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CHILTERNS CREMATORIUM JOINT COMMITTEE
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MEETING 15TH JANUARY
2009
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OPEN REPORT OF THE CLERK TO
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THE JOINT COMMITTEE AND THE SUPERINTENDENT
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1. ANNUAL CONFERENCE
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Contact Officer:
Charles Howlett (01494) 724263
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1.1
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The next Annual Conference of the Institute of Cemetery and
Crematorium Management (ICCM) will be held in October
2009.
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1.2
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It is usual for the Joint Committee to consider who should
attend. In the current year, as has been customary, the Chairman
and Superintendent were nominated, although in the event the
Chairman was unable to attend due to other commitments.
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RECOMMENDATION
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That the Chairman of the Joint Committee
and the Superintendent be nominated to attend the 2009 ICCM Annual
Conference.
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Background Papers:
None
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2.
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LIAISON MEETING WITH PERSONS TAKING SERVICES
AND FUNERAL DIRECTORS
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Contact Officer:
Charles Howlett (01494) 724263
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2.1
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Liaison meetings have been held on an annual basis.
The last meeting was held in April 2008. At the Joint
Committee meeting on 18th September 2008
members resolved to agree the date for the 2009 Liaison Meeting at
the next meeting of the Committee (Minute 8 refers).
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RECOMMENDATION
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That the next Liaison Meeting be held at
6.45 p.m. at the Crematorium in April or May 2009 (actual date to
be agreed at the meeting) preceded by refreshments at 6.00
p.m.
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Background papers:
None
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Contact Officer: Charles
Howlett (01494) 724263
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3.1
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Since the extension of the car park, when the new Milton
Chapel was built, parking problems have improved, but there can
still be capacity problems when two very well attended funerals
occur close together. This issue was raised by funeral
directors at the Liaison Meeting held on 9th April 2008, when it was suggested car parking attendants
should be employed. An alternative suggestion was for CCTV
cameras to be installed to enable chapel/office staff to see a
problem building up and contact the grounds maintenance staff to
carry out car parking duties (Item 4 of the Notes of the Meeting
refers).
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3.2
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Subsequent enquiries have shown that a minimum system would
consist of three cameras which could be discreetly located on the
building. These would show views of the two car parks and the
roadway between them which passes by the chapels. The
monitors would be in the music rooms for the chapel attendants to
observe. The cost would be up to £3,000 and this has
been allowed for in the budget estimates. Extending the
system into the grounds to give views of the driveways has not been
investigated at this stage because the cost would be significantly
higher (needing underground cabling, poles erected to mount cameras
etc) and also the Superintendent considers the cameras could be
intrusive.
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3.3
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When the Milton Chapel car park was built, space was left
at the far end, where the kerb was also set low, in anticipation
that approximately 12 additional spaces could be created at a later
date. It was envisaged that this extension would be
constructed using grass grids, both to keep costs down and to
minimise the visual impact on the overall appearance of the
landscaping. This work could be done by the
Crematorium’s own grounds maintenance staff. The cost
would be in the region of £4,500 and this has been allowed
for in the budget estimates.
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3.4
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The CCTV would undoubtedly assist Crematorium staff in
monitoring the flow of traffic in the car parks and also people
around the building. However, how much this would also assist
in improving the management of car parking is less certain.
Consequently the Superintendent is reluctant to make a
definite recommendation. On the other hand, the creation of
the additional car parking spaces would bring about a definite
improvement by increasing capacity. This would be achieved
with minimum impact on the appearance of the grounds, and complete
the Milton car park in accordance with the intention of the
original design.
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RECOMMENDATION
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1.
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That members consider whether or not they wish to
proceed with the installation of CCTV as outlined in the
report.
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2.
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That the proposal to provide additional car parking
spaces in the Milton chapel car park be approved.
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Background papers:
None
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4.
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WEB CASTING OF FUNERALS AND USE OF AUDIO
VISUAL EQUIPMENT
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Contact Officer: Charles
Howlett (01494) 724263
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4.1
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During the last decade the Joint Committee have made a
number of decisions in response to the changing pattern of
funerals, in particular the extension of chapel booking times from
thirty to forty five minutes, and the installation of the
computerised Wesley Music system.
