TASMAN DISTRICT COUNCIL CEMETERY

Transcription

1 TASMAN DISTRICT COUNCIL CEMETERY Standard Operating Procedures 2011

2 TABLE OF CONTENTS CEMETERY... 1 STANDARD OPERATING PROCEDURES INTRODUCTION PLOT OWNERSHIP Plot (Burial and Ash) Purchase Exclusive Burial Rights Transfer of Interest in Unused Plots Unused Plots BURIALS Permission for Burial Hours for Burial Notification of Burial and Bookings System Grave Location Breaking Concrete Grave Preparation Grave reinstatement Maintenance of Graves Provision of Grave markers Adult Burials in Children s area ASHES Interment of Ashes Ashes Beam Plots Plaques Disinterment of Ashes RETURNED SERVICES SECTION Returned Services Section Plots NATURAL BURIALS AREAS MEMORIALS FOR GRAVES Beam Construction Memorial Installation Old Sections Memorial Maintenance DIS-INTERMENTS Legal Process Bookings Richmond Cemetery Bainham Cemetery Collingwood Cemetery Fletts Road Cemetery Kotinga Cemetery Motueka Cemetery Murchison Cemetery Rototai Cemetery Spring Grove Cemetery Waimea West Cemetery Mararewa Cemetery Foxhill Cemetery GENERAL Genealogical Research... 11

3 10.2 Records Planting Floral Tributes Flowers Memorabilia Vehicles in Cemeteries Animals in Cemeteries Commercial Operations PAYMENT OF FEES Schedule of Fees Terms of Trade Interment of Poor Persons APPENDICES Appendix 1(a): Plot Purchase Procedure Flow Chart Appendix 1(b): Purchase of Burial Plot Appendix 2(a): Interment Process Flow Chart Appendix 2(b): Application for Burial (Interment) Warrant Appendix 3: Application for Reduction of fees for Poor Person Appendix 4: Funeral Directors Accounts Flowchart Appendix 6: Cemetery Memorial Form... 21

4 1 Introduction These Standard Operating Procedures (SOP s) are for the operation of the Tasman District Council Cemeteries. These SOP s provide the foundation for the effective running and operation of services for the cemeteries of Tasman District Council. Tasman District Council administers the following Cemeteries. Name Richmond Motueka Fletts Rd Rototai Collingwood Bainham Kotinga Waimea West Murchison Spring Grove Mararewa Foxhill Location Wensley Road, Richmond Cemetery Road, Motueka Fletts Road, Lower Moutere Rototai Road, Takaka, Golden Bay Collingwood/Bainham Road, Golden Bay Collingwood/Bainham Road, Golden Bay Cemetery Road, Kotinga, Golden Bay Waimea West Road, Waimea State Highway 6 Murchison Mt Heslington Road, Spring Grove Motueka Valley Highway, Tapawera Foxhill Cemetery Road. All references to the Council in the document refer to the Tasman District Council. 2 Plot Ownership 2.1 Plot (Burial and Ash) Purchase Burial and Ash plots may be purchased for any available plot in a cemetery controlled by Council (as long as that cemetery is not closed) on the terms and conditions set by Council. When a cemetery plot is purchased, there is no ownership of the actual land area. The purchase entitles the plot owner to Exclusive Right of Burial in that plot. Where a person is to be buried in a plot where Exclusive Right of Burial has not been purchased, the representative for that person will be required to purchase an Exclusive Right of Burial and accept liability for the payment to the Council of the prescribed fee for that plot Plots may be pre-purchased (reserved) for future use: In cemeteries with lawn areas within a burial beam that is currently established. In cemeteries where no beam is established, a reservation can be made in the area burials are currently taking place. Plots cannot be pre-purchased (reserved) in the Returned Services Section. 1

