Agenda and minutes

Portchester Crematorium Joint Committee
Monday, 14th September, 2015 2.00 pm

Venue: Collingwood Room Fareham Borough Council

Items
No. Item

649.

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:

In the absence of the Chairman members –

 

RESOLVED that Councillor Dennis Wright (Gosport Borough Council) be appointed Vice Chairman for the 2015/16 municipal year.

 

(Councillor Dennis Wright in the Chair)

650.

Declaration of Members' Interests

651.

Minutes of the Meeting held on 15 June 2015 pdf icon PDF 153 KB

… Attached

Minutes:

RESOLVED that the minutes of the meeting held on the 15 June 2015 be signed as a correct record.

652.

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

653.

Clerk's Items

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

Minutes:

None.

654.

Recycling of Metals Scheme - Charitable Nomination

Following consultation with members during August, there was widespread support for the submission of an application for the Macmillan Nurses under the metals recycling scheme operated by the Institute of Cemetery and Cremation Management.    The application has now been submitted, with the support of the Macmillan Nurses who were consulted.

Minutes:

The Clerk reported that following consultation with members during August, there was widespread support for the submission of an application for the Macmillan Nurses under the metals recycling scheme operated by the Institute of Cemetery and Cremation Management.    The application had now been submitted, with the support of the Macmillan Nurses who were consulted.

 

RESOLVED that the action taken be noted

655.

External Audit for the Year Ended 31 March 2015 - Audited Annual Return pdf icon PDF 19 KB

BDO LLP, the External Auditors for the Portchester Crematorium Joint Committee, have completed their work and provided an unqualified Certificate and Opinion on the Annual Return for the year ending 31 March 2015.

 

The attached report from the Treasurer seeks acceptance and approval of the audited Annual Return.

 

RECOMMENDED that the audited Annual Return be accepted and approved.

Additional documents:

Minutes:

(TAKE IN REPORT OF THE TREASURER)

 

The Treasurer reported that BDO LLP, the External Auditors for the Portchester Crematorium Joint Committee, had completed their work and provided an unqualified Certificate and Opinion on the Annual Return for the year ending 31 March 2015.

 

The Joint Committee was advised that for future years the current system of an external auditor being responsible for the joint committee would change with each constituent local authority then becoming responsible for the audit.

 

RESOLVED that the audited Annual Return be accepted and approved.

656.

Building Works Programme pdf icon PDF 132 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 the absence of the Engineer and Surveyor and Deputy, the Clerk and Treasurer submitted the report and answered questions arising.   These included reference to the building costs in respect of the South Chapel refurbishment and the internal redecoration rolling programme.

 

In respect of the sound attenuation works that had been undertaken as part of the mercury abatement project, the Joint Committee was advised that the work appeared to have been successful in eliminating any noise emanating from the building, and officers advised that the effect of the work was being monitored. 

 

RESOLVED that the contents of the report be noted.

657.

Manager and Registrar's Report pdf icon PDF 73 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)

 

The Deputy Manager and Registrar submitted the report.   Members were advised that the number of cremations undertaken to date was in line with the projected figure.

 

RESOLVED that the report be received and noted.

 

(b)          Any other items of topical interest – Crematorium Web Site

 

The Joint Committee was advised that work was proceeding on the design for refreshing the Crematorium’s web site.

 

RESOLVED that the report be received and noted.

658.

Horticultural Consultant's Report pdf icon PDF 102 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.

659.

Crematorium South Chapel Refurbishment (Exempt Item)

Before considering this item the Joint Committee will be asked to pass the following resolution –

 

RECOMMENDED that the public be excluded from the meeting during this item of business because it is likely that if members of the public were present there would be disclosure to them of ‘exempt information’ within paragraph 3 of Part 1 of Schedule 12A of the Local Government Act 1972.

 

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

 

RECOMMENDED that the report be received and noted.

Minutes:

Before considering this item the Joint Committee –

 

RESOLVED that the public be excluded from the meeting during this item of business because it is likely that if members of the public were present there would be disclosure to them of ‘exempt information’ within paragraph 3 of Part 1 of Schedule 12A of the Local Government Act 1972.

 

      (TAKE IN EXEMPT REPORT OF THE ENGINEER AND SURVEYOR)

 

In the absence of the Engineer and Surveyor and Deputy, the Clerk and Treasurer submitted the report.    In response to questions from members the Treasurer advised on tenders received for the refurbishment of the South Chapel project and the methodology and criteria used to assess those tenders.  Officers noted the views of members regarding the future application of criteria to ensure that ‘undue emphasis or weighting’ was not given to one particular element of a tender.

 

RESOLVED that the report be received and noted.

 

660.

Date of Next Meeting

RECOMMENDED that it be noted that the next meeting of the Joint Committee will be at 2pm on Monday 14 December 2015 in the Civic Offices, Portsmouth.                  

Minutes:

RESOLVED that the next meeting of the Joint Committee will be at 2pm on Monday 14 December 2015 in the Civic Offices, Portsmouth, and that if possible the meeting on 14 March 2016 be held at Havant.