1.0 Table of Contents

Transcription

1 Cemeteries Policies & Procedures

2 1.0 Table of Contents 1.0 Table of Contents Glossary of Terms General Information The Cemetery Team Responsibility Chart Cemetery Names and Locations Urupas Maps and Photos Cemetery Expansions On Site Amenities & Sections Public Amenities Cemetery Sections Opening Hours for Public Access Cultural Sensitivity Cemetery Fees and Charges for 2012/ Hours of Burial Dealing with Complaints (Past and Present Issues) Closing of Cemeteries and Burial Grounds Internal Auditing of Cemetery Policies and Procedures Cemetery Booklets / Brochures Frequently asked Questions and General Information Cemeteries Workflow Processing Applications Application for Burial and Burial Warrant General Burial Information Application to Reserve a Cemetery Plot Application to Reserve an Ashes Vault Ngatea Ashes Wall Application for Placement of Ashes Ngatea Ashes Wall Permit Application to Install /Replace Memorials & Plaques Charging and Invoicing Request to Sell/Buy Back a Reserved Plot Transferring Ownership of a Plot Purchasing a plaque for Waihi Memorial Wall Purchasing an inscription for Hauraki Plains Memorial Wall Application Forms for Cemeteries Burials Burial Procedure for C & M Maximum Burials per plot Ashes Burials Exhumation or Disinterment RSA Burials Funeral Directors / Monumental Masons Responsibilities Funeral Directors Responsibilities Monumental Masons Responsibilities Family Responsibilities Council Responsibilities Headstones, Plaques, Berms and Other Monuments Policies and Procedures Permit to Install or Replace a Headstone or Plaque

3 9.1.2 Cemetery Headstone and Plaque Dimensions Berm Types and Sizes Cemeteries Site Management & Maintenance Appendix One - List of Associated Cemetery Documents Cemetery Booklets / Brochures from section Customer Service Advisors - Frequently asked Cemetery Questions guide Cemetery Guidelines enclosed when plot certificate issued Legislation Appendix Two HCC Disinterment Letter Appendix Three - Ministry of Health Definitions Appendix Four Guidelines for Disinterment Licence Applications Guidelines for Disinterment Licence Applications Introduction Applications for Disinterment Licences Disinterment application requirements Supervision of Disinterment Registrar to be notified when body removed or disposed of

4 2.0 Glossary of Terms Berm: A concrete strip which is laid level with the ground. The berm is the base for memorials to be fitted onto. Burial: The act or ceremony of burying. C & M: Abbreviation for Construction & Maintenance Business Unit which is responsible for outdoor works for Hauraki District Council. Casket/Coffin: A box or chest for burying deceased human remains. Cemetery: Ground for burial, in which final aspects of the funeral ceremony are often held. Cremation: Exposing remains and the container encasing them to extreme heat and flame and processing the resulting bone fragments to a uniform size and consistency. CV: Council s internal computer system database. Death Certificate: A legal document signed by a coroner or other medical health professional certifying the death of an individual. The death certificate is used for many legal processes pertaining to death, from arrangement for burial to the settlement of estate assets. Disinter / Exhume: To dig up human remains, possibly for medical or legal investigation or at family s request. Funeral Director: The professional who prepares the body for burial, supervises burial and other services, and maintains a funeral home for these purposes. Also called a mortician or undertaker. Funeral Service: Ceremony, religious or secular, in which the bereaved family & friends say goodbye to the deceased in various ways, before the remains are permanently interred. Grave: A space in the ground in a cemetery for the burial of remains. Graveside Service: A service to commemorate the deceased held at the cemetery before burial. HDC: Abbreviation for Hauraki District Council. Headstone: A grave marker or monument marking the gravesite. Interment: Burial in the ground or the placement of ashes in vault or ground. Inurnment: The placing of cremated remains in an urn. Lawn Cemetery: A cemetery, or part thereof, in which memorials to people buried there are restricted to plaques or tablets, approved by Council, set flush with the ground. Marae Berm: A berm specifically for Maori authorised by local kaumatua Memorial Service: A ceremony commemorating the deceased, without the body present. Plaque: An inscribed commemorative tablet. Plinth: A block or slab on which a monument/plaque is placed. RSA: The Royal New Zealand Returned and Services Association Inc. Sexton: Means any person appointed by the Council as Sexton to manage the day-to-day activities of any cemetery and includes a contractor. The Community Services Manager is the head sexton but may delegate duties to others

5 Tablet: An inscribed commemorative plaque. Urupa: Maori Burial Ground Urn: A container to hold cremated remains. Will: A will is a legal document stating the intentions of the deceased concerning the dispersal of their belongings, the care of their remains and other relevant matters. Working Day: A day of the week (being Monday to Friday inclusive) that Hauraki District Council offices are open

6 3.0 General Information Cemeteries are required by legislation to be managed by local authorities. The Council operates three cemeteries in the district; at Waihi, Miranda and Paeroa. Both Waihi and Paeroa incorporate an RSA section and in Waihi a section is set aside for Maori, called the Marae Block (M Block). Within all cemeteries there are gardens available for ashes to be laid and plots for casket and ashes burials. In order to provide this service the Council owns the land, installs the berms and ashes gardens for burials, has toilet facilities in both Waihi and Paeroa cemeteries and undertakes the ongoing maintenance of the cemeteries, which includes mowing, drainage, vegetation and roading maintenance along with general upkeep. There are two Memorial Walls within the Hauraki District, one at the Waihi Cemetery, the other at Hugh Hayward Domain in Ngatea. Also located in Hugh Hayward Domain is a newly constructed Columbrian Ashes Wall, built in 2010, for the placement of ashes. In November 2010 the Kaiaua Coast was amalgamated with the Hauraki District and as a part of this amalgamation Hauraki District Council obtained the Miranda Cemetery. This provided the Plains community with an alternative burial option to the current agreement with Thames-Coromandel District Council, whereby Plains residents can be buried at the Totara Cemetery near Thames. This section of the Cemetery Policies and Procedures 2013 document contains general cemetery information such as cemetery locations, maps and photos. An outline of the services available at each cemetery, opening hours, fees, hours burials may be held, how complaints are handled and a responsibility chart are also outlined in this section. 3.1 The Cemetery Team The effective operation of the cemeteries relies on the ground and the administration staff. The ground staff are essentially the grave diggers and are also responsible for garden maintenance, RSA plaque installation, and mowing and the general upkeep of the cemetery. The administration staff liaise with the funeral directors and the bereaved families, process the applications for burial, and manage the general cemetery enquiries