5 Plots cannot be pre-purchased (reserved) in Natural Burial Areas except that the next of kin can reserve one plot directly adjacent to that burial at the time of burial as dictated by Council. For pre-purchased (reserved) plots a certificate confirming the Exclusive Right of Burial, defining the name and address of the owner, the cemetery and plot number, and date purchased and amount paid will be issued. Proof of purchase will be required when the plot is required for use. 2.2 Exclusive Burial Rights No burial shall take place in an existing plot without the authority of the holder of the Exclusive Right of Burial and without first applying for a Burial Warrant from Council. If the Exclusive Right of Burials owner is deceased the immediate next of kin may give authority or a person acting on behalf of the estate can make the application. 2.3 Transfer of Interest in Unused Plots Any purchaser or owner of the exclusive right of burial in any plot in which no burial has taken place may transfer their interest in such ground back to the Council only. In these instances the Council will pay the original purchase price. 2.4 Unused Plots Note: The Burial and Cremation Act 1964 provides that any Exclusive Right of Burial shall lapse should 60 years pass without a burial taking place in that part of the cemetery or that plot. 3 Burials 3.1 Permission for Burial No burial will be made, including the burial (interment) of ashes in any cemetery under the control of the Council without a Burial Warrant for that purpose first being obtained from the Council. This includes second burials and the burial (interment) of ashes. A second burial is permitted in plots dug double depth providing consent from the owner of the Exclusive Right of Burial has been given on the burial application form. The standard burial fee will be charged for the re-opening of a plot for a second interment. One or more ash interment is allowed in a burial plot provided the person who owns the Exclusive Right of Burial to the plot has given permission. The standard ash interment fee will be charged for each ash burial. No burial warrant will be issued until all fees have been paid or satisfactory arrangements have been made in writing for the payment of fees. 3.2 Hours for Burial Bookings for burial interments will be taken from 9.00am to 4.00pm on any day. Normal days for burial will be from Mondays to Saturdays, excluding public holidays. 2

6 Burials on Sundays and Public Holidays may be approved at the discretion of the Cemetery Manager and by paying the required extra fee for this service as specified in the Schedule of Fees. 3.3 Notification of Burial and Bookings System Notification of an intended burial and expected time of arrival at the Cemetery shall be given to the Cemetery Manager a minimum of 16 working hours prior to the time of interment and no burial will take place until the Sexton has received a burial warrant. Notification must be in writing on the prescribed form and confirmed by telephone. The form may be delivered by fax. The date and time of the booking for the intended burial will be recorded and where a second booking requests the same time and day for the burial the first booking will take precedence. To allow time for mourners to leave the cemetery and Councils contractors to complete the fill in of the grave, bookings will not be taken within two hours of each other. If the time varies greatly from the intended time alternative arrangements must be made with the Cemetery Manager. NB The notice required for long weekends, Statutory Holidays and other such circumstances can be reduced on application to the Cemetery Manager. 3.4 Grave Location Graves can be located by contacting the Cemetery Manager. A fee may apply. 3.5 Breaking Concrete A separate fee applies if Councils Contractor is required to break concrete. 3.6 Grave Preparation All graves will be dug to double depth of 2.0 metres at the initial burial to allow a second interment in the grave, unless in a Natural Burial Area or otherwise specifically requested. The minimum depth of cover for any casket shall not be less than 1 metre. No person other than the approved cemetery contractors or Council staff shall open a grave or open the ground for a burial in any Cemetery. The family or friends of the deceased may close any grave or area opened for burial having gained prior approval from the Cemetery Manager. Work must be completed in the presence of Council staff or contractor under terms and conditions considered appropriate. 3.7 Grave reinstatement In the case of concrete covered graves, it is the responsibility of the owner or client to re-instate the concrete covering on the grave after the burial. 3.8 Maintenance of Graves In the normal course of business the cemeteries will be maintained by Council. 3

