LITCHFIELD COUNCIL BUSINESS PAPER THORAK REGIONAL CEMETERY BOARD MEETING

LITCHFIELD COUNCIL
BUSINESS PAPER
THORAK REGIONAL CEMETERY BOARD MEETING
THURSDAY 9TH OCTOBER 2014
COMPLETION OF ORDINARY MEETING
1
THORAK REGIONAL CEMETERY BOARD MEETING HELD AT THE COMPLETION OF THE
LITCHFIELD COUNCIL ORDINARY MEETING - THURSDAY 9TH OCTOBER 2014
AT THE COUNCILS OFFICE, BEES CREEK ROAD, FREDS PASS
AGENDA:
1.
OPENING OF MEETING:
2.
CONFLICT OF INTEREST:
3.
APOLOGIES AND LEAVE OF ABSENCE:
4.
ACCEPTING OR DECLINING LATE ITEMS:
Nil
5.
CONFIRMATION OF MINUTES:
Nil
6.
BUSINESS ARISING FROM MINUTES:
Nil
7.
PUBLIC FORUM:
8.
GOVERNANCE REPORT:
9.
MANAGERS REPORT:
Page 3
10.
10a
FINANCIAL REPORT:
PA14/TRCA/004
AMENDMENTS TO EXCLUSIVE
RIGHTS OF BURIAL
Page 7
11.
URGENT BUSINESS:
12.
CONFIDENTIAL MATTERS:
Nil
ADJOURNMENT OF PUBLIC MEETING: (For Confidential Matters)
That pursuant to Section 65 (2) of the Local Government Act and Regulation 8 of the Local
Government (Administration Regulations) the meeting is closed to the public to consider the
Confidential Items of the Agenda.
13.
NEXT MEETING
THURSDAY 13TH NOVEMBER 2014
2
Thorak Regional Cemetery Managers Report
3
Thorak Regional Cemetery Managers Report
September 2014
Statistics
These statistics give a snap shot of how many services we provided the previous month
compared to the same month last year.
Monthly Statistics Compared to same time last Year
Burials at Need- std depth
Burials at Need - ex depth
Burials Pre Need - std depth
Burials Pre Need - ex depth
Cremations
Ash Internments
Ash Internments - Pre Need
Exclusive Rights Reservation issued
Exclusive Rights (2nd Int) issued
Refund on Ex Right/Pre-Need
Memorial Permits issued
Memorial Installations
Chapel Services
Sep-13
9
1
0
0
7
3
1
8
3
0
10
1
3
Sep-14
9
2
0
0
12
0
0
3
2
2
10
1
8
Administrative
Since being informed by the Northern Territory Government that our Permits to Cremate do
not conform with the Act. The local funeral homes will asked to use these forms and discard
any old forms from their files.
To prepare for the unexpected, where Lorna and I may not be available, one of our outside
staff has been trained to manage priority administrative tasks such as answering the phone,
showing families available grave spaces, finding grave locations, and creating burial or
cremation permits. These will be available without interruption if the circumstances arise.
Grounds
Staff continue to work hard to keep up with irrigation repairs, leaf removal, tree pruning,
gardening and as usual cremations and burials as requested.
Staff
We have recently hired a new Lead Hand. Lorna has been with us for two years and has
filled the position in an acting capacity. Advertising for a replacement grounds person is
under way.
4
Customer Service / Programming
At each grave service, staff are now meeting and greeting a member of the family who may
have final say or influence when it comes to closing the grave. This allows staff to ask the
family how they expect the grave closure to proceed. Different variations include; do they
want to witness the closure? Alternatively, can it be closed after they leave? Or do they
want to do the back fill themselves? This not only adds a personal touch, but most of all
when we need to give instructions to move the gathering away from the grave due to dust
clouds, or to provide truck access our family contact can help us achieve this request.
As a means of information sharing we will be issuing a Burial Certificate to every family that
chooses Thorak as their final resting place. We provide a similar certificate for those who
choose cremation. Along with the certificates will be brochures that explain the Flower and
Ornament Policy and options for Interment of Cremated Remains.
For those who do not have the opportunity or equipment to create music for their Funeral
service. We have put together a collection of popular funeral music for families who request
the same.
We will be placing new signs to remind families of the upcoming wet season and to remove
any of their ornaments before the windy wet weather begins in earnest.
Building/Infrastructure
The upholstered chairs in the chapel have been slowly deteriorating over the past year. They
have been professionally cleaned twice and still a fine mould appears as they are literally
falling apart. Most damaged chairs have been removed.We are investigating replacement
options.
