CLACKMANNANSHIRE COUNCIL

Report to Resources and Audit Committee

Date of Meeting: 11 March 2014

Subject: Registration Services - Annual Statistical Review for 2013

Report by: Customer Services Manager

1.0 Purpose

1.1. The Registration Service provides an annual review of service activity each December for general information. The purpose of this report is to draw the Committee's attention to the content of that review.

2.0 Recommendations

2.1. It is recommended that Committee notes the report, commenting and challenging as appropriate.

3.0 Considerations

3.1. The Registration year runs from January to December. At the end of each December, the local Registrar in Alloa provides a review of service activity for the previous twelve months. As well as providing some performance related information, the opportunity is taken to comment on some of the registration facts that may be of topical interest.

3.2. Attached as an Appendix to this report is a copy of the 2013 Registration Service Annual Review. Members are asked to note and comment on the contents.

3.3. The Register General for Scotland audits the quality of the information recorded by registration services across Scotland each year. The latest report shows that Clackmannanshire has achieved an accuracy figure of 99.33%.

3.4. Clackmannanshire was one of the first councils in Scotland to launch the "Tell Us Once" system back in October 2011. This system enables the Registrar to offer the option to notify central government departments, as well as other council services, following registration of a key life event. For new parents, or the recently bereaved, using the Tell Us Once service can help to save a lot of time and effort in notifying different government and council departments. In 2013, 81% of customers who registered a death chose to use the Tell Us Once system. The figure for those registering a birth was 75%.

THIS PAPER RELATES TO ITEM 8

ON THE AGENDA

149

4.0 Challenges and Changes in the Year Ahead Relocation to the Speirs Centre

4.1. The Registration service will move from Marshill House to the Speirs Centre in early summer. As well as a registration office and interview rooms, a new Local and Family History Centre will be created to give members of the public access to genealogy information. Certification of Death (Scotland) Act 2011

4.2. The Scottish Government have changed the implementation date for the above Act from April 2014 to April 2015. The aims of the legislation are to:

• Introduce a single system of independent, effective scrutiny applicable to

deaths that do not require a Procurator Fiscal investigation; • Improve the quality and accuracy of Medical Certificates of Cause of

Death (MCCDs);

• Provide improved public health information and strengthened clinical governance in relation to deaths.

4.3. A controversial aspect of the new legislation, which was that a fee of around £30 was to be collected by the registrar from every informant of a death to cover the cost of the new process, will no longer be introduced.

4.4. From April 2015 onwards, a random sample of 25% of all MCDCs will be referred to a Medical Examiner for a Level 1 Review before registration of the death can take place. In most cases this will cause a delay to registration of up to half a day. 2% of MCDCs, again chosen at random, will be subject to a more detailed (Level 2) investigation which could lead to a delay of up to 4 days in these registrations.

4.5. The Scottish Government will publicise these changes. Registration staff will be given appropriate training in the new procedures by the General Registrar's Office. Marriage and Civil Partnership Bill (Scotland)

4.6. The provisions of the above Bill are expected to complete the final stage through the Scottish Parliament and become law in the near future. The new legislation will make provision for the marriage of persons of the same sex. It will also make changes as to the persons who may solemnise marriage, and to marriage procedures and the places at which civil marriages may be solemnised. In addition, it will make provision for the registration of civil partnerships by celebrants of religious or belief bodies and change the law about gender change by married persons and civil partners.

4.7. Stage 2 was completed in the Scottish Parliament on 16 January 2014. Once the final stage, Stage 3, of the Bill has been completed the Registrar General for Scotland will issue a timetable for implementation of the various aspects of the new legislation.

150

5.0 Sustainability Implications

5.1. None.

6.0 Resource Implications

6.1. Financial Details

6.2. The full financial implications of the recommendations are set out in the report. This includes a reference to full life cycle costs where appropriate. Yes √

6.3. Staffing - There are no staffing implications arising from this report.

7.0 Exempt Reports

7.1. Is this report exempt? No √

7.0 Declarations The recommendations contained within this report support or implement our Corporate Priorities and Council Policies.

