Agenda item

(To receive a report from James Chapple, Head of Registration & Coroners Services, which invites the Committee to consider and comment on the Registration Service Fee Setting 2022/23 to 2024/25, prior to a decision being taken by the Executive Councillor for NHS Liaison, Community Engagement, Registration and Coroners between the 26 and 28 January 2022)

The Committee considered a report from James Chapple, Head of Registration and Coroners Services, which invited the Committee to consider and comment on the Registration Service Fee Setting 2022/23 to 2024/25, prior to a decision being taken by the Executive Councillor for NHS Liaison, Community Engagement, Registration and Coroners between the 26 and 28 January 2022.

The Chairman invited James Chapple, Head of Registration and Coroners Services, to remotely, present the item to the Committee.

The Committee was advised that the current fee structure had been introduced in 2013; and that no formal reviews had taken place since that date.  It was highlighted that all ceremony types currently, were below cost recovery, with the shortfall being passed on to the taxpayer.   Appendix A provided details of the costs the Council was entitled to recover from users of the service.  It was highlighted further that the proposal did not relate to the affordable weddings and the statutory wedding which were currently set at £46.00.

The Committee was advised of the background behind the fee increase; benchmarking information; affordability and accessibility, it was highlighted that Lincolnshire operated the most extensive coverage of statutory ceremonies of any registration service in the country; and that the removal of the standard ceremony would see the introduction of an affordable smaller wedding and civil partnership (up to 25) offering delivered from four registration service points in the county.

It was reported that the proposed fee structure would ensure that Lincolnshire was competitively priced but remaining below the cost of many neighbouring authorities.  The proposed new fee structure would enable the service to move towards cost recovery.  It was noted that there would be an initial increase of 16% followed by a 3% yearly increase.  It was noted further that the benefits of the initial uplift would not be fully realised until 2023/24, as the service would still honour where required standard ceremonies that had been booked for 2022/23.

Details of the proposed schedule of fees were shown on pages 30 to 33 of the report pack for the Committee to consider. 

The Committee noted that in addition to the booking fees for ceremony suites, the services was also proposing to introduce some level of service fees to cover costs of holding ceremony bookings which were later cancelled or rearranged.  Details relating to other fees were shown on pages 32 to 33 of the report.

During consideration of this item, the Committee raised the following comments:

·       Members requested further information around how the proposed changes were formulated. Officers explained that that income and expenditure analysis had been undertaken around the actual cost of delivering each ceremony type based on the financial cost, the time for each task registrars needed to undertake.  Confirmation was given that the wider registration staff had been consulted around this and had been cited on this proposal;

·       Members were pleased to hear that the shift to a new digital platform which allowed those who wished to book a ceremony to proceed with the process online, and also allowed for payments towards fees to be made incrementally over a period of time prior to the ceremony. This then allowed for further flexibility in amending bookings within certain set of timelines and deadlines agreed;

·       Printed material would also continue to be offered to members of the public who did not have access to the internet, which provided detailed information on services provided;

·       The introduction of a cancellation fee was positively received by members in the interest of avoiding income loss from last minute cancellations and no-shows. It was noted that extenuating circumstances would be considered by exception where cancellation fees could be waivered;

·       Members expressed concerns on the increase of the cost for enhanced ceremonies, for couples who wished to have guests at their ceremonies which might be an inhibiting factor. Officers provided assurance that smaller ceremonies across four locations in the County were offered as an alternative option and that an off-peak pricing structure was also in place;

·       It was emphasised that although the increase in fees was justifiable, however, following recent increase in other costs of living (e.g., increases in petrol, food and heating costs), assurance was sought that the service would remain affordable. Members were assured that the prices being introduced, remained competitive and below the cost of other neighbouring Local Authorities. In addition, assurance was given that although figures were to increase year-on-year this would be to meet and maintain cost recovery rather than making an additional surplus;

·       Members were pleased to hear that all venues were disability compliant; and

·       Officers added that over the next few years new, larger venues were to be added to the existing portfolio.

RESOLVED

1.      That the report be received and that support be given to the recommendations as set out on page 27 of the Executive Councillor report.

2.      That the comments raised by the Committee be shared with the Executive Councillor for NHS Liaison, Community Engagement, Registration and Coroners, prior to the decision being taken between 26 – 28 January 2022.