Agenda item

The Superintendent and Registrar, Alan José, presented a Report noting the following matters associated with the Crematorium (for copy, see file of minutes). 

Cremations

The Superintendent and Registrar reported the number of cremations for the periods 1 July 2010 to 30 September 2010 (Quarter 2) and 1 October and 31 December 2010 (Quarter 3) inclusive.  Members noted that for Quarter 2 there were 527 (+9 NVF), an increase of 27 (+2 NVF) on the same period in the previous year and for Quarter 3 there were 563 (+4 NVF), an increase of 32 (-2 NVF) on the same period in the previous year.  The total for Quarter 2 and Quarter 3 included 658 from outside the area, with the remaining total being 432 for the area.

Memorial Gardens

The Superintendent and Registrar reported that for Quarter 2 and Quarter 3 2010/11, the following Vase Blocks and Memorial Plaques had been sold:

Contaminated Bodies

The Superintendent and Registrar explained that the Audit Action Plan had highlighted that there were no documented guidelines in place as regards the disposal of a contaminated body.  Members were informed that the Superintendent and Registrar had sought guidance from the Consultant in Communicable Disease at the Health Protection Agency (HPA).  It was noted that the Superintendent and Registrar would contact the HPA in cases where the Crematorium had received notification that a contaminated body was to be cremated and the HPA would provide advice on a case by case basis.  The Joint Committee noted that an additional action would be added to the Operational Risk Register, namely: “Such directions as may be given by the Health Protection Agency will be adhered to.”

Staffing Issues

The Superintendent and Registrar explained that, as previous mentioned, the vacancy relating to Grounds Maintenance / Cremator Operator had not yet been filled and in the interim the temporary member of staff that had been trained in preparation for a Pandemic was continuing to operate without any difficulties. 

Members were made aware of the intention, subject to Members’ agreement, to continue to operate with the temporary arrangement until there was a clearer picture as regards the impact of the CSR on staffing at the constituent Authorities, with any recruitment to still be pursued internally from the two Authorities in the first instance. 

Joint Conference of the Federation of Burial and Cremation Authorities and Cremation Society of Great Britain

The Joint Committee were advised that the Joint Conference of the Federation of Burial and Cremation Authorities and Cremation Society of Great Britain would be held in Bristol, 4-6 July 2011 and that in line with previous arrangements, two places had been reserved at the Conference in respect of the Chair of the Joint Committee and the Superintendent and Registrar.

Members were referred to the Statistical and Annual Return that was a requirement of membership to the Federation of Burial and Cremation Authorities as set out at Appendix 3 to the report.

Cremator Replacement and Crematoria Redevelopment Project – Update

The Superintendent and Registrar updated Members as regards the Cremator Replacement and Crematoria Redevelopment noting that, as agreed by the Joint Committee at its Special Meeting held 21 December 2010, the planning application for the works had been submitted and colleagues from the Planning Section had indicated that consideration of the application would be expected within the next 8 weeks.  The Joint Committee noted that an Ecological Report had also been submitted. 

The Chair noted that she was the Vice-Chair of the DCC Central and East Area Planning Committee the Committee that would likely consider the application.  The Clerk to the Joint Committee advised that at any such meeting of the Planning Committee, the Chair would need to declare an interest and could feed into any debate on the matter; however, she would not be eligible to vote on the application.

Councillors learned that the Superintendent and Registrar, together with the Project’s Lead Officers, had met to discuss the scheduling of works and practicalities in terms of ensuring that Members were kept up-to-date regarding financial information and the progress of the works.  Accordingly, it was proposed that, if Members were in agreement, once works had commenced a monthly e-mail communication could be distributed to Members of the Joint Committee.  Members were also advised that any appropriate site visits or Special Meetings of the Joint Committee could be arranged to coincide with completion of key milestones in the construction phase. 

The Superintendent and Registrar informed the Joint Committee that, at the request of the Chair and Vice-Chair, he had spoken to Bretby Crematorium as regards a site visit to an IFZW cremator installation, IFZW being the firm agreed to provide and install the new cremators for Durham. 

Councillors noted that the Bretby Crematorium was in Staffordshire and was approximately 3 hours away by car.

Councillor J Marr noted that it may be appropriate for some of the Project Officers attending a site visit to Bretby in addition to Members.  Councillor A Hopgood believed that, as the decision to go with IFZW for the equipment and installation had already been made, there was no need for a visit to Bretby.  The Chair noted that it could prove to be an opportunity to ask questions regarding any potential pitfalls as Bretby had been operating the IFZW equipment since last year.  The Superintendent and Registrar added that he, together with the DCC Design Team had visited Bretby last year, in order to get a better idea as regards the scale of the plant and the building required for housing the equipment.  Councillor N Foster suggested that it may be preferable to write to Members of the Joint Committee in order to ascertain the level of interest in attending Bretby.  Councillor A Hopgood agreed, noting that Members should be made aware that the Design Team and the Superintendent and Registrar had already attended the facility.  The Superintendent and Registrar noted that a Crematorium at Newcastle was currently installing IFZW equipment and that their installation would be completed in late Summer 2011.  The Head of Finance, HR and Business Support asked whether the project at Newcastle was similar to that being undertaken at Durham and whether they may be in a position to offer any advice to the Superintendent and Registrar and Design Team.  The Superintendent and Registrar explained that Newcastle would be constructing an extension to house filtration equipment; however, they would be having a reduced number of cremations.  It was noted that the Superintendent and Registrar had spoken to Newcastle as regards the possibility of a visit after completion and accordingly, this could be another option Members may wish to look at. 

Councillors agreed that a letter asking Members of the Joint Committee regarding their views on site visits should be sent out by the Clerk to the Joint Committee.

Councillor A Hopgood asked whether the severe winter weather had affected operations at the Durham Crematorium.  The Superintendent and Registrar noted that some services had experienced a slight delay, however, no services were cancelled and that there had been a report via BBC Newcastle highlighting that Durham Crematorium had coped well.  Councillor A Hopgood stated that the hard work of the staff at Durham Crematorium should be noted and that the Superintendent and Registrar should pass on the thanks of the Joint Committee to staff.  The Members of the Joint Committee agreed.

Resolved:

(a)       That the content of the Report with regards to current performance of   the Crematorium be noted.

(b)       That the comments regarding the Internal Audit Action Plan and action            taken regarding amendments made to the Operational Risk Register      and Operational Procedures to accommodate this recommendation.

(c)        That the vacant post continues to be filled temporarily until the wider     picture is clearer, at which time a recruitment exercise will be          undertaken, with the post advertised internally and simultaneously with             the two Partner Authorities.

(d)       That the Chair to the Joint Committee and Superintendent and Registrar attend the Joint Conference of the Federation of Burial and        Cremation Authorities and Cremation Society of Great Britain.

(e)       That the progress with regards to Cremator Replacement and the        Crematoria Redevelopment Project be noted.

(f)         That a letter be sent to Members of the Joint Committee to ascertain   whether Members would wish to have site visits to the Crematoria at           Bretby in Staffordshire and Newcastle, or otherwise.

(g)       That the Superintendent and Registrar and the staff of the Durham       Crematorium be thanked for their hard work maintaining the excellent   level of service at the Durham Crematorium during the period of severe            winter weather.