Agenda and draft minutes

North East Surrey Crematorium Board
Tuesday, 9th March, 2021 10.00 am

Venue: Virtual Meeting

Contact: Cathy Hayward  Tel: 020 8770 4990, Email:  committee.services@sutton.gov.uk

Media

Items
No. Item

22.

Apologies for absence

Minutes:

Apologies for absence were received from Councillor Mike Ryder. Councillor Benbow joined the meeting at 10.04am.

23.

Declarations of Interest

Minutes:

There were no declarations of interest.

24.

Minutes of the last meeting pdf icon PDF 83 KB

To approve as a correct record the Minutes of the meeting held on 8 December 2020.

Minutes:

Resolved that:

 

1.    The minutes of the meeting 8 December 2020 be agreed.

25.

Appointment of new Clerk to the Board

Sharon Major was the Clerk to the Board from December 2017 to December 2020. She left the Authority in January 2021 and Cathy Hayward has been nominated as the new Clerk to the Board.

Minutes:

Resolved that:

 

1.    Cathy Hayward be appointed as clerk to the Board

 

26.

Report of the Surveyor pdf icon PDF 117 KB

An update to the board on activities in the quarter to March 2021 relating to the management agreement between North East Surrey Crematorium Board (NESCB) and Wandsworth Borough Council. The day to day management responsibilities are carried out on behalf of Wandsworth Borough Council by Enable Leisure and Culture.

Additional documents:

Minutes:

Clive Andrews, Surveyor to the Board presented the report.

 

Board members expressed sadness regarding the increased use of the North East Surrey Crematorium due to the increased numbers of deaths during the recent period.

 

Barbara Ward, Bereavement Services Manager updated the Board about the recruitment process for the post of Crematorium Manager following the recent retirement of the previous manager. Further adding was expected that the recently recruited manager would be in post from 12 April 2021.

 

Clive Andrews updated the Board, regarding the procurement process for the Ashes Lawn.

 

Members noted the fees for the NESCB were lower than many crematoria nationally and that the service provided was reported to be of high quality by several  professional organisations. Members discussed if costs had been affected by the rise in demand, noting that the crematorium’s running costs were more efficient when use was higher.

 

Resolved that:

 

1.    The report as an overview of the Surveyor’s findings for the management of the crematorium for the past three months (January - March 2021) be noted.

27.

Report of the Treasurer pdf icon PDF 117 KB

To provide an update to the Board on the performance against the Management Agreement Annual Budget as approved in December 2020 and to provide an update to the Board on the latest Interim Accounts for the 2020/21 financial year and an estimate of the closing year-end balance.

 

The report also includes recommendations relating to the appointment of the South London Legal Partnership in the matter of the acquisition of land from Wandsworth Borough Council and seeks approval for the sealing of any documents and recording within the register thereafter.

Additional documents:

Minutes:

Mark Davies, Treasurer to the Board presented the report.

 

Mark Davies gave an update on the latest financial position.

 

Mark Davies confirmed that SLLP acted as legal advisors to both London Borough of Wandsworth and the NESCB, but that the arrangement did not create a conflict of interest with regards to the acquisition of land as London Borough of Wandsworth had appointed another party to act on their behalf.

 

Mark Davies drew Members’ attention to the report and resolutions of the Board’s March 2019 meeting in relation to the acquisition of land. He outlined that as part of the due diligence process, and based on legal advice received from the Board’s legal advisors, agreement from the Board would be required so that authority be delegated to Treasurer to agree to the final Heads of Terms, in conjunction with the Surveyor and the Board’s legal advisors, for the acquisition of land and any such other terms as are in the best financial interest of the Board.

 

Councillor Graeme Henderson proposed that authority be delegated to Treasurer to agree  the final Heads of Terms, in conjunction with the Surveyor and the Board’s legal advisors, for the acquisition of land and any such other terms as are in the best financial interest of the Board, this was seconded by Councillor Nick Draper.

 

Members thanked and gave a round of applause all staff at the North East Surrey Crematorium for their work and the maintaining of high standard during recent difficult times

 

Resolved that:

 

1.    Note the Management Agreement performance for the year ending 31 March 2021, attached at Appendix A, for information

 

2.    Note the Interim Accounts and estimated closing balance for the year ending 31 March 2021, attached at Appendix B, for information

 

3.    Agree that South London Legal Partnership be appointed as the Board’s Legal Advisors in respect of sealing any documents as required, and recording those within the sealing register.

 

4.    Authority be delegated to the Treasurer to agree to the final Heads of Terms, in conjunction with the Surveyor and the Board’s legal advisors, for the acquisition of land and any such other terms as are in the best financial interest of the Board.

28.

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.

29.

Date of next meeting

The next meeting of the Board will take place on 22 June 2021 at 10am and the location of the meeting will be confirmed in due course.

Minutes:

The date of the next meeting is 22 June 2021.