Agenda and minutes

An apology of absence was received from County Borough Councillor K Morgan.

To receive disclosures of personal interest from Members in accordance with the Code of Conduct

Note:

1.    Members are requested to identify the item number and subject matter that their interest relates to and signify the nature of the personal interest: and

2.   Where Members withdraw from a meeting as a consequence of the disclosure of a prejudicial interest they must notify the Chairman when they leave.

There were no declarations of interests in matters pertaining to the agenda.

To receive the minutes of the previous meeting of the Llwydcoed Crematorium Joint Committee which was held on 8^th June 2021.

RESOLVED to approve as an accurate record, the minutes of the meeting of the Llwydcoed Crematorium Joint Committee held on 8^th June 2021.

·         To consider the Agency Administration staff member

·         To consider the Crematorium Chapel Refurbishment

·         To consider Direct Cremations

·         To consider Statistics and Performance.

11.1    The Bereavement Services Manager informed Members that during the height of the pandemic, an agency administration staff member was recruited to assist with the increased workload sustained throughout this period, and as previously reported, thankfully there is currently a reduced trend in cremation numbers, although there is no surety even at this point that this may continue, Members were asked if they would agreed to retain the agency staff member and to keep this retention under review, as a precautionary contingency measure.

Following discussions, Members RESOLVED to retain the administration agency staff member, through the autumn/winter period until the end of this financial year.

11.2    The Bereavement Services Manager reported that due to the ongoing use of strong sanitising fluid during the pandemic, the existing pews and soft furnishings within the Chapels suffered badly as the sanitising fluid stripped the wood of its original colour and overall, the chapels are now looking extremely tired and in desperate need of refreshing.

            Members were informed that officers recently met with a company who specialises in refurbishment of this kind, who carried out the refurbishment of both chapels at Glyntaff, and although they are still awaiting costs, it was proposed that with Members agreement to undertake the following works to the Crematorium chapels.

After some discussion, Members RESOLVED to approve the proposed works.

11.3    Members were reminded of the pilot project that was undertaking by the Bereavement Services to offer the public the benefit of opting for a Direct Cremation as opposed to a full cremation service, which offers a financial saving to bereaved families and utilises a time-slot (9am) seldom utilised by either Crematoria.;

It was reported that this option was well received by Funeral Directors during the pilot and 96 Direct cremations were undertaken, which demonstrates a demand for this service.

            Members learned that the continuation of offering this service at a prescribed fee of £568 for 2021/22 on a permanent basis, was approved by Cabinet members, and also the charge for Direct Cremation 2022/23 onwards, be determined as part of the usual annual fee uplift.

Following consideration thereof, it was RESOLVED to approve the continuation of offering a Direct Cremation service to the bereaved at a prescribed fee of £568, with this fee being subject to annual fee uplift in line with all other Bereavement services fees.

11.4    In her report, the Bereavement Services Manager provided Members with Statistics and Performance figures relating to the operation of the Crematorium since the last meeting.

Following consideration of the information contained within the report of the Bereavement Manager it was RESOLVED to note the Crematorium Statistics.

To consider the report of the Treasurer.

Members considered the report of the Treasurer.        

Members were provided with information relating to:

·         The audited Annual Return for the Year Ended 31^st March 2021

·         The Internal Audit Final Report ‘Llwydcoed Crematorium 20/21’ issued 25^th June 2021

·         The Period 5 Budget Monitoring Update 2021/22.

and following consideration thereof, it was RESOLVED –

(1)  To note the audited Annual Return for the Year Ended 31^st March 2021 as presented.

(2)  To note the Internal Audit Final Report.

(3)  To note and approve the Period 5 Budget Monitoring Update 2021/22.

To consider any items, which the Chairman, by reason of special circumstances, is of the opinion should be considered at the meeting as a matter of urgency

In response to a query raised in relation to the previous drainage problems experienced at Llwydcoed Crematorium during inclement weather, it was noted that no further complaints had been received and that further maintenance works is intended to be carried out at the site to ensure this is kept at an acceptable level.

In response to a query raised in relation to the Streaming Service at Llwydcoed Crematorium, the Bereavement Services Manager reported that they have changed the supplier to Obitus which is considerably cheaper than the previous system and provides an excellent service to which Members were happy with.

With regard to a query raised in relation to the wellbeing of staff and how are they being supported during the pandemic, the Bereavement Services Manager reported that there is sufficient support provided by the Authority’s Occupational Health Unit and also online support provided by the Human Resources department.