7 3.2 Responsibility Chart Hauraki District Council Chief Executive Community Services Manager Warranted Officer Community Services Operations Manager Assets Warranted Officer Parks and Reserves Manager Warranted Officer & Head Sexton Customer Services Manager & Asset Manager Support Officer (Interim Support Role) Warranted Officer C&M Manager C&M Works Overseer Warranted Officer C&M Ground Staff Customer Services Team Warranted Officers

8 3.3 Cemetery Names and Locations Formal Name Waihi Cemetery Pukerimu Cemetery Ngatea Ashes Wall Miranda Cemetery Total - Common Names Paeroa Status* Location Description Town Open Open Open - Open State Highway 2 Reservoir Road Orchard East Road State Highway Miranda Road, Miranda Monumental, Lawn and Memorial Wall Monumental and Lawn Ashes Wall Vaults only And Memorial Wall Monumental and Lawn Area Allocated for Expansion Total Area Waihi 0.66ha 5.23ha Paeroa Ngatea 1.40ha 0.07ha 6ha 0.08ha Miranda 0.87ha 1.93ha 13.23ha 3.4 Urupas In addition to the Cemeteries listed in sections 2.1 and 2.2, there are additional Maori Cemeteries (Urupas) in the District. A number of urupas are listed in the HDC Operative District Plan. These are not owned or managed by Council. 3.5 Maps and Photos Figure 1: Waihi Cemetery Location Map 2.2kms south Waihi Main Street

9 Figure 2: Waihi Cemetery Plot Location Overview Map. Figure 3: Waihi Cemetery Casket Burial Area

10 Figure 4: Waihi Cemetery Ashes Garden. Figure 5: Waihi Cemetery Memorial Wall Plaque only

11 Figure 6: Waihi Cemetery RSA Section. Figure 7: Paeroa Cemetery Location Map

12 For Future Expansion Figure 8: Paeroa Cemetery Plot Location Overview Map. Figure 9: Paeroa Cemetery New Lawn Area

13 Figure 10: Paeroa Ashes Garden Figure 11: Paeroa Cemetery - Old Burial Area

14 Figure 12: Paeroa RSA Cemetery. Figure 13: Ngatea Ashes Wall and Ngatea Memorial Walls Location Map, Orchard West Road, Ngatea

15 Figure 14: Ngatea Ashes Wall, Orchard West Road, Ngatea. Figure 15: Hauraki Plains Memorial Wall, Orchard West Road, Ngatea

16 Figure 16: Miranda Cemetery Location Map, Miranda Road, Miranda. Figure 17: Miranda Cemetery

17 3.6 Cemetery Expansions The Hauraki District s aging population trend will require additional facilities in all of Hauraki District Council s cemeteries. Paeroa, Waihi and Miranda Cemeteries all have sufficient space to expand. The Paeroa Cemetery will be the first to expand with the need more urgent at this location, with Waihi Cemetery to follow thereafter. The exact year of expansion is still to be confirmed as the current trend is for more ashes burials than casket burials. The trend towards ashes burials will determine the nature of the expansion. Cemetery Project (as identified in Activity Plan) Year Waihi Cemetery Expansion Construction Paeroa Cemetery Expansion Construction Ngatea Ashes Wall Cemetery Expansion Construction Miranda Cemetery Expansion Construction On Site Amenities & Sections Public Amenities Cemetery Public Toilets Car Parking Seating Rubbish Bins Other Waihi Yes On Internal roads. Yes Yes Paeroa Public & Paeroa RSA Ngatea Ashes Wall & Memorial Wall Yes Yes Internal roadways. Separate RSA car park. Internal Parking in Hugh Hayward Domain. Miranda No On internal roads Yes Yes N/A Yes Yes Yes Yes Water taps at southern exit, two onsite storage sheds. Water taps and storage shed onsite in Public cemetery. N/A Cemetery Sections Cemetery Lawn Cemetery Standard Ashes Wall Ashes Garden RSA Plaques Paeroa Public & Paeroa RSA Yes No Yes Yes Yes Cemetery Waihi Cemetery Yes No No Yes Yes Ngatea Ashes Wall & Ngatea Memorial Wall N/A Yes N/A N/A N/A Miranda Cemetery Yes No Yes No Yes Headstones 3.8 Opening Hours for Public Access All Hauraki District Council cemeteries are open to the public daily during daylight hours and only the Paeroa Cemetery gate is locked at night

18 3.9 Cultural Sensitivity Cultural sensitivity is about being aware and accepting of other cultures. It includes being aware that there could be differences between one person s culture and another person s, and that these differences could affect their relationship and the way they communicate with each other. Different cultures can have different customs in regards to the farewelling of deceased family members. Whilst policies and procedures are required to effectively manage cemeteries, Council will strive to undertake all of its duties in a culturally sensitive manner Cemetery Fees and Charges for 2012/13 District-wide Cemetery Charges effective from 1st July 2012 Plot Purchase Fee Casket Casket - District Resident $ Casket - Non District Resident** $ Ashes Ashes - Plaque Lawn - Resident $ Ashes - Plaque Lawn - Non-Resident** $ Upright Memorials Upright Memorial Ashes - Resident $ Upright Memorial Ashes - Non-Resident** $ RSA No Fee Burial Fees Burial - stillborn and under 1 year of age $ All other burials including RSA (standard & extra depth) $ Second Burial including RSA (same as first burial per plot) $ Ashes including RSA $ Public Holiday Fee $ Paeroa Old Section - (includes extra burial costs in confined inaccessible space) $ Ngatea Ashes Wall Vault : reservation only (no placement) $ 'Post' reservation : Placement ashes 1 of 1 (single berth) $ 'Post' Reservation : Placement 1st of 2 (double Berth) $ 'Post' Reservation : Placement of Two of Two (double Berth) $ Vault & Ashes placement - One of one (single berth only) $ Vault & Ashes - First of two placements (double berth) $ Ashes - Second of two placements (double berth) $ Purchase & Ashes - Two of Two placements (double berth) $ Waihi Memorial Wall Memorial Wall plaque inscribed (first 100 letters) $ Per extra letter $0.56 Cost of attaching plaque $40.25 Ngatea Memorial Wall Memorial Wall inscription placed on wall $51.00 General Permit fee to Erect Monument fee $36.00 Breaking concrete (reinstate is family responsibility) $46.00 Disinterment - Casket At cost* Reinterment - Casket At cost* Disinterment - Ashes At cost* Reinterment - Ashes At cost* GST Inclusive

