Agenda and draft minutes

RESOLVED that Councillor Inch be appointed Chair of the Joint Committee until re-appointments are made in the next municipal year.

Apologies were received from Councillor Denton and Trainee Crematorium Manager.

RESOLVED that Councillor Walker be appointed Vice Chair of the Joint Committee until re-appointments are made in the next municipal year.

(attached)

RESOLVED that the minutes of the meeting held on 2^nd February 2024 (previously circulated) be approved as a correct record and signed by the Chairman.

There were no matters arising.

There were no items of urgency.

Please telephone the Corporate and Community Services team to prepare a form for your signature before the meeting. Interests must be re-declared when the item is called. A declaration of interest under the Code of Conduct will be a Disclosable Pecuniary Interest, an Other Registrable Interest or a Non-Registrable Interest.  If the item directly relates to your interest you must declare the interest and leave the room for the item, save in the case of Other Registrable Interests or Non-Registrable Interests where you may first speak on the item as a member of the public if provision has been made for the public to speak.  If the matter does not directly relate to your interest but still affects it then you must consider whether you are affected to a greater extent than most people and whether a reasonable person would consider your judgement to be clouded, if you are then you must leave the room for the item (although you may speak as a member of the public if provision has been made for the public to speak) or, if you are not, then you can declare the interest but still take part).

There were no declarations of interest declared.

Report by the Crematorium Manager (attached)

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

i)          Trainee Manager: Update

It was noted that new Trainee Manager had been  appointed following interview on 1^st March 2024. Jo Teasdale from North Devon Council was the successful candidate and she started on 1^st April.

ii)         Crematorium Figures- (excluding NVF)

The Cremation figures were noted. It was also noted that there were 35 direct cremation in May.

iii)        Phase B Works (Garage Store/Memorial Room)

There were a few final invoices yet to be received but the project was essentially ‘on-budget’

iv)        Crematorium Solar Panels

It was noted that the consultant who we had hoped to use to assist with the

design/costing of the solar panels at the crematorium was unable to assist due to workload. Enquiries were in hand to identify another local alternative.

v)         Metals Recycling Charity Award

It was noted:

That Cruse had been nominated for the second 2023 award (due approx. July 2024) and Children’s Hospice SW had been submitted for the first 2024 nomination (Due December 2024).

Rota for subsequent awards:

Families in Grief

North Devon Hospice

Cruse

Children’s Hospice SW

The Crematorium Manager tabled photos of the new Bereavement Suite at North Devon Hospital that had been supported by a metals recycling grant award. He reported that he and Councillor Walker had visited the suite.

The Committee recorded its thanks to the bereavement team and others that had delivered an excellent facility.

vi)        Maintenance Costs

It was noted that an unexpected failure in the heat management system for the abatement equipment (to remove pollutants) prevented cremations for over two days in April. As a result, a single cremation was transferred to another crematorium with the knowledge and consent of the family as they needed certainty on the collection day for the ashes due to them being taken on a flight.

The cost of this repair and part replacements was approximately £17,500.

In addition, on the recommendation of the manufacturer, the filters in the same abatement equipment were replaced after 12-years use as part of preventative maintenance at a cost of £33,000.

Both works were outside the normal maintenance budget expectations and would be funded from the reserve fund.

vii)       Utility Costs

It was noted that the gas and electricity were provided through the Crown Commercial Service, a Trading Fund and an Executive Agency of the Cabinet Office, which pooled local authorities to provide best value when procuring.

This had not entirely mitigated the extremely high charges businesses had incurred, resulting in some exceptionally high utility bills, particularly for gas.

Fortunately, from 1^st April the gas charges had reduced to a third of their previous level and were now set for 12-months.

Report by Treasurer (attached)

The Joint Committee considered a report by the Treasurer (previously circulated) regarding the outturn for 2023/2024.

RESOLVED:

i)          That the outturn report be noted

ii)         That the 2023/24 surplus of £129,232 be allocated to reserves as follows:

£69,232 surplus transferred to the Equipment Replacement Reserve (some additional equipment costs would be incurred in 2024/25) and £60,000 to the Budget Management Reserve (to provide protection for the increased utility costs).

iii)        That the reserves and balances as outlined in paragraph 5.1 of the report be approved.

It was noted that the next meeting would be on Friday 2^nd August 2024 at

2.30 p.m.