Cemetery Standard Operating Procedures 2011 - Tasman District ...
Cemetery Standard Operating Procedures 2011 - Tasman District ...
Cemetery Standard Operating Procedures 2011 - Tasman District ...
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TASMAN DISTRICT<br />
COUNCIL<br />
CEMETERY<br />
<strong>Standard</strong> <strong>Operating</strong> <strong>Procedures</strong><br />
<strong>2011</strong>
TABLE OF CONTENTS<br />
CEMETERY .............................................................................................................. 1<br />
STANDARD OPERATING PROCEDURES <strong>2011</strong> ..................................................... 1<br />
1 INTRODUCTION ............................................................................................. 1<br />
2 PLOT OWNERSHIP ........................................................................................ 1<br />
2.1 Plot (Burial and Ash) Purchase .................................................................................. 1<br />
2.2 Exclusive Burial Rights ............................................................................................... 2<br />
2.3 Transfer of Interest in Unused Plots .......................................................................... 2<br />
2.4 Unused Plots .............................................................................................................. 2<br />
3 BURIALS ........................................................................................................ 2<br />
3.1 Permission for Burial .................................................................................................. 2<br />
3.2 Hours for Burial .......................................................................................................... 2<br />
3.3 Notification of Burial and Bookings System ............................................................... 3<br />
3.4 Grave Location ........................................................................................................... 3<br />
3.5 Breaking Concrete ..................................................................................................... 3<br />
3.6 Grave Preparation ...................................................................................................... 3<br />
3.7 Grave reinstatement ................................................................................................... 3<br />
3.8 Maintenance of Graves .............................................................................................. 3<br />
3.9 Provision of Grave markers ........................................................................................ 4<br />
3.10 Adult Burials in Children’s area .................................................................................. 4<br />
4 ASHES ............................................................................................................ 4<br />
4.1 Interment of Ashes ..................................................................................................... 4<br />
4.2 Ashes Beam Plots ...................................................................................................... 4<br />
4.3 Plaques ...................................................................................................................... 5<br />
4.4 Disinterment of Ashes ................................................................................................ 5<br />
5 RETURNED SERVICES SECTION ................................................................. 5<br />
5.1 Returned Services Section Plots................................................................................ 5<br />
6 NATURAL BURIALS AREAS ......................................................................... 5<br />
7 MEMORIALS FOR GRAVES .......................................................................... 6<br />
7.1 Beam Construction ..................................................................................................... 6<br />
7.2 Memorial Installation .................................................................................................. 7<br />
7.4 Old Sections ............................................................................................................... 8<br />
7.5 Memorial Maintenance ............................................................................................... 8<br />
8 DIS-INTERMENTS .......................................................................................... 8<br />
8.1 Legal Process............................................................................................................. 8<br />
8.2 Bookings ..................................................................................................................... 8<br />
9.1 Richmond <strong>Cemetery</strong> .................................................................................................. 9<br />
9.2 Bainham <strong>Cemetery</strong> .................................................................................................... 9<br />
9.3 Collingwood <strong>Cemetery</strong> ............................................................................................... 9<br />
9.4 Fletts Road <strong>Cemetery</strong> ................................................................................................ 9<br />
9.5 Kotinga <strong>Cemetery</strong> ...................................................................................................... 9<br />
9.6 Motueka <strong>Cemetery</strong> ..................................................................................................... 9<br />
9.7 Murchison <strong>Cemetery</strong> ................................................................................................ 10<br />
9.8 Rototai <strong>Cemetery</strong> ..................................................................................................... 10<br />