(1) Our Priorities (Please double click on the check box )

The area has a positive image and attracts people and businesses Our communities are more cohesive and inclusive People are better skilled, trained and ready for learning and employment Our communities are safer Vulnerable people and families are supported Substance misuse and its effects are reduced Health is improving and health inequalities are reducing The environment is protected and enhanced for all The Council is effective, efficient and recognised for excellence

(2) Council Policies (Please detail)

8.0 Equalities Impact

8.1 Have you undertaken the required equalities impact assessment to ensure that no groups are adversely affected by the recommendations? Yes No ×

9.0 Legality

9.1 It has been confirmed that in adopting the recommendations contained in this report, the Council is acting within its legal powers. Yes √

151

10.0 Appendices

10.1 Please list any appendices attached to this report.

Appendix 1 - Registration Service Annual Statistical Review - 2013

11.0 Background Papers

11.1 Have you used other documents to compile your report? (All documents must be kept available by the author for public inspection for four years from the date of meeting at which the report is considered)

Yes √ (please list the documents below) No The Registrar General Examiners report on the Registration Service in Clackmannanshire

Author(s)

NAME DESIGNATION TEL NO / EXTENSION

Brian Forbes Customer Services Manager

2187

Approved by

NAME DESIGNATION SIGNATURE

Stuart Crickmar Head of Strategy & Customer Services

Nikki Bridle Director Finance & Corporate services

152

1

STRATEGY AND CUSTOMER SERVICES

Registration Service

Annual Statistical Review – 2013. 1.0 Introduction 1.1 Responsibility for the proper recording of all details relating to the registration of key life events in Clackmannanshire lies with the Registration Team based at Marshill House, Alloa. As part of Customer Services, registration staff work in partnership with the Registrar General for Scotland to ensure a consistent and professional service is delivered. 1.2 The core services provided by the Registration staff include registration of births, still-births, deaths, marriages and civil partnerships, and performing civil marriage, civil partnership and citizenship ceremonies. Staff also provide assisted genealogy research services. 1.3 In 2013, Clackmannanshire launched an new online certificate ordering website (scottishcertificates.org.uk) where customers can order certificates for any birth, death, marriage or civil partnerships registered in Scotland since 1855. This has proved successful in generating a new income stream. 1.4 Although part of Clackmannanshire Council, the Registration staff work in conjunction with, and under the guidance of, the Registrar General, National Records of Scotland, Edinburgh. The Registrar General compiles an annual "Examiners Report". The latest report shows that Clackmannanshire achieved an accuracy rate of 99.33% in 2013. 1.5 The Registration staff also work with the Home Office in connection with the provision of Citizenship ceremonies, the final step for those becoming British citizens. 2.0 Tell Us Once - Change Reporting System

The Department for Work and Pensions' Tell Us Once system enables the Registrar to offer the option to notify central government departments and council services about births or deaths following registration. For new parents, or the recently bereaved, using the Tell Us Once service can help to save a lot of time and effort in notifying relevant government and local authority services. There are also significant benefits for service providers in receiving verified, reliable information immediately after the registration of a birth or death.

153

2

In 2013, approximately 81% of customers who registered a death chose to use the Tell Us Once system. The figure for those registering a birth is around 75%. Government services notified include DWP; HMRC; DVLA; Identity and Passport Service and MOD. Notifications to Council services (1 January 2013 - 31 December 2013)

Event Council Service Number Death Adult Social Services 343 Blue Badge 172 Council Housing 109 Council Tax 475 Electoral Office 485 Housing Benefit / Council Tax Benefit 132 Library Services 154 Birth Council Housing 105 Housing Benefit / Council Tax Benefit 113 Library Services 336

3.0 2013 Statistics 3.1 Tables 1, 2 & 3 at the end of this report provide a graphical representation of the figures. 3.2 Birth Registration

There were 544 babies registered in Clackmannanshire in 2013, compared to 627 in 2012 which was an exceptionally high year for births. From 2007 to 2013 the average number of births registered was 567 per year. This shows a steady upwards trend from the figures for 2000 to 2006 which ranged from 389 - 447 (average 418 per year). In 2013, boys outnumbered girls by 283 (52%) to 261 (48%). The number of boys registered has exceeded the number of girls for eleven of the last fourteen years. This year there were 10 sets of twins registered in Clackmannanshire, of these: 2 sets were both girls; 3 sets were both boys and the remaining 5 sets 1 boy and 1 girl each. Jack, James and Kai shared first place for the most popular boy's name in Clackmannanshire in 2013. The Registrar General's report shows that Jack was also the most popular boy's name in Scotland for the

154

3

sixth consecutive year. James was second most popular boy's name in Scotland and Lewis third. Lilly (also spelt Lillie or Lily) was the most popular girl's name in Clackmannanshire with Emily and Isla being second equal. The most popular girls' names in Scotland is Sophie for the ninth year in a row. The proportion of births registered to married parents in 2013 in Clackmannanshire is 36% (38% in 2012).

