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Meeting

Name: Portchester Crematorium Joint Committee
Start: 2023-09-25T13:00:00Z
End: 2023-09-25T17:00:00Z
Location: North Chapel - Portchester Crematorium, PO16 8NE

Portchester Crematorium Joint Committee - Portsmouth City

Agenda

Published

Minutes

Pending

Meeting Times

Scheduled Time

Start:
Monday, 25th September 2023
2:00 PM

End:
Monday, 25th September 2023
6:00 PM

Meeting Status

Status:
Confirmed

Date:
25 Sep 2023

Location:
North Chapel - Portchester Crematorium, PO16 8NE

Meeting Attendees

Committee Member

Councillor Joanne Burton

Fareham Borough Council

Expected

Clerk

John Haskell

Expected

Committee Member

Councillor June Cully

Gosport Borough Council

Expected

Committee Member

Councillor Alan Scard

Gosport Borough Council

Expected

Committee Member

Councillor Mrs Susan Walker

Fareham Borough Council

Expected

Committee Member

Councillor Lulu Bowerman

Havant Borough Council

Expected

Committee Member

Councillor Liz Fairhurst

Havant Borough Council

Expected

Committee Member

Cabinet Member for Community Safety, Leisure & Sport

Councillor Lee Hunt

Liberal Democrat

Apologies

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Committee Member

Cabinet Member for Planning Policy & City Development

Councillor Hugh Mason

Liberal Democrat

Present, as expected

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Standing Deputy

Councillor Ian Bastable

Fareham Borough Council

Not required

Officer

Andy Wannell

Portchester Crematorium Joint Committee (Treasurer)

Expected

Agenda

0 Welcome and Introductions

1 Apologies for Absence

2 Appointment of Chairman

It is the policy of the Joint Committee to adopt a rotating basis for the appointment of chairman and vice chairman. The Chairman for the 2023/24 municipal year should therefore be appointed from one of Havant's representatives, and Councillor Lulu Bowerman has been nominated.

3 Declarations of Members’ Interests

4 Minutes of the Meeting held on 26 June 2023

Attached.

Attachments:

Document Minutes 14 Sep 2023

5 Matters Arising from the Minutes not specifically referred to on the Agenda

6 Clerk’s Items

The Clerk to the Joint Committee will report on any matters requiring attention.

7 Memorial Tree Fees and Charges

The purpose of the attached report from the Manager and Registrar is to advise that the memorial tree has now been installed, and to recommend the proposed fees and charges for the sale of the memorial maple leaf plaques.

RECOMMENDED that the fees and charges as set out in Appendix A for the sale of maple leaf plaques on the memorial tree be approved.

Attachments:

Document Memorial Tree Fees and Charges. 14 Sep 2023

8 Risk Management

The Risk Management Framework and Policy Statement for Portchester Crematorium are subject to annual review. The purpose of the attached report from the Treasurer is to set out updated documents for approval by the Joint Committee.

RECOMMENDED

(1) That the Risk Management Strategic Framework and Policy as set out in Appendices A & B of the report be approved.

(2) That the Risk Management Progress report set out in Appendix C be noted as a source of evidence that the current Risk Management Policy is operating in practice.

Attachments:

Document Risk Management -September 2023 14 Sep 2023

9 Replacement of Cremators - Update Report

The purpose of the attached report from the Property Managre is to inform members on progress with the project to replace the existing cremators at Portchester Crematorium.

RECOMMENDED that the Joint Committee notes the contents of the report.

Attachments:

Document Cremator Replacement Update Report Sept 2023 14 Sep 2023

10 Building Repairs and Renewal Programme

Report from the Property Manager attached.

RECOMMENDED that the Joint Committee notes the contents of the report.

Attachments:

Document Building Works Report - Sept 2023 14 Sep 2023

11 Manager and Registrar's Report

(a) General Statistical Reports attached for June - August 2023

(b) Any other items of topical interest.

Attachments:

Document Manager's Report - Statistics - JUN-AUG 2023 14 Sep 2023

12 Crematorium Grounds - General Update

A report on Crematorium grounds maintenance generally is attached.

RECOMMENDED that the report be received and noted.

Attachments:

Document Horticultural Report -September 2023. 14 Sep 2023

13 Contract Procedure Rules (Standing Orders) Review

The purpose of the attached report from the Clerk to the Joint Committee is to submit for approval a review of the present contract standing orders together with recommendations for textual changes to reflect current best practice.

RECOMMENDED that the Portchester Crematorium Joint Committee Contract Procedure Rules (Standing Orders) revisions set out in Appendix A to the report be approved and adopted.

Attachments:

Document Crematorium Jt Cttee - Contract Standing Orders Report - September 2023 14 Sep 2023

14 Date of Next Meeting

RECOMMENDED that the Joint Committee next meets at 2pm on Monday 11 December 2023 at Portchester Crematorium.

Previous Meetings

17th Mar 2025