9.9 Spring Grove <strong>Cemetery</strong> ........................................................................................... 10<br />
9.10 Waimea West <strong>Cemetery</strong> .......................................................................................... 10<br />
9.11 Mararewa <strong>Cemetery</strong> ................................................................................................. 10<br />
9.12 Foxhill <strong>Cemetery</strong> ...................................................................................................... 11<br />
10 GENERAL ..................................................................................................... 11<br />
10.1 Genealogical Research ............................................................................................ 11
10.2 Records .................................................................................................................... 11<br />
10.3 Planting .................................................................................................................... 11<br />
10.4 Floral Tributes .......................................................................................................... 11<br />
10.5 Flowers ..................................................................................................................... 11<br />
10.6 Memorabilia .............................................................................................................. 11<br />
10.7 Vehicles in Cemeteries ............................................................................................ 12<br />
10.8 Animals in Cemeteries ............................................................................................. 12<br />
10.9 Commercial Operations ........................................................................................... 12<br />
11 PAYMENT OF FEES ..................................................................................... 12<br />
11.1 Schedule of Fees ..................................................................................................... 12<br />
11.2 Terms of Trade ......................................................................................................... 12<br />
11.3 Interment of Poor Persons ....................................................................................... 13<br />
12 APPENDICES ............................................................................................... 14<br />
Appendix 1(a): Plot Purchase Procedure Flow Chart .......................................................... 14<br />
Appendix 1(b): Purchase of Burial Plot ................................................................................ 15<br />
Appendix 2(a): Interment Process Flow Chart ..................................................................... 16<br />
Appendix 2(b): Application for Burial (Interment) Warrant ................................................ 17<br />
Appendix 3: Application for Reduction of fees for Poor Person ........................................... 18<br />
Appendix 4: Funeral Directors Accounts Flowchart ............................................................. 19<br />
Appendix 6: <strong>Cemetery</strong> Memorial Form ................................................................................ 21
1 Introduction<br />
These <strong>Standard</strong> <strong>Operating</strong> <strong>Procedures</strong> (SOP’s) are for the operation of the <strong>Tasman</strong><br />
<strong>District</strong> Council Cemeteries.<br />
These SOP’s provide the foundation for the effective running and operation of services<br />
for the cemeteries of <strong>Tasman</strong> <strong>District</strong> Council.<br />
<strong>Tasman</strong> <strong>District</strong> Council administers the following Cemeteries.<br />
Name<br />
Richmond<br />
Motueka<br />
Fletts Rd<br />
Rototai<br />
Collingwood<br />
Bainham<br />
Kotinga<br />
Waimea West<br />
Murchison<br />
Spring Grove<br />
Mararewa<br />
Foxhill<br />
Location<br />
Wensley Road, Richmond<br />
<strong>Cemetery</strong> Road, Motueka<br />
Fletts Road, Lower Moutere<br />
Rototai Road, Takaka, Golden Bay<br />
Collingwood/Bainham Road, Golden Bay<br />
Collingwood/Bainham Road, Golden Bay<br />
<strong>Cemetery</strong> Road, Kotinga, Golden Bay<br />
Waimea West Road, Waimea<br />
State Highway 6 Murchison<br />
Mt Heslington Road, Spring Grove<br />
Motueka Valley Highway, Tapawera<br />
Foxhill <strong>Cemetery</strong> Road.<br />
All references to “the Council” in the document refer to the <strong>Tasman</strong> <strong>District</strong> Council.<br />
2 Plot Ownership<br />
2.1 Plot (Burial and Ash) Purchase<br />
Burial and Ash plots may be purchased for any available plot in a cemetery controlled<br />
by Council (as long as that cemetery is not closed) on the terms and conditions set by<br />
Council.<br />
When a cemetery plot is purchased, there is no ownership of the actual land area. The<br />
purchase entitles the plot owner to Exclusive Right of Burial in that plot.<br />
Where a person is to be buried in a plot where Exclusive Right of Burial has not been<br />
purchased, the representative for that person will be required to purchase an Exclusive<br />
Right of Burial and accept liability for the payment to the Council of the prescribed fee<br />
for that plot<br />
Plots may be pre-purchased (reserved) for future use:<br />
In cemeteries with lawn areas within a burial beam that is currently established.<br />
In cemeteries where no beam is established, a reservation can be made in the area<br />
burials are currently taking place.<br />
Plots cannot be pre-purchased (reserved) in the Returned Services Section.<br />
1
Plots cannot be pre-purchased (reserved) in Natural Burial Areas except that the<br />
next of kin can reserve one plot directly adjacent to that burial at the time of burial<br />
as dictated by Council.<br />
For pre-purchased (reserved) plots a certificate confirming the Exclusive Right of Burial,<br />
defining the name and address of the owner, the cemetery and plot number, and date<br />