19 * At cost but no less than respective burial charge above. ** Where a person who has not been a resident or a ratepayer purchases a plot an out of district fee is charged. A local resident is defined as a person who has lived within the district for a period of twelve months or more Hours of Burial Policies Any requests for burials outside of these times are to be performed only at the discretion of Hauraki District Council (HDC). This request will need to be made to the Parks & Reserves Manager. Procedure Day of Week All Year Monday - Saturday Sundays and Public Holidays 10am - 3pm No burials will take place on Sundays, Christmas Day, Good Friday and Anzac Day Dealing with Complaints (Past and Present Issues) Policies If the complaint is related to a burial or an aspect of managing of the burial, direct enquiries should be made to the Parks & Reserves Manager. If the complaint is a legal issue relating to the ownership or status of a plot, enquiries should be made to the Parks & Reserves Manager. Operational complaints (e.g. Mowing lawns, issues with the condition of berms, access ways, gates, trees or gardens).are to be handled through the Service Request Database by phoning Council s customer service team Procedure Step Responsibility 1. Information gathering formal complaint and any associated Customer Services information collected from complainant 2. Complaint investigated Parks & Reserves Manager. 3. A decision is to be made Parks & Reserves Manager and Community Services Operations Manager. 4. Actions will result from the decision. Policies and procedures may need updating to reflect the new decision. Case by case dependent Policies updated by Asset Manager 5. The complainant is to be informed of the outcome and resulting action. Support Officer (if applicable). Customer Services, or Parks & Reserves Manager Closing of Cemeteries and Burial Grounds Cemeteries may be closed in accordance with the Burial and Cremation Act, The steps are outlined in Part 6 of the Act. Burials are to be discontinued in a cemetery once it has officially been closed. Hauraki District Council currently has no closed cemeteries Internal Auditing of Cemetery Policies and Procedures Policies Where new cemetery projects are undertaken that require updates to this document, this document will be updated as part of the project. Where it is identified that high level policy or procedure changes are required, the Cemeteries Working group will meet as required and update this document. Where there is a requirement to make a significant policy change, this is to be referred back to Council

20 New processes and tasks (e.g. data being entered into Authority) are to be audited once implemented or during the Cemeteries Working group meetings. In addition to the above policies, the Cemeteries Working group will meet annually to review this entire document and make updates as necessary or will meet at the request of the Parks and Reserves Manager Cemetery Booklets / Brochures Frequently asked Questions and General Information The following documents contain helpful information about the District s cemeteries. Hauraki District Council Cemeteries Brochure (refer to Appendix 1 for a copy of this document). Doc ). Frequently Asked Questions (refer Appendix 1 for copy) which is from HDC s internal intranet. The Cemetery Guidelines brochure which accompanies the Plot Reservation Certificate (refer to Appendix 1 for copy of this document (Doc ) See Council s website for further cemetery information and records database

21 4.0 Cemeteries Workflow Below is an overview of a typical process that occurs when Council is contacted regarding a burial, from the application stage to completion. Specific details are laid out in the following sections of this document. The following tasks are undertaken by Customer Services: Receive application for burial and scan it to Document Management. Check warrant details and contact applicant if information is missing or unclear. Check plot availability in CV and on plot map. Allocate new plot if applicant has no reservation. Write out burial warrant. Set appointment with C&M, CSA and Community Services. Ensure appointment is accepted by C&M to start burial process. Add any additional details e.g. Family to backfill, family to inter ashes, graveside service etc. C&M collect burial warrant from CSA mail tray. Customer services then: Contact applicant by fax, or phone and confirm burial. Enter details into Corporate Vision Database. Update plot map, register of burial, numerical plot register and alphabetical register of burial. Calculate fees, collect fees or send invoice. Forward completed paperwork to Community Services for burial in Paeroa, Miranda & Ngatea Ashes Wall. Waihi cemetery paperwork held in Waihi Office. Paperwork is rechecked at this time. C & M Dig grave. Burial is undertaken. C & M backfill grave. C & M complete second part of warrant and send this back to Community services. Community services audit the paperwork and file the hardcopy paperwork in the Paeroa records room safe

22 5.0 Processing Applications This section contains information for dealing with applications for burial, burial warrants, purchasing plots, transferring ownership of plots, charging and invoicing. 5.1 Application for Burial and Burial Warrant Policy The following applies to all burials - Applications must be made on the approved form. Applications must be fully completed prior to being accepted. Applications for a burial require a minimum of 2 working days notice before the burial is to take place. Note: Any exceptions to this rule must be approved by the Parks & Reserves Manager and the C & M Business Unit Manager or Supervisor. Procedures Step 1. Accurately transfer the details from the Application for Burial to the Warrant. Ensure all sections are correctly and completely filled in. Ensure all details are noted correctly when there is a variation from the norm. (e.g. where the casket is not standard). If it is a re-open, check whether the first burial in the plot was a double depth. Set an appointment and send to the relevant Cemetery Group i.e. Cemetery and Cemetery Pukerimu for Paeroa Cemetery. Check an appointment acceptance is received back from C & M. C & M will collect the Warrant paperwork from the office. Once the warrant is completed Customer Services will confirm via or fax with the Funeral Director all okay for service. 1. After receiving an ed appointment requesting the burial service day & time required, check that the details are complete and if there are any queries contact the area office concerned to clarify any information. 2. Send an appointment acceptance back to the sender at the office concerned. When the original paper copy of the warrant is collected from the office ensure the C & M Overseer & relevant ground staff signs the bottom of the Warrant to confirm the burial has occurred. Once the Warrant is signed and burial completed, return the form to administration staff of C&M who then return the signed Warrant form to Community Services staff at the Paeroa office for all cemeteries. Responsibility Customer Services C & M Business Unit In effect the warrant to inter is a contract instruction to C & M for work to take place. 5.2 General Burial Information Policy Burial Depths Casket burials must be buried regardless of the size of the casket with a minimum depth of soil cover of 1m. Ashes burials must be buried regardless of the size of the container with a minimum depth of soil cover of 30cm

