Agenda item

Scrutiny of the service and its performance 2018-19.

Purpose:

Scrutiny of the Registration Service and its’ performance during the 2018/19 year.

Key issues:

1.  Civil registration has been mandatory in the UK since 1837. Initially Registration Officers were employed by the General Register Office (GRO) but that changed in 2007, and we are now employed by the Local Authority. Monmouthshire became the District that it is now for the purposes of registration in 1996, as part of the Local Government restructure. Prior to that it was Abergavenny, Monmouth and Chepstow and was occasionally partly in England. Boundaries historically have changed regularly which has often resulted in registers moving around between Offices, and Churches and Hospitals suddenly reporting to a different area. We are the custodians of the records of all Births, Deaths and Marriages which have taken place in Monmouthshire since 1837. They are all stored and safeguarded within our strong room.

2.  The Registration Service sits in Public Protection, within the Social Care and Health Directorate. This fits well with our remit, which has expanded over the years to become more customer focussed, and to take on additional duties on behalf of the Home Office. For example the section reports on possible sham marriages, vulnerable persons within the community, fraudulent applications for the issue of certificates, and sends statistical information to the Office for National Statistics about births and mortality. 3.  Each year we prepare an annual report to GRO and a Seasonal Variance Plan. Internally we are guided by our annual Business Improvement and Business Continuity Plans.

4.  The purpose of the Registration Service is as follows:

•           The registration of all births, deaths and stillbirths occurring within the County

•           Taking notices of intended marriages and civil partnerships from persons resident within the County

•           Conducting and registering all civil marriages and civil partnerships, (including conversions from civil partnership to marriage), taking place in any venue registered or licensed for the purpose. This includes prisons and hospitals or private residences in certain circumstances

•           Registering religious marriages where required

•           Conducting citizenship ceremonies for Monmouthshire residents who make successful applications for British nationality

•           Safe custody of all historic records of births, deaths, civil partnerships and marriages dating back to 1837, and issue of certified copies of these records on demand

•           Inspection and registration of new venues for marriage and civil partnership

•           Giving assistance and advice to all customers on all aspects of registration, citizenship and nationality

•           Providing data for vital work on population statistics and medical research

•           Management of data, including protection of both physical and electronic data. This assists with public protection and counter fraud by reporting suspicious applications and sham marriages, as well as suspicions about immigration abuse and other crimes

•           Safeguarding secure stock and accounting for fees

•           Promote and contribute to the Home Office priorities

5.  The Registration Service is based in the Old Parlour, Usk. There are 8 staff, 10 on a casual basis for ceremonies only. The staff are made up of the Superintendent Registrar, one Registrar and 6 Deputies who can all register births, deaths and marriages and also take notices of marriage.

6.  We have just benefitted from an investment in new chairs and flowers within the ceremony room, and increased our maximum guest numbers to 45. We are hoping soon to improve the outside area with the re-surfacing of the car park and improved signage from the Highway.

7. As well as the Old Parlour there are 3 out-stations, at Nevill Hall and at the Hubs in Chepstow and Monmouth. This enables us to provide the best possible service to residents.

8.  Approved Premises, meaning venues which have chosen to licence rooms for marriages and civil partnerships, cover the length and breadth of Monmouthshire. There are currently 36 and a very good relationship exists with them all.

Member Scrutiny:

The report was presented by the Head of Public Protection and the Registration Services Manager who answered questions from Select Committee Members as follows:

·         In response to a question, it was confirmed that all records are kept in a separate purpose-built strong room in Usk that is compliant with Home Office guidelines.  It is temperature controlled and as safe as possible.

·         A Member asked how many marriages are for same sex couples as opposed to same sex civil partnerships rising, and the likelihood of numbers of opposite sex civil partnerships when the law changes and whether or not this is likely to impact on numbers of marriages.  Information on same sex marriages/civil partnerships will be made available outside the meeting.  It was speculated that there will be some opposite sex civil partnerships instead of marriages but it was uncertain yet what the trend will be.

·         A Member asked about registration of birth and deaths in the Hubs and it was confirmed that if a birth or death takes place outside Monmouthshire, a declaration form can be completed and sent on to the relevant district. When partnership is established, full registration will be possible. It was confirmed that the aim is to have the system working smoothly for when the new hospital opens.  It was confirmed that the service provided at Nevill Hall will be monitored.  It is envisaged that it will continue for the foreseeable future.  It was confirmed that generally appointments made are honoured. 

·         Regarding performance indicators, it was explained that the percentage of ceremonies within statutory timeframe is not applicable because the figures refer to people arranging a ceremony when they want it to take place.