Agenda and minutes

None

Attached

RESOLVED that the minutes of the meeting held on the 15 December 2014 be signed as a correct record.

None

The Clerk to the Joint Committee will report on any matters requiring attention.

None

The Risk Management Framework and Policy Statements for Portchester Crematorium are subject to annual review.   

The attached report from the Treasurer sets out the updated documents for approval by the Joint Committee. 

RECOMMENDED   (1) That the Risk Management Strategic Framework and Policy as set out in Appendices A and B of the Treasurer’s report be approved.

                                    (2) That the revised Strategic and Operational Risk Registers set out in Appendices C and D be approved.

(TAKE IN REPORT OF THE TREASURER)

RESOLVED (1) That the Risk Management Strategic Framework and Policy as set out in Appendices A and B of the Treasurer’s report be approved.

(2) That the revised Strategic and Operational Risk Registers set out in Appendices C and D be approved.

The purpose of the attached report is to submit for the Joint Committee’s approval a Development Plan for the period 2015 - 2020.

This Plan reviews and revisits the previous Development Plan approved in March 2013.   The Joint Committee has previously agreed the Development Plan should be reviewed at 2 yearly intervals.

RECOMMENDED     (1) that the Portchester Crematorium Joint Committee Development Plan 2015 - 2020 be approved and adopted;

                                      (2) that the Development Plan be next reviewed in 2 year’s time.

(TAKE IN REPORT OF THE CLERK)

The Clerk explained the purpose of the report and sought the Joint Committee’s approval to the Development Plan for the period 2015 - 2020.    The Plan reviewed and revisited the previous Development Plan approved in March 2013.  

The Clerk also advised members that updated population and death projection information was now available.   Appendices 4 & 5 and Section 14 of the Plan would be revised accordingly.   The new statistics would not have a material effect upon the text within the main body of the report.  

Arising from consideration, the following main points were mentioned –

·         The opening sentence of section 1.1 required a textual amendment to recognise that Portchester Crematorium was not the only crematorium in south east Hampshire.

·         The statistical information within section 14 would be updated.

·         Portchester Crematorium took part in the metals recycling scheme operated by the Institute of Cemetery and Cremation Management.

RESOLVED (1) that the Portchester Crematorium Joint Committee Development Plan 2015 – 2020, as updated, be approved and adopted;

                     (2) that the Development Plan be next reviewed in 2 year’s time.

A report from the Engineer and Surveyor, dealing with progress being made on planned maintenance and building works, is attached.

RECOMMENDED that the Joint Committee notes the contents of the report.

(TAKE IN REPORT OF THE ENGINEER AND SURVEYOR)

In submitting his report the Engineer and Surveyor drew specific attention to the work being undertaken to install the three noise attenuation grilles.   These were received from the manufacturer in early February.    The technical aspects associated with fixing the grilles to the building were currently being examined, and a site meeting was due to take place on the 24 March.   

In response to a question regarding use of surplus heat, the Engineer and Surveyor explained that heat exchangers had been installed at the time the mercury abatement project was undertaken.    The intention was that these would be available to provide heating at an appropriate time in the future.

RESOLVED that the contents of the report be noted.

The purpose of the attached report from the Engineer and Surveyor is to advise on progress with the South Chapel Refurbishment project.

RECOMMENDED that the progress with this project be noted and that approval be given for an additional £20,000 provision to the scheme budget from existing resources.

(TAKE IN REPORT OF THE ENGINEER AND SURVEYOR)

In submitting his report the Engineer and Surveyor mentioned the specialist lighting consultant’s proposals, which were a key feature of the refurbishment scheme, making use of energy saving lighting.   The Engineer and Surveyor also mentioned the additional budgetary provision that would be required, as explained in the report.

The Engineer and Surveyor also updated members on the programme for the project, with work on site being undertaken during the summer months outside normal working hours.   

RESOLVED that the progress with this project be noted and that approval be given for an additional £20,000 provision to the scheme budget from existing resources.

A report from the Horticultural Consultant on grounds maintenance generally is attached.

RECOMMENDED that the report be received and noted.

(TAKE IN REPORT OF THE HORTICULTURAL CONSULTANT)

Arising from the report, the Horticultural Consultant mentioned that shrubs had been ordered which were due for delivery this week.   Grass cutting had recommenced in the week commencing 9 March 2015.

RESOLVED that the report be received and approved.

(a)  General Report attached

(b)Any other items of topical interest 

(a)  General Report

(TAKE IN REPORT OF THE MANAGER AND REGISTRAR)

In response to questions arising from his report, the Manager and Registrar reported that, as anticipated, during the current financial year there had been a reduction of approximately 15% in the number of cremations at Portchester.

RESOLVED that the report be received and noted.

(b)  Any other items of topical interest  

                      i.        Video Screens and Streaming of Services Through the Internet

The Manager and Registrar updated members on the uptake of the Internet service (for which a fee was charged), and the level of interest in making use of the video screens in both chapels for personal tributes during services.

                    ii.        Book of Remembrance On-Line

The Book of Remembrance was now available for viewing ‘On-Line’

RESOLVED that the report be received and noted.

RESOLVED that it be noted that the next meeting of the Joint Committee will be at 2pm on Monday 15 June 2015 in the Town Hall, Gosport.