7 Graves will be re-levelled if undue sinkage has occurred after a burial. If sinkage is observed it can be reported to the Cemetery Manager and the grave will be levelled up as soon as is practicable. 3.9 Provision of Grave markers The Council makes no provision for the maintenance of white cross grave-markers, memorials or headstones Adult Burials in Children s area No adult burials will be permitted in Children s areas. 4 Ashes 4.1 Interment of Ashes Ashes within a container may be interred in any special portion of the cemetery set aside for this purpose, or in any burial plot, subject to: An ashes interment plot must be purchased from the Council or permission must have been obtained from the Exclusive Right of Burial owner A Burial Warrant being applied for and issued by Council. The required fees having been paid as per the Schedule of Fees. The Council will prepare all ashes graves. The client or Funeral Director may inter ashes. Bookings for Ashes interment will be taken from 9.00am to 4.00pm on any day. If a Council representative is not required to be in attendance ashes interments may be booked for times outside those stated. Normal days for interments will be from Mondays to Saturdays, excluding public holidays. Application for the interment of ashes is to be made in writing, including the intended time of interment on the prescribed form and the appropriate fee paid. This Application is to be made with a minimum of 8 working hours prior to the intended time of interment. Interments on Sundays and Public Holidays may be approved at the discretion of the Cemetery Manager and an extra fee for this service is paid as specified in the Schedule of Fees. 4.2 Ashes Beam Plots Ashes beam plots will be provided for sale by the Council. They are currently available at all cemeteries other than Waimea West & Spring Grove Cemeteries. The size of ashes beam plots varies between cemeteries however these may accommodate up to two ashes burials per plot. 4

8 The Council may approve further ashes burials when special application is made under exceptional circumstances. 4.3 Plaques Plaques must have a minimum clearance of 10 mm from the edge of the plaque to the edge of the plot on any ashes beam and be no more than 10 mm thick. The fixing of all plaques is the responsibility of the client or their representative. It is the responsibility of the plot owner to ensure that the plaque is of the correct dimensions for the particular plot concerned. 4.4 Disinterment of Ashes With the written permission of the next of kin ashes may be disinterred from any cemetery on application to the Council and on payment of the prescribed fee. 5 Returned Services Section 5.1 Returned Services Section Plots Burial and ash plots are available for Returned Services personnel who have seen war service (as determined by the office of Veteran Affairs). Returned Services plots are provided in Richmond and Motueka cemeteries: These may accommodate up to two burials or ashes interments per plot. The first burial or ash interment must be a returned service person. Only official RSA plaques may be used on RSA burial plots. RSA burial and ash plots cannot be pre-purchased (reserved) however an ash plot will be allocated and held as required for the purposes of applying for an official RSA plaque. 6 Natural Burials Areas Natural Burial Areas are subject to all appropriate sections in these procedures. The philosophical logic behind the use of Natural Burial Areas is that of low environmental impact. Bodies buried in this area shall not to be embalmed or contain any other chemicals that would slow or prevent the natural breakdown of the body in the soil. Burials shall be single depth as close to or within the active soil layer. Caskets, coffins or body coverings shall be bio degradable and shall not contain any chemical or substance to prevent the breakdown of the products used. 5

9 Body coverings or shrouds should have a solid base of natural timber to assist with the lowering into the ground; body coverings or shrouds must be fastened to a solid base to prevent movement of the body to one side. Caskets, coffins, body coverings or shrouds must not be leaking fluids or have an offensive smell. All plots will be allocated in sequence, the pre-purchase of burial plots shall not be allowed however at the time of the plot purchase for a burial the next plot (only one plot) can be reserved for the next of kin. Subject to gaining Council authority as per section 4.2 of these standards and permission from the holder of the Exclusive Right of Burial, ashes of close family members may be placed in the burial plot. Ashes shall be in a biodegradable container. One untreated wooden marker per burial plot may be placed on the plot at the time or within the first week of the funeral service. The marker shall be no larger than 150mm X 100mm in size x 250mm high above ground level. The marker shall be attached to an untreated timber stem a maximum size 100mm x 100mm that can be pushed into the soil and is to be centrally located at the head of the plot. Other than the single marker and native plants other ornamentation placed on or in the burial plot shall be biodegradable. Burial plot size will be a maximum of 2.5 metres X 2.5 metres but may vary depending on the Cemetery. The burial plot will be planted with native plants by Council during the months of May August. If requested family members can be in attendance to assist with the planting. Council will be responsible for any required replacement planting and the ongoing maintenance of the area. Disinterment shall be discouraged. As Tasman District Council does not own any lowering device or green mats for the sides of the burial plot, families carrying out funeral services without the aid of a Funeral Director will need to provide their own equipment. Council s contractor will prepare the plot for burial and fill in the plot after the funeral service. The family may assist with the fill in but due to Health and Safety regulations cannot assist with the initial digging of the plot. Council s contractor is not available to provide assistance to families during the funeral service. Note: There is a natural burial area available in Motueka. During 2012/2013 Council will be investigating the suitability of natural burial areas in Spring Grove and Rototai cemeteries. 7 Memorials for Graves 7.1 Beam Construction The Council shall construct a continuous concrete beam at ground level or below as a single beam 600 mm deep by 1200mm wide on which the foundation work and memorial will be placed. 6