23 Interring during Christmas/New Year's Holidays/Easter/Three Day Holiday Weekends The Parks & Reserves Manager, the Customer Services Manager and the Construction & maintenance Manager must meet prior to the above holiday period to ensure that staff are in place and contact details have been shared for the processing of applications and the burial process. C & M staff should be consulted before setting a funeral time and date during this holiday period to ensure that they have adequate resources and are fully aware of the burial request. The Parks & Reserves Manager (or back up staff member) should always be available on call over these holiday periods. Burial of Body Parts/Organs Graves must be dug extra depth and full fees charged as per a usual casket burial. The body parts and organs must be buried regardless of the size of the casket with a minimum depth of soil cover of 1 metre. C & M must be informed well ahead of time (a minimum of 2 Working days before the burial is to take place). Burial of Ashes C & M will pre-dig all holes. There are two options for backfilling: o C & M to bury and backfill (ashes to be collected from the local area office). Excludes Ngatea Ashes Wall ashes vault placements. o Family or undertaker to bury (grave may be partially or backfilled completely), C & M must inspect the site after the service/burial. Excludes Ngatea Ashes Wall ashes vault placements. Providing we know where the ashes have been interred in any plot, families can inter a maximum of 4 ashes in a Full (Casket) plot or a maximum of 2 ashes in an Ashes Plot. All future multiple ashes are to be interred as per the diagram below (in the order indicated by the numbering): Full Casket Plot Headstone Ashes Plot Headstone The option of ashes burial exists at ash gardens in Paeroa, Waihi and Miranda cemeteries. An application must be completed for this option. No ashes are permitted to be scattered over any plot or any part of the cemetery. If ashes are to be held at an office prior to being collected for interring: Special care must be taken to respect the ashes and ensure that they are handled sensitively at all times. Ashes should be kept in the file room or safe at each office. Ashes Walls Ashes walls exist at the Hugh Hayward Domain, Orchard Road East, Ngatea. Each vault in each wall is a double vault which is able to hold two standard ashes containers side by side. The plaque on the wall is granite and details of the inscription required must be completed at the time the application for placement of ashes form is received to allow 21 days for the monumental mason to do the engraving work

24 The plaques are installed by a specific Monumental Mason or by C & M staff at the time and day agreed upon in discussion with the family and appropriate Council staff. The ashes are placed in the vault first on this day and then the plaque is attached to close the vault in the wall. 5.3 Application to Reserve a Cemetery Plot Policies Families must pay for the plot purchase in full at the time of purchase. The funeral director must pay in full for the plot purchase within the standard billing period. If the purchaser wishes to pay the plots off over a period of time longer than our standard billing period they will need to apply to the Parks & Reserves Manager stating the reasons for this. All plots are owned by Council until they are paid for in full. No headstone, plaque or monument can be installed prior to full plot purchase payment being made. Procedures Step 1. Applications to purchase a plot can occur as part of the application to inter process, when the deceased person needing to be buried does not already own a plot or they require an additional plot e.g. for husband, wife. Note: Often plots are purchased for other family members at the time of interring a member of the family. 2. Once an application is made you will need to confirm the following details:- Name of person to own the plot. Select a plot and confirm the plot location is satisfactory with the customer If the plot is being purchased as part of the burial process the cost of the plot is to be invoiced as part of the total invoice to the funeral director. On receipt of payment issue the Plot Reservation Certificate. Either send out the certificate by mail with a copy of plot map, a copy of the overview cemetery map, and a copy of the Hauraki District Council Cemetery guidelines or give all of the above items to the owner in person. Responsibility Form to be completed by Customer Customer Services 3. Check the map, locate the plot and once it is confirmed correctly note on the application form the Plot, Row and Block details. 4. Write in the details on the map, the Register of Burials book and the Alphabetical & Numerical Register book in black pen. 5. Update the plot details in CV. The Reservation Certificate cannot be issued until the full payment for the plot purchase is received

25 5.4 Application to Reserve an Ashes Vault Ngatea Ashes Wall Policies Families must pay for the vault purchase in full at the time of purchase. All plots are owned by Council until they are paid for in full. No plaque or ashes placement can be done prior to full plot purchase payment being received. Procedures Step 1. An application to reserve an ashes vault can occur as part of the application for ashes placement process, when the deceased person requiring ashes placement does not already own a vault or they require an additional vault e.g. for husband, wife. 2. Once an application is made you will need to confirm the following details:- Name of person to own the vault. Select a vault and confirm the vault location is satisfactory with the customer. On receipt of payment issue the Vault Reservation Certificate. Either send out the certificate by mail with a copy of the vault map or hand the same to the vault owner in person at time of purchase. Responsibility Form to be completed by Customer Customer Services 3. Check the map, locate the vault and once it is confirmed correctly note on the application form the Plot, Row and Block details. 4. Write in the details on the plan, the Register of Burials book and the Alphabetical & Numerical Register book in black pen. 5. Update the vault details in CV. The Reservation Certificate cannot be issued until the full payment for the vault purchase is received. 5.5 Application for Placement of Ashes Ngatea Ashes Wall Policy Applications must be made on the approved form. Applications must be fully completed prior to being accepted. Procedures Step 1. Collect fees at time of application, date stamp, scan and FRED application. 2. Check the size of the ashes container noted on the application form. 3. Check vault number requested is available or previously reserved by customer. 4. Send letter to customer confirming receipt of application form and fee and advising next stage of the process. 5. the 'Plaque Wording' Form only to the specific Monumental Mason and confirm receipt of same to Monumental Mason by follow up phone call. 6. A draft copy of the Plaque wording layout is then received from the monumental mason by Customer Service Paeroa. 7. A copy of the draft wording is then enclosed with a letter to the customer requesting their approval of the draft. 8. When approval of the draft is received from the customer advise the monumental mason to engrave the plaque by phone and follow up Responsibility Customer Services Monumental Mason Customer Services