purchased and amount paid will be issued. Proof of purchase will be required when the<br />
plot is required for use.<br />
2.2 Exclusive Burial Rights<br />
No burial shall take place in an existing plot without the authority of the holder of the<br />
Exclusive Right of Burial and without first applying for a Burial Warrant from Council.<br />
If the Exclusive Right of Burials owner is deceased the immediate next of kin may give<br />
authority or a person acting on behalf of the estate can make the application.<br />
2.3 Transfer of Interest in Unused Plots<br />
Any purchaser or owner of the exclusive right of burial in any plot in which no burial has<br />
taken place may transfer their interest in such ground back to the Council only. In these<br />
instances the Council will pay the original purchase price.<br />
2.4 Unused Plots<br />
Note: The Burial and Cremation Act 1964 provides that any Exclusive Right of Burial<br />
shall lapse should 60 years pass without a burial taking place in that part of the<br />
cemetery or that plot.<br />
3 Burials<br />
3.1 Permission for Burial<br />
No burial will be made, including the burial (interment) of ashes in any cemetery under<br />
the control of the Council without a Burial Warrant for that purpose first being obtained<br />
from the Council. This includes second burials and the burial (interment) of ashes.<br />
A second burial is permitted in plots dug double depth providing consent from the owner<br />
of the Exclusive Right of Burial has been given on the burial application form. The<br />
standard burial fee will be charged for the re-opening of a plot for a second interment.<br />
One or more ash interment is allowed in a burial plot provided the person who owns the<br />
Exclusive Right of Burial to the plot has given permission. The standard ash interment<br />
fee will be charged for each ash burial.<br />
No burial warrant will be issued until all fees have been paid or satisfactory<br />
arrangements have been made in writing for the payment of fees.<br />
3.2 Hours for Burial<br />
Bookings for burial interments will be taken from 9.00am to 4.00pm on any day.<br />
Normal days for burial will be from Mondays to Saturdays, excluding public holidays.<br />
2
Burials on Sundays and Public Holidays may be approved at the discretion of the<br />
<strong>Cemetery</strong> Manager and by paying the required extra fee for this service as specified in<br />
the Schedule of Fees.<br />
3.3 Notification of Burial and Bookings System<br />
Notification of an intended burial and expected time of arrival at the <strong>Cemetery</strong> shall be<br />
given to the <strong>Cemetery</strong> Manager a minimum of 16 working hours prior to the time of<br />
interment and no burial will take place until the Sexton has received a burial warrant.<br />
Notification must be in writing on the prescribed form and confirmed by telephone. The<br />
form may be delivered by fax.<br />
The date and time of the booking for the intended burial will be recorded and where a<br />
second booking requests the same time and day for the burial the first booking will take<br />
precedence. To allow time for mourners to leave the cemetery and Councils contractors<br />
to complete the fill in of the grave, bookings will not be taken within two hours of each<br />
other.<br />
If the time varies greatly from the intended time alternative arrangements must be made<br />
with the <strong>Cemetery</strong> Manager.<br />
NB The notice required for long weekends, Statutory Holidays and other such<br />
circumstances can be reduced on application to the <strong>Cemetery</strong> Manager.<br />
3.4 Grave Location<br />
Graves can be located by contacting the <strong>Cemetery</strong> Manager. A fee may apply.<br />
3.5 Breaking Concrete<br />
A separate fee applies if Councils Contractor is required to break concrete.<br />
3.6 Grave Preparation<br />
All graves will be dug to double depth of 2.0 metres at the initial burial to allow a second<br />
interment in the grave, unless in a Natural Burial Area or otherwise specifically<br />
requested.<br />
The minimum depth of cover for any casket shall not be less than 1 metre.<br />
No person other than the approved cemetery contractors or Council staff shall open a<br />
grave or open the ground for a burial in any <strong>Cemetery</strong>.<br />
The family or friends of the deceased may close any grave or area opened for burial<br />
having gained prior approval from the <strong>Cemetery</strong> Manager. Work must be completed in<br />
the presence of Council staff or contractor under terms and conditions considered<br />
appropriate.<br />
3.7 Grave reinstatement<br />
In the case of concrete covered graves, it is the responsibility of the owner or client to<br />
re-instate the concrete covering on the grave after the burial.<br />
3.8 Maintenance of Graves<br />
In the normal course of business the cemeteries will be maintained by Council.<br />
3
Graves will be re-levelled if undue sinkage has occurred after a burial. If sinkage is<br />
observed it can be reported to the <strong>Cemetery</strong> Manager and the grave will be levelled up<br />
as soon as is practicable.<br />
3.9 Provision of Grave markers<br />
The Council makes no provision for the maintenance of white cross grave-markers,<br />
memorials or headstones.<br />
3.10 Adult Burials in Children’s area<br />
No adult burials will be permitted in Children’s areas.<br />
4 Ashes<br />
4.1 Interment of Ashes<br />
Ashes within a container may be interred in any special portion of the cemetery set<br />
aside for this purpose, or in any burial plot, subject to:<br />
An ashes interment plot must be purchased from the Council or permission must<br />
have been obtained from the Exclusive Right of Burial owner<br />
A Burial Warrant being applied for and issued by Council.<br />
The required fees having been paid as per the Schedule of Fees.<br />
The Council will prepare all ashes graves.<br />
