Agenda and draft minutes

North East Surrey Crematorium Board
Tuesday, 8th March, 2016 9.30 am

Venue: North East Surrey Crematorium, Lower Morden Lane, Morden SM4 4NU

No. Item


Apologies for absence


Apologies were received from Councillor Sallyann Ephson, Stuart Thom and Paul Wingfield.


Declarations of Interest


No declarations were made.


Minutes of the last meeting pdf icon PDF 118 KB

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


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


Report of the Surveyor pdf icon PDF 355 KB

Additional documents:


Prior to the discussion on this report, the Board members viewed the new cremators and cremulator.  They also received a demonstration from Wesley Music regarding the provision of music and other audio-visual presentations for services.


The Surveyor presented his report in depth and Board members asked questions and made comment as appropriate.  The Surveyor also introduced Mark Ferguson, Design Services Project Manager for LB Wandsworth who was present to deal with any questions relating to repairs, maintenance and other similar issues.


With regard to the provision of internet based music to funeral services, the Surveyor explained that the presentation was given in order to demonstrate to the Board the range of services on offer.  He explained that the decision for the Board is to proceed with the procurement of a music service, to which Wesley will be entitled to submit a bid.  Whilst acknowledging the concerns of the Board about the possible cost impact on users, he noted that the decision about whether to charge customers for the service is not to be made at this stage.  Councillor Claire Clay asked that officers ascertain how music is provided by Lambeth Crematorium.


The Surveyor outlined the plans to introduce a children’s Book of Remembrance.  He confirmed that the bereaved will be under no pressure to take up the service and it will not be actively marketed.  It was requested that he feedback on levels of take up of the service in the future.


At the request of the Board, the Design Services Project Manager undertook to bring a report to the next meeting providing more detail on the lighting at the crematorium, including the lifetime of energy saving bulbs, the costs of replacing lighting and the cost savings to be made over time.


The Surveyor outlined three options for the provision of green energy to the buildings.  The Design Services Project Manager undertook to produce a full report to the next meeting of the Board, outlining the options available, including details of any feed-in tariffs.


With regard to performance at the crematorium, the Surveyor recorded his thanks to all staff and contractors involved in the replacement of the cremators, and those thanks were echoed by the Chair of the Board. 


RESOLVED:  That the North East Surrey Crematorium Board agrees


1.            That officers carry out a procurement process to obtain associated costs for the provision of an internet based music system. 


2.            The expenditure of around £4000 for a children’s Book of Remembrance, to be placed adjacent to the current Book of Remembrance.


3.            That officers proceed with further investigations into the installation of energy saving ideas for the crematorium.


4.            That Board members advise both the Chair and the Surveyor of any local charity they would like to benefit from the recycling of metals donation.


Report of the Treasurer pdf icon PDF 70 KB

Additional documents:


The Treasurer introduced her report and invited comments and questions.


With regard to the recommendations made by Internal Audit, the Treasurer reassured the Board that the first two recommendations were no cause for concern and the delay on invoice payment was due to the new systems in place arising from the transfer to Enable. 


With regard to the recommendation that the Surveyor increase his professional indemnity insurance to a minimum of £2m, the Treasurer asked the Board for their view, and also pointed out that the recommendation is based on the standard requirement for LB Wandsworth, a public authority with a turnover of £800m, whilst the budget within this Board’s control is around £1m.  The Board asked the Treasurer to explain the circumstances to Internal Audit and ask them to reconsider their recommendation, and the Board would accept the risk until the next meeting. 


RESOLVED:  That the North East Surrey Crematorium Board


1.    Note the report by LB Wandsworth’s Internal Audit service.


2.    Accepts the risk in the Surveyor’s professional indemnity insurance remaining at current levels whilst the Treasurer negotiates with Internal Audit on the recommendation relating to this matter.

3.    Reconfirm the appointment of the LB Wandsworth Internal Audit Service as the Board’s auditors.


Any urgent items brought forward at the discretion of the Chair

The Chair must approve the reason for urgency.


No items were raised.


Date of next meeting

The next meeting of the Board will take place on 14 June 2016 at 10 am at Sutton Civic Offices.


The next meeting will take place on 14 June 2016 at 10 am.