26 Step If a date and time of service has not been requested by customer please contact customer by phone if possible or letter and ask if they have considered a date for the service. At this time also advise the date the plaque engraving will be complete. 10. If a date and time for service has been advised set an appointment with Cemetery Ngatea group after confirming date of service okay for Monumental Mason to be in attendance to do plaque installation. 11. Write up Warrant, note cemetery register books and update CV database accordingly. 12. If no date of service has been considered hold paperwork in pending cemetery folder and set calendar task reminder to follow up with customer in 4-6 weeks time by phone or letter. 13. When plaque engraving is complete advise monumental mason no date has been given for service by customer and please hold plaque in their care until required. Responsibility Customer Services & Monumental Mason7 Monumental Mason 5.6 Permit Application to Install /Replace Memorials & Plaques Refer to section Procedures Step 1. Collect the fee at time of application, date stamp, scan and FRED application. 2. Check the size of the memorial and plaque meets the specifications stated on the back of the application form and also against the picture/diagram provided with the application (refer HDC website for specifications if not on back of form). 3. If memorial or plaque meets the specifications continue to process the application and issue permit. 4. If the memorial or plaque does not meet the specifications required advise the customer of the requirements. 5. Record the details of the permit request in the spreadsheet for C & M staff to check when installation of the plaque/memorial has been done. Responsibility Customer Services Monumental Mason C & M 5.7 Charging and Invoicing Policies Plot Purchasing - Reserved Plots Payment for a reserved plot must be made when the Application is received. Refer to section Plot Purchase for Burial All Plot purchases are to be paid for when the application is received unless the plot purchase forms part of a current request for burial application and then the plot purchase may be invoiced to the Funeral Director on the same invoice as the burial fee. Any Plot purchase by family not using a Funeral Director is to be paid in full before the burial takes place. Refer to section Alterations to Policy for Payments Any request for alteration to our above policy for payment must be made in writing to the Parks & Reserves Manager. The reasons why the alteration is being sought and the applicants suggested payback period and amounts to be paid must be included. The Parks & Reserves Manager will have final approval for any requested payment alteration. Outstanding Invoices Funeral Directors Responsibilities

27 All HDC costs invoiced to Funeral Directors are to be paid in full in Council s standard billing period of 30 days. Unpaid debt will be recovered using Council s debt recovery process. Non payment of debt after 90 days will result in Funeral Directors being suspended from being able to undertake services in Council cemeteries until monies for debt are received to clear debt in full. Procedures Step 1. Invoicing a burial from an application for burial form. Use Authority to produce the invoice for the Funeral Director. If the Application for Burial was from a private person, the person who has taken responsibility as per the application form (i.e. the Applicant s details), must pay before the service. 2. The Invoice process: Invoices should be generated at the time of the application. Monthly invoices should be checked for payment. Once the payment has been made for the plot purchase, if it forms part of a burial application, the Plot Reservation Certificate can be issued. When the plot purchase is paid for when the application is received the Plot Reservation Certificate can be issued. Note the receipt number on the plot reservation form & certificate. Update computer records as per the customer service guidelines. Send the completed application form for auditing to Community Services for all cemeteries excluding the Waihi Cemetery. Waihi cemetery plot purchase applications are processed at the Waihi office. Responsibility Customer Services Customer Services. Asset Manager Support Officer 5.8 Request to Sell/Buy Back a Reserved Plot Policy If a Customer wishes to apply to sell back a plot that they have previously purchased this request must be made in writing to the Parks & Reserves Manager for their consideration. If Council does choose to buy back the reserved plot the amount paid to the Customer is the original plot purchase price in today s dollars not the current plot purchase price. Procedure If the Parks & Reserves Manager does accept the request to buy back a reserved plot the amount paid to the Customer is the original plot purchase price in today s dollars not the current plot purchase fee. The Parks & Reserves Manager will respond to the written request of the customer

28 5.9 Transferring Ownership of a Plot Policies Only a person authorised as the owner of the plot or his/her legal representative can give permission for someone to be interred in a plot. A letter requesting ownership be transferred is required for the Parks & Reserves Manager to consider this request. Procedures Step 1. Ask the customer to write a letter of request to the Parks & Reserves Manager for consideration. 2. The Parks & Reserves Manager will instruct the Asset Manager Support Officer, Paeroa or Customer Services, Waihi to find the following information: 3. Check the registers and locate the original certificate on file. Registers are kept in the following places:- Paeroa, Ngatea & Miranda Cemetery IM Safe or file room, Paeroa office. Waihi Cemetery Large Safe at Waihi Service Centre. If you have any concerns as to the legitimacy of the authority of the request you can obtain proof of authority through: - A copy of the reservation certificate - A letter from a lawyer showing the power of attorney - A Justice of the Peace verification - A Statutory Declaration 3. Once the Parks & Reserves Manager has reviewed the relevant information and consented to the transfer of ownership you will need to revoke the original certificate and re-issue a new certificate from the relevant Cemetery Plot Reservation Certificate Book. 4. A letter of reply is sent by the Parks & Reserves Manager consenting (with the enclosed new Plot Reservation Certificate) or denying consent to the transfer of ownership to the customer. Responsibility Customer Services Parks & Reserves Manager Asset Manager Support Officer Customer Waihi. Services, Asset Manager Support Officer or Customer Services, Waihi Asset Manager Support Officer or Customer Services, Waihi 5. Update the cemetery books and the CV database accordingly Purchasing a plaque for Waihi Memorial Wall Policy Applications must be made on the approved form. Applications must be fully completed prior to being accepted. Procedures Step Responsibility 1. Application received and date stamped. Customer Services 2. Count the number of letters in the plaque wording as there is an extra Customer Services charge for each additional letter over the first 100 letters. 3. Once the fee has been determined (the bronze plaque casting plus the cost of attaching the plaque to the wall) the customer is advised to pay and the payment is receipted. 6. The application form then goes to the Records Department for scanning and to the Community Services Facilities & Administration Manager for full processing. Community Services Facilities & Administration Manager