The client or Funeral Director may inter ashes.<br />
Bookings for Ashes interment will be taken from 9.00am to 4.00pm on any day.<br />
If a Council representative is not required to be in attendance ashes interments may be<br />
booked for times outside those stated.<br />
Normal days for interments will be from Mondays to Saturdays, excluding public<br />
holidays.<br />
Application for the interment of ashes is to be made in writing, including the intended<br />
time of interment on the prescribed form and the appropriate fee paid. This Application<br />
is to be made with a minimum of 8 working hours prior to the intended time of interment.<br />
Interments on Sundays and Public Holidays may be approved at the discretion of the<br />
<strong>Cemetery</strong> Manager and an extra fee for this service is paid as specified in the Schedule<br />
of Fees.<br />
4.2 Ashes Beam Plots<br />
Ashes beam plots will be provided for sale by the Council. They are currently available<br />
at all cemeteries other than Waimea West & Spring Grove Cemeteries.<br />
The size of ashes beam plots varies between cemeteries however these may<br />
accommodate up to two ashes burials per plot.<br />
4
The Council may approve further ashes burials when special application is made under<br />
exceptional circumstances.<br />
4.3 Plaques<br />
Plaques must have a minimum clearance of 10 mm from the edge of the plaque to the<br />
edge of the plot on any ashes beam and be no more than 10 mm thick.<br />
The fixing of all plaques is the responsibility of the client or their representative. It is the<br />
responsibility of the plot owner to ensure that the plaque is of the correct dimensions for<br />
the particular plot concerned.<br />
4.4 Disinterment of Ashes<br />
With the written permission of the next of kin ashes may be disinterred from any<br />
cemetery on application to the Council and on payment of the prescribed fee.<br />
5 Returned Services Section<br />
5.1 Returned Services Section Plots<br />
Burial and ash plots are available for Returned Services personnel who have seen war<br />
service (as determined by the office of Veteran Affairs).<br />
Returned Services plots are provided in Richmond and Motueka cemeteries:<br />
These may accommodate up to two burials or ashes interments per plot.<br />
The first burial or ash interment must be a returned service person.<br />
Only official RSA plaques may be used on RSA burial plots.<br />
RSA burial and ash plots cannot be pre-purchased (reserved) however an ash plot will<br />
be allocated and held as required for the purposes of applying for an official RSA<br />
plaque.<br />
6 Natural Burials Areas<br />
Natural Burial Areas are subject to all appropriate sections in these procedures.<br />
The philosophical logic behind the use of Natural Burial Areas is that of low<br />
environmental impact.<br />
Bodies buried in this area shall not to be embalmed or contain any other chemicals that<br />
would slow or prevent the natural breakdown of the body in the soil.<br />
Burials shall be single depth as close to or within the active soil layer.<br />
Caskets, coffins or body coverings shall be bio degradable and shall not contain any<br />
chemical or substance to prevent the breakdown of the products used.<br />
5
Body coverings or shrouds should have a solid base of natural timber to assist with the<br />
lowering into the ground; body coverings or shrouds must be fastened to a solid base to<br />
prevent movement of the body to one side.<br />
Caskets, coffins, body coverings or shrouds must not be leaking fluids or have an<br />
offensive smell.<br />
All plots will be allocated in sequence, the pre-purchase of burial plots shall not be<br />
allowed however at the time of the plot purchase for a burial the next plot (only one plot)<br />
can be reserved for the next of kin.<br />
Subject to gaining Council authority as per section 4.2 of these standards and<br />
permission from the holder of the Exclusive Right of Burial, ashes of close family<br />
members may be placed in the burial plot. Ashes shall be in a biodegradable container.<br />
One untreated wooden marker per burial plot may be placed on the plot at the time or<br />
within the first week of the funeral service. The marker shall be no larger than 150mm X<br />
100mm in size x 250mm high above ground level. The marker shall be attached to an<br />
untreated timber stem a maximum size 100mm x 100mm that can be pushed into the<br />
soil and is to be centrally located at the head of the plot.<br />
Other than the single marker and native plants other ornamentation placed on or in the<br />
burial plot shall be biodegradable.<br />
Burial plot size will be a maximum of 2.5 metres X 2.5 metres but may vary depending<br />
on the <strong>Cemetery</strong>.<br />
The burial plot will be planted with native plants by Council during the months of May –<br />
August. If requested family members can be in attendance to assist with the planting.<br />
Council will be responsible for any required replacement planting and the ongoing<br />
maintenance of the area.<br />
Disinterment shall be discouraged.<br />
As <strong>Tasman</strong> <strong>District</strong> Council does not own any lowering device or green mats for the<br />
sides of the burial plot, families carrying out funeral services without the aid of a Funeral<br />
Director will need to provide their own equipment.<br />
Council’s contractor will prepare the plot for burial and fill in the plot after the funeral<br />
service. The family may assist with the fill in but due to Health and Safety regulations<br />
cannot assist with the initial digging of the plot. Council’s contractor is not available to<br />
provide assistance to families during the funeral service.<br />
Note: There is a natural burial area available in Motueka. During 2012/2013 Council<br />
will be investigating the suitability of natural burial areas in Spring Grove and Rototai<br />
cemeteries.<br />
7 Memorials for Graves<br />
7.1 Beam Construction<br />
