required by the Annual Governance Statement Members are asked to authorise the Chairman to complete the statement and sign it.

Members are also asked to note that Section 4 – the Annual Internal Audit Report to Godalming Joint Burial Committee contains a summary of the Internal Audit Report considered at agenda item 6 above.

8 EASHING CEMETERY LODGE

(i)     Valuation and Tenancy

The District Valuer has been instructed to inspect the Lodge on its completion with a view to determining:

Once the rental level guide is available, it is intended to advertise an invitation to apply for the tenancy.

(ii)    Open House

The refurbishment of the Lodge has created considerable, positive local interest, serving as a reminder of the place of the Cemetery in the local community. Coincidental with the final stages of the project is the Community Fête at Green Oak School on 11 July between 2 and 4pm and, in consultation with the Chairman, it has been decided to invite anyone interested to view the inside of The Lodge in its pristine condition whilst the fête is open. An article (copy attached for the information of Members) has been written for the Ockford Ridge/Aarons Hill community magazine ‘Community News’ to coincide with the event.

(iii)   Official Opening

It would seem appropriate given the significance of the development – the revitalising of the entrance, the refurbishment of the Cemetery Lodge, the new wall and the creation of two new high specification houses – to mark its completion with an official opening. Provisionally, the date of Wednesday, 15 July 2009 has been agreed with the Mayor of Godalming to cut the ribbon, possibly with a reception in the Cemetery Lodge itself. The views of Members are requested. 

(iv)    Costs

A summary of the latest cost estimates to date prepared by Drake and Kannemeyer is attached for the information of Members. This item should be read in conjunction with the following item on VAT.

9 HERITAGE OPEN DAY

A report will be made at the meeting on programme proposals for the Heritage Open Day at Nightingale Cemetery. 

10 BUSINESS PLAN

Following the prioritisation of development options by the Joint Burial Committee (Minute 8 of the meeting held on 16 April 2009 refers), a revised Business Plan is attached for consideration by Members.

11 RESURFACING WORKS AT NIGHTINGALE CEMETERY

Further to Minute 12 of the meeting held on 16 April, to report that work on the resurfacing of the road at Nightingale Cemetery and the reinstatement of a grassed area for burials between the Chapel and the Lodge, is due to commence at the end of July, after Skillway’s summer term has been completed.

12 NIGHTINGALE CHAPEL

a)   Condition Survey

As per minute 11i) of the meeting held on 16 April, instructions have been issued to Drake and Kannemeyer to undertake a condition survey of the Chapel.

b)   Fire Risk Assessment

In accordance with Minute 11ii) of the meeting held on 16 April, the Fire Risk assessment has been undertaken by Keith Allen of Embers Ltd and a report is due in the near future.  

c)   Lease to Skillway

Further to minute 11 iii) of the meeting held on 16 April, Skillway has been informed that discussions on the extension of the lease will commence as soon the condition survey and fire risk assessment are available. 

13 CEMETERY REGULATIONS

The Committee is asked to consider proposed revised amendments to the current regulations as set out in the attached copy. Recommended deletions have been struck through and suggested additions underlined.

14 EASHING CEMETERY LANDSCAPE DESIGN

Further to Minute 8 iv) of the meeting held on 16 April, Joy Jardine has been requested to submit a costed proposal for this work.

15 BURIAL STATISTICS

Statistics for the previous quarter and for the twelve months ending 30 June 2009 are attached for the information of Members.

16 DATE OF NEXT MEETING

The next meeting of the Godalming Joint Burial Committee is scheduled to take place on Thursday, 15 October 2009 at 5.30 pm in the Council Chamber.

17 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.

18 VALUE ADDED TAX

A confidential report is attached for the information of Members.