Agenda item

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 September 2014 to 31 December 2014, 437 cremations had been undertaken, compared to 364 in the comparable period last year. A increase of 73.  With regard to the 2014/15 income budget it was noted that given the increased cremation numbers in the first 9 months of this year, the projected outturn indicated an increase of 132 (1,282) cremations comparted to budget and therefore an overachievement of income of £83,160.

With regard to the sale of memorials it was noted that there had been year on year increase on the sale of memorial plaques of 5, £2,756. It was further reported that as discussed at the previous meeting the option of installing a memorial tower had been included in the 2015/16 budget.

Moving on to operational matters it was reported that a trainee Crematorium Attendant had now been appointed and was settling in to the post well. Further details were reported with regard to the requirement for a replacement cleaner for an additional 4 hours per week at a cost of £2,078.

The Joint Committee was informed that, in line with previous years, a application would be submitted to retain the Green Flag status and the Recycling of Metals Scheme had generated a sum of £3,333 for St. Cuthbert’s Hospice. 

Following on from suggestions made at the previous meeting regarding car parking the Bereavement Services Manager advised that a study had been undertaken on the use of the car park and it had been found that on average the facility reaches over its capacity 4 times per month. It was therefore proposed some works would be undertaken to widen some of the road and create an additional 12 car parking spaces along the exit road from the crematorium car park to ease congestion. This work was scheduled to be completed by the end of March 2015. In addition an area of land next to the existing car park had been identified as a suitable area for further extension, however in order to proceed a design scheme would need to be produced. Initial estimates suggested that an additional 27 car parking bays could be provided in this space and a sum of £7,000 had been quoted in order to progress designs and undertake relevant surveys.

Moving on to the replacement of cremators and installation of mercury abatement plant, the Bereavement Services Manager advised that in order to provide updated options for the Joint Committee to move this project forward by the time the Cremators require replacing in 2020 an updated feasibility study would be required, at an estimated cost of £15,000.

It was reported that given the financial pressures faced within local government it was felt prudent that any feasibility study should consider a full range of options. These options were contained within paragraph 20 of the report for members’ consideration. 

Councillor Temple at this point asked whether it was necessary to undertake the feasibility study at this point in time; however did thanks officers for putting all four options forward to the joint committee at this stage. In response the Bereavement Services Manager advised that the existing cremators had been in situ for 20 years and as the crematorium was continually facing increased numbers, more repairs and maintenance was being required in order to keep them fully operational. He therefore felt that considering the amount of time it would take for a feasibility study to be carried out, and the time it would take to complete any works, all options should be considered as soon as possible.

Councillor Jewell asked what the risk was of the existing cremators being unrepairable and what contingency was in place if the crematorium was faced with a complete breakdown. In response the Bereavement Services Manager advised that maintenance of the existing cremators had been factored into the budget until 2028, however if major repairs were required discussions would have to take place with finance at that time.

The Head of Finance (Financial Services) commented that it was likely that any feasibility study would be undertaken during 15/16, with consideration of options and procurement and installation taking place most likely during 2016/17.

Councillor Batey commented that given her experience of the time taken to undertake a feasibility study it would be best to start the process as early as possible. She further raised a query regarding option 2 and asked how this would work logistically without affecting business continuity.  In response the Bereavement Services Manager advised that the crematorium currently had 3 cremators however only two were operational, therefore it was proposed that the unused cremator would be removed to allow for a temporary reconfiguration of the remaining two cremators whilst the new cremators were installed.

Councillor Dodds asked for further detail regarding new technology for non-cremating equipment and asked whether this was currently licensed within the UK. The Bereavement Services Manager advised that the technology was not currently patented in the UK, however it was expected that this would be an option in the near future. Councillor Dodds commented that this form of cremation could be more cost effective and would therefore be interested to receive further information on the technology in due course.

Councillor Jewell commented that he found option 4 interesting and asked how this would be put in to practice. In response the Bereavement Services Manager advised that discussions would have to take place with partners who had scope to assist with cremations. Councillor Batey queried whether this option would involve an increased cost to families. The Head of Finance (Financial Services) advised that the additional costs of transport would be offset by savings on cremator costs. The option did however come with emotive issues for families.

Councillor Temple asked members whether members felt that all options should be left in or whether any should be removed prior to the feasibility study being undertaken.

Following discussion it was agreed that Option 4 should be removed as it was not felt a suitable outcome for Mountsett Crematorium.

Resolved:

(i)            That the current performance of the crematorium and monitoring against the budget be noted.

(ii)          That the appointment of a trainee crematorium attendant be noted.

(iii)         That the additional costs of employing a cleaner over 5 days per week be agreed.

(iv)         That the Green Flag application be noted.

(v)          That the distribution of recycling income to the respective charity be noted.

(vi)         That it be agreed to proceed with design works for extending the car parking provision within the Crematorium.

(vii)        That it be agreed that a feasibility study on the replacement of Cremators and installation of Mercury Abatement Plant with the removal of Option 4 from the proposals.