• Total Clackmannanshire Births registered

2012 2013 Total Birth Registrations 627 544 Boys 338 (54%) 283 (52%) Girls 289 (46%) 261 (48%)

• Most popular boys' names in Clackmannanshire

2012 2013 Most Popular Jack =Jack, James,

Kai 2nd Most Popular Euan 3rd Most Popular Tyler

• Most popular girls' names in Clackmannanshire

2012 2013 Most Popular Lacey Lilly (Lily, Lillie) 2nd Most Popular = Ava, Hollie = Emily, Isla 3rd Most Popular

3.3 Marriages

The total number of marriages in Clackmannanshire has decreased from 178 in 2012 to 169 in 2013. Civil Marriages (performed by a Registrar or Assistant Registrar) accounted for 97 (57%) of all marriages, religious 47 (28%) and humanist 25 (15%). In 75 (44%) of the marriages, neither the bride nor groom was resident in Clackmannanshire. In some cases couples chose Clackmannanshire for their ceremony because of local family connections. Increasingly, however, couples with no local family connections are choosing this area because of the variety of attractive venues available. The Registrars do their best to secure this type of local commitment, and by doing so present sustainable opportunities to local businesses.

155

4

Brides and grooms married in Clackmannanshire in 2013 came from a wide range of birthplaces, including:

Scotland England Northern Ireland Wales Australia Canada China Germany Hungary Italy Netherlands New Zealand Pakistan Poland Portugal Republic of Ireland Singapore Slovakia South Africa USA Venezuela

In 71 marriages (42% of all marriages in Clackmannanshire), at least one of the couple had been married before. For those getting married for the first time, the average age for remains unchanged at 29 for brides, and 31 for grooms. For those being married for a second or subsequent time, the average age has decreased to 43 for brides (from 44 last year) and increased to 47 for grooms (from 45 last year).

• Marriage Details for Clackmannanshire 2012 2013 Total marriages 178 169 Civil Marriages 103 (58%) 97 (57%) Religious Marriages 53 (30%) 47 (28%) Humanist Marriages 22 (12%) 25 (15%)

3.4 Civil Partnerships

For the third year running there were three civil partnerships registered in Clackmannanshire.

3.5 Deaths

The number of deaths registered in Clackmannanshire has increased from 537 in 2012 to 586 in 2013. This is the highest annual number of deaths registered in Clackmannanshire in over ten years. On average, women still live longer (78.2 years compared to 71.5 years for men).

• Deaths registered in Clackmannanshire 2012 2013 Total deaths registered 537 586 Males 253 (47%) 279 (48%) Females 284 (53%) 307 (52%)

156

5

3.6 Citizenship Ceremonies

Participation in a Citizenship Ceremony conducted by a Registrar is the final step in the process of becoming a British Citizen. Nineteen new British Citizens have been welcomed into Clackmannanshire in 2013. The countries of origin of the new British Citizens include:

Canada China Hong Kong Hungary India Libya Nigeria Pakistan Philippines Poland South Africa Zimbabwe

4 Customer Satisfaction Results

A Customer Satisfaction questionnaire is issued to everyone who has a civil ceremony conducted by the Registration Service in Clackmannanshire. In 2013 a total of 27 responses (26% response rate) were received. The main results include: Statement Excellent Good Satis-

factory Poor Very

Poor How would you rate the Ceremony

27

- - - -

How would you rate the Registrar

27 - - - -

How would you rate the service you received from our Registration Office

27

-

-

-

-

157

6

One questionnaire included a negative comment about the cost of being married at the weekend. Sixteen returned questionnaires included positive comments. For example:

• Cannot fault the service - excellent • Excellent service from first visit to completion of ceremony. • Excellent service, friendly and helpful staff, really quick response times

to enquiries. You all made the process very simple and enjoyable. Thank you!

158

7

Table 1 - Register Accuracy

Table 2 - Registered events

0

200

400

600

800

Number of Events

Births 539 550 543 606 553 627 544Deaths 499 520 505 493 531 537 586Marriages 179 176 185 170 154 178 169(Civil Marriages) 96 105 102 106 74 103 97

2007 2008 2009 2010 2011 2012 2013

98.4 98.3 98.4 98.45 99

97.898.3 98.44

98.8999.39 98.98 98.98 99.33

95

96

97

98

99

100

RecordAccuracy

(percentage)

2001 2003 2005 2007 2009 2011 2013

Registration Service - Record Accuracy Figures - Audited (note - figures are verified in the Registrar General's annual Examiners Report)

159

8

Table 3 Citizenship and Civil Partnerships

0

5

10

15

20

25

30

Number of Events

New Citizens

CivilPartnershipRegistrations

New Citizens 11 25 15 17 11 10 25 19Civil Partnership Registrations 4 0 5 0 6 3 3 3

2006 2007 2008 2009 2010 2011 2012 2013

160

CLACKMANNANSHIRE COUNCIL

Report to Resources & Audit Committee

Date of Meeting: 11 March 2014

Subject: Resources and Audit Improvement Plan

Report by: Head of Strategy & Customer Services

1.0 Purpose

1.1. The purpose of this report is to outline an Improvement Plan for 1 April 2014 to 31 March 2015. This improvement plan is focused on the scrutiny aspects of Committee remits.

