Meeting documents
Venue: Cabinet Room, King George V House, King George V Road, Amersham. View directions
Contact: Mathew Bloxham 01494 732143; email: mbloxham@chiltern.gov.uk
No. | Item |
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To sign the Minutes of the meeting held on 11 September 2013. Minutes: The Minutes
of the meeting of the Joint Committee held on 11 September 2014 were agreed and
signed by the Chairman as a correct record. |
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Declarations of Interest Minutes: There were no declarations of interest. |
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Minutes: The Chilterns Crematorium Joint Committee were asked to consider the attendance of the Annual Conference of the Institute of Cemetery and Crematorium Management (ICCM). It was noted that this was a good event to attend, and it was RESOLVED: That the Chairman of the Joint Committee and the
Superintendent be nominated to attend the 2014 ICCM Annual Conference. |
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Liaison Meeting With Persons Taking Services And Funeral Directors PDF 7 KB Minutes: Liaison meetings with persons taking services and Funeral Directors had been held for many years on an annual basis. The Committee were advised that the persons taking services and funeral directors would be invited to the consultation evening regarding the proposed Aylesbury Crematorium, and it was questioned whether a separate liaison meeting would be required. RESOLVED: That the liaison meeting with persons taking services and
funeral directors be amalgamated with the Aylesbury Crematorium Consultation
Evening, which would be held on 12 March at 6.30pm |
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Complaints And Compliments 2013 PDF 135 KB Minutes: The Committee received an annual report outlining the complaints and compliments received in 2013. It was noted that compliments were not included in the report. The report outlined the 7 complaints that had been received, and this was out of 3000 services. Councillors considered the report, and RESOLVED: That the report be noted. |
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Service Plan 2014 - 2015 PDF 42 KB Minutes: The Committee considered the service plan for the Crematorium for 2013-14.  It was noted that the woodland owned was purchase 20 years ago, and implementation of the woodland management and conservation plan would continue. The Crematorium in Amersham would be impacted by the proposed High Speed 2 rail, as the tunnel would be routed through the hill less than 100 meters away.  It was noted that there was no plan for a woodland burial ground. RESOLVED: That the Crematorium Service Plan for 2014-15 be
approved. |
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Minutes: Councillors received a report outlining a proposed review to the memorials offered by the crematorium. The rose bed memorial scheme was introduced when the crematorium was first opened. It was noted that the rose beds had not developed as well as had been thought. Concrete curbing had been put in place in the 1970s and wire fences had been placed to protect the rose beds from wildlife. While there had been no complaints, the rose bed income had decreased, as the number of plaques being renewed had decreased. It was noted that 2,600 plaques remained, and Councillors were asked to consider replacing the scheme. The Committee were shown pictures of the type of memorial schemes that were in place at other crematoria. One example showed plaques on posts in a garden of remembrance. It was proposed that any change to the scheme be phased over 5 years. RESOLVED: That the recommendation to phase out rose beds and
replace them with shrubberies be agreed. |
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Revenue Budget - Revised 2013/14 And Original 2014/15 PDF 53 KB Minutes: Councillors received the Revised Revenue Budget for 2013/14 and the Original Revenue Budget for 2014/15. It was noted that there was a surplus of £500,000. RESOLVED: That the Revised Revenue Budget for 2013/2014 and the
Original Revenue Budget for 2014/15 be approved by the Joint Committee. |
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Review of Fees & Charges PDF 48 KB Minutes: Councillors received a report outlining the proposed fees for 2013/14. It was noted that the fees had been increased from £490 in 2012/13 to £505 in 2013/14. It was proposed that the fee for 2014/15 be increase to £520, and the Committee noted that these fees were very competitive when compared to neighbouring crematories. RESOLVED: That the fees and charges outlined in the report be
agreed. |
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Capital Programme 2013/14 to 2016/17 PDF 34 KB Minutes: The Committee received a report outlining the Capital Programme for the next five years.  Councillors considered the major capital projects that were on the programme. One Councillor questioned whether the Programme had factored in enough inflation. Construction inflation had been hit by a 10% increase, and it was noted that the Programme allowed for a 15% increase, and was as realistic as possible. It was noted that an additional provision of £55,000 would be included in 2014/15. RESOLVED: That the proposed Capital programme for 2013/14 to
2017/18 be approved. |
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Medium Term Financial Strategy PDF 47 KB Minutes: The Committee considered the Medium Term Financial Strategy. Councillors noted that the strategy did not include revenue expenditure going forwards. The figures in the report relate only to the existing crematorium site and did not include the effects of a crematorium opening in the North of the County. The Joint Committee was stated to be in a strong financial position. RESOLVED: That the Medium Term Financial Strategy forecast be
noted. |
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Next Meeting: Members are asked to agree a date for the next meeting. Minutes: RESOLVED - That the next meeting would be
held on Wednesday 26 March at 2.30 pm at Chiltern District Council. |
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Exclusion of the Public 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 Minutes: RESOLVED - That under Section 100(A)(4) of the Local Government Act 1972 the
Public be excluded from the meeting for the following items of business on the
grounds that they involved the likely disclosure of exempt information as
defined in Part 1 of Schedule 12A of the Act. Note: the relevant
paragraph number and description is indicated under the Minute heading. |
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Aylesbury Crematorium Paragraph 3 - Information relating to the financial or business affairs of any particular person (including the authority holding that information) Minutes: Members of the Chiltern Crematorium Joint Committee were advised that the need for a crematorium in Aylesbury and the proposed programme were accepted by Aylesbury Vale District Council, but that the proposed design had not currently been accepted. The designer had been advised that new builds in open countryside must be an exceptional design and must be sensitive to the landscape. Examples of acceptable designs had been supplied by the Aylesbury Vale Planning Department. The Committee viewed the current design for the Aylesbury Crematorium, and thanked the architect for attending the meeting. The current budget position regarding the Aylesbury Crematorium was noted, and it was stated that once planning permission had been granted the build would be subject to full tender processes. Letters would be delivered to the affected villages on 20 February and a press release would be sent out on 26 February.  A consultation evening would take place on 13 March.  RESOLVED: 1. That the
additional expenditure of £68,806 incurred since the last meeting to obtain the
Option and advance the preparation of the planning application as outlined in
paragraph 52.16 of the report be formally ratified 2. That the additional expenditure of £108,806 outlined in
paragraph 52.16 be approved 3. That the latest
total budget position be noted 4. That the Joint
Committee suspend Standing Orders relating to the further appointment of
architectural services in respect of RIBA stages F-L and delegate authority for
the Project Manager to negotiate with Haverstock (subject to continuing food
performance) to carry out ‘phases 2 & 3 of the project, or alternatively
for a further appointment process to be undertaken if Haverstock are not to be
used 5. That up to
£135,000 expenditure for the continuation of the project into phase 2 be approved 6. That authority is
delegated to the Clerk and Treasurer, in consultation with the Chairman, to
approve additional expenditure in relation to phases 1 and 2 if required. 7. That authority
is delegated to the Project Manager in consultation with the Clerk, Treasurer
and Chairman to sign off the final design prior to the submission of the
planning application. |