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