Issue - meetings

The Joint Committee received a report of the Bereavement Services Manager and Registrar which provided an update relating to performance and other operational matters (for copy see file of minutes).

The Bereavement Services Manager and Registrar reported that 233 cremations were undertaken during the period 1 April to 31 May 2024 which was a decrease of 1 cremation compared to the comparable period last year. It was noted that 126 families were from Durham, 62 from Gateshead and 45 families were from other areas.

The number and value of memorial plaques sold were 25 / £6,278 compared to 27 / £6,482 in the comparable period last year, a decrease of 2 memorials sold and £204 in terms of income.

As in previous years, arrangements would be made for representation at the Institute of Cemetery and Crematorium Management ICCM Learning Convention and Exhibition which was being held at Chesford Grange Hotel, near Kenilworth from the 23-25 September 2024. It was proposed that the Bereavement Services Manager and the Chair attend the conference to represent Mountsett Crematorium Joint Committee.

With regards to the recycling of metals scheme, the nominated charities for 2024 were Daft As A Brush Cancer Patient Care and If U Care Share Foundation. 

Members were advised at the last meeting, that they were in the process of implementing a new software system, PlotBox, to replace the existing BACAS system which would go live in October 2024. Durham County Council were currently in the process of transferring them to Oracle which would provide improvements in the way the crematorium operate, standardise reporting and increase efficiency.  

Following the implementation of Plotbox, it was recommended that the Crematorium also move from using Sage as their financial system to using the Oracle system. Plotbox could then be fully integrated with Oracle for the crematorium, as well as the Burials Team, who already used the system. A 2025/26 implementation date for the Oracle system would allow time for bedding in the Plotbox system and reduce pressure on crematorium staff. A progress update would be provided at a future meeting.

Councillor M Walton understood the challenges with software transitions and asked for reassurance that staff would see the benefits of the new financial system. The Bereavement Services Manager and Registrar confirmed that a change management process had been implemented and the Data Team would be assisting Crematorium staff with data checks. The Neighbourhood Protection Manager added that staff were in support of the new financial system and explained the benefits of the new system. He acknowledged that the transition would be challenging and noted that the Plotbox system would go live in October 2024 allowing for the system to be established before the new financial system be implemented in 2025/26.

Resolved:

i)    That the current performance of the crematorium be noted;

ii)   That attendance at the Institute of Cemetery and Crematorium          Management ICCM Learning Convention and Exhibition 2024 be noted;

iii)  That the distribution of recycling income and subsequent charity nominations be noted;  ...  view the full minutes text for item 10

Report of the Bereavement Services Manager and Registrar