Agenda, decisions and minutes

No declarations of interest were received.

Apologies for absence were received from Councillors Baxter, Alexis Diouf, Huckle and Ritchie.

RESOLVED –

That the Minutes of the Joint Crematorium Committee meeting held on 21 September, 2015 be approved as a true record.

Members discussed the preferred times and venues for the meetings of the Committee.

RESOLVED –

(1)        That the meetings of the Committee for the 2016/17 Council year be scheduled to commence at 1.00 pm, and that the next meeting of the Committee on 21 March, 2016 commence at 1.00 pm.

(2)               That the venue of the Committee meeting be rotated between each of the three authorities and the Crematorium (for the September meeting).

To move “That under Section 100(A)(4) of the Local Government Act, 1972 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 of Part 1 of Schedule 12A of the Act” on the grounds that it contains information relating to financial or business affairs.

Part 2 (Non-Public Information)

RESOLVED –

That under Section 100 (A)(4) of the Local Government Act 1972 the public be excluded from the meeting for the following items of business on the grounds that they involved the likely disclosure of exempt information as defined in Paragraph 3 of Part 1 of Schedule 12A of the Act.

The Bereavement Services Manager presented a report on matters relating to the operation of the Crematorium.

The report included information on the number of funerals during the July – September quarter, broken down into local authority area for 2015 against 2014, and on the total number of cremations and income received during the first two quarters of 2015 against 2014.

The report referred to the positive impact of the office refurbishment and new heating system and events held to improve links with the local community, including a candle-lit event and Christmas service of remembrance organised by Chesterfield SANDS and tours for staff from Ashgate Hospice.

A revised Crematorium Management Plan for 2015 – 2025 had been distributed to Members. The revised plan included a schedule of proposed projects based on ten-year condition surveys which had been undertaken, along with proposed actions in respect of management arrangements, customer care and maintenance.

RESOLVED –

(1)        That the report be noted.

(2)               That the 10 year management plan for Chesterfield Crematorium be approved.

REASON FOR DECISION

To ensure the ongoing quality, cost effectiveness and safe operation of the service.

The Bereavement Services Manager presented a report seeking approval of the implementation of fees and charges for the crematorium for 2016/17.

The report explained that during 2015 additional service times had been made available to provide an improved service and to help protect income to the crematorium, resulting in increased user numbers.

The report referred to the challenges presented by the new private sector crematorium in the Swanwick area and included a table of crematorium fees across the country.

In order to enable the crematorium to continue to meet the needs of the bereaved and to improve the service provided and to maintain its position in the market, it was proposed to increase the fees and charges by around 4%. As the development of memorialisation had been delayed and had only recently been introduced it was proposed that charges in respect of memorials be held and reviewed at a future meeting of the Committee. The proposed fees and charges with effect from 1 January, 2016 were attached to the report.

RESOLVED –

(1)        That the 2016 Fees and Charges be approved as set out in the schedule attached to the report.

(2)        That the fees in respect of memorialisation be reviewed at a future meeting of the Committee.

REASON FOR DECISION

To secure sufficient funding to maintain high standards of service for the bereaved.

RESOLVED –

That the press and public be re-admitted.

The Bereavement Services Manager and Clerk and Treasurer presented the Committee’s revenue estimates for 2015/16 to 2018/19.

The report outlined:

·        The revised forecast for 2015/16 and explanations of significant variances, resulting in an expected surplus of £8,870.

·        Estimates for 2016/17, with an estimated revenue surplus of £42,180.

·        Medium term forecasts for 2017/18 and 2018/19.

·        Reserves – Revenue Reserve, Mercury Abatement Reserve, Equipment Replacement Reserve, Organ Reserve, Cremator Repairs Reserve and Capital Improvement Reserve.

·        Proposed re-distribution to Constituent Authorities.

The Clerk and Treasurer advised the Committee of revised estimates on the capital improvement and revenue reserves since the report had been produced, resulting in higher total reserves than identified in the report. It was therefore proposed to increase the planned redistribution in 2016/17, whilst enabling the revenue reserve to be maintained above the minimum level required.

RESOLVED –

(1)     That the revenue estimates be approved, subject to the approval of the fees & charges and management improvement plan reports.

(2)     That the Capital schemes detailed in paragraph 6.7 of the report be approved.

(3)     That the redistribution of £200k to Constituent Authorities detailed in paragraph 7 of the report be approved for 2015/16 & future years, with the exception of a proposed redistribution of £487k for 2016/17.

(4)     That the planned use of reserves detailed in paragraph 6 of the report be approved.

REASON FOR DECISIONS

To enable the Committee to set and maintain a balanced budget for the crematorium for 2016/17.