Agenda and minutes

Apologies for absence were received from Councillors A Batey, K Dearden, M Plews (Durham County Council) and M Charlton and P Ronan (Gateshead Council).

The minutes of the meeting held on 22 June were confirmed as a correct record and signed by the Chairman.

There were no declarations of interest submitted.

Report of the Corporate Director of Resources and Treasurer to the Joint Committee.

The Joint Committee considered a report of the Corporate Director Neighbourhood Services and Corporate Director Resources and Treasurer to the Joint Committee which presented the External Auditors (BDO LLP) issues Arising Report for the year ended 31 March 2015 (for copy see file of minutes).

The Head of Finance - Financial Services advised that the audit had not highlighted any material weaknesses around the Joint Committee’s system of internal control and had concluded that the return was a true and fair view of the financial position at 31 March 2015.

Resolved:

That the joint committee noted the conclusion of the Crematorium Audit and approve the Small Bodies in England Annual Return for the financial year ended 31 March 2015.

Report of Bereavement Services Manager.

The Joint Committee considered a report of the Bereavement Services Manager which provided an update relating to performance and other operational matters (for copy see file of minutes).

The Bereavement Services Manager advised that during the period 1 June 2015 to 31 August 2015 inclusive, there were 297 cremations undertaken, a reduction of 12 on the comparable period last year.

It was further reported that during the period, 11 memorial plaques were sold which represented an increase of 4 (£1,900) year on year.

With regard to operational matters it was reported that arrangements were in place to cover the cleaner’s post which was vacated in November 2014, and this would continue until a Service Level Agreement was put in place with Durham County Council’s facilities management team, to continue the arrangement.

Moving on the Bereavement Services Manager advised that Mountsett Crematorium was once again successful in retaining its Green Flag Award for the fourth year running, which was a great achievement. This was in addition to being awarded the Gold Star Status by the Institute of Cemetery and Crematorium Management, a testimony to the dedication of the Crematorium’s staff.

It was further reported that the Recycling of Metals Scheme had produced a surplus of £350,000 nationally from the 2014/15 collection. As previously determined the North of England Children’s Cancer Research Fund had been nominated by the Joint Committee for the next distribution of funds. A cheque for the sum of £4,321 would be forwarded in due course.

The Bereavement Services Manager then went on to explain that next year would mark the 50^th Anniversary of the opening of the Crematorium and with such it was suggested that this was recognised and commemorated by way of  special event. Suggestions and ideas were sought from Members.

Further to discussions at the last meeting regarding the options for extending car parking facilities on site, it was reported that a feasibility study had now been undertaken and had determined that the extension of the existing car park was possible. The Bereavement Services Manager advised that there were two options available as detailed within the report. It was further reported that subject to members’ views it would seem appropriate to progress option 1, providing 22 additional car parking spaces which would supplement the 12 spaces recently created along the exit road.

In conclusion the Bereavement Services Manager advised that the Service Asset Management Plan (SAMP) had been amended following the meeting on 3 October 2014 and now provided further direction and highlighted future investment requirements and budget pressures for the Joint Committee. The revised SAMP was appended to the report for members’ consideration. The Bereavement Services Manager advised that that the plan was split into four main areas of priority and included all planned crematorium improvement works up until 2018. Further discussion related to the SAMP would be undertaken during Item 9 regarding cremator replacement.

Councillor Nearney queried whether the staff involved in the crematorium’s grounds maintenance had been rewarded in any way for  ...  view the full minutes text for item 5.

Joint Report of Corporate Director of Neighbourhood Services and Corporate Director Resources and Treasurer to the Joint Committee.

The Joint Committee considered a joint report of the Corporate Director Neighbourhood Services and Corporate Director and Treasurer to the Joint Committee which set out details of income and expenditure in the period 1 April 2015 to 31 August 2015, together with the provisional outturn position for 2015/16, highlighting areas of over/underspend against the revenue budgets at service expenditure analysis level. The report further detailed the funds and reserves of the Joint Committee at 1 April 2015 and the forecast outturn position at 31 March 2016, taking into account the provisional financial outturn (for copy see file of minutes).

The Head of Finance – Financial Services advised that the projected outturn was showing a surplus of £395,326 against a budgeted surplus of £306,196 (£89,130) more that the budgeted position. The report further details the reasons for those variances broken down by subjective analysis area.

With regard to income the Head of Finance – Financial Services advised that contributions to reserves were forecast to be £89,130 more than originally budgeted and this was primarily due to the increase in CAMEO income and the over provision of the CAMEO abatement budget.

After taking into account the transfer to reserves it was reported that £198,516 would be transferred to the Cremator Replacement Reserve.

With regard to the retained reserves of the Mountsett Crematorium Joint Committee at 31 March 2016, it was reported that they were forecast to be £949,905 along with a General Reserve of £242,070, giving a forecast total reserves and balances position of £1,191,975 at the year end.

Resolved:

That the content of the report be noted.

Joint Report of Corporate Director of Neighbourhood Services, Corporate Director Resources and Treasurer to the Joint Committee.

The Joint Committee considered a joint report of the Corporate Director Neighbourhood Services and Corporate Director Resources and Treasurer to the Joint Committee which provided an update on the current position with regards to the Risk Register of the Mountsett Crematorium Joint Committee (for copy see file of minutes).

The Head of Finance – Financial Services advised that the Risk register which was considered and approved by the Joint Committee on 24 April 2015 had been reviewed, reassessed and updated in accordance with the Durham County Council methodology and approach to Risk Management. Following this review it was reported that service and operational risks had been plotted onto a risk matrix and were set out within Appendices 2 and 3 of the report.

Resolved:

(i)            That the content of the report be noted.

(ii)          That the Risk Register be kept up to date and be reviewed by the Joint Committee on a half yearly basis.

Resolved:

That under Section 100 A (4) of the Local Government Act 1972, the public be excluded from the meeting for the following item of business on the grounds that it involves the likely disclosure of exempt information as defined in paragraph 3 of Schedule 12A to the said Act

Joint Report of Corporate Director Neighbourhood Services and Corporate Director Resources and Treasurer to the Joint Committee