The Council shall construct a continuous concrete beam at ground level or below as a<br />
single beam 600 mm deep by 1200mm wide on which the foundation work and<br />
memorial will be placed.<br />
6
7.2 Memorial Installation<br />
7.2.1 Burial Lawn Areas<br />
Note: except Motueka <strong>Cemetery</strong> Block III and Block IV, Natural Burial Areas and RSA<br />
areas.<br />
Erection of Monuments: Owners of the exclusive right of burial, or if the owner is<br />
deceased, the immediate next of kin, may give permission for a memorial plaque or<br />
headstone to be erected.<br />
Only one headstone memorial per plot is permitted.<br />
Concrete base work for all memorials shall not stand higher than 150 mm above the<br />
highest point of the concrete beam or ground level, whichever, is the higher, and laid to<br />
the satisfaction of the Council and in accordance with sound engineering principles as<br />
set out in <strong>Standard</strong>s New Zealand NZS 4242:1995, Headstones and <strong>Cemetery</strong><br />
Monuments.<br />
If the headstone is installed incorrectly, Council reserves the right to order its relocation<br />
or removal.<br />
The base work shall, where required, provide insets for flower containers.<br />
Concrete base work for all memorials shall leave a clear space of at least 150mm front<br />
and back from the edge of the concrete beam.<br />
All headstones shall not be wider than 1 metre, if it is erected in respect of a single<br />
grave and must not be wider than 2 metres if it is erected in respect to two or more<br />
adjacent graves.<br />
All headstones shall stand no higher than 1.2 metres above ground level in total.<br />
All memorials to be constructed of granite or similar suitable material as approved by<br />
the Council, which is considered durable for a minimum of 100 years. Concrete shall be<br />
finished in grey cement, or colour cements to the Managers approval.<br />
Monumental installation and removal forms must be filled out and lodged with Council<br />
prior to any monumental work commencing.<br />
Memorial beams and base work in the RSA plots shall comply with the standards<br />
specified by Veterans Affairs New Zealand.<br />
No person shall make use of any footpath or roadway in any cemetery for the purpose<br />
of mixing cement or mortar other than on a watertight platform, and shall take all<br />
necessary precautions to ensure that no damage is done to footpaths, roadways, grass<br />
and plots.<br />
The Council does not accept any responsibility for wear and tear damage or vandalism<br />
to headstones.<br />
7.2.2 Motueka <strong>Cemetery</strong> Block III and Block IV<br />
Memorials in these areas shall comply with the conditions in section 7.2 Memorial<br />
Installation except the style, height and width of the memorials.<br />
These two blocks have a restriction on height, size and appearance in that they shall be<br />
plinth style memorials similar to those already established, maximum height 350mm,<br />
7
maximum width 350mm, length similar to those already established which are between<br />
650mm and 940mm.<br />
Concrete base work for all memorials shall leave a clear space of at least 150mm front<br />
and back from the edge of the concrete beam.<br />
7.2.3 Natural Burial Areas<br />
Memorials for these areas shall comply with Section 6 Natural Burial Areas.<br />
7.2.4 Returned Services Sections<br />
Memorials for these areas shall comply with Section 5 Returned Services Section.<br />
7.3 Ash Beam or Garden Areas<br />
For ash garden areas where the beam is sloped plaques shall be as per Section 4.3 and<br />
similar in nature to those already established. Some ash areas are suitable for upright<br />
memorials as per Section 7.2 but should be of a similar size and nature to those already<br />
established.<br />
7.4 Old Sections<br />
The owner of an Exclusive Right of Burial in older memorial sections of any cemetery<br />
may erect a monument and other works in accord with the following provisions:<br />
A memorial shall not exceed a height of 1.2 metres<br />
Any kerb erected around a grave shall not exceed 300 mm in height<br />
A grave may be covered in permanent materials<br />
Memorials will be placed in line and facing the same direction as established<br />
memorials surrounding the plot.<br />
7.5 Memorial Maintenance<br />
The owner, next of kin or their representatives of any plot are responsible for<br />
maintaining all memorial headstones, kerbs, enclosures and other monuments in good<br />
order and repair. Subject to the Burial and Cremation Act 1964 the Council may remove<br />
at any time, memorial headstones or memorials of any kind which fall into a state of<br />
disrepair or decay. In the event of there being no one available to effect repairs or<br />
permit removal, a photographic record of the memorial shall be taken before removal<br />
and filed with cemetery records.<br />
8 Dis-interments<br />
8.1 Legal Process<br />
Where the Council receives an application for a disinterment, the disinterment shall be<br />
conducted pursuant to Sections 51 and 55 of the Burial and Cremations Act 1964 and<br />
any amendments thereto, and subject to the payment of such fee as the Council may<br />
determine.<br />
8.2 Bookings<br />
All intentions for exhumation must be directed to the <strong>Cemetery</strong> Manager. A convenient<br />
time for all parties will then be negotiated.<br />
8
9 <strong>Cemetery</strong> Design<br />
9.1 Richmond <strong>Cemetery</strong><br />
The Richmond <strong>Cemetery</strong> contains the following interment types:<br />
Memorial headstones - continuous single beam<br />
Ashes beams<br />
RSA area<br />
Old style memorials<br />
Children’s burial area<br />
Memorial Wall<br />
Future developments will aim to provide attractive garden settings for ashes interments,<br />
memorial plaques, a seating area and ring road.<br />
Future memorial burial beams will be single width to maintain current pattern.<br />
9.2 Bainham <strong>Cemetery</strong><br />
The Bainham <strong>Cemetery</strong> contains the following interment types:<br />
