TASMAN DISTRICT
COUNCIL
CEMETERY
Standard Operating Procedures
2011
TABLE OF CONTENTS
CEMETERY .............................................................................................................. 1
STANDARD OPERATING PROCEDURES 2011 ..................................................... 1
1
INTRODUCTION ............................................................................................. 1
2
PLOT OWNERSHIP ........................................................................................ 1
2.1
2.2
2.3
2.4
3
Plot (Burial and Ash) Purchase .................................................................................. 1
Exclusive Burial Rights ............................................................................................... 2
Transfer of Interest in Unused Plots .......................................................................... 2
Unused Plots .............................................................................................................. 2
BURIALS ........................................................................................................ 2
3.1
3.2
3.3
3.4
3.5
3.6
3.7
3.8
3.9
3.10
4
Permission for Burial .................................................................................................. 2
Hours for Burial .......................................................................................................... 2
Notification of Burial and Bookings System ............................................................... 3
Grave Location ........................................................................................................... 3
Breaking Concrete ..................................................................................................... 3
Grave Preparation ...................................................................................................... 3
Grave reinstatement ................................................................................................... 3
Maintenance of Graves .............................................................................................. 3
Provision of Grave markers........................................................................................ 4
Adult Burials in Children’s area .................................................................................. 4
ASHES ............................................................................................................ 4
4.1
4.2
4.3
4.4
5
Interment of Ashes ..................................................................................................... 4
Ashes Beam Plots ...................................................................................................... 4
Plaques ...................................................................................................................... 5
Disinterment of Ashes ................................................................................................ 5
RETURNED SERVICES SECTION ................................................................. 5
5.1
Returned Services Section Plots................................................................................ 5
6
NATURAL BURIALS AREAS ......................................................................... 5
7
MEMORIALS FOR GRAVES .......................................................................... 6
7.1
7.2
7.4
7.5
8
Beam Construction ..................................................................................................... 6
Memorial Installation .................................................................................................. 7
Old Sections ............................................................................................................... 8
Memorial Maintenance ............................................................................................... 8
DIS-INTERMENTS .......................................................................................... 8
8.1
8.2
9.1
9.2
9.3
9.4
9.5
9.6
9.7
9.8
9.9
9.10
9.11
9.12
10
10.1
Legal Process............................................................................................................. 8
Bookings ..................................................................................................................... 8
Richmond Cemetery .................................................................................................. 9
Bainham Cemetery .................................................................................................... 9
Collingwood Cemetery ............................................................................................... 9
Fletts Road Cemetery ................................................................................................ 9
Kotinga Cemetery ...................................................................................................... 9
Motueka Cemetery ..................................................................................................... 9
Murchison Cemetery ................................................................................................ 10
Rototai Cemetery ..................................................................................................... 10
Spring Grove Cemetery ........................................................................................... 10
Waimea West Cemetery .......................................................................................... 10
Mararewa Cemetery ................................................................................................. 10
Foxhill Cemetery ...................................................................................................... 11
GENERAL ..................................................................................................... 11
Genealogical Research ............................................................................................ 11
10.2
10.3
10.4
10.5
10.6
10.7
10.8
10.9
11
11.1
11.2
11.3
12
Records .................................................................................................................... 11
Planting .................................................................................................................... 11
Floral Tributes .......................................................................................................... 11
Flowers ..................................................................................................................... 11
Memorabilia .............................................................................................................. 11
Vehicles in Cemeteries ............................................................................................ 12
Animals in Cemeteries ............................................................................................. 12
Commercial Operations ........................................................................................... 12
PAYMENT OF FEES ..................................................................................... 12
Schedule of Fees ..................................................................................................... 12
Terms of Trade ......................................................................................................... 12
Interment of Poor Persons ....................................................................................... 13
APPENDICES ............................................................................................... 14
Appendix 1(a): Plot Purchase Procedure Flow Chart .......................................................... 14
Appendix 1(b): Purchase of Burial Plot ................................................................................ 15
Appendix 2(a): Interment Process Flow Chart ..................................................................... 16
Appendix 2(b): Application for Burial (Interment) Warrant ................................................ 17
Appendix 3: Application for Reduction of fees for Poor Person ........................................... 18
Appendix 4: Funeral Directors Accounts Flowchart ............................................................. 19
Appendix 6: Cemetery Memorial Form ................................................................................ 21
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

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
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
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.
3.10 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
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
5.1
Returned Services Section
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
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
7.1
Memorials for Graves
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
7.2
Memorial Installation
7.2.1 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.
7.2.2 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
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.
7.2.3 Natural Burial Areas
Memorials for these areas shall comply with Section 6 Natural Burial Areas.
7.2.4 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
8.1
Dis-interments
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
9
9.1
Cemetery Design
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
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.
9.10 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.
9.11 Mararewa Cemetery
The Mararewa Cemetery contains the following interment types:
Memorial headstones - continuous single beam
Old style memorials
10
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.
10.2 Records
Cemetery records are open to inspection at Council offices during regular office hours
and are available on Council’s website.
10.3 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.
10.4 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.
10.5 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.
10.6 Memorabilia
The placing of memorabilia or other tributes will not be permitted beyond the edge of the
concrete beam.
11
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.
10.7 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.
10.8 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.
10.9 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.
11.2 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
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
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
Appendix 1(b): Purchase of Burial Plot
Purchase of Burial Plot
Exclusive Right of Burial
Richmond Cemetery
For:
_________________________________________________________
Address:
_________________________________________________________
Burial Plot:
Block: _________
Ashes – Plot or Niche:
___________________
Ashes – Rose Garden:
___________________
Ashes – Other:
___________________
Date Purchased:
Receipt Number:
Row: _________
Plot: ____________
___________________
Amount:
$________________
___________________
Authorised By:
_________________
15
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
Are all the
details clear?
No
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.
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.
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).
Fax is then collated together
with other copies and
information is entered onto
database.
FINISH
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Appendix 2(b):
Application for Burial (Interment) Warrant
Application for Burial (Interment) Warrant
Cemetery Name
Funeral Director
Address
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
Details in Database
Invoice Raised
Permit to Open Ground #
Entered into Confirm
Faxed to Nelmac
Marked on Plans
Invoice #
Y
N
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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.
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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
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Appendix 5: Cemetery Searches Flowchart
CEMETERY SEARCHES
START
Inquiry by letter, email 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.
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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: ____________________________
Date of Death: _______/______/_________
Cemetery: _________________________
Division:____________________________
Block/Row: ________________________
Plot: _______________________________
Burial 
2
Ashes 
Memorial/Plaque only 
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
Reference No: _____________________
Plan
Viewed: ______/_______/________ Int: __________________
Photo
Date: ______/_______/________
File: _________________
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