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4.2
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The structure of funeral services continues to develop and
more recent changes include the increasing use of technology.
At the Liaison Meeting held on 9th April 2008 funeral directors asked if there were any plans
to install additional equipment at the Chilterns (Item 2 of the
Notes of the Meeting refers). One such development is an
internet ‘web casting’ service to enable relatives or
friends who are unable to travel, or who live far away, to view the
service whilst it is actually taking place; so much more poignant
than viewing a recording at a later date. Some crematoria are
already providing this service.
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4.3
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Another relatively recent change is the use of audio visual
equipment during the funeral service, using still photographs or
video film showing various stages of the deceased’s life,
with background music or commentary, or even the voice of the
deceased him/herself. These ‘photo and video
montages’ are used to augment or replace the funeral eulogy
and may be produced by the family themselves, or alternatively
commercial organisations are emerging who will produce them
professionally on behalf of the family.
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4.4
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There are practical and cost implications to the
Crematorium in providing these services. Installing the
‘web casting’ facility is relatively straightforward as
the Wesley Music system already has the capability of having it
added for an estimated cost of £2,100. An audio visual
system is more complex as there are various different options to
choose from, including forward or rear-projection onto a screen, or
through the use of large ‘TV’ screens, all of which can
be provided either in mobile form or permanently installed into the
building. From research carried out it would seem that, in
view of the likely initial low use, a mobile option is preferable
as only one unit would be needed which could be wheeled into either
chapel when required. It may also be preferable initially to
rent rather than purchase. Should the Joint Committee decide
to proceed with an audio visual facility then choosing which type
of system to use would be subject to demonstrations to establish
the best option. The costs would be around £800 for
renting a mobile rear-projection system for one year, up to around
£3,500 to purchase a mobile ‘TV’ screen system
including new electrical sockets and wiring and a plug-in facility
to the existing chapel sound systems. This expenditure has
been allowed for in the budget estimates.
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4.5
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In reaching a decision about whether or not to proceed with
an audio visual system there is also a practical/health and safety
consideration. Currently, when a family wishes to have a
photo and video montage shown this involves them bringing their own
equipment, or hiring it. The equipment, which may or may not
have been safety tested, has to be brought in and set up at the
beginning of the service and taken down at the end, and also
involves trailing flexes to the nearest electrical socket.
The latter issue could relatively easily be resolved by
installing new sockets, but as demand for this service increases
the impact on the chapel attendant and the time needed to erect and
dismantle the equipment will become more significant, particularly
when funerals are running close to their time limit.
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4.6
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Although a small charge could be made for the use of both a
‘web cam’ and an audio visual facility to help offset
costs, neither should be viewed as a potentially profit making
venture. Instead, the provision of these facilities should be
viewed as enhancing the level of service, in the same way as is
already the case with the provision of an organ and the Wesley
Music system in both chapels. This is the reason why these
additional facilities are being recommended by the
Superintendent.
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RECOMMENDATION
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1.
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That a ‘web casting’ facility be added to
the Wesley Music system in both chapels for an estimated cost of
£2,100.
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2.
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That an audio visual system be acquired for an
estimated cost of up to £3,500 depending on the system
selected and whether it is hired or purchased.
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Background Papers:
None
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5.
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DEER DAMAGE TO COMMEMORATIVE
ROSES
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Contact Officer:
Charles Howlett (01494) 724263
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5.1
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Due to its location there is an abundance of wildlife
within the grounds of the Crematorium, which is environmentally
positive and greatly appreciated by visitors. Unfortunately
there is a downside in that some of the wild animals cause damage
to young trees, shrubs, flowers and floral tributes. The main
culprits are rabbits, and over the years steps have been taken to
minimise their effect with the use of discreet temporary
wire-netting fences around the rose beds in particular, and also by
engaging professionals from time to time to keep their numbers in
check.
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5.2
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Muntjac deer have also been known to come into the grounds
occasionally when they eat the commemorative roses, which they
consider to be a particular delicacy. However, until 2008 the
levels of damage were relatively low. Moreover, these
incursions were confined to certain parts of the garden where the
planting of particular varieties which the deer don’t appear
to like eating had kept the problem to manageable
levels.