Memorial headstones - continuous single beam<br />
Ashes beams<br />
Old style memorials<br />
9.3 Collingwood <strong>Cemetery</strong><br />
The Collingwood <strong>Cemetery</strong> contains the following interment types:<br />
Memorial headstones - continuous single beam<br />
Ashes beams<br />
Old style memorials<br />
9.4 Fletts Road <strong>Cemetery</strong><br />
The Fletts Rd <strong>Cemetery</strong> contains the following interment types:<br />
Memorial headstones - continuous single beam<br />
Ashes beams<br />
Old style memorials<br />
9.5 Kotinga <strong>Cemetery</strong><br />
The Kotinga <strong>Cemetery</strong> contains the following interment types:<br />
Memorial headstones<br />
Old style memorials<br />
Future development includes provision of an ash beam.<br />
9.6 Motueka <strong>Cemetery</strong><br />
The Motueka <strong>Cemetery</strong> contains the following interment types:<br />
9
Memorial headstones - continuous single beam<br />
Ashes beams<br />
RSA area<br />
Old style memorials<br />
Children’s burial area<br />
Natural Burials Area<br />
9.7 Murchison <strong>Cemetery</strong><br />
The Murchison <strong>Cemetery</strong> contains the following interment types:<br />
Memorial headstones - continuous single beam<br />
Ashes beams<br />
Old style memorials<br />
Children’s burial area<br />
The Murchison cemetery is divided into separate religious denominational areas.<br />
Future development of any new sections may not be denomination based.<br />
9.8 Rototai <strong>Cemetery</strong><br />
The Rototai <strong>Cemetery</strong> contains the following interment types:<br />
Memorial headstones - continuous single beam<br />
Ashes beams<br />
Old style memorials<br />
Future development includes provision for a Natural Burials Area<br />
9.9 Spring Grove <strong>Cemetery</strong><br />
The Spring Grove <strong>Cemetery</strong> contains the following interment types:<br />
Memorial headstones - continuous single beam<br />
Old style memorials<br />
Future developments include provision of an ash beam, Natural Burials Area and an exit<br />
road.<br />
It was originally denominationally based, but this no longer applies.<br />
9.10 Waimea West <strong>Cemetery</strong><br />
The Waimea West <strong>Cemetery</strong> contains the following interment types:<br />
Memorial headstones - continuous single beam<br />
Old style memorials<br />
Future development includes provision of an ash beam.<br />
9.11 Mararewa <strong>Cemetery</strong><br />
The Mararewa <strong>Cemetery</strong> contains the following interment types:<br />
Memorial headstones - continuous single beam<br />
Old style memorials<br />
10
Ashes beam<br />
9.12 Foxhill <strong>Cemetery</strong><br />
The Foxhill <strong>Cemetery</strong> contains the following interment types:<br />
Memorial headstones<br />
Old style memorials<br />
Ashes beam<br />
10 General<br />
10.1 Genealogical Research<br />
Search Fees: Council reserves the right to charge search fees for genealogical research<br />
as published in the schedule of fees.<br />
10.2 Records<br />
<strong>Cemetery</strong> records are open to inspection at Council offices during regular office hours<br />
and are available on Council’s website.<br />
10.3 Planting<br />
No person shall plant shrubs, trees or flowers in any cemetery except with the written<br />
permission of the <strong>Cemetery</strong> Manager.<br />
Shrubs planted in any portion of any cemetery may at any time be trimmed removed or<br />
cut down at the discretion of the Council.<br />
Any planting or placing of plants or other materials beyond the edge of the concrete<br />
beam shall be removed by the Council.<br />
10.4 Floral Tributes<br />
Floral tributes or wreaths may only be placed on a plot for a period of up to ten days<br />
following interment (other than in an approved container as defined in section 8.4).<br />
Any floral tribute or wreath that remains on the plot ten days after the interment date<br />
may be removed by Council staff or approved contractors.<br />
10.5 Flowers<br />
All vases or containers for flowers shall be made of unbreakable materials, and shall be<br />
placed in insets set into the base on which the memorial stands.<br />
All ashes and RSA beams will be installed with a flower container inset.<br />
Council staff or approved contractors may remove damaged or glass containers and<br />
may also remove dead flowers and foliage.<br />
10.6 Memorabilia<br />
The placing of memorabilia or other tributes will not be permitted beyond the edge of the<br />
concrete beam.<br />
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All materials must be placed so that normal maintenance of the cemetery is not<br />
impeded.<br />
The <strong>Cemetery</strong> Manager reserves the right to remove any article or materials that are<br />
considered excessive, objectionable or adversely affect the normal maintenance of the<br />
cemetery.<br />
10.7 Vehicles in Cemeteries<br />
Vehicle access is permitted into all cemeteries, where formed roadways and open<br />
access is provided.<br />
All vehicles must remain on formed roadways or designated parking areas.<br />
The speed limit in all cemeteries shall not exceed 20km/hr.<br />
10.8 Animals in Cemeteries<br />
Unless taking part in a funeral service with the permission of the family no animals<br />
except dogs on a lead are permitted in the operating area of Councils Cemeteries.<br />
10.9 Commercial Operations<br />
No person shall advertise or solicit any order for custom within any cemetery.<br />
No commercial photographer or media enterprise will film or photograph in a cemetery<br />
without a special permit in writing for the occasion obtained from the <strong>Cemetery</strong> Manager<br />
unless at the invitation of a family for the purposes of recording a funeral service.<br />
11 Payment of Fees<br />
11.1 Schedule of Fees<br />
A Schedule of Fees will be set for all services offered by the Council and these are<br />
