Bath and North East Somerset
Registration Service
Service Delivery Plan
January 2015
Here to mark the important events in your life.
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CONTENTS
Registration District of Bath and North East Somerset – Officers
and Opening Hours
Introduction by Registration Services Manager
A)
Service Delivery
B)
The Registration Services Team
C)
Team members
D)
Customer Service
E)
Suggestions and Complaints Procedure
F)
Performance Monitoring and Service Standards
G)
Staff development and Training
H)
Current Threats and Challenges to Service Delivery
I)
Operational Targets for the Year
J)
Accounting and Stock Control
K)
Equality Issues EIA’s
L)
Risk Assessments
M)
Business Continuity Plan
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Bath and North East Somerset Council
Registration District of Bath and North East Somerset
MARRIAGES and CIVIL PARTNERSHIPS
To give notice of marriage or civil partnership consult the Superintendent Registrar
DISTRICT
Bath and
North East
Somerset
SERVICE
MANAGER
Mrs Cindy
Aze
SUPERINTENDENT
REGISTRAR
Mrs Julia Perkins
REGISTER
OFFICE
The Guildhall
High Street
Bath
BA1 5AW
Tel: 01225
477234
Fax: 01225
477293
ATTENDANCES
Monday, Tuesday,
Thursday & Friday
9.00 am to 4.00 pm
Wednesdays
10.00 am to 4.00
pm
REGISTRATION OF BIRTHS AND DEATHS
To register a birth or death consult the Registrar for the sub-district in which the birth or death occurred
SUB-DISTRICT
Bath and North East
Somerset
REGISTRARS
Mrs H THOMAS
Mrs H HATTON
Mrs C ASHLEE
Mrs A WALSHE
Mr J HALL
HEAD OFFICE
The Guildhall
High Street
Bath
BA1 5AW
ATTENDANCES
Monday, Tuesday,
Thursday & Friday
9.00 am to 4.00 pm
Wednesdays
10.00 am to 4.00 pm
Tel: 01225 477234
Fax: 01225 477293
Mrs S SIMPSON
The Hollies
High Street
Midsomer Norton
Tel: 01225 396545
Fax: 01225 396543
Mrs Lesley BROWN
Additional Registrars:
Mrs J Naish
Mrs B Johnstone
Wednesdays & Fridays
9.00 am to 4.00 pm
Thursdays
9.00 am to 12.00 noon
Mondays & Tuesdays
9.00 am to 4.00 pm
Keynsham Town Hall,
Keynsham
Tel: 01225 477831
Fax:
Monday & Thursdays
9.00 am to 4.00 pm
Royal United Hospital
St Martins Road
Bath
Tel: 01225 821593
Please note
attendance is by
appointment only
Note: If it is more convenient particulars of a BIRTH or DEATH may be given to ANY Registrar who will pass this on to the Registrar for
the sub-district in which the birth or death occurred.
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CERTIFICATES OF BIRTH, DEATH AND MARRIAGE,
To obtain a certificate of a recent birth or death, consult the Registrar for the sub-district in which the birth or death occurred.
To obtain a certificate of any other birth, death, marriage or civil partnership, consult the Superintendent Registrar for the district
in which the event occurred.
More detailed information may be obtained from the Superintendent Registrar or from the Registrars
NOTICE TO MEDICAL PRACTITIONERS: By the Births and Deaths Registration Act 1953, the duty is imposed on the
Registered Medical Practitioners to deliver Medical Certificates of Cause of Death forthwith to the Registrar
January 2015
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Introduction and background
1. The Registration Service in Bath and North East Somerset is delivered by Bath and
North East Somerset Council in partnership with the General Register Office. The
council is legally obliged to provide for the registration of births and deaths, the attesting
of the legal notices of marriage and civil partnership, the registering of marriages and
civil partnerships, the custody of historic registers for births, deaths and marriages, the
issue of copy certificates from these registers and citizenship ceremonies. The
registration service provides discretionary services including the nationality checking
service, settlement checking service and naming and renewal of vows ceremonies.