10 7.2 Memorial Installation Burial Lawn Areas Note: except Motueka Cemetery Block III and Block IV, Natural Burial Areas and RSA areas. Erection of Monuments: Owners of the exclusive right of burial, or if the owner is deceased, the immediate next of kin, may give permission for a memorial plaque or headstone to be erected. Only one headstone memorial per plot is permitted. Concrete base work for all memorials shall not stand higher than 150 mm above the highest point of the concrete beam or ground level, whichever, is the higher, and laid to the satisfaction of the Council and in accordance with sound engineering principles as set out in Standards New Zealand NZS 4242:1995, Headstones and Cemetery Monuments. If the headstone is installed incorrectly, Council reserves the right to order its relocation or removal. The base work shall, where required, provide insets for flower containers. Concrete base work for all memorials shall leave a clear space of at least 150mm front and back from the edge of the concrete beam. All headstones shall not be wider than 1 metre, if it is erected in respect of a single grave and must not be wider than 2 metres if it is erected in respect to two or more adjacent graves. All headstones shall stand no higher than 1.2 metres above ground level in total. All memorials to be constructed of granite or similar suitable material as approved by the Council, which is considered durable for a minimum of 100 years. Concrete shall be finished in grey cement, or colour cements to the Managers approval. Monumental installation and removal forms must be filled out and lodged with Council prior to any monumental work commencing. Memorial beams and base work in the RSA plots shall comply with the standards specified by Veterans Affairs New Zealand. No person shall make use of any footpath or roadway in any cemetery for the purpose of mixing cement or mortar other than on a watertight platform, and shall take all necessary precautions to ensure that no damage is done to footpaths, roadways, grass and plots. The Council does not accept any responsibility for wear and tear damage or vandalism to headstones Motueka Cemetery Block III and Block IV Memorials in these areas shall comply with the conditions in section 7.2 Memorial Installation except the style, height and width of the memorials. These two blocks have a restriction on height, size and appearance in that they shall be plinth style memorials similar to those already established, maximum height 350mm, 7

11 maximum width 350mm, length similar to those already established which are between 650mm and 940mm. Concrete base work for all memorials shall leave a clear space of at least 150mm front and back from the edge of the concrete beam Natural Burial Areas Memorials for these areas shall comply with Section 6 Natural Burial Areas Returned Services Sections Memorials for these areas shall comply with Section 5 Returned Services Section. 7.3 Ash Beam or Garden Areas For ash garden areas where the beam is sloped plaques shall be as per Section 4.3 and similar in nature to those already established. Some ash areas are suitable for upright memorials as per Section 7.2 but should be of a similar size and nature to those already established. 7.4 Old Sections The owner of an Exclusive Right of Burial in older memorial sections of any cemetery may erect a monument and other works in accord with the following provisions: A memorial shall not exceed a height of 1.2 metres Any kerb erected around a grave shall not exceed 300 mm in height A grave may be covered in permanent materials Memorials will be placed in line and facing the same direction as established memorials surrounding the plot. 7.5 Memorial Maintenance The owner, next of kin or their representatives of any plot are responsible for maintaining all memorial headstones, kerbs, enclosures and other monuments in good order and repair. Subject to the Burial and Cremation Act 1964 the Council may remove at any time, memorial headstones or memorials of any kind which fall into a state of disrepair or decay. In the event of there being no one available to effect repairs or permit removal, a photographic record of the memorial shall be taken before removal and filed with cemetery records. 8 Dis-interments 8.1 Legal Process Where the Council receives an application for a disinterment, the disinterment shall be conducted pursuant to Sections 51 and 55 of the Burial and Cremations Act 1964 and any amendments thereto, and subject to the payment of such fee as the Council may determine. 8.2 Bookings All intentions for exhumation must be directed to the Cemetery Manager. A convenient time for all parties will then be negotiated. 8