2.0 Recommendations

2.1. It is recommend that Resources and Audit Committee:

• challenge and comment on the draft Performance Management guide;

• agree that an scrutiny improvement and development workshop should be arranged before the next Resources and Audit Committee in May 2014 for all elected members

3.0 Considerations

3.1. There is a need to build on and systematically strengthen scrutiny capability for elected members, officers and partners. This is particularly relevant as the public sector reform agenda brings community planning, police and fire more firmly into the Council's scrutiny remit.

3.2. In February 2013, the Resources & Audit Committee agreed a scrutiny improvement plan. This updates and builds on that and the updated plan is outlined at Table 1.

3.3. As agreed, a Training Needs Analysis was conducted for elected members, the result of which was the following programme during 2013:

• Partnership Working - March 7th • Standards Commission - March 13th • Overview of Covalent - October 9th • Social Media - Nov 20th • Chairing Meetings / Participating in Meetings - Dec 4th

THIS PAPER RELATES TO ITEM 9

ON THE AGENDA

161

3.4. A further workshop on Procurement and Commissioning is being developed and scheduled over the next few months. Other specific development requirements for elected members are being taken forward on an individual basis. Officers will receive development on a wide range of competencies, including performance management, through the 'People Academy' approach, which supports and underpins leadership and management as part of the Making Clackmannanshire Better programme

3.5. A draft Performance Management Guide has been developed, and this is attached at Appendix 1 for challenge and comment.

Table 1:

Action Target Audience By When

Performance Management Guide All elected members/ February 2014

Scrutiny Improvement Workshop All elected members/ senior managers/ partners

May 2014

Learning & Development Programme All elected members/ senior managers/ partners

April 2014 to March 2015

Development Evaluation Questionnaire

All elected members/ senior managers/ partners

March 2015

3.6. It is proposed that this guide, once finalised, forms the basis of an all member scrutiny improvement and development workshop to be arranged before the next Resources and Audit Committee in May 2014.

4.0 Sustainability Implications

4.1. There are no direct sustainability implications arising from this report.

5.0 Resource Implications

5.1. Financial Details

5.2. The full financial implications of the recommendations are set out in the report. This includes a reference to full life cycle costs where appropriate. Yes

5.3. Finance have been consulted and have agreed the financial implications as set out in the report. Yes

5.4. Staffing - there are no significant staff implications arising from this report.

6.0 Exempt Reports 162

6.1. Is this report exempt? Yes (please detail the reasons for exemption below) No

7.0 Declarations The recommendations contained within this report support or implement our Corporate Priorities and Council Policies.

(1) Our Priorities (Please double click on the check box )

The area has a positive image and attracts people and businesses Our communities are more cohesive and inclusive People are better skilled, trained and ready for learning and employment Our communities are safer Vulnerable people and families are supported Substance misuse and its effects are reduced Health is improving and health inequalities are reducing The environment is protected and enhanced for all The Council is effective, efficient and recognised for excellence

(2) Council Policies (Please detail)

8.0 Equalities Impact

8.1 Have you undertaken the required equalities impact assessment to ensure that no groups are adversely affected by the recommendations? Yes No Not required in this instance.

9.0 Legality

9.1 It has been confirmed that in adopting the recommendations contained in this report, the Council is acting within its legal powers. Yes

10.0 Appendices

10.1 Please list any appendices attached to this report. If there are no appendices, please state "none".

Appendix 1 - Draft Scrutiny Guide

163

11.0 Background Papers

11.1 Have you used other documents to compile your report? (All documents must be kept available by the author for public inspection for four years from the date of meeting at which the report is considered) Yes (please list the documents below) No

Author(s)

NAME DESIGNATION TEL NO / EXTENSION

Stuart Crickmar Head of Strategy & Customer Services

2127

Approved by

NAME DESIGNATION SIGNATURE

Stuart Crickmar Head of Strategy & Customer Services

Nikki Bridle Director of Finance & Corporate Services

164