2. Tell Us Once’ (TUO) continues to be a valued service to our customers. The principle
behind TUO is to provide an easily accessible service developed to take away some of
the strain placed on informants by informing numerous departments both nationally and
within the council about the death or birth. This has proved extremely popular and
successful for informants attending a death registration. Those who have accessed the
service after birth registrations are very happy to have the child benefit forms sent off on
their behalf. Tell Us Once not only saves time and effort for our clients but also
potentially saves the council thousands of pounds per annum in administration costs.
3. The Register Office embraces the ‘Good Practice Guide’ which contains guidelines laid
down by the General Register Office to put the customer first as the key component of
the service. Measuring achievement against this guide provides an excellent way of
understanding where we are in terms of delivery; what needs to be improved and how
this can be achieved.
4. Under the arrangements for local governance of the Registration Service, the Council
has made a commitment to deliver the service to reflect local requirements, in line with
the national standards set out in the Code of Practice and the Good Practice Guide.
5. The Director for Customer Services holds the statutory post of Proper Officer for the
Registration District of BANES. The Proper Officer is appointed by the council (under
the provisions of the Local Government Act 1972) to manage the registration service
and has the overall responsibility for the delivery of the service.
6. The Proper Officer and senior officers of the registration service work in partnership with
the General Register Office Account Manager to ensure the highest standard of
registration practice and service are achieved.
7. The Register Office is committed to the One Council strategy. Its amalgamation into the
Customer Services directorate will be key to delivering this and will ensure that greater
communication exists between all services available to our customers.
The Register Office will champion BANES council One strategy by:


Only promising what we can deliver
Nurturing creativity and innovation
Excellent at everything we do
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The Registration Service will achieve this by:



delivering registration services to achieve high levels of customer satisfaction and legal
compliance
promoting ceremonies and BANES venues as “venues of choice”, expanding income
opportunities and boosting the local economy
working with the community to ensure services are accessible including the introduction of
online appointment booking
A)
Service Delivery
Bath & North East Somerset is a unitary authority with a population of approximately 178,000
The population is predicted to grow significantly up to 2025 as the Council has been tasked
with providing a further 18,500 homes by that date. This growth in population will impact on
the Registration Service in terms of an increase in service demand estimated to be in the
region of 10% during the same period.
The Register Office and administration centre for the service is located in The Guildhall, High
Street, Bath, BA1 5AW.
There are three sub offices also located in The Hollies, Midsomer Norton, Keynsham Civic
Centre and the Royal United Hospital, Bath.
Opening hours are:The Guildhall
Monday, Tuesday, Thursday and Friday – 9.00 am to 4.00 pm
Wednesday 10.00 am to 4 pm
Currently the accommodation within the Guildhall comprises of a Register Office (the
Superintendent Registrar’s office), a Deputy Superintendent Registrar’s office, 4 Registrars’
offices, the Strong Room (situated in the basement area of the Guildhall), the Russell Room
which is used for small ceremonies, the Alkmaar Room which can accommodate up to 120
people and hosts larger wedding parties, a Reception area, the General Office and the
Nationality Checking/Settlement Checking Services Office.
There are two adequate waiting areas and access to a baby changing area.
The Hollies
Wednesdays & Fridays -9.00 am to 4.00 pm
Thursdays -9.00 am to 12.00 noon
The Registrar’s Office in The Hollies in Midsomer Norton is situated on the lower ground
floor with staircase and lift access for customers. Public toilet and baby changing facilities
are also situated on this floor.
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Keynsham Civic Centre
Mondays and Tuesdays 9.00 am to 4.00 pm
Situated on the ground floor with excellent access to refreshment facilities and public
amenities.
RUH, Bath
Mondays and Thursdays – 9.00 am to 4.00 pm
Situated on the ground floor of Bath and Wessex House with Patient Affairs.