12 9 Cemetery Design 9.1 Richmond Cemetery The Richmond Cemetery contains the following interment types: Memorial headstones - continuous single beam Ashes beams RSA area Old style memorials Children s burial area Memorial Wall Future developments will aim to provide attractive garden settings for ashes interments, memorial plaques, a seating area and ring road. Future memorial burial beams will be single width to maintain current pattern. 9.2 Bainham Cemetery The Bainham Cemetery contains the following interment types: Memorial headstones - continuous single beam Ashes beams Old style memorials 9.3 Collingwood Cemetery The Collingwood Cemetery contains the following interment types: Memorial headstones - continuous single beam Ashes beams Old style memorials 9.4 Fletts Road Cemetery The Fletts Rd Cemetery contains the following interment types: Memorial headstones - continuous single beam Ashes beams Old style memorials 9.5 Kotinga Cemetery The Kotinga Cemetery contains the following interment types: Memorial headstones Old style memorials Future development includes provision of an ash beam. 9.6 Motueka Cemetery The Motueka Cemetery contains the following interment types: 9

13 Memorial headstones - continuous single beam Ashes beams RSA area Old style memorials Children s burial area Natural Burials Area 9.7 Murchison Cemetery The Murchison Cemetery contains the following interment types: Memorial headstones - continuous single beam Ashes beams Old style memorials Children s burial area The Murchison cemetery is divided into separate religious denominational areas. Future development of any new sections may not be denomination based. 9.8 Rototai Cemetery The Rototai Cemetery contains the following interment types: Memorial headstones - continuous single beam Ashes beams Old style memorials Future development includes provision for a Natural Burials Area 9.9 Spring Grove Cemetery The Spring Grove Cemetery contains the following interment types: Memorial headstones - continuous single beam Old style memorials Future developments include provision of an ash beam, Natural Burials Area and an exit road. It was originally denominationally based, but this no longer applies Waimea West Cemetery The Waimea West Cemetery contains the following interment types: Memorial headstones - continuous single beam Old style memorials Future development includes provision of an ash beam Mararewa Cemetery The Mararewa Cemetery contains the following interment types: Memorial headstones - continuous single beam Old style memorials 10

14 Ashes beam 9.12 Foxhill Cemetery The Foxhill Cemetery contains the following interment types: Memorial headstones Old style memorials Ashes beam 10 General 10.1 Genealogical Research Search Fees: Council reserves the right to charge search fees for genealogical research as published in the schedule of fees Records Cemetery records are open to inspection at Council offices during regular office hours and are available on Council s website Planting No person shall plant shrubs, trees or flowers in any cemetery except with the written permission of the Cemetery Manager. Shrubs planted in any portion of any cemetery may at any time be trimmed removed or cut down at the discretion of the Council. Any planting or placing of plants or other materials beyond the edge of the concrete beam shall be removed by the Council Floral Tributes Floral tributes or wreaths may only be placed on a plot for a period of up to ten days following interment (other than in an approved container as defined in section 8.4). Any floral tribute or wreath that remains on the plot ten days after the interment date may be removed by Council staff or approved contractors Flowers All vases or containers for flowers shall be made of unbreakable materials, and shall be placed in insets set into the base on which the memorial stands. All ashes and RSA beams will be installed with a flower container inset. Council staff or approved contractors may remove damaged or glass containers and may also remove dead flowers and foliage Memorabilia The placing of memorabilia or other tributes will not be permitted beyond the edge of the concrete beam. 11

