Agenda item

Report of the Bereavement Services Manager.

The Bereavement Services Manager, Graham Harrison asked Members to note the performance figures from 1 June 2017 to 31 August 2017 and the comparison to the same period for 2016, highlighting that there was a net decrease of 25 cremations year on year.  It was noted there was a total of 514 for the 3 month period with the June to August profile breakdown showing 177 from Durham, 26 from Spennymoor and 311 from outside of the area.  It was added that Funeral Directors had also noted a decrease in respect of numbers.

Members were asked to note that the number of memorials sold had increased in comparison to the same period the previous year, with sales being £7,091 greater than the comparable period last year.

The Bereavement Services Manager explained that Derrick Allison, one of the four organists that play at services at the Crematorium Chapel had informed the Crematorium that he wished to tender his resignation.  It was added that this would take effect from December 2017 and the Bereavement Services Manager felt that it would be appropriate for the Joint Committee to recognise Mr Allison’s service over the years by nominating him for the Chairman’s Medal, the highest award given by Durham County Council for outstanding services to the community.

Councillors noted that for the sixth year running the Crematorium, in a joint bid with the South Road Cemetery, had achieved the Green Flag Award.  It was added this was testimony to the dedication of the staff working at the Crematorium and South Road Cemetery and was in addition to the award of Gold Star Status by the Institute of Cemetery and Crematorium Management. 

In respect of the Recycling of Metals Scheme, Councillors noted that the cheque referred to at the last meeting of the Joint Committee for the Stillbirth and Neonatal Death Charity (SANDS) had now been presented by the Chairman of the Joint Committee to SANDS.  Members noted that the Recycling of Metals Scheme had generated a sum of £350,000 nationally in 2017/18 and that a further cheque in the sum of £5,000 was ready for presentation to the North of England Children’s Cancer Research and arrangements were being made for this to be presented to the charity.

The Bereavement Services Manager referred Members to the Service Asset Management Plan (SAMP) appended to the report which set out a number of proposed works, set out by priority: priority 1; priority 2; priority 3; and longer term works.  Members noted some of the works included relining of the hearths and cremators, improvements to the roadway layout and re-decoration works.

The Chairman noted that in reference to the organist she felt that the thanks of the Joint Committee should be passed on, in recognition of his contribution.  She added that the news in terms of the Green Flag Award and Gold Star Status was very good and welcomed.  In reference to the presentation of the cheque to SANDS, the chairman explained that finding out about the work that they carried out in our local hospitals had been very rewarding and looked forward to the presentation to the North of England Children’s Cancer Research charity in due course.

The Chairman also noted as regard benchmarking for like-for-like works in terms of other similar organisations.

Councillor K Thompson asked as regards the opportunities in terms of tendering for works, noting the number of works undertaken during the cremator replacement and redevelopment works and for the possibility of opportunities in terms of sub-contracts, accepting some works would be of a specialist nature and would require a specialist company.

Councillor H Liddle entered the meeting at 9.40am

Councillor J Chaplow noted the quality of the works that had been carried out by the Council’s Direct Services, on time and on budget, with no interruptions to services. 

The Chairman noted that Spennymoor Town Council required 3 quotes when tendering for works.

Councillor K Thompson added that he was not saying anything against the quality of the works that had been carried out, he thought they were of a very good quality, rather to open up the opportunities in terms of local companies, including those in the Spennymoor area, adding was there not a list of companies in terms of sub-contracting.

The Head of Finance and Transactional Services noted that the Council’s Constitution set out that if there was an in-house capacity to carry out works then there was not a requirement to go out to tender.  He added that sub-contracts would be subject to the tendering process, however, in the case of the works at the Crematorium, the vast majority of the works provided externally were by IFZW in terms of the cremator equipment itself.  The Head of Finance and Transactional Services noted that a major concern noted by the Joint Committee prior to the works was that of sensitivity and to protect the good reputation of the Crematorium, maintaining a clean site.  He added that it would be for the Joint Committee to decide if there was a new capital development, whether to look for a full tendering process or via sub-contracting.

Councillor K Thompson noted the sub-contracting and asked as regards the list of approved contractors, and noted that he was only asking in terms of best value.  The Head of Finance and Transactional Services noted he would go back to procurement as regards the sub-contract list.

Councillor D Brown noted he understood the concerns raised, however, he felt that you should not change a winning team, and that ensuring the quality and that the works were carried out with sensitivity and compassion was important.

The Head of Finance and Transactional Services noted that the SAMP set out the planned works over the next few years and a number of items would not necessarily be carried out by the County Council and that therefore companies, including those from the Spennymoor area would be able to bid for any works put out to tender.

Councillor M McKeon noted the points made and added that while specialist works may require a tender, would other less specialist works not simply require a company to be added to a list of approved contractors.  The Head of Finance and Transactional Services noted he would speak to procurement as regards this.

The Chairman added that this was an important area with the Crematorium providing a unique service and in was appreciated that there was a need for quality.

            Resolved:

(i)           That the current performance of the Crematorium be noted.

(ii)          That the Joint Committee nominate the organist, Mr Derrick Allison for        the Chairman’s Medal and a letter be sent on behalf of the Joint           Committee to the Mr Derrick Allison for his service.

(iii)         That the continued success with the Green Flag Award be noted.

(iv)         That updated position with regards the Recycling of Metals Scheme be       noted.

(v)          That the Service Asset Management Plan be approved and factored into    budget planning in 2018/19 and beyond.

(vi)         That a benchmarking exercise be undertaken.