Agenda and minutes

North East Surrey Crematorium Board
Tuesday, 13th September, 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

12.

Apologies for absence

Minutes:

Apologies were received from Councillors Sue McKinney, Claire Clay and Geraldine Stanford.

13.

Declarations of Interest

Minutes:

There were no declarations of interest.

14.

Minutes of the last meeting pdf icon PDF 21 KB

To approve as a correct record the Minutes of the meeting held on 14 June 2016.

Minutes:

The minutes of the meeting held on 14 June 2016 were agreed and signed as an accurate record.

15.

Report of the Surveyor pdf icon PDF 337 KB

Additional documents:

Minutes:

The Chair, Councillor Philip Jones, spoke before the Report of the Surveyor to record the board’s sympathy following the recent death of Councillor Sally-Ann Ephson, a former member of the board.

 

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

 

The board authorised the Surveyor to condense some of the data in future reports to avoid unnecessary duplication.

 

In regards to Item 2.5 of the Surveyor’s Report, the board recorded their congratulations to staff who had recently achieved, or who were in the progress of achieving qualifications.

 

Future Support from Wandsworth Council/Enable Leisure and Culture

 

Referring to Item 3 of the Report, the Surveyor explained to the Board that the current operational support from Wandsworth Council via Enable Leisure and Culture expired on 30 September 2016, and therefore the board were asked to continue with these services for the remainder of the contract. The board agreed and it was therefore

 

RESOLVED: That the Board agrees to continue with the current operational support from Enable Leisure and Culture until 30 September 2019.

 

Future Environmental Issues for the Crematorium

 

The Surveyor outlined three possible options, as detailed in the reports, and discussion was held on each option.

 

In regards to Option 1 (Heat Exchanger), questions were raised in regards to what the cost saving would be.  It was answered that although it would be difficult to quantify due to varying usage of the site, the savings would be substantial. The calculations for payback dates were also explained.

 

Following a summary of Option 2 (Ground Source Heat Pump), questions were raised by members of the Board as to why the costs were so high. It was explained that due to the layout of the site the only option would be to use the main drive area, which would require boreholes. Members questioned if the boreholes needed to go to such a depth, but it was stated that, given the intended location, excavation would need to be as minimal as possible.

 

Concern was raised over the contamination of the ground,and it was noted that this option carried risks and concerns.

 

The Surveyor outlined Option 3 (Photovoltaic Panels), but stated that there was insufficient roof space.

  

Mark Ferguson from Design Services was asked to investigate the additional option of using wind turbines to generate electricity, but to not pursue this if the costs would be too high.

 

The board were asked to agree on which options to pursue and it was

 

RESOLVED: That Option 1 be proceeded with, but not options 2 and 3.

 

Action Plan – Business Plan

 

The Surveyor said problems with tree roots were limiting the potential for more cremated remains graves.  A report would be made to the December meeting on the possibility of providing more above-ground niches instead. 

 

 

 

 

16.

Report of the Treasurer pdf icon PDF 107 KB

Additional documents:

Minutes:

The Treasurer introduced her report and invited comments and questions.

 

The Treasurer noted that there were still a few anomalies which remained following the transfer from Wandsworth Council to Enable, and noted that Enable had currently only billed until June 2016, so the figures reflected this. However, it was expected that there would be bills sent shortly.

 

The Board noted that the income was down on last year, due to the sales of cremated remains graves having been halted

 

Risk Management Strategy

 

The Treasurer highlighted that the new cremators now in place substantially reduced the risks. It was also noted that most risks had no further action proposed, but this would continue to be monitored by the clerk, treasurer and surveyor.

 

It was noted that Item 30 needed removing as there were no longer cooling towers. The board was asked to accept the strategy subject to this amendment.

 

RESOLVED: The Board considered and agreed the Risk Management Strategy.

 

 

17.

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:

RESOLVED: 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.

 

18.

Any urgent items brought forward at the discretion of the Chair

The Chair must approve the reason for urgency.

Minutes:

The Surveyor to the board and all other attendees who were not members or officers of the board were absent for this item, as was Councillor Stuart Thom.

 

It was noted that the current Surveyor to the Board had been appointed until 31 October 2016 and therefore a decision was required in regards to appointing a Surveyor with effect from November 2016. Further details are available in the Appendix A to the minutes.

 

The board discussed the options as set out in Appendix B, (restricted 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), and it was

 

RESOLVED: That the Board request that Clive Andrews continue his role as Surveyor to the Board with effect from 1 November 2016 to 30 September 2019.

 

Clive Andrews returned to the meeting and thanked the board for their vote, and informed them he would respond formally by the end of the month, once he had spoken to Wandsworth Council.

 

 

19.

Date of next meeting

The next meeting of the Board will take place on 6 December 2016 at 10:00am at Civic Offices, Sutton.

Minutes:

The next meeting will take place on 6 December 2016 at 10:00am at Civic Offices, Sutton.

 

It was noted that this meeting had been brought forward a week to ensure the figures and fees could be submitted on time.

NESCB Additional Item for September 2016 meeting pdf icon PDF 181 KB

Appendix B - Urgent Item