Update report on Yeovil Crematorium

Executive Portfolio Holder:	Cllr Peter Gubbins, Yeovil Crematorium, Cllr Henry Hobhouse, Property & Climate Change
Strategic Director:	Vega Sturgess, Strategic Director (Operations & Customer Focus)
Assistant Director:	Laurence Willis, Assistant Director (Environment)
Lead Officer:	Alasdair Bell, Environmental Health Manager
Contact Details:	Alasdair.bell@southsomerset.gov.uk or 01935 4620560

Purpose of the Report

To inform Members of developments at Yeovil Crematorium since SSDC assumed management of the site earlier this year.

Forward Plan

This report appeared on the District Executive Forward Plan with an anticipated Committee date of November 2015.

Public Interest

Yeovil Crematorium is a key facility for the residents of South Somerset and it’s successful management and operation is essential to the Council.

Recommendation

That the District Executive note the report.

Background

Yeovil Crematorium is jointly owned by SSDC and Yeovil Without Parish Council as tenants in common with SSDC owning 89% and YWPC the remaining 11%. The Yeovil Crematorium and Cemetery committee oversee the arrangements for the operation of Yeovil Crematorium and Cemetery. This committee was set up under provisions of the 1933 Local Government Act and acts as an independent body. All crematorium staff are employed by SSDC and since February have been managed by SSDC’s Environmental Health Manager. Prior to that, the Crematorium was managed by Yeovil Town Council. In addition Peter Gubbins has become Portfolio Holder for the Crematorium and is taking an active interest in future developments at the site. Since taking over, the Environmental Health Manager has been undertaking a review of all operational, managerial and financial arrangements at the Crematorium. A considerable number of issues have come to light that need attention. An extensive programme of improvement work has been drawn up and whilst initial progress is good there is still much to do. The following matters are currently either under consideration, in progress or have been recently completed

Report

Consultation

A consultation exercise has recently been carried out with all the funeral directors and other service users to determine how the service we provide can be improved. The results are currently being analysed.

The Crematorium buildings/equipment

Cleaning arrangements. New in-depth daily cleaning has been introduced to improve the cleaning of all public areas including the toilets.

Redecoration. It is planned to redecorate all areas accessed by the public, including the toilets, the Reception Area, the Chapel of Remembrance and the pall bearer’s room.

All the chairs and carpets in the Reception Area are to be renewed and a range of other maintenance repairs and improvements are to be carried out.

A review of the overall operation and use of the crematorium buildings will be under taken in due course to include the potential investment in new cremator equipment.

Grounds maintenance

During recent periods of heavy demand for services, the regular staff have found it difficult to maintain the grounds to the standard required. Extra teams of gardeners were brought in from the Council’s Lufton Depot to help out with the grounds maintenance.

Many of the beds near the reception area have been thinned and tidied up. Plans are being drawn up to redesign flower beds near the crematorium so as to improve their appearance and reduce maintenance costs.

Discussion is taking place with Chris Cooper, the manager at the Lufton Depot about providing an on-going grounds maintenance service to the Crematorium and budgetary provision has been made for this. It is intended to draw up a 5 year grounds management plan to cover all tree and flower planting.

Plans are in hand to refurbish the pond in the Cloisters area. The garden pond to the rear of the Cloisters area is also to be overhauled and improved with new shrub planting as appropriate.

IT/Website

Work is in hand to link the crematorium’s computer system to the main SSDC operational system. This will improve the operational ability of the system and well as back up and resilience.

It has been decided to install the Wesley audio/camera system. This system allows staff to download any music to be played at services for the benefit of clients. It also allows services to be filmed for immediate transmission across the world if need be.

The website is also currently being redesigned to allow easier access by the public.

It is intended to undertake a review of all the IT support systems in due course.

Staffing and Administration

The management arrangements for all operational and administrative staff at the crematorium are being harmonised with the rest of the council. A round of Staff Development Reviews are taking place, job descriptions are being updated and posts re-evaluated as required. All health and safety risks and compliments recorded etc are being added to the central data bases as required.

The Poppy Field

As part of the review of the grounds, the use of the Poppy Field was reviewed. This is an area of quiet reflection and contemplation for visitors to the site. There had been some suggestion that this be used as an overflow to Yeovil Cemetery but this is not considered to be appropriate. The Poppy Field will therefore retain it’s present use and continue to be a valued amenity for visitors to the site.

Financial Implications

There are no direct financial implications to do with this report. Further reports concerning financial matters will be submitted as and when appropriate.

Risk Matrix

Risk Profile before officer recommendations

Impact
F,CY,CP CpP, R

Likelihood

Risk Profile after officer recommendations

Impact
F,CY, CP,CpP
R

Likelihood

Key

Categories	Colours (for further detail please refer to Risk management strategy)
R = Reputation CpP = Corporate Plan Priorities CP = Community Priorities CY = Capacity F = Financial	Red = High impact and high probability Orange = Major impact and major probability Yellow = Moderate impact and moderate probability Green = Minor impact and minor probability Blue = Insignificant impact and insignificant probability

Council Plan Implications

Link to Council Plan 2012 – 2015 –This work is aimed at providing well managed, cost effective services valued by our residents.

Carbon Emissions and Climate Change Implications

There are no adverse carbon or climate change implications to this report.

Equality and Diversity Implications

There are no adverse Equality policy or diversity implications to this report.

Privacy Impact Assessment

There are no adverse personal data implications to this report.

Background Papers

See agendas and minutes to meetings of the Yeovil Crematorium and Cemetery Committee.