Agenda and minutes

Annual Meeting, North East Surrey Crematorium Board
Tuesday, 14th June, 2016 10.00 am

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

Contact: Amy Dumitrescu, Senior Business Support Officer (Democratic Services)  Tel: 020 8770 5833 | Email:  amy.dumitrescu@sutton.gov.uk

Items
No. Item

1.

Apologies for absence

Minutes:

Apologies were received from Councillor Michael Ryder.

2.

Declarations of Interest

Minutes:

There were no declarations of interest.

3.

Minutes of the last meeting pdf icon PDF 114 KB

To approve as a correct record the Minutes of the meeting held on 8 March 2016.

Minutes:

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

 

4.

Election of Chair

By convention the role of Chair of the Board is taken by the three constituent authorities in rotation.  To accord with that convention the Chairman for 2016/17 should be elected from amongst the LB Merton councillors.

Minutes:

It was proposed by Councillor Geraldine Stanford and seconded by Councillor Abdul Latif that Councillor Philip Jones be elected Chair for the municipal year 2016/17. 

 

A vote was taken and it was:

 

RESOLVED:  That Councillor Philip Jones be elected Chair for the municipal year 2016/17.

 

5.

Election of Vice-Chair

By convention the role of Vice-Chair of the Board is taken by the three constituent authorities in rotation.  To accord with that convention the Chairman for 2016/17 should be elected from amongst the LB Sutton councillors.

Minutes:

It was proposed by Councillor Candida Jones, seconded by Councillor Paul Wingfield and:

 

RESOLVED:  That Councillor Vincent Galligan be elected Vice-Chair for the municipal year 2016/17.

 

6.

Appointment of Clerk to the Board

To appoint Amy Dumitrescu as clerk to the committee.

 

Minutes:

RESOLVED: To Appoint Amy Dumitrescu as Clerk to the Committee.

7.

Report of the Surveyor pdf icon PDF 347 KB

Additional documents:

Minutes:

The Surveyor presented his report in depth and Board members asked questions and made comment as appropriate. 

 

A discussion was had in regards to the accident which had taken place during the winter period, which the insurance were currently assessing. It was raised that this is the only accident of this type to their knowledge, but that there may be signage required in future during periods of inclement weather to warn of areas which are not gritted.

 

The Surveyor outlined the details of the internet based music system discussed at the previous meeting. Councillor McKinney asked if this would affect the organists who were currently providing music for services. The Surveyor confirmed that the music service was to run alongside organists, and that the crematorium would still provide an organist if requested. The Surveyor noted that 75% of clients now used pre-recorded music and this was a way to move away from CDs etc which needed more time and staffing and left more margin for error.

 

Councillor Wingfield asked if the music system could play music from USB sticks, Bluetooth and directly from CDs, and it was confirmed that yes, it could, which gives a wide range of options.

 

Discussions were had in regards to the concerns of the costings, and it was noted that organists cost £80-90 whilst the music service would be of no charge, or for a minimal charge included in the fee.

 

The Committee were reminded that the decision would not be taking place as yet, and it was purely gathering information at this stage.

 

The Committee noted that the crematorium had retained gold status and recorded their thanks to everyone involved for all their hard work.

 

At the request of the Board, from the previous meeting, the Design Services Project  Officer attended the meeting to discuss the proposed replacements to the crematorium lighting. He explained that there would be 12 in the lobby area that would not be renewed as they had been replaced recently and therefore it would not be cost effective to replace them again, however all others would be replaced. The assumption was that the lights would last at least 6 years (LED lights can last anywhere from 10-20 years).

 

All present agreed and it was therefore:

 

RESOLVED: To proceed with replacements of crematorium lighting.

 

The Surveyor advised that the costings for the heat exchanger has not been received, and he would bring more information including a cost comparison with other environmental alternatives.to the September meeting.

 

There was a discussion in regards to the Recycling of Metals from cremations donation, and which charities would be nominated to receive a donation. It was decided to make a nomination to the ICCM of 3 charities with a lead charity for each year from 2016 to 2019. The Committee all agreed and it was:

 

RESOLVED:

 

That the Committee agrees to nominate the following charities to receive a donation and the order in which to be the lead charity:

 

1.    St Raphaels Hospice (2016/17)

2.    Trinity  ...  view the full minutes text for item 7.

8.

Report of the Treasurer pdf icon PDF 63 KB

Additional documents:

Minutes:

The Treasurer introduced her report and invited comments and questions.

 

The Treasurer advised the board that all areas were mostly on budget, with an underspend on supplies and services on the management agreement.

 

The Treasurer advised that it had been agreed that the NESCB was a joint board and therefore Public Sector Audit Appointments could still appoint  the external auditors, consequently we would remain with the current auditors and would not need to undertake a procurement exercise for new auditors for a couple of years.

 

Due to changes in legislation, records now needed to open for public inspection for 30 working days (previous 20) included the first 2 weeks of July. Therefore the accounts would be made available from 20 June 2016 for 30 working days. The Annual return would also be submitted to the External Auditors.

 

RESOLVED: The Committee approved the Annual Governance Statement and the accounts for 2015/2016 and authorised the Chairman to sign.

 

9.

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.”

 

10.

Any urgent items brought forward at the discretion of the Chair

The Chair must approve the reason for urgency.

Minutes:

There was no urgent business.

11.

Date of next meeting

The next meeting of the Board will take place on 13 September 2016 at 10 am.

 

The Annual Memorial Service will be held on Sunday 3rd July at 3pm, at North East Surrey Crematorium, Lower Morden Lane, Morden SM4 4NU.

Minutes:

The next meeting will take place on 13 September 2016 at Civic Offices, Sutton.