Agenda and minutes

Bandon Hill Cemetery Joint Committee
Monday, 28th November, 2016 6.30 pm

Venue: Cemetery Chapel, Plough Lane, Wallington

Contact: Committee Services  Tel: 020 8770 4990 | Email:  committeeservices@sutton.gov.uk

Items
No. Item

10.

Apologies for absence

Minutes:

Apologies were received from Councillors Nighat Piracha, Hamida Ali, Alison Butler and Stuart King.

11.

Declarations of Interest

Minutes:

There were no declarations of interest.

12.

Minutes of the last meeting pdf icon PDF 12 KB

To approve as a correct record the Minutes of the meeting held on 25 July 2016.

Additional documents:

Minutes:

The minutes of the meeting held on 25 July 2016 were agreed and signed as a correct record. Nick Mattey wished for the Committee to note that item 7 had been discussed in greater depth than the minutes reflected.

13.

Report of the Treasurer pdf icon PDF 125 KB

To provide a forecast outturn position for the financial year 2016/17, set the budgets for 2017/18 and agree the level of fees and charges for the Financial Year 2017/18.

Additional documents:

Minutes:

Sue Hogg, Head of Business Advice & Support (Sutton) presented a report on the Budget for 2017-18, which was set out in Appendix A. The key points that discussed were:

  • The draft budget reflected the costs provided by the contractor under the proposed contract arrangements, anticipated inflation rates of around 2%, the previous year’s outturn and guidance from the Cemetery Superintendent. It also reflected the new staffing arrangements at the cemetery, but not any change in operations following the move to an external Grounds Maintenance contractor.
  • The Fee income budget had been increased by 2.0% (based on the average income for the last five years)
  • The impact that different fees and charges would have on the surplus.

 

The Committee discussed a means-tested approach to fees based on income and affordability. It was confirmed that an allowance is available through social services. Councillor Nick Mattey stated that he would like to ensure that cremation options were available to those who wanted them.

Councillor Timothy Godfrey, Chair, raised a motion on recommendation 2.3, that the fees could be set as an average between those of Croydon and Sutton. The motion was seconded by Councillor Edward Joyce and was put forward as an amendment to the recommendations. Councillor Nick Mattey proposed that fees could be set as a mean of all of the fees across the boroughs set out in Appendix C but this was not taken forward. The Committee members confirmed that the new fees would only apply to new enquiries.

 

Resolved that the Bandon Hill Cemetery Joint Committee:

1.    Acknowledged the forecast financial outturn for 2016/17

2.    Approved the budgets for 2017/18

3.    Approved the revised fees and charges for 2017/18, as an average of Sutton and Croydon borough fees, as per the above motion.

14.

Report of the Head of Parks, Biodiversity and Street Cleansing pdf icon PDF 152 KB

This report provides an update to the Committee on the future provision of office administration, grounds maintenance and grave digging services at Bandon Hill Cemetery from 1 February 2017 onwards.

Additional documents:

Minutes:

Mark Dalzell, Head of Parks, Biodiversity and Street Cleansing (Sutton) presented the report on the future provision of office administration, grounds maintenance and grave digging services at Bandon Hill Cemetery from 1 February 2017 onwards.

 

The Committee discussed the practicality of contracting out the service to Idverde and the Chair stated that he felt it could be positive for a profit-generating business to take over, as it may incentivise them to provide a good service, work hard and keep staffing levels at a reasonable level. Councillor Nick Mattey raised concern that a business encouraging profit-generation could open residents up to abuse. Mark Dalzell confirmed that there would be performance indicators in place that could result in a terminated contract should they not be met. The Committee informed Mr Dalzell that they would be keen to have the opportunity to review the performance indicators. With the agreement of all present except Councillor Nick Mattey, the following was resolved.

 

Resolved that the Bandon Hill Cemetery Joint Committee:

1.    Agreed for Idverde (formerly The Landscape Group) to undertake the office administration, grounds maintenance and grave digging services at Bandon Hill Cemetery in accordance with the rates tendered following the recent procurement exercise.

2.    Agreed for Idverde in principle to lease the office, messroom and store facilities at the cemetery for an initial eight year period.

3.    This recommendation is exempt by virtue of paragraph 3 of schedule 12A of the Local Government Act 1972 and is set out separately in the exempt appendix to the minutes.

15.

Exclusion of the press and public

The following motion should be moved, seconded and approved if the committee wishes to exclude the press and public to deal with reports revealing exempt information:

 

“That the public be excluded from the meeting for the following items of business on the grounds that they involve the likely disclosure of exempt information as defined in paragraph 3 Schedule 12A of the Local Government Act 1972.”

 

Minutes:

Although there were none present, it was noted that the press and public would be excluded from the meeting for the discussion of agenda items 6 and 7 as the content of the discussion regarded exempt information.

16.

Proposed new leases to The Scout Association and the Carshalton Rifle Club, Plough Lane Close

These reports set out the details of a proposal to renew the leases of these properties.

Additional documents:

Minutes:

EXEMPT: by virtue of paragraph(s) 3 of Part 1 of Schedule 12A of the Local Government Act 1972 and is minuted separately in the exempt appendix to the minutes.

17.

Report of the Assistant Parks Manager pdf icon PDF 144 KB

The Assistant Parks Manager will present two items:

 

1.    To discuss the Business Plan for Bandon Hill Cemetery 2017/18

 

2.    A discussion paper on options for disbanding.

Additional documents:

Minutes:

EXEMPT: by virtue of paragraph(s) 3 of Part 1 of Schedule 12A of the Local Government Act 1972 and is minuted separately in the exempt appendix to the minutes.

18.

Any urgent items brought forward at the discretion of the Chair

The Chair must approve the reason for urgency.

Minutes:

There were no urgent items.

19.

Date of next meeting

The next meeting of the Committee is to be decided at this meeting.

Minutes:

The next meeting of the Committee will be held in June 2017, on a date to be confirmed.

Exempt minutes