15 All materials must be placed so that normal maintenance of the cemetery is not impeded. The Cemetery Manager reserves the right to remove any article or materials that are considered excessive, objectionable or adversely affect the normal maintenance of the cemetery Vehicles in Cemeteries Vehicle access is permitted into all cemeteries, where formed roadways and open access is provided. All vehicles must remain on formed roadways or designated parking areas. The speed limit in all cemeteries shall not exceed 20km/hr Animals in Cemeteries Unless taking part in a funeral service with the permission of the family no animals except dogs on a lead are permitted in the operating area of Councils Cemeteries Commercial Operations No person shall advertise or solicit any order for custom within any cemetery. No commercial photographer or media enterprise will film or photograph in a cemetery without a special permit in writing for the occasion obtained from the Cemetery Manager unless at the invitation of a family for the purposes of recording a funeral service. 11 Payment of Fees 11.1 Schedule of Fees A Schedule of Fees will be set for all services offered by the Council and these are subject to review and possible change on 1 July each year. All fees will be published in the Council Annual Plan. The fees do not include payment for any work required to be done beyond the actual digging of an ordinary grave and after burial, filling in the grave. Out of district fees may be payable in the case of a burial of a deceased person not residing in or not a ratepayer of the district for a predetermined time Terms of Trade Local funeral directors may run an account for payment of cemetery fees with the Council, provided payment is made by the 20th month following the burial. If a member of the public wishes to arrange a burial or ash interment in a Council owned Cemetery without involving a Funeral Director, all fees will be paid or billing arrangements made to the Council prior to the burial or ash interment taking place. 12

16 11.3 Interment of Poor Persons Any Person wishing to bury a deceased poor person at a rate less than that provided for shall certify to the council that such deceased person has not left sufficient means to pay the ordinary charge for burial and that relatives and friends of the deceased are also unable to pay such charge and that the cost is not covered by the Accident Compensation Corporation, and the Cemetery Manager and the Mayor of Council shall have delegated authority to remit all or part of such fees as in his or her opinion is appropriate in the circumstances once the appropriate forms have been completed and signed by a Justice of the Peace as per appendix three. 13

17 12 Appendices Appendix 1(a): Plot Purchase Procedure Flow Chart PLOT PURCHASE PROCEDURE A member of the public enquires about purchasing plot in a cemetery. Do they know which cemetery to go to? No Advise customer of operating cemeteries and suggest a visit to the appropriate cemetery and they can contact us later indicating their preference Yes Select a plot and double check availability against our records. Yes Do they want council to pick an area for them? No Give customer plan of cemetery and note of available plots to make own selection Details regarding full name and address of customer are taken and put on computer cemetery data base and on hard copy register. Customer could come and pay at the counter and collect the Certificate of Purchase on full payment. Plots purchased by undertakers do not receive a purchase certificate. FINISH 14

18 Appendix 1(b): Purchase of Burial Plot Purchase of Burial Plot Exclusive Right of Burial Richmond Cemetery For: Address: Burial Plot: Block: Row: Plot: Ashes Plot or Niche: Ashes Rose Garden: Ashes Other: Date Purchased: Amount: $ Receipt Number: Authorised By: 15

19 Appendix 2(a): Interment Process Flow Chart The majority of interment bookings are faxed through from funeral Directors. For private interments details can be taken over the telephone or at the counter however evidence of proof of death must be provided prior to the burial warrant being issued. Contact Funeral Director or for private interments the nominated contact person to clarify details No Are all the details clear? Yes Is it a second interment or pre-purchased plot? No Yes Search database or books for first interment or prepurchased plot and write on fax Sign Interment form confirming details and phone/ fax to Funeral Director confirming we have received request and all necessary information has been provided and is correct. Please note that there should be a minimum of 16 working hours notice prior to any interment booking for a grave and a minimum of 8 working hours notice for an ash burial (interment). Contact the contractor for the Cemetery notifying them of the burial and providing all details required. Fill out the Authority to Open Ground form (Burial Warrant) for the contractor to collect. Fax is then collated together with other copies and information is entered onto database. FINISH 16

