Agenda and draft minutes

Venue: North Devon Crematorium, Barnstaple

No. Item


Apologies for Absence.


Apologies were received from Councillors Davis, Hurley, Inch and Lovering.



To approve as a correct record the minutes of the meeting held on 10th June 2022 (attached). pdf icon PDF 142 KB

(a)     Matters Arising


      i.        RESOLVED that the minutes of the meeting held on 10th June 2022

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


    ii.        Matters Arising. There were no matters arising.



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


There were no items of urgency.



Declarations of Interest


There were no declarations of interest declared.



To agree the agenda between Part 'A' and Part 'B' (Confidential Restricted Information)




Crematorium Matters. Report by the Crematorium Manager (attached) pdf icon PDF 304 KB

Additional documents:


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


i)          Staffing Matters


It was noted that no appointment had been made to the Bereavement

Administrator post following interviews and would be re-advertised.


ii)         Metals Recycling Charity Award


It was noted:


That Families in Grief had been awarded £12,000 and that North Devon Hospice were currently the next anticipated nominee.


All ‘reserve list charities’, previously on the award rota, had been written to seeking re-application requiring strong evidence of their bereavement support.


The current rota was:


North Devon Hospice


Children’s Hospice SW

Families in Grief


Re-applications had been received from:


  • Children’s Holiday Foundation
  • Over and Above –bereavement support unit.


It was agreed that:


a)         That no additions be made to the existing rota list.

b)         That further information/clarity be sought regarding the Over and above Bereavement support unit project.


iii)        Crematorium Figures


The Cremation figures were noted.


iv)        Garden Improvements


It was noted that the Rowan Exit Sails had been installed.

v)         Damage to Crematorium

It was noted that 3 incidents had taken place over the space of 10 days which involved 5 skylights being broken, significant damage to the roof and an attempt to break into the gardener’s shed – well over £20,000 of damage in total. A further incident a few days later did not cause any significant damage.

The use of anti-climb paint, additional security patrols, a roof alarm system and CCTV had brought a stop to the incidents. Police enquiries were in hand. An insurance claim would be made in relation to the damage and the

CCTV/prevention works would be paid for from site maintenance budget.


The Committee recorded its thanks to the resident who contacted the Police.

vi)        Larkbear Development – Traffic Management

It was noted that the Gratton Way/Old Torrington Road Bus Gate had been referred back to the North Devon Highways and Traffic Orders Committee on 27th June 2022. It was decided to implement the bus gate move as originally advertised, meaning all traffic to and from the crematorium would be via Gratton Way once the order was implemented. The timescales for implementation were not known.


vii)       Phase B works (garage store/memorial room)


It was noted that following the Manager’s update at the Joint Committee

meeting on 4th February 2022 regarding the consultancy work and feasibility study, a planning application had been submitted. A copy of the ‘Elevations Plan’ had been previously circulated. It was proposed to include a ‘hearse lay-by’ at the entrance in light of the Larkbear Development bus gate decision, though this may result in the loss of a single disabled bay.

Once planning consent had been obtained it was intended to proceed in

accordance with the Joint Committee’s decision to tender on the basis of the ‘minimum car-park works’ option (c).

To date, expenditure (consultancy fees relating to design, feasibility, planning

application, ground suitability assessment works and reinstatement) amounted to £17,271 plus vat.


To enable the tender timescales to be finalised (tender likely  ...  view the full minutes text for item 32.


Performance Monitoring Quarter 1 2022/2023. Report by Treasurer (attached) pdf icon PDF 331 KB


The Joint Committee noted a report by the Treasurer (previously circulated) regarding the performance for quarter 1 April to June 2022/2023.


It was stated that in order to reduce electricity costs the provision of solar panels and battery storage should be investigated.


The Treasurer stated that there was a Government Public Sector Decarbonisation Grant Scheme to encourage energy efficiency and the decarbonisation of gas heating systems in public buildings.



To note that the next Crematorium Joint Committee meeting

PART ‘B’ (Confidential/Restricted Information)







NOTE:  Local Government (Access to Information) Act 1985


In addition to any document specifically mentioned, reports included in this Agenda will have been prepared with reference to any or all of the following:


1.         All relevant statutory provisions.

2.         All relevant Government circulars and ministerial advice.

3.         All relevant adopted policies of the Council.

4.         Capital Works Programme.

5.         Current Estimates.

6.         Standing Orders

7.         Consultants’ opinion and advice.

8.         Published works relevant to the subject of the report.



It was noted that the next meeting would be on Friday 4th November 2022 @

2.30 p.m.