Agenda and minutes

Portchester Crematorium Joint Committee - Monday, 14th December, 2020 2.00 pm

Venue: Virtual Remote Meeting. View directions

Contact: Clerk to the Joint Committee 023 9283 4057 

Webcast: View the webcast

Items
No. Item

Introduction

The Clerk to the Joint Committee explained the arrangements for the holding of this virtual remote meeting. This was taking place in accordance with the regulations issued by government to allow local authority meetings to take place remotely using video or telephone conferencing technology.

Apologies for Absence

Apologies were submitted on behalf of Councillors Keith Evans and Simon Martin (Fareham BC); Councillor Michael Wilson (Havant BC – engaged on other council business); Councillor Lee Hunt (Portsmouth CC), and Ashley Humphrey (Horticultural Consultant)

870.

Declarations of Members’ Interests

Minutes:

None

871.

Minutes of the Meeting held on 28 September 2020 pdf icon PDF 270 KB

Minutes:

RESOLVED that the minutes of the meeting held on the 28 September 2020 be signed as a correct record.

872.

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

Minutes:

(a) Minute 864 – Carbon Emissions

 

The Manager and Registrar explained that having spoken to Fareham’s Environmental Health Officer no comparisons were made between crematoria as each crematorium reported on carbon emissions to its own environmental health department.

 

The Manager also referred to a recently published article in PHAROS magazine about the impact of carbon emissions on the green agenda, which would be circulated to members for their information.

 

(b) Minute 865 – Cultivation of plants

 

Following the question raised at the previous meeting, members were advised that peat was not used at all in the cultivation of plants used at the Crematorium.

873.

Clerk's Items

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

Minutes:

(a) The late Brian Kidd, former Horticultural Consultant

 

The Clerk reported sadly that Brian Kidd, the former Horticultural Consultant for some 23 years from 1980 to 2003, passed away on the 29th November. He mentioned that in Brian’s memory it might be appropriate next year to carry out an enhancement of the Brian Kidd summerhouse located in the grounds.

 

(b) Portchester Crematorium – Lease extension

 

Work was taking place on preparation of a new lease and in the meantime until this was concluded the Joint Committee would be holding over on the existing terms and conditions.

 

874.

Finance Strategy and Budget for 2021/22 pdf icon PDF 179 KB

The Finance Strategy was last approved by Members in December 2019, 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 2021/22, attached as Appendix A to the report, be approved;

 

(2) that the Finance Strategy 2021/22 be sent to the four constituent authorities to note for their information.

Minutes:

(TAKE IN REPORT OF THE TREASURER)

 

RESOLVED

 

(1) that the Finance Strategy 2021/22, attached as Appendix A to the report, be approved;

 

(2) that the Finance Strategy 2021/22 be sent to the four constituent authorities to note for their information.

875.

Revenue Budget Report - 2021/22 pdf icon PDF 918 KB

The purpose of the attached report from the Treasurer is to set out the revenue budget for 2020/21 and 2021/22, together with the repairs and renewals and capital fund contributions for 2020/21 and 2021/22 and a review of fees and charges for 2021/22. 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 2021;

 

(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 2020/21 and 2021/22.

Minutes:

(TAKE IN REPORT OF THE TREASURER)

 

The Deputy Treasurer amplified the content of this report and in doing so drew particular attention to the recommendation to retain and not increase the present cremation fee for the year from 1 April 2021.

 

RESOLVED

 

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

 

(b) That the Joint Committee approves the proposed cremation fees and other charges as set out in Appendices B & C to the report from 1 April 2021;

 

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

 

(d) That the Joint Committee writes to the Leader of each constituent authority to advise them of the annual payment to be received from the Portchester Crematorium Joint Committee in 2020/21 and 2021/22.

 

876.

Portchester Crematorium Coronavirus Covid-19 Response - Autumn Update pdf icon PDF 410 KB

Report from the Clerk to the Joint Committee and the Manager and Registrar attached.

Minutes:

(TAKE IN REPORT OF THE CLERK AND

THE MANAGER AND REGISTRAR)

 

In submitting the report, the Manager and Registrar mentioned in particular –

 

• In respect of Obitus, the very good feedback from service users on the quality of the new multi-media system];

 

that unclaimed items cleared from the garden during March and August had now been disposed of;

 

the complimentary feedback received from an individual on the new open air garden clearance storage facility;

 

consideration of arrangements to seek to avoid in the lead up to Christmas the crossover of garden visitors with those attending funerals.

 

Members complimented the appearance of the grounds and the action being taken by staff during pandemic.

 

RESOLVED that the further action taken in continuing to respond to the Coronavirus Pandemic be noted.

877.

Portchester Crematorium Risk Management pdf icon PDF 540 KB

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

 

RECOMMENDED   (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 to the report be noted.

Minutes:

(TAKE IN REPORT OF THE TREASURER)

 

RESOLVED

 

(1) that the Risk Management Strategic Framework and Policy as set out in Appendices A & B to the report be approved;

 

(2) That the Risk Management progress report set out in Appendix C to the report be noted.

878.

Building Works and Renewals Programme pdf icon PDF 124 KB

Report from the Property Manager attached.

Minutes:

(TAKE IN REPORT OF THE PROPERTY MANAGER)

 

RESOLVED that the contents of the report be noted.

879.

Manager and Registrar's Report pdf icon PDF 193 KB

(a)  General Report attached

 

(b)  Any other items of topical interest

 

Recycling of Metals Charitable Scheme – To report the scheme has approved a donation to the Rowans Hospice.

Minutes:

(a) General Statistical Reports for September - November 2020

 

(TAKE IN REPORT OF THE MANAGER AND REGISTRAR)

 

In submitting the report, the Manager and Registrar advised that the 3,232 cremations carried out to the end of November now exceeded the total number undertaken during 2019.

 

Although a large number of ashes had been removed from the crematorium

many were now being returned for scattering. The crematorium was now up-to-date with appointments.

 

(b) Metals Recycling Charitable Scheme

 

The Institute of Cemetery and Cremation Management (ICCM) had recently advised that following the Joint Committee’s nomination, the Rowan’s Hospice would be the recipient of a £10,000 donation under the metals recycling scheme.

 

In accordance with long established practice, members would be consulted when the ICCM next sought nominations.

 

RESOLVED that the reports be received and noted.

880.

Horticultural Consultant's Report - Grounds Maintenance pdf icon PDF 168 KB

Report from the Horticultural Consultant on grounds maintenance attached.

Minutes:

(TAKE IN REPORT OF THE HORTICULTURAL CONSULTANT)

 

In the absence of the Horticultural Consultant, Dave Stribling presented the general update on the Crematorium grounds.

 

Members expressed their thanks to Dave and Brighstone (the contractor) for the excellent appearance of the grounds.

 

RESOLVED that the report be received and approved.

881.

Date of Next Meeting - Monday 22 March 2021 at 2pm

Minutes:

RESOLVED that the next meeting be held on Monday 22 March 2021 at 2pm