The North East Surrey Crematorium Board met on 8 September 2020, with Councillor Nick Draper chairing the meeting. Key discussions included the Board's response to the COVID-19 pandemic, the appointment of a new Chair and Vice-Chair, and a review of the number of members from each constituent authority. The Board also approved updated governance documents.

COVID-19 Response and Future Considerations

The Board received an update on decisions made by the Chairman under the Board's Scheme of Delegation during the COVID-19 lockdown. The Surveyor highlighted increased operating hours and the use of direct cremation slots, which are less expensive for mourners. While there were short waiting lists at times, all cremation demands were met, and mortuary storage facilities were adequate.

Members discussed the possibility of using excess income from the increased number of cremations during this period to establish a fund to support local people who may struggle to cover funeral costs. The Surveyor noted that a government funeral fund exists, but its success is not confirmed until after funeral arrangements are made. He also pointed out that North East Surrey Crematorium Board (NESCB) charges are among the lowest nationally.

Councillor Jean Crossby suggested a memorial plaque dedicated to COVID-19 victims. The Chair, Councillor Nick Draper, stated that more information on proposals and costs would be needed. The Surveyor suggested waiting for greater clarity on the total impact of COVID-19 before making a decision, which was agreed by the Board. The decisions taken by the Chairman on behalf of the Board during lockdown were noted.

Appointment of Chair and Vice-Chair

Councillor Annie Moral from the London Borough of Sutton was elected Chair of the Board for the municipal year 2020/21, following convention that the role rotates between constituent authorities. Councillor Rosemary Birchall from the London Borough of Wandsworth was elected Vice-Chair, also in line with the established rotation.

Review of Board Membership

A review of the number of members from each constituent authority to be appointed to the Board was presented by Sharon Major, Clerk to the Board. Based on updated population figures from the Office for National Statistics, there is no requirement to change the number of Board members. The membership will remain as is, with the London Borough of Merton able to appoint up to three members, the London Borough of Sutton up to three members, and the London Borough of Wandsworth up to five members. This review is conducted every five years as per the North East Surrey Crematorium Board Act 1956.

Surveyor's Report

Clive Andrews, the Surveyor to the Board, provided an update on activities for the quarter ending September 2020, relating to the management agreement between NESCB and Wandsworth Council. The crematorium had been busy, with cremation numbers in August remaining similar to the previous year. The annual emissions tests for the cremators were postponed to Spring 2021 due to COVID-19 restrictions, with agreement from Merton's Environmental Health Officers.

The Board congratulated Barbara Ward on her ongoing work towards her ICCM certificate. The Surveyor highlighted the ongoing Ashes Lawn project, with a date between Easter and Father's Day 2021 planned for its completion. A drainage plan has been commissioned to improve the area and prevent flooding. New land adjacent to the crematorium is to be acquired for memorial purposes, with initial proposals being sought for its use. The Board was also updated on the crematorium's energy efficiency, with a new four-year contract for 100% electricity from green sources.

Treasurer's Report

Mark Davies, Treasurer to the Board, presented an update on the performance against the Management Agreement Annual Budget and the latest Interim Accounts. Costs were slightly ahead of budget due to COVID-19 response, including additional staffing and the absorption of sound recording costs. Gas and electric costs will now be managed directly by Wandsworth Borough Council. An overspend on water charges is being investigated. The Treasurer noted that additional income from increased cremations due to the pandemic was forecast to result in a year-end balance between £150,000 and £200,000 higher than anticipated. The Board noted the Management Agreement performance and the Interim Accounts.

Risk Management Review

Mark Davies also presented the Annual Review of Risks. The Board discussed Risk Number 25, the Pandemic Plan, and how it performed during the recent months. The Treasurer confirmed the plans were robust and had ensured efficient operation, but the risk ranking remains high due to the uncertainty of a potential second wave. The Annual Review of Risks was noted.

Review of Governance Arrangements

The Board reviewed its Standing Orders, Scheme of Delegation, and Financial Regulations. Following the review, updated versions of all three documents were approved.

Exclusion of Press and Public

The press and public were excluded from the meeting for the remainder of the business, which involved exempt information related to Chief Officer Honoraria and Support Costs.