Agenda and minutes

Apologies were received from Councillors Bulled, Denton, Inch, Leaver and

Lovering

(a)  Matters Arising

(i)        RESOLVED that the minutes of the meeting held on 6th June 2025

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

the Chairman.

(ii)        Matters Arising. There were no matters arising.

There were no items of urgency.

There were no declarations of interest declared.

The Joint Committee considered a report by the Bereavement Services

Manager (previously circulated).

i)             Crematorium Figures- (excluding NVF) and Chapel Updates

The Cremation figures were noted and that 120 cremations had currently been booked for August.

ii)            Metals Recycling Charity Award

It was noted:

That it was agreed at a previous committee meeting that consideration of the

list would be considered at the February 2026 meeting and at that time the

frequency would be amended to be a ¼ share each, twice a year.

The current Rota for subsequent awards was:

Families in Grief

North Devon Hospice

Cruse

Children’s Hospice SW

iii)           Solar Panels Project

It was noted that:

·         Expedite Building Services Ltd. of Plymouth, had assisted the

project team by writing the specification development for tender and

installation

·         Invitations to local businesses to tender had been sent and due

back by the 1st September.

·         The battery storage, for the chapel back-up would be part of a

phase two project for 2026, as costings were prohibitive within the

budget allocated for panels.

·         The tender specified work was to take place during the cremator’s

bi-annual service, in early November, to avoid additional disruption

to service availability.

iv)           Team

It was noted that interviews for an Apprentice had taken take place and a

person appointed who would join the team in September. Study for a Diploma would be undertaken at the local college Petroc. This was on a new ‘hybrid’ job description (the costing would be funded from a vacant post from October 2024).

v)            Maintenance and Costs

It was noted that:

·         A number of years ago, a large number of chairs were moved from the

Rowan Chapel to the Aspen waiting room, meaning that the available

seating numbers did not fulfill the seating numbers advertised. The

cost of new chapel chairs was disproportionately higher than purchasing new waiting room chairs.

·         That as new chairs were required, as well as the need to address the

sound-transfer issues of the adjoining wall, the Aspen waiting room had

been refurbished at the same time. Feedback would be sought from

users, funeral directors and visitors before similarly refurbishing the

Rowan waiting room next year.

·         Whilst auditing the site and updating business continuity plans / risk

assessments, many areas had been identified in need of expensive

maintenance:

o These included car park re-surfacing and re-marking, paving

slab repointing in much of the gardens, re-plastering many walls

in the offices, tree works on our borders and in the grounds plus

electrical works (to ponds, outdoor lighting and chapels).

o As some of this work had been deemed urgent, it had been

arranged that some of the work had already been undertaken. A

business case would be prepared for the next Committee

meeting, to seek approval for a larger budget for these other

necessary works to be undertaken next year.

o Added to this, the music system / equipment was due to be

upgraded next year. A quote was obtained from our current

supplier to give us  ...  view the full minutes text for item 129.

The Joint Committee noted a report by the Treasurer (previously circulated)

regarding the performance for quarter 1 April to June 2025/2026.

It was noted that the next meeting would be on Friday 7th November 2025 @

2.30 p.m.

RECOMMENDED

(a)       That under section 100A(4) of the Local Government Act 1972, the

public and press be excluded from the meeting for the following item as

it involves the likely disclosure of exempt information as defined in

Paragraph 3 of part 1 of Schedule 12A of the Act (as amended from

time to time) namely information relating to the financial or business

affairs of any particular person (including the authority holding the

information).

(b)       That all documents and reports relating to the item be confirmed as

‘Not for Publication’

RESOLVED

(a)       That under section 100A(4) of the Local Government Act 1972, the

public and press be excluded from the meeting for the following item as

it involves the likely disclosure of exempt information as defined in

Paragraph 3 of part 1 of Schedule 12A of the Act (as amended from

time to time) namely information relating to the financial or business

affairs of any particular person (including the authority holding the

information).

(b)       That all documents and reports relating to the item be confirmed as ‘Not for Publication’

The Joint Committee noted a report by the Bereavement Services Manager

(previously circulated) outlining the complaints received and feedback given.

Chairman ended at 3.07 p.m.