1. An appointment system is operated for all registrations, although there is the facility to
see walk in clients every day.
2. Customers make appointments to visit the office of their choice at their convenience
during opening times, to register events and give notice of marriage/civil partnership,
naming and renewal of vows ceremonies.
3. Nationality Checking appointments are only offered at The Guildhall.
4. We have three ceremony rooms in The Guildhall which are managed by The Register
Office.
5. The Statutory Ceremony Room which also doubles as the Superintendent Registrar’s
office. – Ceremonies are offered in here Monday to Thursday 9am to 5pm. This facility
allows for a couple and 2 witnesses.
6. The Russell Room – ceremonies are offered Monday to Saturday 9am to 8 pm. This
facility allows for a couple and 12 guests.
7. The Alkmaar Room – ceremonies are offered Monday to Saturday 9am to 8pm. This
facility allows a couple and 120 guests.
8. Citizenship Ceremonies are held in the Alkmaar Room the third Wednesday of every
month. The Chair of the Council attends and gives each new British Citizen their
naturalisation Certificate and a gift from the Council. Private citizenship ceremonies are
available for individuals or family groups on request.
9. The District currently has 37 venues licensed for marriages and civil partnerships and we
are continually working to increase this number. We have had 8 new venues join us
since the beginning of 2014. We are currently in discussion with a further four venues
which we hope to have licenced by the end of 2015.
10. The website provides further information for the public on emergency registration
requirements as well as general information regarding the services provided during
normal working hours. It also contains a comprehensive list of all approved premises
with links to their websites and there is a web virtual tour of the Guildhall ceremony
rooms. Suggestion cards are available at all contact points to enable customers to give
us their views and comments. Also pre-printed Customer Satisfaction Survey forms are
available on the website and within each office, for clients’ comments.
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11. We are also in partnership with Bath Tourism Plus and host another website.
WWW.Bathweddings.co.uk The site in managed and maintained by Bath Tourism Plus
and contains a comprehensive guide to the wedding services offered in Bath. This
allows the Register Office further exposure within the district and gives our Approved
Venues the opportunity to advertise their services.
12. The offices are fully computerised and networked with each Registrar having their own
computer, printer and telephone connection. The General Office has individual
workstations for the clerical staff with computers. All staff in the General Office access
two printer stations. In addition there are three photocopiers, one in the General Office,
one in the NCS room and one in the Deputy Superintendents’ Office. The fax machine
is sited in the General Office. Our main software system for
The Registration Services Team
B)
1. Registration Services Manager who is the cost centre for the Registration Service. She
leads the service, identifies and develops co-operation and collaboration with other key
stakeholders and departments across the council and the wider community in order to
promote joined up efficient customer focused services and the highest quality of
registration practice. She measures K.P.T’s against the G.P.G produced by the General
Register Office, identifies risks to the service and develops opportunities to help
generate income.
2. The Superintendent Registrar undertakes the statutory responsibilities of the post and
provides leadership, guidance and direction to achieve the highest standards of
registration practice and customer service across the service. She also undertakes
assessments of officers attesting notices of marriage and civil partnership and
conducting statutory and discretionary ceremonies. She is responsible for the day to
day management of the service.
3. Registration officers. These are multi-skilled, carrying out all registrations, attesting
notices, conducting statutory and discretionary ceremonies, issuing copy certificates,
undertaking corrections and all other related statutory registration tasks.
4. Deputy Registrars who deputise for the Registrars when covering annual leave and
sickness. They are also responsible for being the first point of contact for customers
visiting the office, book appointments and ceremonies, take payments, carry out
Nationality Checking and Settlement checking duties, produce copy certificates and
carry out related tasks.
5. Additional Registrars have statutory responsibility for their own marriage registers,
security stock and accounts.
6. Clerical Assistant responsible for copy certificates and administration duties.
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7. Casual Registrars who conduct and register marriages throughout the district and mainly
on the weekends and Bank Holidays.
