Agenda and minutes

Portchester Crematorium Joint Committee
Monday, 14th March, 2016 2.00 pm

Venue: NEWLEASE ROOM (COMMITTEE ROOM 2), PUBLIC SERVICES PLAZA, HAVANT

Contact: John Haskell, Clerk to the Joint Committee  01329822533

Items
No. Item

Apologies for Absence (AI 1)

Councillor Tony Briggs (Chairman) engaged on other council business, and  Councillors David Guest (Havant BC); Ken Ellcome and Rob New (Portsmouth CC)

 

Welcome to New Member – Councillor Lee Mason (Portsmouth CC), and Councillor Yvonne Weeks (Havant BC) (standing deputy)

 

(Councillor Dennis Wright in the chair

in the absence of Councillor Tony Briggs)

673.

Declarations of Members' Interests

Minutes:

None.

674.

Minutes of the Meeting held on 14 December 2015 pdf icon PDF 168 KB

Attached

Minutes:

RESOLVED that the minutes of the meeting held on the 14 December 2015 be signed as a correct record.

675.

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

Minutes:

None.

676.

Clerk's Items

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

Minutes:

(a)  Recycling of Metals Scheme – Charitable Nomination

 

The Clerk reported that following consultation with members during January 2016, there was support for the submission of an application for the Rowans Hospice 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 Rowans Hospice who were consulted.

 

RESOLVED that the action taken be noted.

677.

Risk Management Strategy pdf icon PDF 123 KB

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.

Additional documents:

Minutes:

(TAKE IN REPORT OF THE TREASURER)

 

In submitting the report members’ attention was drawn to the principal changes that had been made to the strategic and operational risk registers previously approved in March 2015.

 

In considering the report members were advised that the Crematorium’s Business Continuity Plan had also recently been reviewed to check that its content and procedures were up-to-date.

 

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.

 

678.

Engineer and Surveyor's Report - Planned Maintenance and Building Works Progress Report pdf icon PDF 76 KB

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.

Minutes:

(TAKE IN REPORT OF THE ENGINEER AND SURVEYOR)

 

RESOLVED that the contents of the report be noted.

679.

Manager and Registrar's Report pdf icon PDF 125 KB

(a)          General Report attached

 

(b)         Any other items of topical interest     

Minutes:

(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, there had been a slight reduction in the number of cremations at Portchester.

 

RESOLVED that the report be received and noted.

 

(b)  Any other items of topical interest  - None 

680.

Horticultural Consultant's Report pdf icon PDF 156 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)  

 

Arising from the report, the Horticultural Consultant mentioned the complementary remarks that had been received from visitors to the gardens following Mothers’ Day.

 

RESOLVED that the report be received and approved.

681.

Portchester Crematorium Insurance Tender (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 Treasurer is to advise on tenders received for the insurance of Portchester Crematorium and the award to Allianz Insurance plc and ACE AUM.

 

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 TREASURER)

 

The Treasurer advised the Joint Committee on tenders received for the insurance of Portchester Crematorium and the award to Allianz Insurance plc and ACE AUM from 1 April 2016.

 

RESOLVED that the report be received and noted.

682.

Date of Next Meeting - Monday 13 June 2016 at 2pm in Gosport

Minutes:

It was noted that the next meeting of the Joint Committee will be at 2pm on Monday 13 June 2016 in the Town Hall, Gosport.