Meeting documents

Following a question from Councillor T Green, Alan Goodrum confirmed that there was no provision in the Committee’s Terms of Reference that required the Chairman to be a member from Chiltern District Council.

           

Councillor D Thompson felt that it was appropriate for the Chairman to be a member from CDC, given that the Crematorium was in the District.

It was moved by Councillor N Rose, seconded by Councillor D Thompson and

It was moved by Councillor D Thompson, seconded by Councillor N Rose and

To sign the Minutes of the Joint Committee held on 24 February 2010.

In connection with minute 17 - Declarations of Interest - Councillor T Green referred to correspondence sent to Alan Goodrum confirming that his declaration of a personal and prejudicial interest in the report setting fees and charges had not been necessary.

Councillor M Smith clarified that his personal and prejudicial interest had arisen because of his membership of a Committee set up by Chesham Bois Parish Council

Subject to the above, the Minutes of the meeting of the Joint Committee held on 24 February 2010 were agreed and signed by the Chairman as a correct record.

There were no declarations of interest.

The Joint Committee received the notes of the Liaison Meeting held on 20 May 2010.

In connection with Minute 4 - Car Parking and Signage - the Joint Committee, after concurring in the view expressed by the Superintendent that using the area at the entrance to the Crematorium as an overflow car-park would create some practical problems, agreed that no further action could be taken to improve car parking.

Arising from the third bullet point on Minute 6, the Superintendent confirmed that the web-casting facility had gone live and had been used on a few occasions. The Joint Committee, in recognising that it will take some time for awareness of the equipment to become widespread, felt that it would be useful for the facility to be demonstrated at the next Liaison Meeting.

With regard to the date of the next Liaison Meeting, in 2011 the Joint Committee noted that this would be dependent upon completion of the abatement works.

           

The Joint Committee received a copy of the Crematorium’s service plan for 2010/11.

In connection with Key Objectives for the next 3 years, the Joint Committee agreed with the suggestion made by Councillor Green that the possibility of providing a crematorium for animals/pets should be considered when a site for a new facility in Aylesbury has been identified and plans were being developed.

The Joint Committee received a report providing further information on the work that had been carried out in the Milton Funeral Chapel to repair the defect to the        floor.

           

The Joint Committee noted with concern that the defect could be indicative of a more serious defect relating to the sub-structure of the floor which could result in the Chapel having to close to enable repairs to be carried out. The Superintendent, after explaining that the Architects were progressing the matter with the builders as             a matter of urgency, said that he would keep the Joint Committee aware of     developments. The Clerk indicated that he would be consulting the Joint Committee’s legal advisers on the issue.

           

The Joint Committee receive a report attaching as an appendix the external auditor’s Annual Letter in respect of the financial year 2008/09.

           

The Joint Committee received a report on the Statement of Accounts 2009/10 and the Annual Governance Statement for 2009/10.

With regard to the Statement of Accounts the report was broken down into three        sections as follows:

·              Explanatory Forward, Accounting Policies and Statement of Responsibilities;

·              Core Financial Statements including incomes and expenditure account; and

·              Annual Governance Statement.

           

After noting the need for the Accounts to be formally approved by the Chairman, the Joint    Committee

           

In accordance with Standing Order 7 the Joint Committee received the Fifty Fifth Annual Report which covered a number of issues including:

·              The number of cremations;

·              Fees;

·              Staff; and

·              Maintenance of Buildings and Grounds

           

Chiltern District Council and Wycombe District Council had both recently taken decisions to introduce charging for credit card payments to off set what was becoming an increasing budgetary pressure through escalating bank charges and Aylesbury Vale District Council were considering likewise.

The Joint Committee considered a report setting out a proposal to impose a charge on the credit card transactions carried out at the Crematorium.

After noting that the number of transactions processed by credit card was relatively small - less than a hundred in 2009/10 incurring bank charges of approximately £500 - and after considering the options together with the arguments for and against, the Joint Committee agreed in principle that a fee of 1.6% should be charged for credit card payment transactions.

As part of a strategy to encourage electronic payments, the Joint Committee also agreed that the option of imposing a charge to cover the costs of payments by cheques should be considered.

The Joint Committee received a report attaching a letter from the Audit Commission            indicating that they were satisfied that the fee they had estimated for the 2009/10       audit of £9, 400 was appropriate and that no adjustment was required at this stage. The Joint Committee was advised that the fee for 2008/09 had been £5,600.

The Joint Committee, after being advised that there was little they could do to challenge the Audit             Commission’s decision, expressed their dismay at the increase in the fee which had reached a level out of proportion to the operation of the Committee. Authority was delegated to the Chairman to write to the Audit Commission deploring the increase in the audit fee.

The Joint Committee also agreed that investigations should be carried out to see if the Joint Committee could be changed to the status of a Company.

           

The Audit Commission have suggested the following programme of meetings:

- September - present annual audit letter (before 30 September)

- December - no specific requirements

- March - present fee letter for the next year's audit

- June - agreement of the draft financial statements for the Crematorium

 

In considering the suggestion of the Audit Commission on dates for future meetings, the Joint Committee saw no need to programme meetings for March or December.

The Joint Committee went on to agree that the next meeting be held on 23 September at 11am at CDC.

To resolve that under Section 100(A)(4) of the Local Government Act 1972 the public be excluded from the meeting for the following item(s) of business on the grounds that they involve the likely disclosure of exempt information as defined in Part I of Schedule 12A of the Act

Note: The relevant paragraph number from Part I of Schedule 12A is indicated at the end of the Minute heading.

The Joint Committee received a report providing an update on the number of quotations that had   been received for the ancillary building works and advising that          the relevant procurement rules were being followed.

           

The Joint Committee considered a report setting out the quotations that had been received to carry out an independent structural, mechanical and electrical survey of specific areas of the Crematorium.

After expressing satisfaction with the tendering procedure the Joint Committee supported the proposals in the report and accordingly

                       

The Joint Committee received a report providing an update on the progress made in identifying a site for a proposed Crematorium in Aylesbury. Whilst considering the merits of the five sites identified members expressed a preference for the site identified in paragraph 4. (5).

After agreeing that the issue needed to be progressed as quickly as possible, the Joint Committee

           

The Joint Committee received a report explaining that Chiltern District Council, through its Personnel Committee and the Chiltern District Council and Staff Joint Committee, was currently reviewing its Performance Related Pay Scheme with a view to terminating it.

Crematorium staff were covered by the Scheme and the Joint Committee was asked to consider its approach to the issue.

After asking for further information on the cost of the Scheme in so far as it related to Crematorium staff the Joint Committee