8. Due to retirements, and resignations the service is changing considerably at present.
The Superintendent Registrar/Registration Services manager has recently left to head
up Wiltshire Registration Service. Julia Perkins who was her full time Deputy has now
taken on the stator role of Superintendent. Cindy Aze who was her part time Deputy has
now increased her work hours to full time and has taken on the responsibility of
Registration Services Manager.
9. These posts are currently for an interim period of 6 months whilst we settle into our new
directorate.
10. The Deputy Superintendent Registrar post of which there were one and a half posts is
currently being filtered down to the registrars for professional development whilst the
interim period exists.
11. 1 part time member of staff has recently retired and another is due to retire in March.
This has allowed for 2 existing members of staff who are part time, to increase their
hours to full time. We also recently took on apprentice in the general office and she is
settling into her role very well.
C)Team members
Staff in Post at 31 January 2014 including duties:
Key:
FT
= full time
PT
= part time
CR
= Casual Registrar – working as required
Name
Cindy Aze
Julia Perkins
Hilary Thomas
Anna Walshe
Helen Hatton
Sharon Simpson
Lesley Durston
Carole Ashlee
Jonathan Hall
Jacqui Naish
Bridie Johnstone
Jeanette Bokacz
Position
Registration Services
Manager (FT)
Superintendent
Registrar (FT)
Registrar A (FT) and
Training Officer
Registrar B (PT)
Registrar C (FT)
Registrar D (PT)
Registrar E (PT)
Registrar F (PT)
Registrar G (PT)
Additional Registrar AR1
(PT)
Additional Registrar AR2
(FT) recently increased
hours from 21 to 37
Deputy Registrar and
general office supervisor.
(FT)
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Michelle Courtney
Kate Moore
Kelly Norman
Andrea Kelly
Alison Angel
Shirley Clarke
Anne May
Celia Mosley
Sue Rhodes
Graham Russell
Julie Stevens
Rachael Stone
Shirley Tucker
Jeremy Letherbarrow
Pam Davies
Deputy Registrar (FT)
Deputy Registrar (currently
working 21 hours but will
increase to FT in March)
Apprentice and Casual
Deputy Registrar (FT)
Clerical Assistant and
Casual Deputy Registrar
(PT)
Casual Deputy Registrar
(CR)
Casual Deputy Registrar
(CR)
Casual Deputy Registrar
(CR)
Casual Deputy Registrar
(CR)
Casual Deputy Registrar
(CR)
Casual Deputy Registrar
(CR)
Casual Deputy Registrar
(CR)
Casual Deputy Registrar
(CR)
Casual Deputy Registrar
(CR)
Casual Deputy Registrar
(CR)
Casual Deputy Registrar
(CR)
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D)
Customer Service
1. The main focus of the Service continues to be giving the customer the best service
possible. The Service has recently joined the Customers Services Directorate so more
efficient ways of ensuring we continually strive for Customer Service Excellence will be
developed. The register office is best placed within this directorate.
2. Calls to book birth and death appointments are managed by specially trained customer
service officers within Council Connect. A high percentage of birth and death calls are now
answered and resolved immediately, ensuring a much improved service for the customer.
3. Ceremonies and other calls are initially answered by our Deputy Registrars within the
general office. There is a navigation system on our telephone line for customers to be put
through to the correct department.
4. Calls for certificate services go directly to the Certificate Officers who can take
applications and payments over the phone
5. Each main office continues to have a direct line used mainly for non-customer calls.
6. We are currently discussing plans are to improve customer access to services still further
with the facility to book appointments for births, deaths, notices and NCS on line. A
workgroup will be set up to achieve this within the next year.
7. We recently introduced e forms on the website for couples to submit their ceremony
arrangements on line. This allows for greater flexibility for the customer and a vast saving
in postage costs.
