Agenda and draft minutes

Apologies were received from Councillors Denton and Whittaker, Sarah

Higgins (NDC Head of Customer Focus) and Steve Hearse (Treasurer)

(a)  Matters Arising

(i)        RESOLVED that the minutes of the meeting held on 22nd August 2025

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

the Chairman.

 

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

The Chair and members thanked Martyn Isaac for his services as Secretary to

the Joint Committee for the past 38 years and wished him well in his

retirement.

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.

 

It was also noted that summer months were traditionally quieter in terms of

numbers of cremations; September and October numbers showed the

seasonal increase expected, with October’s being the largest number of

services for an October in the past ten years.

 

ii)            Metals Recycling Charity Award

 

It was noted:

 

That it had been 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 be amended to 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:

 

·         The tender process sought the business offering the best value vs.

spend. In early October the contract was awarded to Cook Electrical

Ltd, a North Devon company.

·         Expedite Building Services Ltd. of Plymouth, continued to assist the

project team through the works.

·         The installation would begin on 3 November (to coincide with the

shut-down for the cremator’s bi-annual service) and be completed

by 14 November, the end of the following week, to avoid additional

disruption to service availability.

·         There would be an underspend on the original amount set-by for the

project.

 

iv)           Team

 

It was noted:

 

·         that the new Apprentice had started work on 1st September and would

be studying for a Diploma in Business Administration at Petroc. The

was a new ‘hybrid’ job description - working in gardens, office and

crematory / chapels.

·         that job titles/descriptions, had been reviewed and renamed as it had

been several years since they were implemented and process/

responsibilities have changed considerably. The outcomes from NDC’s

job-evaluation procedure were awaited.

 

The Bereavement Services Manager in response to a question confirmed that

fully inclusive systems were in place to support all Officers.

 

v)            Maintenance and Costs

 

It was noted that as previously reported it had been necessary to contract-out

many works at considerable cost this year. A robust audit of the site/update of

the business continuity plans and risk assessments had been undertaken.

 

There were several high-priced but urgent health and safety /business-need

matters that needed to be addressed as soon as possible, including:

 

·         Subsidence to walkways and paths which had caused uneven paving,

tree-root damage to tarmac and holes in walkways, resulting in trip

hazards and resulting in them being unusable for people with

disabilities

·         A fire alarm, call-point and sounder needed in the Flower/Book of

Remembrance Room.

·         Extensive improvements to broadband connectivity and IT devices for

staff working on outdated equipment

·         Fire-proofing the crematory floor with safety flooring / protection

edging on the crematory walls

·         Tarmacking of potholes and damage to car park and re-lined paint.

The following costs had already been incurred:

·         Replacement of the damaged bespoke glass-panelled door in the

Rowan Chapel,

·         The build of a bin store, to hide unsightly  ...  view the full minutes text for item 138.

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

regarding the performance for quarter 2 April to September 2025/2026.

It was agreed that meetings for 2026/27 be held on the first Tuesday of June,

August, November and February @ 2.30 p.m.

 

The dates were:

 

2nd June 2026

4th August 2026

3rd November 2026

2nd February 2027

It was noted that the next meeting would be on Friday 6th February 2026 @

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 3.24 p.m.