29 7. The Community Services Facilities & Administration Manager then organises the ordering of the plaque. 8. C & M attach the plaque to the Memorial Wall when the plaque is received. C & M 5.11 Purchasing an inscription for Hauraki Plains Memorial Wall Policy Each year applications are received for names of past Hauraki Plains residents to be engraved on the Memorial Wall. These names are unveiled after the public Anzac day service year. Applications are to be received by 19 th March each calendar year. Procedure Step Responsibility 1. Application received, date stamped and receipted. Customer Services 2. Application form then goes to the Records Department for scanning Customer Services and to the Community Services Facilities & Administration Manager. 3. Applications are verified by the Community Services Facilities & Administration Manager to authenticate prior association with the Plains area, as well as names, date of death and age. 4. The Community Services Facilities & Administration Manager enters application details into a database and confirms details of the engraving with the applicant by letter. Community Services Facilities & Administration Manager 5. The Community Services Facilities & Administration Manager organises the engraving on the wall with a specific Monumental Mason Application Forms for Cemeteries The following is a list of applications forms available on request from customer services at each of Council s offices. Application for Burial (651430) Application to Reserve a Cemetery Plot (736084) Application to Reserve an Ashes Vault Ngatea Ashes Wall (674588) Application for Placement of Ashes Ngatea Ashes Wall ( Permit Application to Install /Replace Memorials & Plaques (655180) Statutory Declaration Authorisation of Burial (412622) Waihi Memorial Wall Application Form (371289) Hauraki Plains Memorial Wall Inscription Application Form (459276) Ngatea Ashes Wall information and Diagram for Plaque Wording (734940) Alternatively you can find the application forms online in printable format at Council s website

30 6.0 Burials This section contains policies and procedures to deal with the burial stage and the disinterment process. 6.1 Burial Procedure for C & M Construction & Maintenance Business Unit Policy Council does not allow the do-it-yourself digging of graves for health and safety reasons. However to accommodate cultural sensitivities Council will allow the turning of the first sods in consultation with the Parks & Reserves Manager. Straps and bearers are the standard lowering equipment used in Hauraki District Council cemeteries. A mechanical lowering gear device is owned, operated and maintained by a local Waihi Funeral director and stored at the Waihi cemetery. Procedure Step 1. On first receipt of advice that there is to be a burial Customer Service are to advise the C&M Overseer of the burial by phone. 2. The C&M Overseer is then to advise the Ground staff and the Digger Contractor of the burial. 3. On completing the Warrant to Inter, Customer Service s the C&M Manager and the C&M Overseer with the details of the burial as a calendar appointment. Accepting the appointment is confirmation the burial is fine to go ahead. 4. The C&M Overseer, or an appointee, pick up the Warrant and Map from CSA. 5. The Warrant is given to the Ground staff and they visit the appropriate cemetery, locate the correct plot and prepare the site ready for digging the grave. The Digger Contractor digs the grave under the supervision of the C & M Ground staff. All graves are to be dug to double depth unless a single depth grave is specifically requested. 6. If there is water in the grave the C&M Overseer is to advise the Parks & Reserves Manager and CSA so that the Funeral Director involved can be advised. The ground staff are to pump out the water until the funeral party arrives at the cemetery. Before the grave is backfilled the water is to be pumped out again before backfilling commences. 7. On completion of digging the grave, the mats, greenery, straps and bearers are laid out. All work on the preparation of the grave should be completed at least one hour before the burial time indicated on the Warrant. 8. Just prior to the funeral party arriving at the Cemetery, the C&M ground staff should check the grave again. Staff may continue other duties in the cemetery while waiting for the deceased and funeral party to arrive at the cemetery but must be present at the grave when the deceased and funeral party arrives. No further work is to be carried out in the cemetery once the deceased and funeral party has arrived at the cemetery. 9. C & M staff are to remain in the cemetery until the family leave, when the backfilling of the grave can commence. Compaction of the grave shall be done as the grave is backfilled. Once backfilling is complete all the equipment is returned to the shed and the grave site is to be left in a neat and tidy order. 10. Note: Families can undertake the backfilling of the grave if they so desire, but the C&M staff must be present throughout the backfilling Responsibility Customer Service C & M Overseer C & M Manager & C & M Overseer C & M Overseer C & M C & M Overseer C & M Overseer C & M C & M C & M

31 Step and C&M must complete the final stages of the backfill. If there is water in the grave and the family want to backfill the grave they must follow the instructions from the C&M Overseer on the backfilling process. 11. The Ground staff are to complete and sign the Warrant and then give the Warrant to the Overseer to counter-sign. The Overseer will then take the Warrant to the C&M Admin staff for them to scan and electronically file, (into the Council Cemetery folder under the relevant Town) for that month and return the hard copy of the Warrant to Community Services. Responsibility C & M 6.2 Maximum Burials per plot Policy The following are the maximum burials permitted per plot: o Standard double depth adult full plot 1 casket and 4 sets of ashes. o Standard double depth adult full plot 2 caskets and 4 sets of ashes. o Standard ashes plot 2 sets of ashes. Procedure Any scenario different to the above must be referred to the Parks & Reserves Manager for consideration. 6.3 Ashes Burials Policy Ashes cannot be interred in the Ngatea Ashes Wall until the plaque is ready to be installed Procedure Ashes Burial Step Responsibility 1. Applications must be in accordance with the general burial policies (on page 21 & 22) and processed as per the procedure. 2. C & M are to pre-dig the hole the day before or morning of the service and cover with a suitable board to make the site safe. The backfill material should be left beside the hole if requested by family. 3. Families may choose to fill in the hole after the service 4. C & M are to return to the site after the service to check the plot has been filled and to re-sow the grass. Customer Services C & M C & M Procedure Ashes Placement in Vault Step 1. Applications must be in accordance with the general burial policies (on page 21 & 22) and processed as per the procedure. 2. C & M ensure the wall is clean and surrounding area is tidy of leaves, rubbish etc. 1. The Monumental Mason or C & M remove the blank granite plaque a half hour or so prior to the requested time for ashes placement. 4. The family arrive, have their service and place ashes container/s in vault in wall. The Monumental Mason or C & M step forward immediately and attach the plaque with resin as per their procedure. Responsibility Customer Services C & M Monumental Mason or C & M Monumental Mason & C & M