8. The service has retained a customer facing presence in the reception of The Guildhall to
ensure all customers, those with and those without appointments are seen by a Deputy
Registrar who can manage most enquiries at the first point of contact. These officers are
part of a virtual booking team for ceremonies and notice appointments.
9. Appointment times have been set to provide the best service to customers within the
current financial constraints. Death registration appointments including TUO part 1 have
been increased to 40 minutes to ensure an accurate registration can be achieved and
customers are not rushed at this important time. Birth registration appointments remain at
30 minutes. Nationality Checking appointments can be up to 2 hours depending on each
individual circumstance and Settlement Checking appointments are set at 2 hours.
Notices of Marriage are allocated 30 minutes per notice. This allows some time, at a
double notice, to answer customer questions about the ceremony. Couples are
encouraged to bring their completed ceremony arrangements form for checking at the
same time
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10. The service has a very good working relationship with the Coroner, his office team and the
coroner’s officers that ensure the best customer service possible. Relationships with other
key stakeholders including hospital bereavement unit, hospices, undertakers and
approved venues are positive and well maintained
11. The service provides ceremonies outside of the traditional times 8.00 a.m. to 6.00 p.m.
The take up is relatively low at present with the latest ceremony time tending to be 19.30
hours.
Suggestions and Complaints Procedures
E)
Bath and North East Somerset Council has a corporate policy on both
feedback and complaints which can be found on the Council website.
1. When a complaint is received into the service it will initially be investigated and
responded to by the RSM/SR. If the complainant is unhappy with the outcome the
Proper Officer will review and respond. If the complainant is still dissatisfied this can be
taken to Stage 3 of the formal complaints procedure and finally an appeal can be made
to the Local Government Ombudsman. During 2014 no formal written complaints were
received by the Registration Service.
2. Suggestions are welcomed in the Registration Service and customer comment cards are
available within the Register Office for anyone wishing to comment on any aspect of the
service they have received. All comments are reviewed by the Service Management
team and acted upon where appropriate. In addition to this the Service runs an annual
customer satisfaction survey results in Annex B of this report and a printed year round
survey form (also available in electronic format on the website) is available for customers
to give feedback.
3. Letters and cards of thanks are kept in a plaudits file within the office. They are also
displayed on our notice board in the waiting area and plaudits from those couple we
marry are sent advertised on our bath Weddings website.
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Performance Monitoring and Service Standards
F)
1. The Council actively seeks to provide a customer focused and cost effective service which
meets statutory requirements and the standards within the Good Practice Guide (GPG).
2. The registration service submits Section 24 reports in relation to suspicious marriages.
Reminders have been sent to all staff during the year and all staff will be directed to
complete the e-learning programme on an annual basis. A record is kept of the number of
Section 24 reports submitted and included in the monthly statistics.
3. The Certificate team are competent and confident in the use of the GRO Guide to
Reporting Suspicious Applications for Birth Certificates. Birth certificate applications are
checked against the guide and those, for which they have suspicions, are reported. A
record is kept of the number of suspicious applications reported and included in the
monthly statistics.
4. The BANES registration service abides by all local authority and GRO direction and
ensures all members of the registration service staff meet all legal responsibilities and
obligations in respect of the security and sharing of data, including ensuring the integrity
and security of the RON system. Reminders are sent to staff on a regular basis, each
reminder covers a different aspect of data protection.
5. A robust system is in place to manage the licensing of approved venues for marriage and
civil partnership. Controls are in place to manage the expiry and renewal of licences.
6. A thorough, well documented system is in place for reminders to register outstanding
births after 28 days with a second reminder before a requisition is issued after 42 days.
The Registration Service will:

Continually strive to improve services as a result of self-assessment compared to the
national criteria (Good Practice Guide).

Continue to provide a value-for-money, prompt and efficient service.

Listen, value and use customer feedback, both positive and negative, to identify good
service and practice, monitor performance, make improvements to service standards and
increase customer satisfaction.

