Greenwich Council

Agenda and minutes.

Venue: Eltham Crematorium, Crown Woods Way, Eltham SE9

Contact: Jean Riddler  Email: jean.riddler@royalgreenwich.gov.uk or 020 8921 5857

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 David Gardner.

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 69 KB

Members are requested to confirm as an accurate record the Minutes of the meeting held on 4 July 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 4 July 2018 be agreed and signed as a true and accurate record.

5.

Report of the Bereavement Services Manager pdf icon PDF 138 KB

To note the information provided in this report regarding cremation, memorial sales, operational issues and the potential increase in costs for Oak Processionary Moth monitoring and removal.

Minutes:

The Crematorium Manager presented the report drawing attention to decision required at paragraph 1.2 of the report asking Members to note the potential increase in costs for Oak Processionary Moth (OPM) monitoring and removal. He stated that the removal would be carried out in two phases, confirming that phase one had been completed successfully with an element of phase two being brought forward due to the OPM caterpillar hairs being a human irritant, which could cause skin irritation to members of the public. That phase two would be completed over the next few weeks. He added that the OPM infestation was a nationwide problem however, this was under control at the Crematorium.

 

The Crematorium manager gave an update on the Crematorium Grounds following the Members visit, stating that two dead trees were removed with their stumps grinded out to ground level in the Woodland Area and Sunken Garden.

 

The Crematorium Manager responded to Members that with regards to the Cameo burden-sharing scheme, he was still awaiting notification from CAMEO of the Crematoriums Tradeable Mercury Abated Cremations (tmac) value for 2019.

 

The Head of Parks, Estates cand Open Spaces added that other cremation authorities had been slow in providing information that was required for the calculation and this could possibly be reason for the delay.

 

The Heads of Parks, Estates and Open Spaces responded that planning applications continue to be received to build crematoria, a number of which had successfully gained permission, however highlighted that building works had not yet begun. She stated that of the private sector crematoria that had received planning consent, Gravesham was the only one that had been built and opened but was not within the catchment area of Eltham Crematorium.

 

The Crematorium Manager responded to Members that an additional 80 cremations could have happened in the week of the Crematorium shutdown.

 

The Head of Parks, Estates and Open Spaces stated that National statistics showed that the number of deaths in the South East were not predicted to rise until 2020 – 2030 and the upward turn had been slower in the London area. Adding that the Office for National Statistics (ONS) had just issued statistics on the projections of Births, Deaths and Demographics within regional areas and that this would be analysed for learning points to influence and inform decision making in business proposals.

 

The Crematorium Manager advised that notices were on display at the Crematorium to inform visitors of what happened to flowers and the days of collection. He stated that were possible such as with free standing bouquets,  flowers were recycled, highlighting however that this only accounted for a small percentage as a number of tributes included wires, blue tac, oasis and therefore were not suitable or easily recycled. He added that a number of steps would be undertaken to increase awareness of the issue, this included raising it with Funeral Directors at funeral liaison meetings, liaising with Communications to promote recycle friendly alternatives in the spring issue and that staff at  ...  view the full minutes text for item 5.

6.

Report of Maintenance Manager, Capital Projects & Property Maintenance pdf icon PDF 68 KB

To note the progress on the 2018/19 Planned Maintenance Programme as shown in appendix B.

Additional documents:

Minutes:

The Programme Manager – Corporate, Capital Projects & Property Maintenance – presented the report and stated he was confident works would be delivered to budget.

 

In respect of social value, Members requested information on the use of local labour and suppliers for works at the Crematorium.

Action: Programme Manager- Corporate, Capital Projects & Property Maintenance

 

Resolved –

 

That it be noted the progress on the 2018/19 Planned Maintenance Programme as shown in appendix B, of the report. 

7.

Report of the Treasurer pdf icon PDF 91 KB

To note the projected financial position at Period 6 2018/19 summarised in 6.1.1 and detailed in Appendix A, including all variances, the revised budget allocation based on current projections detailed in Appendix A, the Repairs & Renewals balance illustrated in 7.2, the Donations balance illustrated in 8.2, the Distributions payments made to constituent authorities in 9.1, the outcomes in the Audit Report in Appendix B. 

 

To consider the information detailed in the Exempt Appendix (A1) to this report in closed session under the provisions of the Local Government Act 1972, Schedule 12A, Paragraph 3 “Information relating to the financial or business affairs of any particular person (including the authority holding that information)” and to agree that the information detailed in the Exempt Appendix (A1) to this report be not subsequently released to the press or the public.

Additional documents:

Minutes:

The Finance Manager presented the report and decisions required.

 

The Head of Parks, Estates and Open Spaces confirmed that an upturn in the estimated number of deaths in the country was not expected until 2020 – 2030.

 

In response to Members questions, the Finance Manager stated that the level of outstanding invoices at the time of the audit resulted from a number of invoices having been raised the month prior, waiting to be processed. Further to this at future audits, a current outstanding debt report that indicated the age of all outstanding debts would be made available to provide auditors with a full and accurate picture. She added that the Crematorium Manager received a monthly debtors report detailing all outstanding debts.

 

The Crematorium Manager advised that debts were closely monitored, with monthly meetings held with the Finance Manager and bi-monthly meetings that included colleagues from the Directorate of Regeneration Enterprise and Skills (DRES). He stated that there were good working relationships between the Crematorium and Funeral Directors, with outstanding debts mostly being managed locally subsequent to being passed on to the Debtors team for recovery.

 

The Finance Manager confirmed no debts were written off.

 

In respect of the managing and monitoring of works at the Crematorium, the Head of Parks, Estates and Open Spaces responded that all roles and responsibilities were clarified and colleagues from the Corporate, Capital Projects & Property Maintenance team and DRES would be included in future audit assessments to provide advice and evidence requested. She added that the auditors approved the proposed action plans in response to the audit recommendations.   

 

Resolved –

 

1.    That it be noted the projected financial position at Period 6 2018/19 summarised in 6.1.1 and detailed in Appendix A, including all variances.

2.    That the revised budget allocation based on current projections detailed in Appendix A be noted.

3.    That it be noted the Repairs & Renewals balance illustrated in 7.2.

4.    That it be noted the Donations balance illustrated in 8.2,

5.    That it be noted the Distributions payments made to constituent authorities in 9.1.

6.    That it be noted the outcomes in the Audit Report in Appendix B. 

7.    To consider the information detailed in the Exempt Appendix (A1) to this report in closed session under the provisions of the Local Government Act 1972, Schedule 12A, Paragraph 3 “Information relating to the financial or business affairs of any particular person (including the authority holding that information)”. 

8.    That it be agreed that the information detailed in the Exempt Appendix (A1) to this report be not subsequently released to the press or the public.