Agenda and minutes

North East Surrey Crematorium Board
Tuesday, 13th March, 2018 10.00 am

Venue: Civic Offices, St Nicholas Way, Sutton

Contact: Sharon Major, Clerk to the Board  Tel: 020 8770 4990, Email:  committeeservices@sutton.gov.uk

Items
No. Item

25.

Apologies for absence

Minutes:

The Chair welcomed those present. Apologies were received from  Councillor Candida Jones and Councillor Claire Clay

26.

Declarations of Interest

Minutes:

There were no declarations of interest.

27.

Minutes of the last meeting pdf icon PDF 69 KB

To approve as a correct record the Minutes of the meeting held on 5 December 2017.

Minutes:

The minutes of the meeting held on 5 December 2017, were signed and agreed as a correct record.

28.

Report of the Surveyor pdf icon PDF 76 KB

Additional documents:

Minutes:

Clive Andrews, the Surveyor introduced the report, covering the last 3 months to March 2018, and drew Members attention to the following points:

 

Business activity - continues to grow increasing market share. The previous projection on numbers of cremations for this year was originally 1800 subsequently revised to1850 and this is now expected to increase to 2000 for the full year.  Councillor Thom asked if this is a National trend and if more people now choose cremations.  The Surveyor advised cost of cremation is less expensive and thus more affordable for families. The split for cremation to burials is now thought to be 75/25 in favour of cremations. Councillor Jones asked if our market share has gone up compared to our neighbours and The Surveyor will investigate this and come back to the Board at a later meeting.  Councillor Stanford asked if there the availability of burial land is a factor.  The Surveyor advised that burial land in particular within inner cities is generally being exhausted. There are a few exceptions one of which is Morden Cemetery (owned by Wandsworth Council) which as a cemetery has ample burial space. Therefore he is looking to propose to the Board to purchase a new piece of burial land in Morden for North East Surrey to use. The proposal and associated valuation will be put to the Board at a subsequent meeting.

 

Performance Monitoring of Enable Leisure and Culture. The Surveyor advised the Board that currently the heat exchanger is not connected to the heating system, he is working with the contractor to finish the last piece of work on this.  This will mean that the report on energy management originally scheduled for December 2018 will now have to be postponed until sometime in 2019 to allow the heat exchanger to be connected and to operate for at least 12 months.   Councillor Jones asked for clarification on the Concerto system. The Surveyor advised it is a Wandsworth Council online system where health and safety reports are retained.  In debate members queried why the system had not been completely updated by engineers who perform the health and safety checks. Councillor Wingfield suggested the board may want to consider withholding payment to engineers until the results from the checks have been uploaded on to the Concerto System

 

Councillor Wingfield raised a motion that the engineers who complete the quality assurance obligations should record this on the Concerto system before they are paid for their work and this was seconded by Councillor Michael Ryder.

 

RESOLVED that the North East Surrey Crematorium Board

 

  1. Agreed that the Surveyor should raise with the engineers that that until quality assurance obligations are recorded within the Concerto system payment for this work will be will not be made.

 

Councillor McKinney requested some feedback regarding the Carol service. It was confirmed that it was very well received by the public and therefore it will be held again in December this year. Councillor Latif requested that a visit to view the Crematorium facilities  ...  view the full minutes text for item 28.

29.

Report of the Treasurer pdf icon PDF 66 KB

Additional documents:

Minutes:

Mark Davies, the Treasurer to the Board introduced the report, and drew Members attention to the following points:

 

Management agreement performance 1 April to 31 January 2018.  The Treasurer confirmed that the original budget was based on 1850 cremations taking place and with 2000 cremations now being expected to take place during this period this will improve the financial performance.  Councillor Thom asked about general medical council fees.  The Surveyor advised there is a guide charge set of £24 per cremation as a guide for Medical practitioners.  This charge has been negotiated with local medical practitioners. The fee had been £7.75 for a number of years and was increased to £8.50 earlier this year, which is still significantly below the guide price.

 

RESOLVED that the North East Surrey Crematorium Board

1.    Noted the Management Agreement performance for the period 1 April 2017 to 31 January 2018, attached at Appendix A

 

2.    Noted the Interim Accounts for the period 1 April 2017 to 31 January 2018, attached at Appendix B.

 

30.

Any urgent items brought forward at the discretion of the Chair

The Chair must approve the reason for urgency.

Minutes:

Councillor Thom advised the board he will be standing down from Wandsworth Council and Councillor Philip Jones also advised that he is standing down from Merton Council.  The Chair, Councillor Wingfield wished to advise the Board that he will also be standing down from Sutton Council. He thanked members of the Board for their work with the Board and for supporting him as Chair. In debate it was discussed that the appointment of a new Chair and Vice chair takes place on a rotational basis and this will next take place at the Annual board meeting in June 2018.

 

Simon Ingyon - Executive Director Parks & Leisure, Enable, took the opportunity to advise all Members they are welcome to join the North East Surrey Crematorium Annual memorial service on Sunday 1 July 2018 at 3pm.

 

31.

Date of next meeting

The next meeting of the Board will take place on 12 June 2018 at 10am at The North East Surrey Crematorium.

Minutes:

The next meeting will be held on 12 June 2018 at 10am in the North East Surrey Crematorium chapel.