Meeting documents

CDC Aylesbury Vale, Chiltern and Wycombe Districts Crematoria Joint Committee
Wednesday, 6th August, 2014 2.00 pm

Paragraph 3 - Information relating to the financial or business affairs of any particular person (including the authority holding that information)

Minutes:

Paragraph 3 - Information relating to the financial or business affairs of any particular person (including the authority holding that information)

 

Members received a report outlining the business case and seeking approval from the Chilterns Crematorium Joint Committee (CCJC) for expenditure of up to £6.2 million to purchase land, build and operate a new crematorium at Bierton near Aylesbury. The Constitution required authority from each constituent council to spend over £50,000 of capital in a financial year. As such, following approval from the CCJC to proceed with the project, authority would then be sought from the constituent authorities: Aylesbury, Chiltern and Wycombe District Councils. The powers of the CCJC were limited to the operation of the Crematorium at Amersham. Once approval for the project had been received a further report would be prepared on extending the constitutional powers of the CCJC to operate other crematoria in the constituent authorities’ areas, in addition to the existing crematorium in Amersham.

 

The Joint Committee discussed the key risks and financial implications associated with the project. The business case set out that building a new crematorium would be financially viable. The financial modelling showed that the project, at the costs indicated in the report, was affordable using the accumulated surpluses and forecast surpluses for the next two years. It was noted that the CCJC was well prepared for a legal challenge and that this risk had been mitigated as far as possible. The business case, including the current financial position and the budget estimate of the project, were considered. Members were reassured that the level of contingency allocated for the project was considered adequate.

 

RESOLVED -

 

1.            That the final business case and budget in the sum of £6 million be noted.

 

AND RECOMMENDED -

 

2.            That authority be delegated to the Clerk and Treasurer of the Chilterns Crematorium Joint Committee to:

 

a)    Agree the terms of and enter into a Section 106 planning agreement at the estimated cost detailed in the report under recommendation 1 (a) including ALUTS contribution plus Section 278 highways agreement with Buckinghamshire County Council for works for the entrance and highway footpath;

 

b)   Work to discharge any planning conditions and enter into an agreement with Natural England as required;

 

c)    Exercise the option to purchase land at Bierton, Aylesbury at cost detailed in the report under recommendation 1 (c) plus legal costs and compensation to the current tenant;

 

d)   Procure and enter into contracts for utility providers including relocating services at the estimated cost detailed in the report under recommendation 1 (d) - orders to be placed as soon as the Option agreement is exercised;

 

e)    Procure and enter into contracts appointing contractor(s) for construction in 2 phases at an estimated total cost detailed in the report under recommendation 1 (e);

 

f)     Procure as part of the build contract new cremators and filtration equipment at an estimated cost detailed in the report under recommendation 1 (f) to meet the specified requirements;

 

g)   Open and operate a new crematorium at Bierton on behalf of the constituent authorities of the Chilterns Crematorium Joint Committee; and,

 

h)   To seek the authority of the Cabinets of the constituent authorities to expend the revenue, reserves and surpluses and progress this project as per the timetable.

 

3.            That the constituent authorities of the Chilterns Crematorium Joint Committee delegate authority to the Clerk and Treasurer of the Joint Committee to enter into any necessary contracts and service agreements required for the day to day operation of the Aylesbury Crematorium, and set up appropriate annual revenue accounts hosted and managed by Chiltern District Council.

 

4.            That the constituent authorities of the Chilterns Crematorium Joint Committee delegate authority to the Clerk and Treasurer of the Joint Committee, in consultation with the Chairman of the Joint Committee, to approve minor matters or additional expenditure in relation to progressing this project which will be regularly reported to the Committee up to the maximum of the estimated revenue surpluses of £6.2 million by the end of 2016/17, on the basis this figure allows for headroom over and above the estimated costs to allow for delays to the project and increased costs caused by any legal challenges.

 

Note: Councillor H McCarthy declared a personal interest during the discussion on the above item being a member of the WDC Planning Committee.