Agenda and minutes

Portchester Crematorium Joint Committee
Monday, 15th June, 2015 2.00 pm

Venue: COMMITTEE ROOM 1, TOWN HALL, GOSPORT

Contact: Telephone enquiries to John Haskell, Clerk to the Joint Committee 023 9283 4913 

Items
No. Item

Apologies for Absence (AI 1)

Councillor Dennis Wright (Gosport BC - standing deputy in attendance); Councillor David Guest (Havant BC); and Councillors Rob New & Ken Ellcome (Portsmouth City Council).  Andy Wannell (Treasurer) and Mark Pam (Deputy Engineer & Surveyor)

 

Welcome and Introductions

 

Councillors Susan Bell (Fareham BC) and Keith Gill (Gosport BC) were welcomed to the meeting.

633.

Appointment of Chairman

It is the policy of the Joint Committee to adopt a rotating basis for the appointment of chairman and vice chairman.   The Chairman for the 2015/16 municipal year should therefore be appointed from one of Havant’s representatives.

Minutes:

RESOLVED that Councillor Tony Briggs (Havant Borough Council) be appointed Chairman for the 2015/16 municipal year.

 

(Councillor Tony Briggs in the Chair)

634.

Appointment of Vice-Chairman

The Vice-Chairman should be appointed from one of Gosport’s representatives as it will be Gosport’s turn to act as Chairman for the 2016/17 municipal year.

Minutes:

RESOLVED that the appointment of a Gosport Borough Council representative as vice-chairman be considered at the next meeting.

635.

Declarations of Members' Interests

Minutes:

None

636.

Minutes of the Meeting held on 16 March 2015 pdf icon PDF 163 KB

Attached.

Minutes:

RESOLVED that the minutes of the meeting held on the 16 March 2015 be signed as a correct record.

637.

Matters Arising from the Minutes not specifically referred to on the Agenda

Minutes:

None

638.

Clerk's Items

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

Minutes:

None

639.

Portchester Crematorium Joint Committee - Annual Report - 2014/15 pdf icon PDF 285 KB

The purpose of the attached report by the Clerk is to place on record and inform members of the principal work of the Joint Committee during the 2014/15 financial year.

 

RECOMMENDED that the annual report for the 2014/15 financial year be noted and received and it be sent for information to each constituent authority.

Minutes:

(TAKE IN REPORT OF THE CLERK TO THE JOINT COMMITTEE)

 

RESOLVED that the annual report for the 2014/15 financial year be noted and received and it be sent for information to each constituent authority.

640.

Comprehensive Income and Expenditure Statement 2014/15 pdf icon PDF 235 KB

The purpose of the attached report from the Treasurer is to review the Joint Committee’s revenue income and expenditure for the year ending 31 March 2015.

 

RECOMMENDED that the contents of the report be noted.

 

Minutes:

(TAKE IN REPORT OF THE TREASURER)

 

The Deputy Treasurer presented the report and in doing so drew specific attention to a number of items including the number of cremations undertaken; fees and income received; the level of contribution to each of the constituent authorities; and the amount of contribution made to the Capital Works and Repairs & Renewals Funds.

 

In noting that 22 cremations of those under 16 years of age were carried out at no charge, and in response to questions, the Manager and Registrar explained that Portchester followed guidelines issued by the Institute of Cremation and Cemetery Management in respect of infant and child cremations.    He also explained the long standing processes and procedures followed in and after the cremation process.

 

RESOLVED that the contents of the report be noted.

641.

Annual Return for the Financial Year Ended 31 March 2015 pdf icon PDF 316 KB

The purpose of the attached report from the Treasurer is to advise that the Joint Committee’s accounts have been prepared in compliance with the format prescribed by the Accounts and Audit (England) Regulations 2011. 

   

Section 2 of the document includes the Annual Governance Statement.   A background paper is attached to the statement as an appendix giving a short explanation of the key components upon which the Joint Committee can rely in agreeing the Annual Governance Statement.

 

RECOMMENDED that the Annual Return for the financial year ending 31 March 2015 be approved and signed as appropriate, as follows -

 

(a)  Section 1 - Accounting Statements for Portchester Crematorium Joint Committee be approved and signed;

 

(b)  Section 2 - Annual Governance Statement be approved and signed;

 

(c)  Section 4 - Annual Internal Audit Report be noted.

Minutes:

(TAKE IN REPORT OF THE TREASURER)

 

The Deputy Treasurer presented the report and in doing so drew specific attention to each section of the Annual Return.

