1. Joint Meeting of the Parish Councils Embleton Craster Newton by the Sea 6th October 2014

2. Programme:  Spitalford Cemetery  Cemetery Governance  Policy Options

3. Spitalford Cemetery In 1883 it became apparent that the grave yard at the Embleton Parish Church was short on capacity. A group of local “worthies” decided to establish a new cemetery and formed the Embleton Burial Committee.

4. Spitalford Cemetery In 1883 the Embleton Burial Committee took out a mortgage for £1,200 to purchase the land from John Craster and build the house, arch and other buildings. They retained a sexton who lived in the house and ran the Cemetery.

5. Spitalford Cemetery The minute books of the Burial Committee since 1919 are in the county archives and show that the Committee ran the Cemetery from the revenue generated. Neither the constitution of the Burial Committee nor the deeds to the house and land have been found in the archives.

6. Spitalford Cemetery The minute books and papers in the archives show that in 1973 it became apparent that the Cemetery House required renovation and an architect was instructed to draw up the necessary plans and schedules of work. At that time the house was valued at £6,000.

7. Spitalford Cemetery In 1976 a contract was placed with Dundas of Little Mill to carry out the work for £3,250. This included an upstairs bathroom. The work was financed by the three parishes who each took out loans over 25 years.

8. Spitalford Cemetery In recent years the Cemetery has been operating at a loss and has relied on subsidies from the three parishes The average subsidy over the last three years is £7,000 pa, £1,000 per funeral. Only essential works have been carried out by the committee and the central heating system was installed by the caretaker at her expense.

9. Spitalford Cemetery The headstones in the Cemetery have been inspected by members of the committee and local stone mason. Those in a dangerous condition have been placed flat to prevent accidents.

10. Spitalford Cemetery This year the operating costs of the Cemetery have been significantly reduced and the fees have been increased to bring them more in line with the charges in Northumberland. It is planned that from 2015 the Cemetery will be operating at break even and no charge will be made on the parishes for its operation.

11. Spitalford Cemetery The work associated with the operation of the Cemetery will be put out to public tender. The Committee will select the contractors on the basis of a number of criteria. It is estimated that there are sufficient plots in the Cemetery to provide for the current needs for approximately 30 years.

12. Spitalford Cemetery Since 1883 a caretaker/sexton has lived in the house rent free in return for carrying out defined duties. This is no longer considered to be appropriate due to current employment law. An economic rent has to be charged.

13. Spitalford Cemetery To determine the correct economic rent a survey of the house was commissioned by the committee which revealed that the house is not in a fit state to be let. The house was valued at £150,000 in its present state and £200,000 if it was renovated. The cost of renovation is estimated at £50,000. The economic rent is £450 - £500 per month.

14. Governance In 1974 the ownership and responsibility for Cemeteries was passed by act of parliament to Town and Parish Councils. There is an instruction in the archives from NALC advising the Committee on the action necessary to be taken by it and the three parish councils to implement the Act. There is no evidence this was done.

15. Governance The act required the parishes to establish and control the committee as a sub-committee of all three councils with defined Terms of Reference and Standing Orders. Meetings of the Committee were to be open to the public and all documentation to be within the public domain.

16. Governance It became apparent in the Spring of this year that the operation of the Burial Committee was not in accordance with current legislation. An informal meeting of representatives of the three parish councils was held with David Francis of NALC. The meeting agreed that David should prepare Terms of Reference for the Committee to be approved by all of the Parish Councils.

17. Governance Terms of Reference for the Burial Committee were approved by all three Parish Councils. These are based on Terms of Reference of other Joint Burial Committees of which there are many throughout England.

18. Governance Under the Terms of Reference the Committee can take whatever legal actions it considers appropriate for the efficient management of the Cemetery House. The Committee is tasked with producing an annual budget in November each year. This budget has to be approved by the Parish Councils.

19. Governance The Terms of Reference allow the committee to delegate to officers such aspects of its day-to- day decision–making as it considers appropriate and to report on this to the full Committee meetings. The Clerk, Chair and Vice-Chair are officers of the committee.

20. Governance The development of the Cemetery into a viable long term concern requires considerable management time. Researching, developing and presenting plans to the committee and the Parish Councils is outside of the scope of work of the Clerk and is undertaken by the Chair, Vice-Chair and other members of the committee.

21. Governance The Parish Councils decide the Policy. The Committee decide the Strategy. The Officers implement the Strategy. The committee is not a legal entity so one of the Parish Councils has to “host” it and make contracts on its behalf.

22. Cemetery Management Policy The Committee recommends that Embleton Parish Council be formally appointed as the host Council for the activities of the Committee. The bank account and all legal contracts would be made by the host council on behalf of the committee, but separate audited accounts would be kept.

23. Cemetery Management Policy The Committee recommends that the Cemetery Finances be planned so that it can operate without a subsidy from the Parishes. The Committee believe this is possible by increasing charges in line with other cemeteries and reducing operating costs. This is a change from the previous practice and the Committee would like formal agreement that they should adopt this policy.

24. House Management Policy The Officers have developed and costed optional policies for the future management of the Cemetery House. The Parish Councils are asked to select which policy should be followed by the Committee.

25. Policy option 1 – Sell the House Create a large fund for the Burial Committee. Evict the Caretaker. No on site Caretaker. Who owns the House? Community asset becomes a holiday home. Selling the family silver.

26. Policy options 1 – Sell the House Costings House sale £150,000 Invested at 2% £3,000 pa After 15 years value of fund£185,700 Income from fund after 15 years£3,700 pa

27. Policy option 2 – renovate the house Parish Councils have to approve loans. Loans serviced by the Burial Committee – no cost to the Parishes. Caretaker on site. Enhances the value of the asset. After loan is paid all of the rent distributed amongst the Parishes.

28. Policy option 2 – renovate the house Costings Annual Expenditure Loan of £50,000 over 15 years£4,250 Annual Income Rent in 2015£5,400 Rent in 2030 at 1.5% inflation£6,600 Average rent£6,000 Average contribution£1,750

29. Policy option 2 – renovate the house Costings Value of house after renovation£200,000 Value of house after 15 years£246,000 (1.5% inflation) Income after 15 years £6,650 pa

30. Costing summary After 15 years OptionValueIncome Sell house£185,700£3,700 Renovate house£246,000£6,650

31. Risks Analysis ContingencyIncomeExpenditure Profit/Loss 7 funerals£10,200£10,000£ 200 No funerals£5,400£6,950£1,550 No tenant£4,800£10,000£5,400 No burials and No tenant Nil£6,950£6,950 12 funerals£18,800£12,000£6,800

32. Parish Council Resolutions Resolution 1 The Council resolves that Embleton Parish Council shall be the host of the EJBC.

33. Parish Council Resolutions Resolution 2 The Council endorses the adoption of the existing Terms of Reference for the EJBC.

34. Parish Council Resolutions Resolution 3 The Council endorses the policy of the EJBC to manage the Cemetery without subsidies from the Parish Councils.

35. Parish Council Resolutions Resolution 4 The Council supports the policy of the EJBC to renovate the Cemetery House and will apply for approval for a loan to enable this to be implemented.