Agenda and draft minutes

Mansfield and District Crematorium Joint Committee - Friday, 25th May, 2018 10.00 am

Venue: Mansfield District Council Offices,Civic Centre, Chesterfield Road South, Mansfield, NG19 7BH

Contact: Helen Bayne  Email:

No. Item


Apologies for Absence




Mansfield District Council

Newark & Sherwood District Council

Councillor M. Barton

Councillor Mrs M. Dobson



Appointment of the Chairman

In accordance with the Constitution the offices of Chair and Vice-Chair shall, in successive years, rotate between the three constituent authorities. The Chair for 2018/19 will be a Member from Ashfield District Council.


AGREED      (unanimously) that Councillor R. Sears-Piccavey of Ashfield District Council be appointed as the Chairman of the Committee for the year 2018/2019.



Appointment of the Vice Chairman

The Vice-Chair for 2018/18 will be a Member from Newark and Sherwood District Council.


AGREED      (unanimously) that Councillor Mrs L. Hurst of Newark & Sherwood District Council be appointed as the Vice-Chairman of the Committee for the year 2018/2019.



Declarations of interest by Members and Officers





Declarations of Intent to Record the Meeting





Minutes of the Previous Meeting pdf icon PDF 146 KB


AGREED      (unanimously) that the minutes of the meeting held on 23 February 2018 be approved and signed as a correct record by Executive Mayor Kate Allsop.



Matters Arising


Minute No. 1706 – Matters Arising


The Treasurer to the Committee advised that the further report, referred to in Minute No. 1706, in relation to the VAT position, had not been finalised.  The Treasurer provided an explanation as to the way the accounting for the Committee was undertaken and how VAT was calculated and charged. 


A Member suggested that an alternative to the current method of VAT payment be pursued.  The Treasurer advised that this was not possible as it would involve a change to the accounting body status.  It was noted that the issue would be difficult to resolve and that the planned works to the cremators would likely be delayed until 2020, however, any order for the works must be placed no later than 31 December 2019. 


The Treasurer advised that a planned works schedule was being developed and that once complete would assist in determining the best solution and future options.  He added that it was hoped that a draft report would be included on the Agenda for the next meeting and that discussions were to be held between the S151 Officers the constituent authorities.



Annual Statement of Accounts pdf icon PDF 150 KB

Additional documents:


The Annual Statement of Accounts showed the financial position of the Crematorium Joint Committee as at 31 March 2018 and the revenue and capital activity during the financial year.


It was reported that Assurance Lincolnshire had reviewed the accounts and had issued a Certificate which stated that the Statement of Accounts presented fairly the Crematorium’s Comprehensive Income and Expenditure Account and Balance Sheet and that the Statements were fully supported with the underlying financial records. 


Also included in the report to Members was the Annual Governance Statement which included the future actions required on internal control issues.  . 


With regard to the Accounts these included an explanation of the Financial Statements; the Annual Report and a summary of the financial performance; the Accounting Policies which had been applied in preparing the accounts; the Core Financial Statements; and Supplementary Financial Statements and notes to support the Accounts. 


The Treasurer advised that the Accounts were becoming increasingly complicated and that additional more detailed checks would be required.  He added that discussions were to be held between the constituent authorities in this regard.


The Treasurer stated that the general financial position of the Crematorium was sound at present, however, there were two factors that Members needed to be mindful of:


1.       Competition from other facilities outside of the area and the potential effect this could have on income; and

2.       The need to invest in the cremators to ensure they were kept in a good condition and were sustainable for the future.


Table 1 provided details of the financial performance for 2017/2018 with subsequent paragraphs providing the narrative for the figures shown.  Table 3 showed the surplus distribution to each of the partner authorities. 


It was noted that the general reserves were in a good position. 


A Member expressed his concern about the number of entries in the accounts that had been over-budgeted and queried whether the reserves needed to be maintained at such a high level.  He also queried how long the equipment would last from when it was purchased.  In response, the Treasurer advised that a quarterly  report was produced and this enabled Members to satisfy themselves that the financial management of the Committee was subject to appropriate checks and balances.  He added that the planned works programme would list future commitments and therefore potentially allow the release of some of the reserves. 


In relation to the purchase of abatement equipment it was noted that this would be in the region of £750,000.  A Member noted that a great deal of work had been undertaken in choosing the previous equipment but that it had lasted only for a period of 8 years.  The Director and Registrar stated that the average life expectancy of new equipment was approximately 20 years.  However, if the equipment was properly maintained and repaired as required then it could potentially last for much longer.


AGREED      (unanimously) that:


(i)      the Statement of Accounts as presented in Appendix A for the financial year 2017/2018 be approved;


(ii)     approval be  ...  view the full minutes text for item 1720.


Any Other Business





Date of Next Meeting

Proposed Dates


Monday 17 September 2018

Monday 10 December 2018

Monday 11 February 2019

Monday 20 May 2019


AGREED      (unanimously) that the proposed dates and times as listed on the Agenda be confirmed as follows:


Monday, 17 September 2018 at 10.00am         (Newark & Sherwood DC)

Monday, 10 December 2018 at 10.00am          (Ashfield DC)

Monday, 11 February 2019 at 10.00am            (Mansfield DC)

Monday, 20 May 2019 at 10am                         (Newark & Sherwood DC)