Agenda and draft minutes

North Devon Crematorium Joint Committee
Friday, 7th February, 2020 2.30 pm

Venue: Crematorium Meeting Room - North Devon Crematorium. View directions

Items
No. Item

23.

Apologies for absence

Minutes:

Apologies were received from Councillor Phillips.

 

24.

Minutes

Minutes:

 

(i)         RESOLVED that the minutes of the meeting held on 8th November   2019 (previously circulated) be approved as a correct record and            signed by the Chairman.

 

(ii)        Matters Arising – There were no matters arising

 

 

25.

Declarations of Interest

Minutes:

There were no declarations of interest declared.

 

26.

Crematorium Matters. pdf icon PDF 437 KB

Report by the Crematotium Manager (attached).

 

Additional documents:

Minutes:

The Joint Committee considered a report by the Crematorium Manager (previously circulated).

 

i)          Solar Panels

 

It was noted that costs were still being investigated

 

ii)         Achievements

 

It was noted:

 

a)         That the replacement flower area cover for the Aspen Chapel had been     ordered and that the installation would be completed by the end of         March. The replacement oak structure cost was significantly more than            the quote previously obtained due to a near doubling in oak costs.             However the deteriorating condition of the existing structure meant delay was not possible.

 

b)         That he first cremator re-line would also be carried out at the same time to minimise the period of noise disruption which was being        managed by a closure of Aspen chapel.

 

c)         The Crematorium Manager presented photos of the new upgraded

            Quality Cardboard Caskets that had been ordered.

 

iii)        Staffing

 

It was noted:

 

a)         That the One of the three technicians had tendered his resignation,             effective at the end of March and the recruitment process was

            under way.

 

b)         That the lead medical referee (a statutory post) was retiring in April and      the vacancy advertised.

 

iv)        Metals Recycling Charity Award

 

It was noted that ‘Over and Above’ had been nominated for the next award in July.

 

The Crematorium Manager reported that he had received two additional

requests to be added to the scheme from:

 

·         The Calvert Trust who provided outdoor experiences on Exmoor to those with life limiting and terminal conditions. Activities were fully accessible and included sailing, carriage driving recumbent cycling, archery and abseiling. The whole family was supported and could attend together with the main guest and as a consequence provide a boost to all those affected by the conditions.

 

·         Over and Above had made a request for a further award on the basis that they supported multiple projects simultaneously. Their latest project was to raise funds to build a new Cancer and Wellbeing Centre. The new centre would extend support to North Devon patients who were not being treated in Exeter (who had their own unit for RDE patients only). It would offer counselling, bereavement support, complimentary facilities, support group, accommodation for visitors etc. Once set up the on-going costs would be £120k p.a.

 

It was RESOLVED:

 

a)         To add both charities to the Metals recycling award list.

 

b)         That Over and Above (Cancer and Wellbeing Project) replace the

            North Devon Cancer Trust on the list

 

c)         That no further requests to be included in the list be considered for 2

            years

 

Councillors Davis declared a Personal Interest in the Calvert Trust as her son had used the facility and she was an independent referee for the trust.

 

Councillor Walker declared a Personal interest in the Calvert Trust as she had used the facility

 

Mark Drummond, Crematorium Manager declared a Personal interest in the Calvert Trust as his son had used the facility

 

Councillor Lovering declared an interest in the North Devon Hospital ‘Over and Above’ Charity as she worked in the maternity unit at  ...  view the full minutes text for item 26.

27.

Performance Monitoring Quarter 3 2019/20. pdf icon PDF 126 KB

Report by the Treasurer (attached).

 

Minutes:

The Joint Committee considered and noted a report by the Treasurer (previously circulated) regarding the performance for Quarter 3 April to December 2019/20.

 

The Accountant stated that if the projected deficit materialised funds could be used from the earmarked reserve or the distribution to the two Authorities reduced.

 

28.

2020/21 Budget, Fees and Charges. pdf icon PDF 126 KB

Report by the Treasurer (attached).

 

Additional documents:

Minutes:

RESOLVED on consideration of a report by the Treasurer (previously circulated) regarding the budget and charges 2020/21.

 

RESOLVED:

 

(i)         That the basic Cremation charge for 2020/21 of £715 (including a standard urn) be approved as detailed in paragraph 6.1 of the report

 

(ii)        That the 2020/21 Budget as set out in paragraph 3 of the report be approved.

 

(iii)       That the fees and charges for 2020/21 as detailed in paragraph 6.3 of the report and appendix 2 be approved

 

(iv)       That the distribution of surpluses for 2019/20 of £347,680 to the constituent authorities: £208,608 to North Devon Council and £139,072 to Torridge District Council be approved.

 

(v)        That the transfer of £100,000 to the equipment replacement reserve be      approved

 

Members congratulated the Crematorium service as being one of the few services that was awarded a full assurance audit by the Internal Audit.

 

 

29.

Dates of Future Meetings.

Recommended that the following dates be agreed:

Friday 19th June 2020 @ 2.30 p.m.

Friday 7th August 2020 @ 2.30 p.m.

Friday 6th November 2020 @ 2.30 p.m.

Friday 5th February 2021 @ 2.30 p.m.

 

Minutes:

The following dates for future meetings were agreed:

 

Friday 19th June 2020 at 2.30 p.m.

Friday 7th August 2020 at 2.30 p.m.

Friday 6th November 2020 at 2.30 p.m.

Friday 5th February 2021 at 2.30 p.m.