Agenda and minutes

Portchester Crematorium Joint Committee
Monday, 23rd September, 2019 2.00 pm

Venue: NORTH CHAPEL, PORTCHESTER CREMATORIUM, UPPER CORNAWAY LANE, FAREHAM

Contact: to John Haskell, Clerk to the Joint Committee 

Items
No. Item

Joint Committee Membership & Introductions

Councillor Lee Hunt (Portsmouth CC) was welcomed to the meeting,

replacing Councillor Jeanette Smith, who was no longer a member of

Portsmouth’s Executive.

Apologies for Absence

Councillor Steve Pitt (Portsmouth CC) on other council business, Councillor

Leah Turner (Havant BC), and Councillor Keith Evans (Fareham BC).

833.

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 2020/21 municipal year.

Minutes:

RESOLVED that Councillor June Cully (Gosport BC), be appointed vice chairman, for the municipal year 2019/20.

834.

Declarations of Members’ Interests

Minutes:

None

835.

Minutes of the Meeting held on 24 June 2019 pdf icon PDF 246 KB

Attached

Minutes:

RESOLVED that the minutes of the meeting held on the 24 June 2019 be

signed as a correct record.

836.

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

Minutes:

None

837.

Clerk’s Items

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

Minutes:

The Clerk to the Joint Committee reported that a grounds clearance was

undertaken recently, following one month’s advance notice during August. A

considerable amount of memorial items and related material were removed

and placed into store, to await collection by families. He reported receipt of

correspondence from a Gosport resident complaining about the way in which

the clearance had been undertaken and the way in which items had been

stored.

 

The Manager and Registrar explained the procedure that was followed by

staff in removing items from the grounds and placing them into large crates,

which were then placed on shelves in a small store room, to await public

collection. Anything not collected by the time of the next clearance was

treated as abandoned and then disposed of. The recent clearance was the

first for 12 months, and there had been a number of instances of staff being

subjected to verbal abuse, both in person and by telephone.

 

Members discussed the issues arising and the long standing policy that no

permanent memorials, plaques and other ornaments are permitted to be left

in the grounds. This requirement was made clear on the forms signed by

relatives at the time of booking a funeral. Signs to this effect were also

displayed in the grounds.

 

Whilst members understood why some families wished to try and leave

lasting tributes, there was concern at the appearance of such items and the

effect upon the gardens. Arising from discussion it was agreed that the

officers bring forward for consideration at a future meeting options for

addressing the problems arising from the unauthorised deposit of memorials,

plaques and similar items in the grounds of the crematorium.

 

RESOLVED that the Clerk to the Joint Committee, in consultation with

the other officers, bring forward a report for consideration on options

for addressing the problems arising from the unauthorised deposit of

memorials, plaques and similar items in the grounds of the

crematorium.

838.

Risk Management pdf icon PDF 524 KB

The Risk Management Framework and the Policy Statement for Portchester Crematorium are subject to annual review. The purpose of the attached report from The Treasurer is to set out the updated documents for approval by the Joint Committee.

 

RECOMMENDED   (a) that the Risk Management Strategic Framework and Policy as set out in Appendix A and B of this report be approved.

 

(b) that the Risk Management progress report set out

in Appendix C be noted.

Minutes:

(TAKE IN REPORT OF THE TREASURER)

 

The Deputy Treasurer amplified the contents of the report and answered

questions from members, including confirming that there were no new

budgetary pressures as financial provision had already been made for any

items that had been identified as requiring action.

The Clerk to the Joint Committee advised that a staffing report in respect of

business continuity would be brought forward to the next meeting.

 

RESOLVED (1) that the Risk Management Strategic Framework and

Policy as set out in Appendices A & B of the report be approved;

 

(2) that the Risk Management progress report set out in

Appendix C be noted.

 

 

839.

Building Works Programme pdf icon PDF 34 KB

Report from the Property Manager attached.

 

RECOMMENDED that the Joint Committee notes the contents of the report.

Minutes:

(TAKE IN REPORT OF THE PROPERTY MANAGER)

 

In presenting his report the Property Manager mentioned specifically the Book

Room refurbishment and the Water Feature Feasibility study, and answered

questions from members.

 

RESOLVED that the contents of the report be noted.

840.

Manager and Registrar’s Report pdf icon PDF 191 KB

(a)          General Report - attached

 

(b)          Monitoring Register of Public Comments - attached

 

(c)          Any other items of topical interest – Recycling of Metals Scheme –

Nomination

Additional documents:

Minutes:

(a) General Statistical Report

 

(TAKE IN REPORT OF THE MANAGER AND REGISTRAR)

 

Arising from his report and questions, the Manager and Registrar commented

generally on the statistical information.

 

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)

 

RESOLVED that the report be noted with interest.

 

(c) Any other matters –

Recycling of Metals Charitable Scheme - Nominations

 

RESOLVED (1) that in the current round Naomi House Children’s

Hospice be nominated for an award under the scheme;

 

(2) that in preparation for the next round the officers

consider and check with the ICCM (Institute of Cemetery and

Crematorium Management) whether a local suicide prevention charity

could be nominated.

841.

Horticultural Consultant’s Report pdf icon PDF 178 KB

General Report

 

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)

 

In submitting his report the Horticultural Consultant said that the South and

South East In Bloom judging took place on Friday 28 June, and that the

Crematorium had recently been advised that it had received a gold award.

Members expressed appreciation to the Brighstone Horticultural Team and its

on-site supervisor for the special efforts in preparation for and on the day of the judging.

 

RESOLVED that the report be received and approved, and the

congratulations of the Joint Committee be recorded and passed to the

Horticultural team and Brighstone Landscapes, the grounds contractor.

842.

Date of Next Meeting

The Next meeting is scheduled to be held at 2pm on Monday 16 December 2019, and items to be considered will include the Finance Strategy for 2020/21, and the Revenue Budget for 2020/21.

Minutes:

RESOLVED that the next meeting of the Joint Committee be held at 2pm

on Monday 9 December 2019 at Portchester Crematorium.