32 6.4 Exhumation or Disinterment Policy These can only happen by way of a legal process and are overseen by a representative of the Ministry of Health. Any letter received to exhume a casket or ashes must be advised immediately to the Parks & Reserves Manager. The family is to pay the full cost the Parks & Reserves Manager will set a price for a disinterment after consulting with Hamilton City Council staff for a costing. On the day arranged for the disinterment, staff must ensure no burials take place at the same cemetery. Procedure Step 1. Council receives a request to dis-inter This must be accompanied by the Ministry of Health Certificate confirming whose remains are to be dis-interred. At this stage ensure you find out which Funeral Director will be handling the remains. Responsibility Whole process to be overseen by Parks & Reserves Manager At this point the correct plot must be identified and confirmed, also note at this point when the original burial took place. Once this has been done, Hamilton City Council s (HCC) Cemetery Team should be contacted to confirm them as the contractor to undertake the actual exhumation they will then make arrangements to visit the site and probe to locate the remains. A costing and a suitable date must be confirmed before confirming the disinterment with the family. Hauraki District Council then contacts the Public Health Unit to arrange for a representative to be present The Police may request to be involved also. They should be informed as a matter of course anyway. Contact and confirm any relevant details with the Funeral Director involved. E.g. Is there to be a service? Will family be present? Any information we should be aware of? Does religious or cultural sensitivity need to be taken into consideration? 2. A quote should be prepared and sent to the applicant, if the application is not being overseen by a funeral director. Once the invoices have been received from C & M and Hamilton City Council an invoice shall be raised for the disinterment by the Parks & Reserves Manager. 3. C & M must be informed of the proposed date for the disinterment. C & M s role will be to uncover the grave to the point where Hamilton City Council s exhumation team can take over. Once the remains have been removed C & M are to reinstate the gravesite. Should the excess material removed be deemed by the Health Dept representative to be contaminated and unable to be returned to the gravesite, arrangements should be made for its disposal

33 7.0 RSA Burials Under the Burial and Cremation Act 1964 Local Authorities are required to allocate part of their cemeteries to Returned Servicemen as defined by the Ministry of Defence. This means that the cost of a plot in this part of the Cemetery is not passed onto the deceased person s estate. However we do still charge the burial fee. The Office of Veterans' Affairs, (as part of the Ministry of Defence) is responsible for maintaining and ensuring the proper administration of the Returned Services part of the cemetery. It is important to note that only the Paeroa and Waihi Cemeteries have an RSA section. The Miranda cemetery does not contain an RSA section. The Contact Details are: Office of Veterans Affairs PO Box 5146 WELLINGTON 6145 Ph veterans@xtra.co.nz RSA Paeroa Welfare Officer Contact is: Merv Martin RSA Waihi Contact is: Nat Gould A Services Cemeteries and Ex-Service Memorials Handbook has been created by Veteran s Affairs. It can be viewed at ( The website version is updated regularly. This information is exactly the same as the information provided to the local RSA s and Funeral Director s. The handbook also has the following information included: Policy 1. Eligibility for Burial in a Services Cemetery 2. Application for Support for the Establishment of a Services Cemetery 3. Location of Services Cemeteries in New Zealand 4. Maintenance Grants 5. Cost of Ex-Service Memorials 6. Alphabetical list of Honours, Awards and Decorations 7. Emblems 8. Caring for Ex-Service Memorials 9. Planning for a Services Burial RSA plots cannot be reserved; the next available plot is to be used. RSA burials still require the completion of an application for burial form. It has been the practice to inter a spouse/partner after the eligible veteran; however any request will be looked at on a case by case basis. Procedure Step 1. Confirm and record what plot has been allocated and who is to be interred (use the next available plot). 2. A warrant is to be completed. C & M will prepare the grave for ashes or casket burial. 3. The RSA is responsible for arranging the plaques. Installation of Plaques in the RSA Section is the responsibility of Veteran's Affairs and installation has be contracted to C & M. Responsibility Customer Services Customer Services RSA & C&M

