OPEN A G E N D A HB CREMATORIUM COMMITTEE MEETING. Meeting Date: Monday, 13 April 2015

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1 Hastings District Council Civic Administration Building Lyndon Road East, Hastings Phone: (06) Fax: (06) OPEN A G E N D A HB CREMATORIUM COMMITTEE MEETING Meeting Date: Monday, 13 April 2015 Time: Venue: 1.00pm Council Chamber Ground Floor Civic Administration Building Lyndon Road East Hastings Council Members Chair: Councillor Manning (Central HB District Council) Councillor Watkins (HDC) Councillor Dixon (HDC) Councillors Sye and Taylor (NCC) Officer Responsible Group Manager: Community Facilities and Programmes Mrs Alice Heather Committee Secretary Mrs Carolyn Hunt (Ext 5634)

2 Hawke s Bay Crematorium Committee Terms of Reference The Hawke s Bay Crematorium Committee established by Order in Council 9 June 1989 as part of The Local Government (Hawke s Bay Region) Reorganisation Order ) The Hastings District Council shall establish and maintain a committee to be called the Hawke s Bay Crematorium Committee. 2) The membership of the Committee shall consist of: (a) Two members to be appointed by the Napier City Council; and (b) Two members to be appointed by the Hastings District Council; and (c) One member to be appointed by the Central Hawke s Bay District Council. 3) The Hastings District Council shall delegate to the Hawke s Bay Crematorium Committee such functions, duties and powers in respect of the supervision and operation of the Hawke s Bay Crematorium as the Council considers appropriate. Membership Chairperson appointed by the Committee 5 members appointed in accordance with the Reorganisation Order Quorum 3 members Delegated Powers Authority to develop policies and provide operational and financial oversight of the Hawke s Bay Crematorium.

3 HASTINGS DISTRICT COUNCIL HB CREMATORIUM COMMITTEE MEETING MONDAY, 13 APRIL 2015 VENUE: TIME: Council Chamber Ground Floor Civic Administration Building Lyndon Road East Hastings 1.00pm A G E N D A 1. Apologies An apology from Councillor Taylor has been received. 2. Conflict of Interest Members need to be vigilant to stand aside from decision-making when a conflict arises between their role as a Member of the Council and any private or other external interest they might have. This note is provided as a reminder to Members to scan the agenda and assess their own private interests and identify where they may have a pecuniary or other conflict of interest, or where there may be perceptions of conflict of interest. If a Member feels they do have a conflict of interest, they should publicly declare that at the start of the relevant item of business and withdraw from participating in the meeting. If a Member thinks they may have a conflict of interest, they can seek advice from the Chief Executive or Group Manager Corporate & Customer Services (preferably before the meeting). It is noted that while Members can seek advice and discuss these matters, the final decision as to whether a conflict exists rests with the member. 3. Confirmation of Minutes Minutes of the HB Crematorium Committee Meeting held Thursday 17 July (Previously circulated) 4. Hawke's Bay Crematoria 5 5. Hawke's Bay Crematorium Concept Design 7

4 6. Additional Business Items 7. Extraordinary Business Items

5 Item 4 File Ref: 15/351 REPORT TO: HB CREMATORIUM COMMITTEE MEETING DATE: MONDAY 13 APRIL 2015 FROM: SUBJECT: DEMOCRATIC SUPPORT MANAGER RICHARD PALMER HAWKE'S BAY CREMATORIA 1.0 INTRODUCTION 1.1 The Chairman has requested that the Committee discuss the future of the Hawke s Bay Crematorium in light of recent advice that a local Funeral Service is seriously considering installing its own Cremator. 1.2 The Committee will recall that this matter was discussed at some length at the meeting of the Committee held in July last year and an extract from the minutes of that meeting which reflects the discussion is attached. RECOMMENDATION That the report of the Democratic Support Manager titled Hawke s Bay Crematoria dated 13 April 2015 be received. Attachments: 1 Extract from Minutes of the HB Crematorium Committee - 17 July 2014 CG HB Crematorium Committee 13/04/2015 Agenda Item: 4 Page 5