subject to review and possible change on 1 July each year. All fees will be published in<br />
the Council Annual Plan.<br />
The fees do not include payment for any work required to be done beyond the actual<br />
digging of an ordinary grave and after burial, filling in the grave.<br />
Out of district fees may be payable in the case of a burial of a deceased person not<br />
residing in or not a ratepayer of the district for a predetermined time.<br />
11.2 Terms of Trade<br />
Local funeral directors may run an account for payment of cemetery fees with the<br />
Council, provided payment is made by the 20th month following the burial.<br />
If a member of the public wishes to arrange a burial or ash interment in a Council owned<br />
<strong>Cemetery</strong> without involving a Funeral Director, all fees will be paid or billing<br />
arrangements made to the Council prior to the burial or ash interment taking place.<br />
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11.3 Interment of Poor Persons<br />
Any Person wishing to bury a deceased poor person at a rate less than that provided for<br />
shall certify to the council that such deceased person has not left sufficient means to<br />
pay the ordinary charge for burial and that relatives and friends of the deceased are also<br />
unable to pay such charge and that the cost is not covered by the Accident<br />
Compensation Corporation, and the <strong>Cemetery</strong> Manager and the Mayor of Council shall<br />
have delegated authority to remit all or part of such fees as in his or her opinion is<br />
appropriate in the circumstances once the appropriate forms have been completed and<br />
signed by a Justice of the Peace as per appendix three.<br />
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12 Appendices<br />
Appendix 1(a): Plot Purchase Procedure Flow Chart<br />
PLOT PURCHASE PROCEDURE<br />
A member of the<br />
public enquires<br />
about purchasing<br />
plot in a cemetery.<br />
Do they know<br />
which cemetery<br />
to go to?<br />
No<br />
Advise customer of operating<br />
cemeteries and suggest a visit<br />
to the appropriate cemetery<br />
and they can contact us later<br />
indicating their preference<br />
Yes<br />
Select a plot and double<br />
check availability<br />
against our records.<br />
Yes<br />
Do they want<br />
council to pick an<br />
area for them?<br />
No<br />
Give customer plan of cemetery and note<br />
of available plots to make own selection<br />
Details regarding full name and address of<br />
customer are taken and put on computer<br />
cemetery data base and on hard copy<br />
register.<br />
Customer could come and pay<br />
at the counter and collect the<br />
Certificate of Purchase on full<br />
payment.<br />
Plots purchased by undertakers<br />
do not receive a purchase<br />
certificate.<br />
FINISH<br />
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Appendix 1(b): Purchase of Burial Plot<br />
Purchase of Burial Plot<br />
Exclusive Right of Burial<br />
Richmond <strong>Cemetery</strong><br />
For:<br />
Address:<br />
_________________________________________________________<br />
_________________________________________________________<br />
Burial Plot: Block: _________ Row: _________ Plot: ____________<br />
Ashes – Plot or Niche:<br />
Ashes – Rose Garden:<br />
Ashes – Other:<br />
___________________<br />
___________________<br />
___________________<br />
Date Purchased: ___________________ Amount: $________________<br />
Receipt Number: ___________________ Authorised By: _________________<br />
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Appendix 2(a): Interment Process Flow Chart<br />
The majority of interment bookings are faxed<br />
through from funeral Directors. For private<br />
interments details can be taken over the telephone<br />
or at the counter however evidence of proof of<br />
death must be provided prior to the burial warrant<br />
being issued.<br />
Contact<br />
Funeral<br />
Director or for<br />
private<br />
interments the<br />
nominated<br />
contact person<br />
to clarify details<br />
No<br />
Are all the<br />
details clear?<br />
Yes<br />
Is it a second interment<br />
or pre-purchased plot?<br />
No<br />
Yes<br />
Search database<br />
or books for first<br />
interment or prepurchased<br />
plot<br />
and write on fax<br />
Sign Interment form confirming<br />
details and phone/ fax to<br />
Funeral Director confirming we<br />
have received request and all<br />
necessary information has<br />
been provided and is correct.<br />
Please note that there should be a<br />
minimum of 16 working hours notice<br />
prior to any interment booking for a<br />
grave and a minimum of 8 working<br />
hours notice for an ash burial<br />
(interment).<br />
Contact the contractor for the<br />
<strong>Cemetery</strong> notifying them of the<br />
burial and providing all details<br />
required. Fill out the Authority to<br />
Open Ground form (Burial<br />
Warrant) for the contractor to<br />
collect.<br />
Fax is then collated together<br />
with other copies and<br />
information is entered onto<br />
database.<br />
FINISH<br />
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Appendix 2(b):<br />
Application for Burial (Interment) Warrant<br />
Application for Burial (Interment) Warrant<br />
<strong>Cemetery</strong> Name<br />
Funeral Director<br />
Indicate Interment Type:<br />
Ash Interment<br />
New Plot<br />
Reserved Plot<br />
Children’s<br />
Burial<br />
Re-Open<br />
RSA<br />
If Re-open, who with?<br />
Surname<br />
First Names<br />
Details of the Deceased:<br />
Surname<br />
First Names<br />
Date of Death<br />
Age at Death<br />
Place of Death<br />
Address<br />
Date of Birth:<br />
Sex<br />
Occupation<br />
Interment Details:<br />
Day & Date of Interment<br />
Service Time & Place<br />
Fill in Time<br />
Casket / Urn Size<br />
Block Number<br />
Row Number<br />
Plot Number<br />
Plot Depth<br />
Double / Triple / Other (specify)<br />
Special Instructions / Notes (i.e. is there a cup of tea before interment etc)<br />
