The North East Surrey Crematorium Board (NESCB) met to discuss the surveyor and treasurer's reports, as well as an update on the board's constitution. The board was also scheduled to appoint a chair and vice-chair. Councillors were reminded to consider whether they had any interests they should declare.

Appointment of Chair and Vice Chair

The report pack included the scheduled appointment of a chair and vice chair. According to convention, the role of chair is taken by the three constituent authorities in rotation, and for 2024/25, the chair was scheduled to be elected from the London Borough of Merton councillors. Similarly, the vice chair for 2024/25 was scheduled to be elected from the London Borough of Sutton councillors.

Constitution of the Board

The board was scheduled receive an update on its constitution. Section 6(2) of the North East Surrey Crematorium Board Act 1956 states that the board's constitution should be revised every five years, based on population data from the constituent authorities.

The report pack included a recommendation to note the latest population details and that, based on these figures, there is a requirement to amend the number of board members appointed by the London Borough of Sutton and the London Borough of Merton, but not the London Borough of Wandsworth.

The report pack stated that the number of members that the constituent authorities are able to appoint up to is:

• London Borough of Merton: four members (increase of one)
• London Borough of Sutton: four members (increase of one)
• London Borough of Wandsworth: five members (unchanged).

The next review of the number of members of the North East Surrey Crematorium Board was scheduled to take place in 2030.

Surveyor's Report

The surveyor to the board was scheduled to present a report providing an update on activities relating to the management agreement between the North East Surrey Crematorium Board and Wandsworth Council for the quarter to May 2025. The day-to-day management responsibilities and operation of the crematorium are carried out on behalf of Wandsworth Council by Enable.

The report pack included a recommendation to approve the surveyor's findings for the management of the crematorium for the past three months (February 2024 - May 2025).

The total number of cremations for the financial year 2024/25 was 1930, just 20 below target, and the target for the financial year 2025/26 is 1950.

The report pack noted that one complaint was received in March 2025 regarding a missed pre-booked recording of a funeral, which was escalated to the surveyor and refunded. Three compliments were received during the quarter via email.

Live Projects Update

The report pack included updates on live projects, including:

• Garden of Remembrance - Stage 2: This second phase aims to improve the existing garden of remembrance with rose beds and rockeries. All metal edging was completed in March 2025, but the project is on hold until requirements to upgrade other areas of the crematorium are identified.
• Main Drive - Pedestrian Pathway: This project involves installing a new footpath connecting the main entrance to the chapels. Wandsworth Council will work with legal teams to stipulate a contract on maintenance expenses, with the current proposal being 20% with Wandsworth Council and 80% with NESCB. A pre-application advice meeting was held in January 2025, and no major concerns were raised.
• Toilets: The upgrade of the drainage system was completed in May 2025, with staff reporting improved flushing and no further leaks.
• Tree of Life Fountain: The maintenance of this fountain has been expensive due to leaves interfering with the immersion pump. A revised proposal has been produced by Design Service with a budget cost of £50,000, and approval to appoint the contractor and proceed with construction was requested from the board.

The report pack also included a feasibility report for a new footpath at Morden Cemetery, with options for a path to the north of the road, paths on either side, or paths attached to the road. The report recommended the first option as the cheapest, avoiding relocation of existing services, at a total cost of £195,000.

The report pack also included a proposal for an upgrade of the Tree of Life Fountain, with a new proposed design costing approximately £50,000.

Treasurer's Report

The treasurer to the board was scheduled to present a report providing an update on the annual review of internal control, progress against the major works and projects, the performance against the management agreement annual budget, the board's accounts for the year ending 31 March 2025, and the annual governance and accountability return for the year ending 31 March 2025.

The report pack included a recommendation to note the report by the South West London Audit Partnership and endorse the management actions proposed, and approve the re-appointment of the South West London Audit Partnership as the board's internal auditors.

The report pack noted a full year underspend of £15,421 against the approved budget of £56,800 for major works and projects scheduled for 2024/25. It also noted a full year underspend of £4,916 against the approved budget of £830,000 for the management agreement for 2024/25.

The income and expenditure statement for 2024/25 showed a surplus for the year of £464,848, compared to a revised estimate of £502,100, with a closing balance of retained funds totalling £1,064,152.

The report pack also included a recommendation to approve Section 1, the Annual Governance Statement, and Section 2, the Accounting Statements, of the Annual Governance and Accountability Return for the year ending 31 March 2025.

The report pack included the NESCB Internal Audit Report 2024-25, which gave a reasonable assurance opinion on the overall adequacy and effectiveness of the internal controls that have been subject to review. The report made three recommendations:

• There needs to be clarity on the expectation of the reviewer of the bank reconciliations for NESCB. A procedure or short memo that should be developed that sets out clearly (possibly by bullet points) the responsibilities of the reviewer for the bank reconciliation for NESCB. The auto fill function should be removed from the NESCB Bank Reconciliation Form.
• Staff should complete their outstanding Health and Safety training to mitigate the risk of injury/loss of life.
• Security tag numbers should be recorded on inventory lists for significant assets where this is available.

The report pack also included a schedule of Major Works & Projects, and a Management Agreement statement for the period 1 April 2024 to 31 March 2025.