Venue: NORTH CHAPEL, PORTCHESTER CREMATORIUM, UPPER CORNAWAY LANE, FAREHAM
Contact: to John Haskell, Clerk to the Joint Committee
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
Apologies for Absence
Councillor Steve Pitt (Portsmouth CC) on other council business, Councillor
Leah Turner (Havant BC), and Councillor Keith Evans (Fareham BC).
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.
RESOLVED that Councillor June Cully (Gosport BC), be appointed vice chairman, for the municipal year 2019/20.
Declarations of Members’ Interests
RESOLVED that the minutes of the meeting held on the 24 June 2019 be
signed as a correct record.
Matters Arising from the Minutes not specifically referred to on the Agenda
The Clerk to the Joint Committee will report on any other matters requiring attention.
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
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
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.
(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.
Report from the Property Manager attached.
RECOMMENDED that the Joint Committee notes the contents of the report.
(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.
(a) General Report - attached
(b) Monitoring Register of Public Comments - attached
(c) Any other items of topical interest – Recycling of Metals Scheme –
(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.
A report from the Horticultural Consultant on grounds maintenance generally is attached.
RECOMMENDED that the report be received and noted.
(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.
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.
RESOLVED that the next meeting of the Joint Committee be held at 2pm
on Monday 9 December 2019 at Portchester Crematorium.