Greenwich Council

Agenda and minutes.

Venue: Eltham Crematorium, Crown Woods Way, Eltham SE9

Contact: Anthony Soyinka  Email: anthony.soyinka@roylgreenwich.gov.uk or 020 8921 2230

Items
No. Item

1.

Apologies for Absence

To receive apologies for absence from Members of the Committee.

Minutes:

Apologies for absence were received for Councillor Pat Coleman.

2.

Urgent Business

The Chair to announce any items of urgent business circulated separately from the main agenda.

Minutes:

There were none.

3.

Declarations of Interest pdf icon PDF 47 KB

Members to declare any personal and financial interests in items on the agenda.  Attention is drawn to the Council’s Constitution; the Council’s Code of Conduct and associated advice.

Additional documents:

Minutes:

There were no interests declared other than memberships of their Constituent Authorities.

4.

Minutes pdf icon PDF 59 KB

Members are requested to confirm as an accurate record the Minutes of the meeting held on 21 November 2018.

 

No motion or discussion may take place upon the Minutes except as to their accuracy, and any question on this point will be determined by a majority of the Members of the body attending who were present when the matter in question was decided.  Once confirmed, with or without amendment, the person presiding will sign the Minutes.

Minutes:

That the minutes of the meeting of the Eltham Crematorium Joint Committee held on 21 November 2018 be agreed and signed as a true and accurate record.

5.

Report of the Bereavement Services Manager pdf icon PDF 94 KB

To note the information provided in this report regarding cremation, memorial sales and operational issues.

Minutes:

The Crematorium Manager presented the report highlighting the cremation and memorial sales figures for the last 3 months of the current and two previous financial years. 

 

The Crematorium Manager responded to Members questions, that he had met with the Crematoriums IT business relationship manager to ensure that Emergency Planning and Business Continuity Plans (EP&BCP) were effective to mitigate against the adverse impacts on service delivery resulting from IT failure. He added that further details to enhance the (EP&BCP) can be found in paragraph 6.3.4 of the report and that security features would be implemented to protect against unauthorised access.   

 

Members requested officers provide further details on any large ticket items outside the planned maintenance programme in future reports.

Action: Finance Manager

 

Members requested that the risk register be presented to the committee at a future meeting.

Action: Bereavement Services Manager 

 

The Crematorium Manager advised that improved security measures had deterred unlawful access and thwarted a break-in attempt into the Shed in the Garden of Remembrance with nothing being stolen. 

 

The Crematorium Manager stated that there had been engagement with the Communication Team to look at ways of improving customers experience.

 

Members requested further details on the cost of promotional videos for Eltham Crematorium

Action: Bereavement Services Manager 

 

Members requested that further information on a standalone website for the Eltham Crematorium be presented at a future meeting.

Action: Bereavement Services Manager 

Resolved –

 

Note the information provided in this report regarding cremation, memorial sales and operational issues.

To consider and agree to replace the crematory refrigeration unit in 2019/20 as per item 6.3.2

 

To consider and agree to purchase Wi-Fi and 2 laptops to allow remote working as per item 6.3.4.

 

To consider and agree the new hardware and music upgrades as per item 6.3.6.

 

To note the remittance issued by CAMEO at 6.4.2

6.

Report of Maintenance Manager, Capital Projects & Property Maintenance pdf icon PDF 48 KB

To note the position on the Planned Works Programme for 2018/19 (Appendix 1), consider, comment on and approve the proposed 2019/20 works and revised 10-year maintenance programme (Appendix 2) and to note that funding is being sought to repair and redecorate the external walls, railings and gates to the cemetery site and consider funding these works proportionally as they benefit both the cemetery and the crematorium.

Additional documents:

Minutes:

The Programme Manager – Corporate, Capital Projects & Property Maintenance – presented the report drawing Members attention to the decisions required and discussed the proposed planned works programme for 2019-20. 

 

Members requested updates on estimates once the Property Maintenance Programme allocation had been agreed by Cabinet. 

Action: Programme Manager – Corporate, Capital Projects &

Property Maintenance

 

Resolved –

 

To note the position on the Planned Works Programme for 2018/19 (Appendix 1).

 

To consider, comment on and approve the proposed 2019/20 works and revised 10-year maintenance programme (appendix 2).

 

To note that funding is being sought to repair and redecorate the external walls, railings and gates to the cemetery site and consider funding these works proportionally as they benefit both the cemetery and the crematorium.

7.

Report of the Treasurer pdf icon PDF 53 KB

To note the projected financial position at Period 9 2018/19 summarised in 6.1.3 and detailed in Appendix A, including all variances, the Repairs & Renewals balance illustrated in 7.2.

 

To approve the 2019/20 fees and charges for cremation and memorial services set out in Appendix B, and note Eltham Crematorium’s position on the table of south east cremation fees for 2018/19 set out in Appendix C and to agree the draft budget for 2019/20 as per options set out in Appendix D.

Additional documents:

Minutes:

The Finance Manager presented the report and decisions required.

 

The Finance Manager confirmed that national trends were reviewed with the Crematorium Manager when setting the budget.

 

The Crematorium Manager responded to Members questions that he would consider looking into the option of payment plans for the memorial plaque scheme and memorial niches.  

 

The Senior Assistant Director commented that a cost analysis and a review of the memorial offers made by competitors would need to be considered.

 

The Finance Manager advised that job vacancies accounted for the decreased spend on officer overtime.

 

Resolved –

 

·        Note the projected financial position at Period 9 2018/19 summarised in 6.1.3 and detailed in Appendix A, including all variances

 

·        Note the Repairs & Renewals balance illustrated in 7.2

 

·        Approve the 2019/20 fees and charges for cremation and memorial services set out in Appendix B, and note Eltham Crematorium’s position on the table of south east cremation fees for 2018/19 set out in Appendix C

 

·         Agree the draft budget for 2019/20 as per options set out in Appendix D