Apologies were received from Councillors Andrews, Denton, Harding, Renshaw and Walker and Steve Hearse (Treasurer).

(attached)

RESOLVED that the minutes of the meeting held on 2^nd August 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)          Staffing Update

That a part-time gardener had retired after 20 years’ service and that in line with the service improvement plan and reduced post-autumn workload the recruitment would take place in the spring probably by an apprentice/hybrid appointment.

ii)         Crematorium Figures- (excluding NVF)

The Cremation figures were noted. The Crematorium Manager reported that there had been 132 cremations in October of which 30 had been direct cremations. The total number of direct cremations to date were 176.

iii)        Metals Recycling Charity Award

It was noted:

That Cruse had been awarded £11,600

Rota for subsequent awards:

Children’s Hospice SW

Families in Grief

North Devon Hospice

Cruse

iv)        Service Improvement Plan

It was noted that a survey had been circulated to Funeral Directors seeking their views on the current service delivery and ideas for improvements. A copy of the questions and the results were tabled.

It was hoped that this would also help inform any decision making around pricing at the next Joint Committee meeting. Information regarding the National and South West crematoria statistics were tabled.

A question was raised regarding the apparent lack of awareness of Memorial only Services provided at the Crematorium.

v)         Crematorium Solar Panels

It was noted that due to technical issues with Brynsworthy it had been

agreed that the Crematorium progress as a stand-alone solar panela project. A preliminary single quote had been obtained based on current electricity costs which, whilst it incorporated some incorrect presumptions (such as use of the copper roof), did give an insight into costs and time to break even. The estimated cost for a basic 70KW system (no storage) was £61,500 with an annual electricity bill saving of £6,687, a payback period of 7 years 4 months and net savings over 20-years of £207,116.

It was noted that the funds for the project could be met from the Budget

Management reserve.

It was also suggested that grants may be available for the project.

It was agreed that the Crematorium Manager be authorised to seek tenders for the provision of solar panels.

vi)        Projects

It was noted that a 2.5 day closure for cremator servicing would start on 4^th November. It had previously not been required to close for 6-monthly servicing but enhanced safety protocols imposed by the service company had made this necessary. A number of projects had been timed to use this opportunity.

Peace Garden: The works would be starting 4^th November to create a peaceful garden with seating, water feature and pergola on the old garage site. The noisy elements would be largely completed at this time. Funding source was from a S106 payment. Completion of ground works was likely in late December/early January.

The tarmac repairs and the hearse bay marking would be completed at the entrance.

Drainage works: The ramp from the upper car-park by the Rowan Chapel frequently had an overflow of water when it rained. Drains were being installed  ...  view the full minutes text for item 23.

Report by Treasurer (attached)

The Joint Committee noted a report by the Treasurer (previously circulated) regarding the performance for quarter 2 April to September 20242025.

Recommended that the following dates be agreed:

·         Friday 6 June 2025 at 2.30 pm

·         Friday 1 August 2025 at 2.30 pm

·         Friday 7 November 2025 at 2.30 pm

·         Friday 6 February 2026 at 2.30 pm

RESOLVED that the following dates for 2025/2026 be agreed:

Friday 6^th June 2025 at 2.30 p.m.

Friday 1st August 2025 at 2.30 p.m.

Friday 7th November 2025 at 2.30 p.m.

Friday 6^th February 2026 at 2.30 p.m.

It was noted that the next meeting would be on Friday 7^th February 2025 at

2.30 p.m.