34 8.0 Funeral Directors/Monumental Masons Responsibilities 8.1 Funeral Directors Responsibilities The funeral director is responsible for informing family and friends to move on once 60 minutes has elapsed since the burial to allow C & M to complete the burial process. The Funeral Director must confirm burial date with Council prior to confirming the date with the family and advertising it. The Funeral Director must be onsite during the burial or any burial of a body part. The Funeral Director is liable for all fees in relation to the burial unless the family has fully paid all burial & plot fees prior to the service. All Hauraki District Council fees are to be invoiced to the Funeral Directors and are to be paid in full within Council s standard 30 day billing period. Unpaid debt will be recovered using Council s debt recovery process. Non payment of an invoice or any debt after 90 days will result in the Funeral Director being suspended from undertaking services in Hauraki District Council cemeteries. 8.2 Monumental Masons Responsibilities A permit to install a memorial or plaque must be obtained before any work is carried out in the cemeteries. Council will remove any memorial or plaque installed without a permit. No work is to be carried out to install or replace headstones at the cemetery by any unqualified person i.e. general public. All work is to be completed in a professional workmanlike manner and is subject to Councils final approval i.e. work may be requested to be redone. Any request to install or replace headstones to be completed by someone other than a qualified monumental mason or funeral director, will need to be considered by the Parks & Reserves Manager. Plots must be paid for in full prior to installation of headstones and plaques. Customer Services staff must approve the application prior to installation appropriate language and styles (i.e. not an offensive shape) must be used and all guidelines adhered to. 8.3 Family Responsibilities Upon payment, the family own the right to bury in a plot and also to erect a headstone or plaque, subject to Council approval. The family is responsible for maintaining the headstone or plaque in good order as per the Hauraki District Council Consolidated bylaw. The family is responsible for the removal of adornments including dream catchers, rocks, mats, plants etc. on or around the grave 30 days after burial. Council reserves the right to remove any such adornments after that period. 8.4 Council Responsibilities Council maintains the cemetery grounds including lawns, gardens, trees, roads, car parks, amenities and infrastructure. Council is responsible for fixing berms, headstones or other monuments damaged as a result of Council activities or machinery. Council will remove any plants that have been planted on a grave site (excluding memorial gardens where plants are permitted subject to Council approval). Council will remove any adornments including dream catchers, rocks, mats, plants etc. on or around a grave 30 days after burial. Council reserves the right to remove any such adornments after that period

35 9.0 Headstones, Plaques, Berms and Other Monuments 9.1 Policies and Procedures Permit to Install or Replace a Headstone or Plaque Policies Applications must be made on the approved form. Applications must be fully completed prior to being accepted. A permit to install a memorial or plaque must be obtained before any work is carried out in the cemeteries. Council will remove any memorial or plaque installed without a permit. Plots must be paid for in full prior to installation of headstones, plaques and other monuments. All installation work is to be carried out by a suitably qualified person. Any request to install or replace headstones to be completed by someone other than a qualified monumental mason or funeral director will need to be considered by the Parks & Reserves Manager. Every three months an inspection will be undertaken of recently installed monuments. Photos will also be taken of monuments to be stored for future reference. Procedure Step 1. Applications must be made ensuring that there is sufficient time for the application to be processed. Two working days is the recommended time period. 2. Application details are to be checked. Check plot details are correct. Check person applying has the authority to approve the plaques installation. Check installation complies with our guidelines. See Customer Services for guidelines. Check installation appropriate to the area in the cemetery e.g. it is not for an additional plaque in the RSA section etc. Responsibility Funeral Director or Monumental Mason Customer Services 3. If installation is acceptable, invoice for payment of permit fee. Customer Services 4. If installation is not acceptable discuss with Parks & Reserves Manager and then send letter to applicant that the installation as proposed is unacceptable. Explain why. 5. Issue Headstone Permit when permit fee has been paid. Post out the permit or hand to customer if present. 6. Advise C & M of date of pending installation. 7. C & M to check if the installation is done correctly or incorrectly. 8. If the installation is done incorrectly or does not match the approved design discuss with the Parks & Reserves Manager. Customer Services * Parks & Reserves Manager Customer Services Customer Services, C & M, Parks & Reserves Manager Cemetery Headstone and Plaque Dimensions Policies All plaque and headstone installations must be approved before being installed. A permit application for memorials & plaques is available from Customer Services. The following measurements must be adhered to: Single plot headstone No longer in length than the foundation base of 1 metre. 35

36 Monument Type Headstone Single Plot Double Depth Casket plot Photo Including Dimensions Permitted Materials Granite, Stone, Marble (Permanite or Bronze inserts are permitted) To be installed by Monumental Mason All Cemeteries Note: Max height includes base 300mm Less than 1500mm 150mm 1000mm 150m Headstone -Double Plot Side by side Casket burial Granite, Stone, Marble (Permanite or Bronze inserts are permitted) Monumental Mason 1500mm All Cemeteries Note: Max height includes base. 150mm 150mm 2000mm 150mm 36

37 Monument Type Headstone Upright Memorial Ashes Garden, Paeroa Photo Including Dimensions 500mm Permitted Materials Granite, Stone, Marble (Permanite or Bronze inserts are permitted) To be installed by Monumental Mason 300mm 600mm 300mm Ashes Plot Lawn Plaque Granite, Stone, Marble, Ceramic. (Permanite or Bronze inserts are permitted.) Monumental Mason All Cemeteries 230mm 380mm 37

38 Monument Type Ashes Garden, Waihi Cemetery Photo Including Dimensions Permitted Materials Granite, Stone, Marble, Ceramic. (Permanite or Bronze inserts are permitted) To be installed by Monumental Mason 230mm 360mm Waihi Memorial Wall, Waihi Cemetery Bronze Plaque C & M 125mm 200mm 38

39 Monument Type RSA plaque Photo Including Dimensions Permitted Materials Bronze To be installed by C & M Materials & Sizes responsibility of Veteran Affairs. 220mm 365mm Ngatea Ashes Wall Plaque 360mm Granite only Monumental Mason 230mm 39

40 9.1.3 Berm Types and Sizes Policies The following table must be adhered to for burials, due to berm sizes: Cemetery Plot Sizes Casket Burial Plot Size Ashes Burial All HDC Cemeteries Width: 1200mm Width: 450mm Length: 2400mm Length: 300mm Note: These are the current sizes with berms being used. These may vary for reserved plots on older berms. Procedures Step 1. Notify Parks & Reserves Manager when plots for each type of burial are down to 12 Responsibility Customer Services 2. Instruct C&M to install new berms Parks & Reserves Manager 40

41 10.0 Cemeteries Site Management & Maintenance The Construction and Maintenance Business Unit (C & M) undertake the site management of Hauraki District Council s Cemeteries at Waihi, Paeroa, Miranda and the Ashes and Memorial walls at Ngatea. They are responsible for all ground works and plot preparations for burials. This work includes:- Garden maintenance Mowing Litter bin emptying Toilet cleaning Street furniture maintenance Weed control Tree maintenance Road and path maintenance Plot preparation for burials Plot infill after burial 41

42 1.0 Appendix One - List of Associated Cemetery Documents 1.1 Cemetery Booklets / Brochures from section

43 43