 

RESOLVED that the Annual Return for the financial year ending 31 March 2015 be approved and signed as appropriate, as follows -

 

(a)          Section 1 - Accounting Statements for Portchester Crematorium Joint Committee be approved and signed;

 

(b)          Section 2 - Annual Governance Statement be approved and signed;

 

(c)          Section 4 - Annual Internal Audit Report be noted.

642.

Financial Regulation 12 - Income and Banking pdf icon PDF 251 KB

The attached report from the Treasurer makes recommendations for the adoption of a revised Regulation 12 to the Joint Committee’s Financial Regulations.

 

RECOMMENDED that the revised Regulation 12 be approved.

Minutes:

(TAKE IN REPORT OF THE TREASURER)

 

The Deputy Treasurer presented the report during which it was confirmed  the Manager and Registrar supported the procedures set out in the document. 

 

RESOLVED that the revised Regulation 12 be approved.

643.

Building Works Programme pdf icon PDF 89 KB

Report from the Engineer and Surveyor attached.

 

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

Minutes:

(TAKE IN REPORT OF THE ENGINEER AND SURVEYOR)

 

In presenting this report the Engineer and Surveyor referred to item 1511 – sound attenuation.   He explained that the work on installing the acoustic grilles was completed successfully on Saturday 6 June.    A series of sound level readings would be taken to compare with previous readings.

 

Councillor Bell (in her capacity as a ward councillor for the area) thanked all those involved for bringing this work to a satisfactory completion.   The Manager and Registrar mentioned that he had taken the opportunity recently to show a local resident the complexity of the equipment involved and the work required to achieve the sound attenuation.

 

RESOLVED that the contents of the report be noted.

644.

Crematorium South Chapel Refurbishment pdf icon PDF 112 KB

The purpose of the attached report by the Engineer and Surveyor is to advise on progress with the project for the refurbishment of the South Chapel.

 

RECOMMENDED that the report be received and noted.

Minutes:

(TAKE IN REPORT OF THE ENGINEER AND SURVEYOR)

 

In presenting his report the Engineer and Surveyor showed members samples of the wood (African Ayous) to be used for the internal cladding of the chapel.     Members were also informed that tenders were now due to be returned on the 26 June (one week later than previously notified to allow further time for tenderers to consider additional information that had been supplied to them in response to enquiries).

 

Members were advised that it was hoped the project might be completed during September 2015. At an appropriate time the Joint Committee might meet at the Crematorium or have an arranged site visit.

 

RESOLVED that the report be received and noted

645.

Manager and Registrar's Report pdf icon PDF 124 KB

(a)  General Report attached

 

(b)Any other items of topical interest

Minutes:

(a)          General Statistical Report

 

(TAKE IN REPORT OF THE MANAGER AND REGISTRAR)

 

In response to a question the Manager and Registrar explained the current level of the number of cremations that had been reached and that this was in accordance with what had been anticipated.   He felt a stable level had been reached which in turn would enable satisfactory future financial planning.

 

RESOLVED that the report be received and noted.

 

(b)          Any other items of topical interest - None (although see Minute 640 in respect of information given regarding the cremation of children).

 

RESOLVED that the report be received and noted.

646.

Horticultural Consultant's Report pdf icon PDF 101 KB

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

 

RECOMMENDED that the report be received and noted.

Minutes:

(TAKE IN REPORT OF THE HORTICULTURAL CONSULTANT)

 

RESOLVED that the report be received and approved.

647.

Grievance and Disciplinary Appeals Committee - Appointment of Representatives

To appoint 3 members and 3 standing deputies to serve on the Appeal Committee, as agreed on 14 June 2010 under minute 360.

Minutes:

RESOLVED that Councillors Susan Bell, Alan Scard and Dennis Wright be appointed, (together with Councillors Keith Evans and Tony Briggs as standing deputies) to serve on the Appeals Committee, as agreed on 14 June 2010 under minute 360.

648.

Dates of Future Meetings

RECOMMENDED that the Joint Committee meets at 2pm on a rotating basis on the following dates in 2015/16, at the venues indicated –

        

          Monday 14 September 2015 (Havant)

          Monday 14 December 2015 (Portsmouth)

          Monday 14 March 2016 (Fareham)

          Monday 13 June 2016 (Gosport)

Minutes:

RESOLVED that the Joint Committee meets at 2pm on a rotating basis on the following dates in 2015/16, at the venues indicated –

 

Monday 14 September 2015 (Havant)

Monday 14 December 2015 (Portsmouth)

Monday 14 March 2016 (Fareham)

Monday 13 June 2016 (Gosport).