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5.3
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Unfortunately during 2008 this situation changed, with
Muntjac deer being frequently seen in the gardens and devastating
damage being inflicted on the roses. This has potentially
serious consequences for the Crematorium, not only in the
likelihood of complaints being received from visitors with
commemorative plaques on the rose beds, but in the longer term it
could also lead to a loss of patronage of the rose bed
commemorative plaques. The rose bed plaque has, up to now,
been the most popular form of commemoration at the Crematorium,
with income in 2007/08 of £46,691.
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5.4
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Consideration has been given to steps which can be taken to
resolve the issue. The boundary fence to the garden of
remembrance was substantially ‘refurbished’ in the mid
1990’s, but the bulk of it is still the original fence which
was erected when the crematorium was first established in 1965 and
is now in very poor condition. Replacing it with a fence
guaranteed to keep out deer is not really a practical proposition,
both for reasons of cost and appearance, but the Superintendent is
advised that a substantial stock fence could well deter Munjac deer
and £20,000 has been allowed in the budget estimates for such
a fence to be erected. In the event that this fails then the
roses will have to be replaced with an alternative plant which is
unattractive to deer, but this would be the subject of a further
report to a future meeting.
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5.5
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In view of the possibility that this issue may give rise to
a number of complaints, and the potential for loss of income if it
cannot be resolved, the Superintendent considered that members
should be made aware of the situation and so this item is included
for information.
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Background Papers: None
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6.
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SCANNING OF MANUAL CREMATION REGISTERS AND
DECEASED ON LINE
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Contact Officer:
Charles Howlett (01494) 724263
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6.1
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With increasing interest in genealogy a commercial company,
Deceased on Line (DOL), has seen an opening and developed an
internet based system which enables people researching their family
tree to search burial and cremation records. To be really
useful it requires as many burial and cremation authorities as
possible to sign up, and they are being encouraged to do so with
the suggestion that this is a potential source of income.
Researchers are charged to use the system, with a percentage
of the income going to both the authority and DOL.
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6.2
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In order for the system to work the records have to be
computerised, and so for many authorities there is an associated
cost in getting their pre-computerisation manual registers scanned.
This is something many would wish to do anyway to protect the
information through the gradual deterioration or catastrophic loss
of the paper records, and also to avoid staff having to handle the
heavy registers on a regular basis when looking up records.
DOL argues that having scanned the records, putting them on
line enables the scanning costs to be recovered over
time.
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6.3
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During the year the Superintendent was asked to look into
the potential of DOL in terms of income generating possibilities
for the Crematorium, whilst at the same time risk assessing the
security and use of the paper cremation records (approximately
62,000 records were hand written before the computerised cremation
administration system was installed).
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6.4
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Some indicative costs were obtained from the scanning
company associated with DOL, and the cost of scanning the manual
cremation registers was in the region of £4,100. This
would simply provide an electronic copy of the record as back-up in
the event of the manual version being lost. The alphabetical
index could be scanned for around £500. However, this
would not be sufficient to enable the main register record to be
readily accessed electronically (the handwritten index is fine for
humans to read, but cannot be ‘read’ by a computer).
To enable this to happen would require the index data to be
manually captured which would cost a further £5,000, and this
would be necessary to make the records accessible to the DOL
system.
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6.5
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By contrast the income generating potential of the DOL
system for Chilterns is considered to be low. The numbers of
genealogy enquiries currently being made are relatively few,
probably because the Crematorium has only been open for just over
forty years, and so details of those cremated here are still
largely within living memory. DOL’s own estimate of
initial income to the Chilterns of £600 per annum would have
a fifteen year pay-back time, and to reach this figure would
require an enquiry every week which is not currently the
case.
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6.6
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The security and use of the paper records has also been
assessed and is considered satisfactory. The registers, which
are not particularly heavy, are stored in two substantial
fire-proof safes. The registers are placed on shelving
approximately waist high enabling them to be lifted in and out
without bending down or reaching up, and a table of similar height
is located nearby on which the registers are placed and opened when
looking up a record.
