Agenda and minutes

Portchester Crematorium Joint Committee
Monday, 10th December, 2018 2.00 pm

Venue: North Chapel,Portchester Crematorium,Upper Cornaway Lane,Fareham

Contact: John Haskell  02392 834057

Items
No. Item

Apologies for Absence (AI 1)

Councillors Keith Evans and Simon Martin (Chairman) (Fareham BC) – engaged on other urgent Council business, and Councillor Jeanette Smith (Portsmouth CC).

 

(Councillor Tim Pike, Vice Chairman in the Chair)

801.

Declarations of Members’ Interests

Minutes:

None

802.

Minutes of the Meeting held on 17 September 2018 pdf icon PDF 162 KB

Attached

Minutes:

RESOLVED that the minutes of the meeting held on the 17 September 2018 be signed as a correct record.

803.

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

Minutes:

None

804.

Clerk’s Items

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

Minutes:

None

805.

Finance Strategy and Budget for 2019/20 pdf icon PDF 131 KB

The Finance Strategy was last approved by Members in December 2017, setting out the principles on which the strategy has been compiled, together with risks and other aspects of the financial management framework that the Crematorium operates in.

 

The attached report from the Treasurer encloses an updated Finance Strategy which provides a clear overview of the Joint Committee’s financial framework and provides added assurance to the Joint Committee and to the constituent authorities that sound and effective arrangements are in place to manage the Crematorium’s finances.

 

RECOMMENDED  (1) that the Finance Strategy 2019/20, attached as Appendix A to the report, be approved;

 

(2) that the Finance Strategy 2019/20 be sent to the four constituent authorities to note for their information.

Minutes:

(TAKE IN REPORT OF THE TREASURER)

 

The Deputy Treasurer presented and highlighted the key aspects of the report including that cremation numbers had now stabilised.

 

RESOLVED (1) that the Finance Strategy 2019/20, attached as Appendix A to the report, be approved;

 

                     (2) that the Finance Strategy 2019/20 be sent to the four constituent authorities to note for their information.

 

806.

Revenue Budget Report - 2019/20 pdf icon PDF 259 KB

The purpose of the attached report from the Treasurer is to set out the revenue budget for 2018/19 and 2019/20, together with the repairs and renewals and capital fund contributions for 2018/19 and 2019/20 and a review of fees and charges for 2019/20. The current capital works programme for future years has also been included for information.

 

RECOMMENDED (a) That the capital works programme as detailed in Appendix D be approved;

 

(b) That the Joint Committee approves the proposed cremation fees and other charges as set out in Appendices B & C from 1 April 2019;

 

(c) That the proposed revenue account estimates as set out in Appendix A to the report be approved subject to the Joint Committee’s decisions in respect of recommendations a & b above;

 

(d)  That the Joint Committee considers writing to the Leader of each constituent authority to advise them of the annual payment to be received from the Portchester Crematorium Joint Committee in 2019/19 and the reduction in 2019/20.

Minutes:

(TAKE IN REPORT OF THE TREASURER)

 

The Deputy Treasurer presented and highlighted key aspects within the report on the revenue budget for 2018/19 and 2019/20.   This included repairs and renewals and capital fund contributions for 2018/19 and 2019/20 and a review of fees and charges for 2019/20.   The cremation fee charged was well below other crematoria.

 

Arising from consideration and discussion including the level of cremation fee and the need to provide for sufficient funding for future projects,it was also clarified that in Appendix B (Use of Organ) – the higher fee was applicable for services in the south chapel.

 

RESOLVED (a)  That the capital works programme as detailed in

Appendix D be approved;

 

                      (b) That the proposed cremation fees and other charges as set out in Appendices B & C from 1 April 2019 be approved;

 

                      (c) That the proposed revenue account estimates as set out in Appendix A to the report be approved;

 

                       (d) That the Leader of each constituent authority be advised of the annual payment to be received from the Portchester Crematorium Joint Committee in 2018/19 and in 2019/20.

 

807.

Building Works Programme pdf icon PDF 77 KB

Report from the Property Manager attached.

 

RECOMMENDED that the contents of the report be noted.

Minutes:

(TAKE IN REPORT OF THE PROPERTY MANAGER)

 

In presenting his report the Property Manager explained that some of the works proposed were currently ‘on hold’ awaiting completion of the North Chapel scheme to ensure there were not two contractors on site at the same time.

 

RESOLVED that the contents of the report be noted.

808.

North Chapel Refurbishment pdf icon PDF 110 KB

Report from the Property Manager attached.

 

RECOMMENDED that the contents of the report be noted.

Minutes:

(TAKE IN REPORT OF THE PROPERTY MANAGER)

 

Robert Benn (RBA Architects Ltd), architect for the scheme, was present and gave members an overview of the project, which included –

 

           Removal of the existing ceiling in order to increase the volume of the chapel and create a more spacious appearance by realigning the ceiling into the roof space;

 

           Introducing wooden cladding to the walls, similar to that used in the South Chapel;

 

           Provision of low energy feature lighting (three pendent light fittings were still awaited from the manufacturer and due for delivery before Christmas);

 

           Reorientation of the catafalque and new curtains;

 

           Replacement of the wooden pews with linked individual chairs, some with arms (which were due to arrive within the next few days). 

 

Members welcomed the work undertaken and the quality of the excellent finishes achieved, which had created an ‘airy’ and welcoming space.

 

Following the meeting the Joint Committee was given a guided tour of the crematorium facilities, during which members were shown the various aspects of the cremation process and the procedural arrangements for cremations.

 

RESOLVED that the report be noted, and the appreciation of the Joint Committee for the excellent standard of work achieved and undertaken be conveyed to RBA Architects, Premier Interiors (the main contractor), the Property Manager, and all others involved in the successful conclusion of the project.

 

809.

Manager and Registrar’s Report pdf icon PDF 126 KB

(a)  General Report attached

 

(b)  Monitoring Register of Public Comments

 

(c)  Any other items of topical interest

Additional documents:

Minutes:

(a)       General Statistical Report

 

(TAKE IN REPORT OF THE MANAGER AND REGISTRAR)

 

RESOLVED that the report be received and noted.

 

(b)       Any other items of topical interest – public comments register

 

(TAKE IN REPORT OF THE MANAGER AND REGISTRAR)

 

Arising from the report, the Clerk updated members on the content of the two letters that had been received and the letters he had sent apologising to both families who had complained about the appearance of the North Chapel whilst it was undergoing refurbishment.

  

RESOLVED that the report be noted.

 

810.

Horticultural Consultant’s Report – Grounds Maintenance pdf icon PDF 130 KB

Report from the Horticultural Consultant on grounds maintenance attached.

 

RECOMMENDED that the report be received and noted.

Minutes:

(TAKE IN REPORT OF THE HORTICULTURAL CONSULTANT)

 

In the absence of Ashley Humphrey, the Horticultural Consultant, Mr Doug Gray presented the report, and in doing so also mentioned that various timber structures were recently treated.    

 

RESOLVED that the report be received and approved.

 

811.

Date of Next Meeting – Monday 25 March 2019 at 2pm in Fareham

Minutes:

Members discussed and agreed that for the foreseeable future meetings of the Joint Committee should be held at the Crematorium North Chapel rather than alternating between each local authority area.

 

RESOLVED that Joint Committee next meet at 2pm on Monday 25 March 2019 in the North Chapel, Portchester Crematorium, and that future meetings also be held at the Crematorium.