Continue to signpost services for the people of Bath and North East Somerset

Ensure that we are able to communicate with all people wishing to use the service in the
community by providing information in languages other than English where requested.
7. The Registration Management Team will continue to ensure the Service responds
promptly to legislative and technical changes, ensuring guidance and procedures are
updated and training provided.
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8. The Registration Service has formally adopted the National Technical Standards as the
standards against which assessments will be made. Work is under way to review
guidance documents, procedures and training, to ensure full compliance with the
standards
9. The Superintendent Registrar will ensure that registration standards of professional
practice are achieved through quarterly copy checking, monitoring corrections and
assessments. Spot checks will be undertaken to monitor and ensure that accurate and
timely cashbook entries are completed in line with current financial procedures.
10. The Registration Services Manager and the Superintendent Registrar, and Training and
Development Officer, will start to undertake a programme of assessment of all officers to
ensure their standard of work meets the statutory requirements. Any areas for
improvement will be highlighted, support and training provided and progress monitored as
required.
11. The Registration Service Manager and Superintendent Registrar will monitor the key
performance targets (KPTs) required by the Registrar General and Bath and North East
Somerset Council on a monthly basis. Areas of weakness in the key performance targets
will be brought to attention. As required by GRO an annual self-assessment must be
carried out against the KPIs and GPG and a return submitted by 30 April annually.
12. If the Service is found to be falling short of the requirements, actions will be agreed and
implemented where it is within the remit of the service to do so. An additional monthly
check will be undertaken to identify any errors in the collection of statistics or other issues
requiring swift action.
13. The annual performance report, service delivery plan and customer survey summary will
be displayed on the Council website.
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Staff Development & Training
G)
1. Staff development and training will continue to be given a high priority, despite
budget constraints, to ensure the best registration practice and customer service
is provided throughout the Registration Service in Bath and North East Somerset.
2. All registration staff receive an annual appraisal as set out by the Council which
includes the Council’s behaviours framework. Appraisal objectives are linked to the
service delivery plan and the personal and technical development of the individual.
Training needs are identified and forwarded to the Training and Development Officer.
3. The Registration Service Training and Development Officer’s first priority is to provide
high quality training and support for newly appointed officers.
4. Training and development will be provided to meet the needs of established
personnel and respond to changes in legislation and new initiatives. This training will
be organised in the most cost efficient manner using the Training Officer or members
of the management team as appropriate.
5. General Register Office training tools are used for training delivery and
assessment of Registration officers. Staff are encouraged to use the new elearning modules as part of their continued professional development and interest
has been shown, both as student and assessor, in the new NVQ registration
qualification which is being piloted.
6. Work will continue to develop, review and revise the training and development
programme, the format for induction, the content of standard courses for newly appointed
officers and the range of other training and development opportunities to meet the needs
of staff.
7. The Service will continue to be well represented on the South West Training Group for
Registration, however the group evolves.
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Current Threats and Challenges to Service Delivery
H)
1. Currently BANES has a significant number of couples where one or both partners come
from abroad. On 2nd March 2015, the next stage of the Asylum Act becomes law whereby
the waiting period before marriage will automatically increase from 16 days to 28 days for
all notices of intention to marry. Even more extreme, if either or both of the parties to
marriage are non EU citizens, then the process could take 70 days. The Registration
Service is legally obliged to work in conjunction with the Home Office in respect of
identifying Sham Marriages.
2. This will make the process much more bureaucratic and create considerable additional
delays for couples who do not have this amount of time to spend waiting in the UK to
marry. It will create a considerable disincentive for couples choosing marrying in the UK
and is likely to impact on our future revenue.
3. A second threat comes from organisations who wish to have ‘Faith Marriages’ made legal,
for example the Humanist Society. The Law Commission is at present carrying out a
broader review of the law concerning marriage ceremonies which will include allowing
‘faith celebrants’ the legal right to conduct marriages. We are expecting any new
legislation to come sometime after the May 2015 elections.
