Agenda

Portchester Crematorium Joint Committee - Monday, 25th September, 2023 2.00 pm

Venue: North Chapel - Portchester Crematorium, PO16 8NE. View directions

Contact: John Haskell, Clerk to the Joint Committee 023 9222 0839

Items
No.	Item
	Welcome and Introductions
1.	Apologies for Absence
2.	Appointment of Chairman It is the policy of the Joint Committee to adopt a rotating basis for the appointment of chairman and vice chairman. The Chairman for the 2023/24 municipal year should therefore be appointed from one of Havant's representatives, and Councillor Lulu Bowerman has been nominated.
3.	Declarations of Members’ Interests
4.	Minutes of the Meeting held on 26 June 2023 PDF 211 KB Attached.
5.	Matters Arising from the Minutes not specifically referred to on the Agenda
6.	Clerk’s Items The Clerk to the Joint Committee will report on any matters requiring attention.
7.	Memorial Tree Fees and Charges PDF 392 KB The purpose of the attached report from the Manager and Registrar is to advise that the memorial tree has now been installed, and to recommend the proposed fees and charges for the sale of the memorial maple leaf plaques. RECOMMENDED that the fees and charges as set out in Appendix A for the sale of maple leaf plaques on the memorial tree be approved.
8.	Risk Management PDF 861 KB The Risk Management Framework and Policy Statement for Portchester Crematorium are subject to annual review. The purpose of the attached report from the Treasurer is to set out updated documents for approval by the Joint Committee. 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 be noted as a source of evidence that the current Risk Management Policy is operating in practice.
9.	Replacement of Cremators - Update Report PDF 220 KB The purpose of the attached report from the Property Managre is to inform members on progress with the project to replace the existing cremators at Portchester Crematorium. RECOMMENDED that the Joint Committee notes the contents of the report.
10.	Building Repairs and Renewal Programme PDF 327 KB Report from the Property Manager attached. RECOMMENDED that the Joint Committee notes the contents of the report.
11.	Manager and Registrar's Report PDF 400 KB (a) General Statistical Reports attached for June - August 2023 (b) Any other items of topical interest.
12.	Crematorium Grounds - General Update PDF 604 KB A report on Crematorium grounds maintenance generally is attached. RECOMMENDED that the report be received and noted.
13.	Contract Procedure Rules (Standing Orders) Review PDF 373 KB The purpose of the attached report from the Clerk to the Joint Committee is to submit for approval a review of the present contract standing orders together with recommendations for textual changes to reflect current best practice. RECOMMENDED that the Portchester Crematorium Joint Committee Contract Procedure Rules (Standing Orders) revisions set out in Appendix A to the report be approved and adopted.
14.	Date of Next Meeting RECOMMENDED that the Joint Committee next meets at 2pm on Monday 11 December 2023 at Portchester Crematorium.