6 Attachment 1 Item 4 Extract from Minutes of the HB Crematorium Committee - 17 July 2014 Attachment 1 EXTRACT FROM MINUTES OF CREMATORIUM JOINT COMMITTEE 17 JULY 2014 NEW CREMATOR Document number 14/709 The Cemetery Manager, Garry Bowles, presented the report explaining the problems being faced in respect of the present cremator and the likely cost to rehabilitate it. The Committee noted that a later report dealt with the possible rebuild of the Crematorium and members discussed how the introduction of a new cremator and the new building might be managed. Members also discussed whether there was a likelihood that other private concerns might decide to compete, however accepted that the position which the Council had in the business particularly in respect of DIY cremations, which were becoming more attractive due to their cost savings, was unlikely to be challenged. It was also noted that the Tender Subcommittee had that morning accepted the tender in respect of the Matthews Enertek IV cremator and this machine would be ordered as soon as possible. HB Crematorium Committee 13/04/2015 Agenda Item: 4 Page 6

7 Item 5 File Ref: 15/331 REPORT TO: HB CREMATORIUM COMMITTEE MEETING DATE: MONDAY 13 APRIL 2015 FROM: SUBJECT: DEMOCRATIC SUPPORT MANAGER RICHARD PALMER HAWKE'S BAY CREMATORIUM CONCEPT DESIGN 1.0 SUMMARY 1.1 The purpose of this report is to obtain a decision from the Committee on the concept design for the new crematorium. 1.2 This issue arises from a decision by the Crematorium Committee to rebuild the Crematorium to meet earthquake concerns and to provide an improved facility. The Council is required to give effect to the purpose of local government as prescribed by Section 10 of the Local Government Act That purpose is to meet the current and future needs of communities for good quality local infrastructure, local public services, and performance of regulatory functions in a way that is most cost effective for households and businesses. Good quality means infrastructure, services and performance that are efficient and effective and appropriate to present and anticipated future circumstances. 1.3 The objective of this decision relevant to the purpose of Local Government is to provide good quality infrastructure which will meet the needs of the Community in the most cost effective manner. 1.4 This report concludes by recommending that the Committee review the concept and finalise a design for the crematorium. 2.0 BACKGROUND 2.1 The Crematorium Committee at its meeting in July 2014 considered a report from the Cemetery Manager regarding the state of the present crematorium. 2.2 The Committee resolved: A) That the report of the Cemetery Manager titled Earthquake Issues and Service Improvement dated 17/07/2014 be received. B) That the Committee recommend that the Hastings District Council approve the undertaking of the design work and costings for a new crematorium building accommodating two cremators, having a chapel capable of seating 115 mourners and including options for the retention, modification or replicating of the Art Deco façade. C) That the Committee support the cremation fee being increased to cover the cost of the new building. HB Crematorium Committee 13/04/2015 Agenda Item: 5 Page 7

8 Item 5 File Ref: 15/331 With the reasons for this decision being that the objective of the decision will contribute to the performance of regulatory functions. 3.0 Subsequently Council staff went through a request for proposal process to obtain the appropriate architectural services for the design of the new facility, and the Tenders Subcommittee at its meeting on 26 February this year resolved: That CON Architectural Services for Hawke's Bay Crematorium Development Contract for Architectural Services be awarded to Moller Architects at the tendered price of $61,500 (gst excl). 4.0 CURRENT SITUATION 4.1 The Architects have now developed a concept design for the crematorium and wish to present this to the Joint Committee for its consideration. 4.2 The proposal will be tabled at the meeting. 5.0 RECOMMENDATIONS AND REASONS A) That the report of the Democratic Support Manager titled Hawke's Bay Crematorium Concept Design dated 13/04/2015 be received. B) That the Crematorium Committee consider the concept design for the crematorium and provide the Architects with appropriate feedback to enable the design to be finalised. Attachments: There are no attachments for this report. HB Crematorium Committee 13/04/2015 Agenda Item: 5 Page 8