4. Many couples already choose to have a Humanist ceremony after the legal civil
ceremony, and any new legislation would obviate the need for Registration Staff and
would also impact on future revenue.
Challenges:

The need to counter the general public’s perceptions of the civil,
Secular ceremonies conducted by the Registration Service as being
inflexible, impersonal and utilitarian.

Negative images created by other less progressive Registration
Services.

Mis-representation by some secular or faith celebrants as to
what a couple can expect from a ceremony conducted by a Registrar.

The need to anticipate and prepare for proposed changes in law with
regards to licensing ‘faith’ celebrants to conduct legal ceremonies
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Operational Targets for the Year
I)
The Registration Service is committed to providing the highest standards of technical
registration and customer service as set out by statute and in the Good Practice Guide,
responding to the changing needs of the customer within the tight financial constraints faced
by the Council. The key targets for the year are therefore:
1. To amalgamate seamlessly into the Customer Services Directorate, embracing
the Customer First programme.
2. Continue to develop the skills, competence and confidence of all staff employed within
the registration service to enable them to carry out their duties.
3. Introduce online booking of appointments for birth and death registrations, and
Nationality Checking Appointments.
4. Introduce online certificate applications and payment
5. Review and revise notice procedures to ensure these are in line with technical standards
6. 6.Produce birth and death registration procedures to ensure there is consistent
practice across the service in line with the technical standards
7. Introduce a programme of assessment of registration officers undertaking birth and
death registrations and attesting notices.
8. Expand the assessment of registration officers and registration officers
(ceremonies) undertaking marriage and civil partnership registrations and
conducting ceremonies to include established staff in addition to newly trained
staff.
9. Create standards for registration customer officers and certificate officers and
introduce assessment against the standards.
10. Ensure all registration officers are confident with identifying potential sham marriage or
civil partnerships and completing section 24 reports and provide refresher training as
required.
11. Review current customer satisfaction surveys forms to ensure they meet the key
performance target requirements and revise as necessary. Review the methods of
collection. Use the information collated from customer satisfaction surveys, customer
demand, market research, complaints and comments to improve, develop and market
the registration service. Publish customer satisfaction survey results and key
performance target information.
12. Develop a marketing strategy to incorporate improved promotional materials and
website and investigation into the use of social media channels.
13. Enable all registration staff to promote and market discretionary ceremonies which
provide more choice to customers and generate valuable income for the service.
14. Work with the Guildhall Events Manager to hold a wedding fair in The Guildhall and
produced banners that can advertise The Guildhall as a wedding venue.
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15. To review and revise the content of the Renewal of Vows ceremony and re-launch as a
Celebration of Marriage Ceremony. This will assist the Register Office with the threat of
Humanist Ceremonies and the increasing loss of income that we are facing nationally.
16. Investigate the value of training a member of staff as a Humanist to help combat the ongoing threat in income loss.
17. Investigate the possibility of The Alkmaar Room, the General Office and staff facilities
undergoing redecoration during phase 2 of The Guildhall changes.
18. Continue to make the best use of ICT and our Stopford booking system, to
improve efficiency and help to streamline processes and procedures.
19. Implement and embrace the new Civica payment system
20. Expand our use of the RUH office for Births and Deaths to a full time facility.
21. Review our fee structure to ensure that we remain competitive with
neighbouring districts whilst reflecting that we hold World Heritage Status.
22. Encourage more venues to join us as Approved Premises thereby increasing
our revenue through licences and an increase in weddings.
23. Monitor the income and expenditure closely in order to manage the Service
within a reduced budget and increase income targets during the coming year;
continue to be proactive in seeking income generating opportunities.
24. Ensure all staff are trained in Change of Name and develop this service.
25. Continue to champion the use of Apprentices within our service, offering
personal development and support for future careers.