20 Appendix 2(b): Application for Burial (Interment) Warrant Application for Burial (Interment) Warrant Cemetery Name Funeral Director Indicate Interment Type: Ash Interment New Plot Reserved Plot Children s Burial Re-Open RSA If Re-open, who with? Surname First Names Details of the Deceased: Surname First Names Date of Death Age at Death Place of Death Address Date of Birth: Sex Occupation Interment Details: Day & Date of Interment Service Time & Place Fill in Time Casket / Urn Size Block Number Row Number Plot Number Plot Depth Double / Triple / Other (specify) Special Instructions / Notes (i.e. is there a cup of tea before interment etc) Council Use Only Booking Date Time of Booking Contact Method Sexton Contacted Faxed to SICON Details in Database Marked on Plans Invoice Raised Invoice # Permit to Open Ground # 17

21 Appendix 3: Application for Reduction of fees for Poor Person Application for Reduction of Interment Fees Full name of deceased.. Address.. Date of Birth../../.. I, of. being [Relationship] of the above deceased person hereby make application to the Tasman District Council for a reduction in the fees prescribed for the purchase of a cemetery plot and or interment in a Tasman District Council Cemetery. Set out below are the financial circumstances of the deceased: Value of any property owned $ Bank Account Amount $ Account Number.. Bank.. Investments held [if any] $. Money owed [if any] (Trusts, Superannuation etc) $. Estimate of Funeral [including Cremation fee] Less Work & Income Support or War Pension Grant Less any other grants (RSA etc) Balance outstanding $. $. $. $. I certify that the above facts are correct to the best of my knowledge and no other persons are able to meet the cost of the interment. Signed Date. I hereby certify that I have fully examined the financial circumstances of.. and declare that there are insufficient funds to meet his/her funeral costs and that a reduced fee should be granted. Signed on by Justice of the Peace - Solicitor - Medical Practitioner - Minister of Religion (circle one) Privacy Act 1993 This information will only be used in consideration of the above application and will not be disclosed to any other parties. 18

22 Appendix 4: Funeral Directors Accounts Flowchart ACCOUNTS - FUNERAL DIRECTORS Upon the completion of entering the funeral details (plot, cemetery, name etc) into the computer an invoice shall be raised (generally on the day the funeral is to take place) and issued to the Funeral Director. An invoice request is then raised with each total category being charged to the appropriate code. Monthly report complete 19

23 Appendix 5: Cemetery Searches Flowchart CEMETERY SEARCHES START Inquiry by letter, or fax or website is processed as time and opportunity permit Inquiry received over front counter. Inquiry received by telephone Does the inquiry have a lot of information i.e. date of death, full name, and cemetery? No Search the database Recommend that enquirer checks with local undertakers or other agencies. No Do we have the records? Yes Pass on the information found and/or photocopy plans etc and send out. Charge if necessary (See notes below) Search enquiries come via telephone, front counter and through Council s website. Any information that is found and details of plot locations need to be photocopied etc should take no longer than 0.5 hour. If the search needs to be more in depth take customer details and contact later with information. If it is a one off search and easy to access there is normally no charge however if there are a lot of searches Council reserves the right to charge for any staff time involved. 20

24 Appendix 6: Cemetery Memorial Form Cemetery Memorial Installation/Removal Form Name of person completing this form: RSA Service Plaque: please fill in only section 1 1 Deceased details Name: Cemetery: Block/Row: Date of Death: / / Division: Plot: Burial Ashes Memorial/Plaque only 2 Base and Memorial Base Material: Dimensions: Height Width Depth Memorial Material: Dimensions: Height Width Depth Method of securing memorial to base: Please present plan for Council viewing 3 Memorial Removal Purpose for removal 4 Contact details of person to install/remove memorial Name: Phone Number: Date to be installed: / / 5 Contact details of person to maintain the memorial Name: Phone Number: Address: Signature: Date: / / Council use only Plan Reference No: Viewed: / / Int: Photo Date: / / File: 21