Agenda and minutes

Portchester Crematorium Joint Committee
Monday, 13th June, 2016 2.00 pm

Venue: Committee Room 1, Town Hall, Gosport Borough Council

Contact: John Haskell, Clerk to the Joint Committee 023 9283 4057 

Items
No. Item

683.

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 2016/17 municipal year should therefore be appointed from one of Gosport’s representatives.

Minutes:

RESOLVED that Councillor Dennis Wright (Gosport Borough Council) be appointed Chairman for the 2016/17 municipal year.

 

(Councillor Dennis Wright in the Chair)

684.

Appointment of Vice-Chairman

The Vice-Chairman should be appointed from one of Portsmouth’s representatives as it will be Portsmouth’s turn to act as Chairman for the 2017/18 municipal year.

Minutes:

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

685.

Declarations of Members' Interests

Minutes:

None.

686.

Minutes of the Meeting held on 14 March 2016 pdf icon PDF 142 KB

Minutes:

RESOLVED that the minutes of the meeting held on the 14 March 2016 be signed as a correct record.

687.

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

(a)  Minute 676 – Recycling of Metals Scheme – Charitable Nomination

 

To report that the Rowans Hospice has been awarded £4,445 under the metals recycling scheme operated by the Institute of Cemetery and Cremation Management.

Minutes:

(a)  Minute 676 – Recycling of Metals Scheme – Charitable Nomination

 

The Joint Committee was advised that the Rowans Hospice had been awarded £4,445 under the metals recycling scheme operated by the Institute of Cemetery and Cremation Management.

688.

Clerk's Items

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

 

(a)  Planning Application – 1 Upper Cornaway Lane

Minutes:

(a)  Planning Application – 1 Upper Cornaway Lane

 

The Clerk reported that planning permission had now been granted to permit this property to be used for a mixed use comprising tea room and florist along with continued use for residential purposes.   The permission was personal to the applicant and contained a number of conditions including no functions (including funeral wakes) being held between 9am and 4pm on weekdays.

 

The Clerk reminded the Joint Committee that at the time the application was made he had consulted with members and it was agreed that he should submit representations drawing attention particularly to car parking issues that could arise from the proposed facility, especially if it offered functions and funeral wakes. 

 

The Joint Committee was also advised that in granting permission the applicant’s attention had been drawn to covenants on the property limiting its use to a single private residence and that no private or commercial vehicles owned or visiting the property should be parked within the crematorium grounds.   It would be for the applicant to deal with these matters with Fareham Borough Council’s Estates Surveyor.

 

RESOLVED that the Clerk’s report be noted.   

689.

Annual Return for the Financial Year Ended 31 March 2016 pdf icon PDF 339 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 2016 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 2016 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)          That the Income and Expenditure Statement for the year ended 31 March 2016 and Balance Sheet as at 31 March 2016 be noted.

690.

Portchester Crematorium Joint Committee - Annual Report - 2015/16 pdf icon PDF 299 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 2015/16 financial year.

 

RECOMMENDED that the annual report for the 2015/16 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 2015/16 financial year be noted and received and it be sent for information to each constituent authority.

691.

Building Works Programme pdf icon PDF 84 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)

 

The report was presented by the Deputy Engineer and Surveyor

 

RESOLVED that the contents of the report be noted.

692.

Manager and Registrar's Report pdf icon PDF 125 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 was in line with what had been anticipated.  Reference was also made to the effect of falling gas prices.  The cost of 2.0912 pence per kilowatt hour in November 2014 had reduced to 1.624 pence per kilowatt hour in November 2015 (a reduction of 22%) and this price was fixed for 12 months until November 2016.

 

RESOLVED (a) that the report be received and noted.

 

(b)  Any other items of topical interest - None

693.

Horticultural Consultant's Report pdf icon PDF 117 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.

694.

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.

695.

Building Surveying Consultancy Service

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 from the Engineer and Surveyor is to enable the Joint Committee to consider the way in which the building surveying service is provided and to recommend a formalisation of the present arrangements.

 

RECOMMENDED that the recommendation contained within the report be approved.

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)

 

Consideration was given to the report presented by the Deputy Engineer and Surveyor on the way in which the building surveying service is provided and to recommend a formalisation of the present arrangements.

 

RESOLVED that the current arrangements whereby building consultancy support services are provided by Fareham Borough Council’s in-house staff is continued subject to one year’s notice on either side.

696.

Portchester Crematorium Grounds Maintenance Contract

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 officers will report on arrangements for inviting tenders for the new grounds maintenance contract due to run from January 2017.

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 MINUTE)

 

The officers reported that the present grounds maintenance contract would expire on 31 December 2016.  

 

The Joint Committee agreed (summarised) that the officers should report back to the next meeting on options for the future provision of grounds maintenance at the crematorium.

697.

Dates of Future Meetings

RECOMMENDED that the Joint Committee meets at 2pm on a rotating basis on the following dates in 2016/17, at the venues indicated –

         

Monday 19 September 2016 (Havant)

Monday 12 December 2016 (Portsmouth)

Monday 20 March 2017 (Fareham)

Monday 26 June 2017 (Gosport)

Minutes:

RESOLVED that the Joint Committee meets at 2pm on a rotating basis on the following dates in 2016/17, at the venues indicated – 

 

Monday 19 September 2016 (Havant)

Monday 12 December 2016 (Portsmouth)

Monday 20 March 2017 (Fareham)

Monday 26 June 2017 (Gosport)