1. Introduction and Scope
Lambourn Parish Council recognises that memorial benches offer a meaningful way for parishioners to commemorate loved ones while benefiting the wider community.
This policy governs the installation, maintenance and ongoing management of memorial benches and associated plaques on land owned or managed by Lambourn Parish Council.
2. General Principles
All applications for memorial benches must be submitted in writing to the Parish Clerk using the official Application Form.
The Council reserves the right to limit the total number of benches in any given location to prevent visual clutter and maintain open space amenity.
The final approval of any bench location, specification and plaque wording rests solely with the Parish Council.
3. Specifications, Dimensions and Financial Terms
To maintain visual harmony and minimise ongoing upkeep, benches must conform to pre-approved Council specifications (eg FSC-certified durable hardwood or high-density recycled composite material).
Benches must not exceed a maximum length of 1.8 metres (6 feet / 3-seater capacity) unless specific written permission for a larger footprint is granted by the Council based on site suitability.
Applicants must provide the precise manufacturer name, model details and overall dimensions on the application form for formal Council verification prior to purchase.
The applicant shall bear 100% of all costs relating to the purchase, delivery, base construction, plaque engraving and installation of the bench. Public council funds (taxpayer funds) will not be used to subsidise private memorial benches. All estimated costs must be paid in full to the Parish Council prior to any order being placed or installation works commencing.
To ensure quality control and adherence to standards, purchasing may be handled via one of two routes at the Clerk’s discretion:
- Option A (Council Procured) upon receipt of full payment from the applicant, the Council will order the approved bench and plaque directly from the supplier and arrange installation.
- Option B (Applicant Procured) following formal approval of the model and specification by the Council, the applicant may purchase the bench directly and arrange delivery to the Council’s designated site or storage location.
Regardless of the procurement route, all installation works (including concrete pads, ground anchors or turf reinstatement) must be carried out strictly by a Council approved contractor or Council staff to satisfy public liability and safety standards. Self installation by applicants or unapproved third parties is strictly prohibited.
4. Plaques and Inscriptions
Plaques must be constructed of polished brass or stainless steel with maximum dimensions of 175mm × 75mm (7″ × 3″).
Plaques must be fitted flush to the centre of the top backrest lath.
Inscriptions must be respectful and approved by the Clerk prior to manufacture.
5. Ownership, Term and Maintenance
Upon installation, the bench becomes the physical property of Lambourn Parish Council for safety and insurance purposes.
The agreement is granted for a Term of 10 years from the date of installation. At the end of this period, the applicant may be offered the option to renew the dedication, subject to site capacity and bench condition.
If the dedication is not renewed at the end of the 10 year term, the Council reserves the right to remove the plaque (making it available for collection by the family) and make the bench or site available for new applications.
Routine cleaning and general treatment (eg periodic re-staining of timber) remain the responsibility of the applicant during the 10-year term.
The Parish Council will carry out routine structural safety inspections. However, the Council accepts no liability for loss, damage or vandalism.
If a bench falls into disrepair, the Council will attempt to contact the applicant using the details held on file, granting 4 weeks to undertake repairs. If repairs are not completed or if the applicant cannot be traced, the Council reserves the right to remove and dispose of the bench.
The Council reserves the right to temporarily remove or permanently relocate any bench if required for land management, public safety, utility access or maintenance works, giving reasonable notice to the applicant where practicable.
6. Mementos and Adornments
No additional mementos, including artificial flowers, wreaths, statues, vases, balloons or lighting, may be attached to or placed around the bench. Any such items will be removed by Council officers without notice.
7. Data Protection
Contact details provided by the applicant will be stored securely by the Council under the UK General Data Protection Regulation (UK GDPR) solely for managing the bench agreement. The applicant is responsible for notifying the Council of any changes to their contact details.