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Accounting and Stock Control
J)
Bath and North East Somerset Registration Service has one Strong
Room located in the basement of the Guildhall with individual fire
proof cabinets situated in each office. Current stock which is in use is
held within each Registrar’s fireproof cabinet within their office.
These cabinets are kept locked at all times and there is restricted
access to both the cabinets and the Registrars individual offices.
Access to each office can only be achieved by a punch code or swipe
entry system.
Registrars transfer completed register pages into their registers at
the completion of each registration.
Disposal certificates are clearly annotated as to the address the
Part C should be returned to and each registrar holds and checks
their own counterfoils. Each Registrar is accountable for their
secure stock and keep their records of all stock up to date on an
Excel spread sheet. They record stock on the system on receipt,
ensuring all certificates ordered have been received,
checking serial numbers of each pack of certificates, and
again individual certificate checks when the book of certificates is
taken into use. Spot checks are conducted by an SR/DSR with the
responsible Registrar to ensure all stock held in the Strong Room has
been accounted for.
Each Registrar maintains a manual cash book using the current GRO
cashbook as a model. This is completed at the end of each working day. All
monies are banked as per the current Council system. .
The RSM/SR also currently maintains a manual cash book using the
GRO cashbook as a model. This is completed daily.
In addition to this the RSM/SR also maintains a record for the receipt of fees
regarding Marriages and Civil Partnerships, Citizenship fees, Nationality
Checking Service, Settlement Checking Service, Change of Name Deed and
other non-statutory services both in paper format and on the Council’s Agresso
accounting system.
All monies received by the Registration Service are credited to separate ledger
accounts which can then be used to balance and monitor each of these areas.
An annual return is made to GRO to monitor the secure stock
issued and retained and this remains part of standard procedures for all
statutory officers.
All other financial arrangements, cash handling, banking and
monitoring procedures have been recently audited by the Council
Audit Section in 2013
Equality Issues – Equality Impact Assessments
K)
All equality issues have been assessed and Impact statements
entered on to the Council’s corporate EIA register.
Risk Assessments
L)
All risks are re-assessed quarterly on Council’s corporate Risk
Assessment Register.
Business/Service Continuity Plans
M)
The Service has an overarching business continuity plan which links
into the Council’s main business continuity plan. Copies are held by the Proper
Officer, Council Emergency Department, The Superintendent Registrar, the
Registrar based at The Hollies in Midsomer Norton and by the Property Services
Manager for the Guildhall. This is reviewed regularly and will be updated by
March 2015.
21
Annex A
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22
Bath
Bathampton
Batheaston
Bathford
Bathwick
Bishop Sutton
Burnett
Cameley
Camerton
Carlingcott
Charlcombe
Chelwood
Chew Magna
Chew Stoke
Chewton Keynsham
Claverton
Claverton Down
Clutton
Combe Down
Combe Hay
Compton Dando
Compton Martin
Corston
Dunkerton
East Harptree
Englishcombe
Fairfield Park
Farmborough
Farrington Gurney
Freshford
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Hallatrow
High Littleton
Hinton Blewett
Hinton Charterhouse
Hunstrete
Inglesbatch
Kelston
Keynsham
Kingsmead
Kingsway
Lambridge
Langridge
Lansdown
Lower Swainswick
Lyncombe Vale
Marksbury
Midford
Midsomer Norton
Monkton Combe
Nempnett Thrubwell
Newbridge
Newton St Loe
North Stoke
Norton Maireward
Odd Down
Oldfield Park
Paulton
Peasedown St John
Priston
Poblow
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Radstock
St Catherine
Saltford
Shoscombe
South Stoke
Southdown
Stanton Drew
Stanton Prior
Stony Littleton
Stowey
Stowey Sutton
Swainswick
Temple Cloud
Timsbury
Tunley
Twerton
Ubley
Upper Swainswick
Walcot
Warleigh
Wellow
West Harptree
Westmoreland
Weston, Bath
Whitchurch
Whiteway
Widcombe
Woollard
Woolley