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6.7
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For the reasons outlined in the report the Superintendent
considers that, relative to the costs involved, there is currently
no justification either for the business case, or the risk in
security and use, in scanning the manual cremation registers or
putting them onto the DOL system. The only possible exception
is the alphabetical index which, in the unlikely event of
catastrophic loss, would give a back-up list of all the cremations
carried out here prior to the computerisation of the records, and
would also be useful for office staff when searching for old
records. Also, these books are deteriorating and will need
replacing at some time. Allowance has not been made for
expenditure on scanning the old cremation registers in the budget
estimates.
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RECOMMENDATION
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1.
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That for the reasons outlined in the report the manual
cremation registers are not scanned and put onto the DOL
system.
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2.
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That this matter be kept under review in light of the
future number of genealogy enquiries being made to the Crematorium
and the success (or otherwise) of the DOL system.
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Background Papers:
None
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7.
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BOOK OF REMEMBRANCE AND LEATHER MEMORIAL
PLAQUES
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Contact Officer: Charles Howlett
(01494) 724263
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7.1
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The calligraphers, F.G. Marshall Ltd (FGM), have provided
and serviced the Book of Remembrance, Miniature Memorial Books and
Memorial Cards, since the Crematorium opened in 1966. In
2000, when the new Chapel of Remembrance was opened, they provided
the touch screen (visual referencing system, VRS), which
compliments the Book of Remembrance by enabling an image of entries
in the Book to be seen at any time, and also the Leather Memorial
Plaque Scheme which is fixed on the walls of the Chapel. In
2007-08 expenditure on the Book of Remembrance was £15,000
and the income was £34,000.
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7.2
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Provision of these services was last reviewed by the Joint
Committee in 2003 when it was resolved to suspend standing orders
in order that the company’s services might be retained for a
further period (Minute 32 of the Meeting on 10th April 2003
refers). There were a number of reasons for this decision.
FGM were one of only two long-standing calligraphy companies
specialising in Books of Remembrance, who together serviced the
majority of crematoria in the UK in roughly equal proportions.
At the time, two new companies had recently emerged but were
only servicing a relatively small number of crematoria. The
standard of service received from FGM was excellent, and the
Superintendent expressed concern that although another company
might be able to provide the service at a lower cost there would be
a risk that the service could be compromised. Consistency is
an important factor in servicing the Book of Remembrance, and
retaining the services of the same calligrapher has this
advantage.
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7.3
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Allowance of £2,500 was made in the 2008-09 budget
estimates to upgrade the VRS system and also make the Book of
Remembrance available on the internet through the
Crematorium’s website. Unfortunately, in the event it
was found that the existing computer running the VRS is not
sufficiently powerful to run the upgraded system and would need
replacing, and more significantly that the existing wooden cabinet
in which the system is housed could not be adapted and would also
have to be replaced. As a consequence the upgrade has not
been carried out, but an amount of £5,500 has been allowed
for in the 2009-10 budget estimates for the work to be done.
In the event it also seemed prudent not to proceed until a
decision has been made about whether or not FGM’s services
are to be retained.
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7.4
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There has been little change in calligraphy provision to
crematoria since the Superintendent’s report to the Joint
Committee in 2003, with the two main companies still providing the
majority of the service to crematoria. At that time there was
some concern about copyright in relation to the use of the VRS by a
company other than the one that had originally made the
inscriptions in the Book, but to date there has been no legal case
against any crematorium who has changed provider and it now seems
less likely that this will happen in the future. However, the
service provided to Chilterns Crematorium by F.G. Marshall Ltd
continues to be of the highest standard. The Superintendent
acknowledges that if the service was market tested another
calligrapher might come in with a lower price, but for the reasons
outlined he is concerned that this could be at the expense of
continuity and the quality of service currently enjoyed.
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RECOMMENDATION
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Members are asked to consider whether they
wish the provision of the Book of Remembrance and the Leather
Memorial Plaque scheme, both currently provided by F.G. Marshall
Ltd, to be market tested, or whether standing orders should be
suspended and the services of the current provider be retained for
a further period.
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Background Papers:
None
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8. PROPOSED CREMATORIUM: AYLESBURY
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Contact Officer: Alan Goodrum
(01494 732001)
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