Agenda and minutes

North East Surrey Crematorium Board
Tuesday, 21st January, 2020 10.00 am

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

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

Items
No. Item

27.

Apologies for absence

Minutes:

The Chair welcomed those present. Apologies for absence were received from Councillors: Belton, Henderson, Crossby, and Ryder.

28.

Declaration of Interest

Minutes:

There were no declarations of interest.

29.

Report of the Surveyor on the results of the consultation on the ashes lawn pdf icon PDF 193 KB

Having been in use for over fifty years, the main ashes lawn at North East Surrey crematorium is approaching capacity.   The crematorium is obliged to continue to provide a general area within its grounds for the interment of cremated remains. A consultation was carried out on behalf of North East Surrey Crematorium Board, by Richmond and Wandsworth Council consultation section to obtain views on two options for a new ashes lawn. This report details the outcomes from the consultation.

Additional documents:

Minutes:

The Surveyor, Clive Andrews, presented the report. He reminded Members that the ashes lawn is approaching capacity and therefore two options had been investigated to continue to have a designated area to provide for the interment of ashes. The two options were explained. Option 1 to create a new ashes lawn for the future interment of ashes adjacent to the main drive and cloisters walkway and Option 2 to raise the level of the current lawn by approximately one metre in height by constructing a retaining wall, covering the existing lawn with soil, and creating a new lawn of exactly the same size and in the same location.

 

The Surveyor spoke through the consultation results and respondents verbatim comments. The Board was advised of the drainage issues at the site of the current ashes lawn and how Option 2 would help to resolve that issue.

 

Members queried the differences in cost between the two options and also in particular the requirement for the additional one meter height of the new soil and asked if reducing the depth of the soil could help reduce overall costs.

The Surveyor advised this could be considered with the Design Services team once the preferred option is known. The procurement for work process can then be looked into in more detail to get a more accurate estimate of costs. During this process alternative materials will also be considered in particular for the proposed ironwork railings.

 

Members reviewed the verbatim comments from respondents to the Consultation and tookthese into consideration. The Surveyor commented that the ICCM have been contacted to ensure there are no legal issues and he also advised the Board that if Option 2 goes ahead it would be the first of this

type in the Public Sector, and therefore the ICCM would be interested in understanding the project and how this progresses.

 

The Surveyor further confirmed that having had initial discussion with the Planning colleagues in Wandsworth it is not believed that planning permission will be needed for this project but that this will be confirmed with Mertons Council planning team.

 

In debate Members commented on the number of survey responses and it was believed that a response rate of 35% is a good response rate. The Chair drew Members attention to paragraph 4.3 in the report regarding possible complaints and Officers spoke through the process for dealing with any complaints should they be forthcoming. Members commented that it was important to them that the Public had been given the opportunity to respond to

the survey and to have their say.

 

Members queried if there would be the possibility of obtaining any grant monies to help with the cost of this project. The Surveyor responded that this will be investigated.

 

RESOLVED:

1.1. The results of the consultation feedback from respondents be considered and it also be noted that 49% of respondents would prefer Option 2, 33% of respondents would prefer Option 1 and 18% of respondents don’t know or don’t mind which option  ...  view the full minutes text for item 29.

30.

The award of Wandsworth Borough Council’s contract for Leisure and Culture Bereavement Services

As previously reported, the Council’s current concession contract for the delivery of Leisure and Culture Services is due to end on 31 March 2020. This report details the outcome of Wandsworth Borough Councils tendering and evaluation process for Lot 3; Bereavement Services as part of the Leisure and Culture Contract to commence on 1 April 2020, for a period of 5 years with a possible extension for up to a further 5 years, by mutual agreement with 12 months’ notice.

Exempt Under Schedule 12A of the Local Government Act 1972 Paragraph 3.

Minutes:

The Chair motioned that the public be excluded from the meeting for this item 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.

 

The meeting was adjourned at 11.07am while the public left the room. The meeting restarted at 11.15am.

The item was discussed.

 

RESOLVED: that the recommendations be set out within an exempt minute.

31.

Any urgent items brought forward at the discretion of the Chair

To consider any items which, in the view of the Chair, should be dealt with as a matter of urgency because of special circumstances in accordance with S100B(4) of the Local Government Act 1972.

Minutes:

There was no urgent business.

 

The Chair asked the Surveyor if the update on Climate Change and how measures to review the energy efficiency of the crematorium can be discussed at the next meeting. The Surveyor confirmed that will be included within his report.

32.

Date of next meeting

The next meeting of the Board will take place on 10 March 2020 at 10am at London Borough of Sutton, Civic Offices, St Nicholas Way, Sutton, SM1 1EA

Minutes:

The next meeting of the Board will take place on Tuesday 10 March at 10am at London Borough of Sutton Civic Centre, St Nicholas Way, Sutton SM1 1EA.