Agenda and draft minutes

North East Surrey Crematorium Board
Tuesday, 8th December, 2015 10.00 am

Venue: Civic Offices, St Nicholas Way, Sutton, SM1 1EA

Items
No. Item

19.

Apologies for absence

Minutes:

Apologies were received from Councillors Sally-Ann Ephson,  Vincent Galligan and Geraldine Stanford.

 

20.

Declarations of Interest

Minutes:

No declarations of interest were made.

21.

Minutes of the last meeting pdf icon PDF 119 KB

To approve as a correct record the Minutes of the meeting held on 8 September 2015.

Minutes:

Councillor Stuart Thom noted that he attended the Annual Memorial Service in July in order to represent LB Wandsworth.

 

RESOLVED:  That the minutes of the meeting are agreed as an accurate record.

22.

Report of the Surveyor pdf icon PDF 349 KB

Additional documents:

Minutes:

The Surveyor, Clive Andrews, presented his report in detail, and responded to comments and questions from members of the Board.  Matters discussed are detailed below.

 

Clive Andrews explained that Simon Ingyon, the Executive Director of Enable Leisure and Culture  and Mark Ferguson, Wandsworth Councils  Design Services Project Manager, were both in attendance . Mr Ferguson was here in order to assist with any questions that may arise with regard to the installation of the cremators, the cremated remains grave circles,  and the works to resurface the main drive.

 

Clive Andrews highlighted the suggestion that the March meeting of the Board take place at the Crematorium so that members can take a tour of the new cremators and receive a presentation on the internet based music system, and members agreed that it would be useful. 

 

Councillor Claire Clay welcomed the proposal to introduce a reduced early morning adult cremation fee to address funeral poverty, as detailed in paragraph 5.9 of the report.  She asked if funeral directors support this, and Clive Andrews confirmed that they were supportive, particularly as many people are now seeking lower cost options for funerals. 

 

Councillor Candida Jones and Councillor Philip Jones also commended the proposal.  Councillor Candida Jones suggested that when the crematorium has returned to full service operation, consideration be given to reducing the charge for no-service cremations.  Clive Andrews undertook to look at the possibility of offering a reduced rate for no service cremations. . Simon Ingyon added that it must be remembered that the fees for all cremations go toward covering the costs of operating the crematorium and the upkeep of the grounds. 

 

Councillor Candida Jones also welcomed the plans to consider the introduction of an internet based music facility, but noted that the costs are quite high and asked why a service such as Spotify can’t be used.  Clive Andrews reminded the Board of their responsibilities with regard to Performing Arts licences, and also of the costs of purchasing and servicing the current PA system.  Councillor Claire Clay also noted her concern about the cost, and suggested that Clive Andrews obtain information on the equipment used by other crematoria. 

 

Councillor Candida Jones commended officers for identifying three areas for the creation of new cremated remains circles. 

 

Clive Andrews undertook to append the inspection programme in relation to monitoring the performance of Enable LC in carrying out the day to day management of the crematorium to future Surveyor’s reports. 

 

Councillor Candida Jones asked if there was any scope to reduce the fees charged by doctors in order to register a death.  Clive Andrews explained that the fees are set by the General Medical Council, and Councillor Claire Clay suggested that councillors progress this issue via the Health Scrutiny function in each authority. 

 

Councillor Claire Clay challenged the high expenditure on light bulbs, as detailed in the Treasurer’s report, and Mark Ferguson explained that the figures include the price of installation.  At the request of Councillor Candida Jones, he undertook to investigate the  ...  view the full minutes text for item 22.

23.

Report of the Treasurer pdf icon PDF 7 KB

Additional documents:

Minutes:

Jean Stevenson, the Treasurer, introduced her report and responded to questions and comments raised.

 

With regard to the distribution of surplus balances, Councillor Philip Jones noted that the figures suggest that there is more surplus to distribute than the amounts shown in the report.  Jean Stevenson described the need to approach in-year surplus with caution prior to the end of the financial year, and advised that the sums can be reconsidered after that. 

 

At the request of Councillor Candida Jones, Jean Stevenson explained the formula for calculating the distribution of surplus balances and noted that this is set by legislation. 

 

RESOLVED:  That the North East Surrey Crematorium Board

 

1.            Approves the revised annual budget for 2015/16

2.            Approves the annual budget for 2016/17

3.            Approves the estimates.

4.            Authorises payments to be made within the approved estimates.

5.            Approves that, from 1 January 2016, the standard cremation fee be increased to £545, that a new charge of £262 be introduced for a service before 10 am, and that supplementary cremation charges and memorial fees be increased, as set out in Appendix 11 to this report.

6.            Agrees that £100,000 of the surplus balances be distributed to the three constituent authorities in 2015/16.

24.

Any urgent items brought forward at the discretion of the Chair

The Chair must approve the reason for urgency.

Minutes:

No items were raised.

25.

Calendar of meetings 2016

To agree the following dates for the meetings of the Board in 2016:

 

8 March 2016, 10 am, Crematorium / Sutton Civic Offices (TBA)

14 June 2016, 9.30 am, Sutton Civic Offices / Crematorium (TBA)(Annual Meeting)

13 September 2016, 10 am, Sutton Civic Offices

6 December 2016, 10 am, Sutton Civic Offices.

Minutes:

RESOLVED: To meet on the following dates

 

8 March 2016 at 10 am, North East Surrey Crematorium

14 June 2016 at 10 am, Sutton Civic Offices

13 September 2016 at 10 am, Sutton Civic Offices

6 December 2016 at 10 am, Sutton Civic Offices