Agenda and minutes

Portchester Crematorium Joint Committee
Monday, 19th September, 2016 2.00 pm

Venue: Hurstwood Room, Public Services Plaza, Havant

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

Items
No. Item

698.

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 Councillor Lee Mason (Portsmouth City Council) be appointed Vice-Chairman for the municipal year 2016/17.

699.

Declarations of Members' Interests

Minutes:

None

700.

Minutes of the Meeting held on 13 June 2016 pdf icon PDF 155 KB

Minutes:

RESOLVED that the minutes of the meeting held on the 13 June 2016 be signed as a correct record.

701.

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

Minutes:

None

702.

Clerk's Items pdf icon PDF 404 KB

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

 

(a)          Metals Recycling Scheme – Charitable Nomination

 

(b)          Internal Audit Report 1083 (Attached)

Minutes:

(a)       Metals Recycling Scheme

 

The Clerk reported that following consultation with members during early September 2016, there was 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.

 

Arising out of a question about other possible recipients of grants, the Manager and Registrar advised that the scheme required any application to explain how the charity or organisation assisted bereavement.

 

RESOLVED that the action taken be noted.

 

(b)       Internal Audit Report 1083

 

(TAKEN IN REPORT DATED AUGUST 2016)

 

The Clerk and the Deputy Treasurer reported on the findings of this report which covered the Internal Audit work carried out in 2016/17 in accordance with the 5 year plan previously approved by the Joint Committee.

 

Overall, for the areas audited, the report found that adequate controls were in place and were working effectively.    Improvements had been suggested to some areas of performance management and monitoring, and arrangements were in hand to implement the suggestions.

 

RESOLVED that the report be received and the action being taken noted.

703.

Building Works Programme pdf icon PDF 83 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)

 

Arising out of a question, the Manager and Registrar reported that the officers would be looking at refurbishment opportunities for the North Chapel in the future as part of the maintenance programme.

 

RESOLVED that the contents of the report be noted.

704.

Manager and Registrar's Report pdf icon PDF 72 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 submitting his report the Manager and Registrar advised that, together with September’s figures to date, the number of cremations was in line with that expected.

 

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

 

(b)          Any other items of topical interest - None

705.

Horticultural Consultant's Report pdf icon PDF 118 KB

A report from the Horticultural Consultant on grounds maintenance generally.

 

RECOMMENDED that the report be received and noted.

Minutes:

(TAKE IN REPORT OF THE HORTICULTURAL CONSULTANT)

 

Members were advised that the Crematorium had received a Gold Medal in the 2016 South and South East Britain in Bloom Awards.

 

RESOLVED that the report be received and approved.

706.

Portchester Crematorium Grounds Maintenance Contract (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 is to provide options and a recommendation for the provision of horticultural grounds maintenance services when the current contract ends on the 31 December 2016.

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 report contained options for the provision of grounds maintenance services after this date.

 

The Joint Committee agreed (summarised) that arrangements be made to invite tenders for the grounds maintenance contract and that interim arrangements be made for the provision of grounds maintenance until the start of the new contract.

707.

Date of Next Meeting - Monday 12 December 2016 at 2pm in Portsmouth

Minutes:

Monday 12 December 2016 at 2pm in Portsmouth