The Chapel audio sound system has been unreliable lately. The recent diagnostic sound
company has re-programmed the system improving both inside and outside speaker volume
without feedback.
Section Upgrades
The new burial section dedicated to the Muslim community has 70 new burial sites
available. Landscaping, including lawn, trees and irrigation are next to complete this section.
Special Requests
The Consulate General of the Democratic Republic of Timor-Leste has written a letter
requesting Thorak Regional Cemetery consider a place where their community, at their
expense, can erect a cross in remembrance of community who have passed both here and
abroad. I recently met three of their representatives here at Thorak where a site was
chosen. They will return with a plan that details the design, construction, and maintenance
of their memorial cross. The board will be updated as this project progresses.
Financial Plan
As of the end of August 2014, 16% into the year;
Income was at 18.6 % earned.
Operational Expense was at 15.7 % spent.
5
Master Plan/ Business Plan
The Master Plan is complete and ready for council’s approval. The Business plan is waiting
for an update regarding the current and projected budget based on the most recent
financial review.
Glen Minaker
Manager
6
PA14/TRCA/004
MEETING DATE:
MEETING TYPE:
FILE REFERENCE:
ATTACHMENTS:
AMENDMENTS TO EXCLUSIVE RIGHTS OF BURIAL
THURSDAY 9 OCTOBER 2014
Ordinary
Thorak Regional Cemetery Business September2014
No
BACKGROUND:
Thorak Regional Cemetery offers the ability to pre-purchase the cost of burial/cremations
(called pre-needs). Council previously resolved that only fifty percent of the prepayments
were to be reserved for the future need.
PA12/TRCA/004:
AMENDMENTS TO EXCLUSIVE RIGHTS OF BURIAL
It was resolved that Council:a) Amend the current Exclusive Right of Use fee from the current fee schedule adding the
ground maintenance fee to the current Exclusive Right fee.
b) Limit the number of Exclusive Right purchases at the above amended fee to maximum of
eight per family. For those who request more than eight must seek Council approval.
c) Any Exclusive Right of Use must be assigned to whom it is intended for at the time of
purchase.
d) Should a family wish to relinquish their exclusive use rights to a plot, they can only resell
it back to the Litchfield Council via Thorak Cemetery for the original price that they
paid, minus an administration fee.
e) Reserve 50 % of the amended Exclusive Right of Use Fees for future allocation and
potential refunds and to administer any future costs associated with managing the
reserve.
f) Introduce a new fee schedule allowing families to purchase pre need plots at full price.
MOVED: T. RICHARDS
SECONDED: V. STATHAM
CARRIED: 5 December 2012
CURRENT SITUATION:
The treatment of the prepayments has been reviewed by the Accountant. The Australian
Accounting Standards requires 100% of the monies received for the pre-needs must be
recognized as prepayments or as a liability i.e. not recognized as income available to be
spent immediately upon receipt.
In compiling the 2013/14 Thorak Regional Cemetery Special Purpose Financial Report, it was
identified that there is currently approximately $447,000 worth of pre-needs that had never
been formally identified as a liability in the financial reports. This has now been corrected.
This correction has a significant impact on the financial operations of the Thorak Regional
Cemetery almost depleting Cemetery reserves. The current 2014/15 budget needs to be
revised to removed pre-needs income and find alternative arrangements to fund the
shortfall on expenditure. The financial projections contained in the draft Master Plan will
also need to be revised.
7
The challenge going forward will be identifying funding arrangements to ensure the Thorak
Regional Cemetery remains a viable business.
FINANCIAL IMPLICATIONS:
Under the current Thorak Regional Cemetery Board operations, approximately $447,000 of
unfunded liabilities may result in Council covering the cost if suitable funding arrangements
are not identified.
STRATEGIC PLAN IMPLICATIONS
Goal 5 – Effective Council Management
5.1 Sustainable financial management within our mission
Nil
LEGAL IMPLICATIONS:
The Local Government Act 2014 Section 131 (3) states that the annual financial statements
must conform with the Accounting standards a and other requirements stipulated in the
regulations.
Non-compliance with accounting standards.
ENVIRONMENTAL IMPLICATIONS:
Nil
PUBLIC RELATIONS IMPLICATIONS:
Nil
COMMUNITY SAFETY IMPLICATIONS:
Nil
RECOMMENDATION:
That Council notes a requirements to comply with the Local Government Act and with the
Australian Accounting Standards and rescind part “e)”of resolution PA12/TRCA/004:
Amendments To Exclusive Rights Of Burial dated 5 December 2012
ACTION OFFICER:
Diane Chellingworth
Corporate Services Manager
MANAGER:
Iian Wilson
Chief Executive Officer
8