Agenda and draft minutes

Venue: Virtual meeting by Zoom

No. Item


Apologies for Absence


Apologies were received from Councillor Lovering



Minutes pdf icon PDF 142 KB

To approve as a correct record the minutes of the meeting held on 7 February 2020 (attached)


a)     Matters Arising


RESOLVED that the minutes of the meeting held on 7th February 2020

(previously circulated) be approved as a correct record and signed by the




Items brought forward

Items brought forward which, in the opinion of the Chairman, should be considered by the meeting as a matter of urgency.



Matters Arising – There were no matters arising


The Chairman and Committee expressed their thanks to the Crematorium Manager and staff for their continued work during the current difficult times.




Declarations of Interest


There were no declarations of interest declared




Crematorium Matters pdf icon PDF 233 KB

Report by the Crematorium Manager (attached)


The Joint Committee considered a report by the Crematorium Manager (previously circulated).


i)          Solar Panels


It was noted that due to the Covid 19 crisis there had been no developments


ii)         Achievements


It was noted:


a)         That the Aspen Flower area frame (not roofing) was completed on the day the Covid shutdown was announced. The contractor did some safety works (fencing and waterproof cover) to prevent damage. It was hoped works will be completed by mid-June.


b)         That both cremators were re-lined immediately prior to the Covid-peak. The Barnstaple Hotel provided free key-worker accommodation for the engineers after their hotel closed. Without their support the work would have been very difficult to complete.


c)         That the new logo caskets were now in use after the sourcing was switched to the UK (originally China). There had been increased costs.


iii)        Staffing


It was noted:


a)         That the new technician had started work on 6th April.


b)         That a new lead Medical Referee (Dr Nick Relph) had been appointed by the Ministry of Justice. The previous post-holder (Dr Loveden) remained in a deputy role to support the crematorium during the Covid crisis.


iv)        Covid Crisis Update


It was noted:


·         That the uptake of Cremation services increased in April, returning to normal levels in May. 


·         That free webcasting was (and remains) available to mitigate the reduced mourner numbers. The Manager expressed his personal thanks to Councillor Walker who sought the Joint Committee’s consent.


·         That the Crematorium gardens were initially shut by legislation but re-opened when the Government guidance was relaxed.



·         That only the Rowan Chapel was in use as its size allowed easy social distancing. At the time of writing this report the capacity is 18. The maximum possible whilst maintaining 2-metre social distancing was 33. Rowan’s exclusive use was expected to continue for the foreseeable future.


·         That the was office closed early in the crisis but its re-opening was imminent with screens, gel points, barriers and split receptions (enquiries at one, booked appointments at the other) all in place by mid-May.


·         That the early ordering of safety equipment/materials and support of North Devon Council procurement ensured all equipment was available before and throughout the crisis.


·         That the efforts of the staff had been the subject of much positive comment by Funeral Directors.



In answer to a question from a Member the Crematorium Manager stated that if there was a second Covid spike he was confident that the Crematorium would be able to manage and plans were in place.


The Treasurer reported that Devon County Council was the responsible local authority for Covid planning and were producing in consultation with District Council’s and Crematoria an Outbreak Management Plan by the end of June 2020 in case there was a second Covid spike.


v)         Metals Recycling Charity Award


It was noted that Over and Above (maternity bereavement suite) had been nominated for the next award (July) as previously reported and the subsequent nomination list:



Calvert Trust

Over and  ...  view the full minutes text for item 26.


Outturn 2019/2020 pdf icon PDF 160 KB

Report by the Treasurer (attached)


The Joint Committee considered the outturn report 2019/20 by the Treasurer (previously circulated).




i)             That the Outturn Report 2019/20 be noted.


ii)            That the following Reserves and Balances be approved:




Capital Funding Reserve

Equipment Replacement Reserve

General Reserve





Opening Balance 1st April 2019




Contribution in year




2019/20 Revenue Deficit




Closing Balance 31st March 2020







Dates of Future meetings

Friday 7th August 2020 @ 2.30 p.m.

Friday 6th November 2020 @ 2.30 p.m.

Friday 5th February 2021 @ 2.30 p.m.



The following dates for future meetings were noted:


Friday 7th August 2020 @ 2.30 p.m.

Friday 6th November 2020 @ 2.30 p.m.

Friday 5th February 2021 @ 2.30 p.m.