Agenda and minutes

There were no declarations of interest submitted.

RESOLVED: that Councillor B. Richmond be elected as Vice Chairman of Mountsett Crematoria Joint Committee for the ensuing year.

The minutes of the meeting held on 12^th June 2009 were approved as a correct record and signed by the Chairman.

Joint Report of the Corporate Director Neighbourhood Services and Corporate Director Resources.

The Head of Finance, HR & Business Support presented the report which outlined for members details of the service management arrangements and sought agreement of the election of the Treasurer to the Committee, following implementation of LGR on 1^st April 2009.

The report further outlined for members proposals for the committee’s work plan for the remainder of 2009/10.

A copy of proposed meeting dates was circulated for members’ information. These dates were to be confirmed in due course.

RESOLVED: that Durham County Council’s Corporate Director Resources be appointed as Treasurer to the Joint Committee; and

That the proposed schedule of meeting and forward plan be approved.

Joint Report of the Corporate Director Neighbourhood Services and Corporate Director Resources.

The Principal Accountant presented the report which outlined findings and recommendations which had been made from the external audit of the 2008/09 Statement of Accounts. The Statement of Accounts had been approved by the Committee on the 12^th June 2009.

The report sought approval of the audited Annual Return and outlined the issues and actions for members’ consideration.

The Principal Accountant then went on advise members of those issues requiring immediate attention as outlined in paragraph 9 of the report, he advised that although both of the issues had been addressed, this was not sufficient to avoid a qualified opinion being issued on the 2008/09 Statement Of Accounts.

He went on to address matters that were required to be brought to the attention of the committee as outlined in paragraph 10 of the report, he advised that it had been noted that the Committee had not formally adopted the Freedom of Information Act new model scheme and therefore this was attached for members consideration and approval.

Discussion ensued regarding the opinion of the External Auditor and the need for them to issue a qualified opinion, given that the key recommendations had been actioned before the audit was concluded. It was noted that the actions already put in place, plus the proposals set out in the Forward Plan, would ensure that these issues should not be a feature in the 2009/10 external audit.

RESOLVED: that the Annual Audit Return be approved; and that the committee commit to a Forward Plan of meetings, and formally adopt the Durham County Council Freedom of Information Act.

Joint Report of the Corporate Director Neighbourhood Services and Corporate Director Resources.

The Head of Finance, HR & Business Support presented the report which set out details of income and expenditure in the period 1 April to 30 September 2009, with a projection of the anticipated outturn to 31 March 2010, highlighting areas of over / underspend against revenue budgets at a service expenditure analysis level.

The report also set out details of the fund and reserves of the Joint Committee at 1 April 2009 and estimated position at 31 March 2010, taking into account the forecast financial outturn.

He went on to provide explanations for significant variances between original budget and forecast outturn. They were as follows:-

• Employees - £2,401 saving based on current staffing levels
• Premises – underspend on predicted water rates
• Supplies and Services – deferred payment to DEFRA offset by unbudgeted Trade Refuse charges of £1,790
• Income – additional income of £22,250 due to increase of cremations due to temporary closure of Saltwell Crematorium.
• Earmarked Reserves – as per budget.

The Head of Finance, HR & Business Support recommended that members note the report and associated forecast in terms of the outturn position 2009/10. Further that quarterly reports be brought to the committee in line with the agreed Forward Plan.

Councillor Dodds made reference to recent changes in legislation regarding the replacement of cremators and the cost implications this could have on the reserves.

RESOLVED: that the content of the report be noted and that a report be brought to the next meeting with regards to Cremator Replacement.

The Bereavement Services Manager updated the committee on the current grass cutting contract, he advised that the current contract was due to expire and issues such as the frequency of cutting and costs incurred were required to be reviewed.

Further discussion took place regarding value for money from the current provider and the number of cuts per year.

The Street Scene Manager advised that it may be worthwhile bringing all alternatives to the committee in January to allow a full debate to take place on the matter.

Further reference was made to a part time member of staff who would be willing to take on extra hours to maintain the grass cutting within the crematorium grounds.

Councillor Temple requested that a full written report be presented at the meeting scheduled to be held on the 29^th January outlining a clear set of proposals for any future contracts.

RESOLVED: that a report be presented to the next meeting of the committee regarding the above.