Council Use Only<br />
Booking Date<br />
Time of Booking<br />
Contact Method<br />
Sexton Contacted<br />
Faxed to SICON<br />
Details in Database<br />
Marked on Plans<br />
Invoice Raised Invoice #<br />
Permit to Open Ground #<br />
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Appendix 3: Application for Reduction of fees for Poor Person<br />
Application for Reduction of Interment Fees<br />
Full name of deceased ………………………………………………………………………………..………<br />
Address………………………………………………………………………………………………………..…<br />
Date of Birth<br />
……../……../……..<br />
I, …………………………………………………………………of ………………………………………….<br />
being …………………… [Relationship] of the above deceased person hereby make application to the<br />
<strong>Tasman</strong> <strong>District</strong> Council for a reduction in the fees prescribed for the purchase of a cemetery plot<br />
and or interment in a <strong>Tasman</strong> <strong>District</strong> Council <strong>Cemetery</strong>.<br />
Set out below are the financial circumstances of the deceased:<br />
Value of any property owned<br />
$………………………………<br />
Bank Account Amount<br />
$………………………………<br />
Account Number ………………………………………………..… Bank …………..<br />
Investments held [if any]<br />
$……………………………….<br />
Money owed [if any] (Trusts, Superannuation etc) $……………………………….<br />
Estimate of Funeral [including Cremation fee]<br />
Less Work & Income Support<br />
or War Pension Grant<br />
Less any other grants (RSA etc)<br />
Balance outstanding<br />
$ ……………………………….<br />
$ ……………………………….<br />
$ ……………………………….<br />
$ ……………………………….<br />
I certify that the above facts are correct to the best of my knowledge and no other persons are able to<br />
meet the cost of the interment.<br />
Signed …………………………………<br />
Date …………………………………….<br />
I hereby certify that I have fully examined the financial circumstances of ………………………………..<br />
and declare that there are insufficient funds to meet his/her funeral costs and that a reduced fee<br />
should be granted.<br />
Signed on …………………… by …………………………………<br />
Justice of the Peace - Solicitor - Medical Practitioner - Minister of Religion<br />
(circle one)<br />
Privacy Act 1993<br />
This information will only be used in consideration of the above application and will not be disclosed<br />
to any other parties.<br />
18
Appendix 4: Funeral Directors Accounts Flowchart<br />
ACCOUNTS - FUNERAL DIRECTORS<br />
Upon the completion of entering the<br />
funeral details (plot, cemetery, name etc)<br />
into the computer an invoice shall be<br />
raised (generally on the day the funeral is<br />
to take place) and issued to the Funeral<br />
Director.<br />
An invoice request is then raised with each total<br />
category being charged to the appropriate<br />
code.<br />
Monthly report complete<br />
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Appendix 5: <strong>Cemetery</strong> Searches Flowchart<br />
CEMETERY SEARCHES<br />
START<br />
Inquiry by letter, email or fax<br />
or website is processed as<br />
time and opportunity permit<br />
Inquiry received over front<br />
counter.<br />
Inquiry received by<br />
telephone<br />
Does the inquiry have a lot<br />
of information i.e. date of<br />
death, full name, and<br />
cemetery?<br />
No<br />
Search the database<br />
Recommend that enquirer<br />
checks with local<br />
undertakers or other<br />
agencies.<br />
No<br />
Do we have the records?<br />
Yes<br />
Pass on the information<br />
found and/or photocopy<br />
plans etc and send out.<br />
Charge if necessary<br />
(See notes below)<br />
Search enquiries come via telephone, front counter and through Council’s website. Any<br />
information that is found and details of plot locations need to be photocopied etc should<br />
take no longer than 0.5 hour.<br />
If the search needs to be more in depth take customer details and contact later with<br />
information.<br />
If it is a one off search and easy to access there is normally no charge however if there are<br />
a lot of searches Council reserves the right to charge for any staff time involved.<br />
20
Appendix 6: <strong>Cemetery</strong> Memorial Form<br />
<strong>Cemetery</strong> Memorial Installation/Removal Form<br />
Name of person completing this form: __________________________________________________<br />
RSA Service Plaque: please fill in only section 1<br />
1 Deceased details<br />
Name: ____________________________<br />
<strong>Cemetery</strong>: _________________________<br />
Block/Row: ________________________<br />
Date of Death: _______/______/_________<br />
Division:____________________________<br />
Plot: _______________________________<br />
Burial Ashes Memorial/Plaque only <br />
2 Base and Memorial<br />
Base Material: _________________________________________<br />
Dimensions: Height __________ Width ___________<br />
Depth ___________<br />
Memorial Material: ______________________________________<br />
Dimensions: Height __________ Width ___________<br />
Depth ___________<br />
Method of securing memorial to base: ________________________________________________<br />
Please present plan for Council viewing<br />
3 Memorial Removal<br />
Purpose for removal _________________________________________________________<br />
4 Contact details of person to install/remove memorial<br />
Name: ______________________________<br />
Phone Number: __________________<br />
Date to be installed: _______/________/_______<br />
5 Contact details of person to maintain the memorial<br />
Name: _______________________________<br />
Phone Number: __________________<br />
Address: _________________________________________________________________<br />
Signature: _____________________________ Date: _______/________/__________<br />
_________________________________________________________________________<br />
Council use only<br />
Plan<br />
Reference No: _____________________<br />
Viewed: ______/_______/________ Int: __________________<br />
Photo Date: ______/_______/________ File: _________________<br />
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