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Cemetery Management

Cemetery Management. May 26, 2005 By John Williams. Foundation. Florida Law, Rules, Etc. Cemetery By-laws – general Cemetery Rules and Regulations - specific Dedicated, Attentive Staff. Primary Activities. Sales/Family Service Administration Operations/Maintenance. Sales.

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Cemetery Management

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  1. Cemetery Management May 26, 2005 By John Williams

  2. Foundation • Florida Law, Rules, Etc. • Cemetery By-laws – general • Cemetery Rules and Regulations - specific • Dedicated, Attentive Staff

  3. Primary Activities • Sales/Family Service • Administration • Operations/Maintenance

  4. Sales • Presentation • Maps • Price Lists/Price Disclosures • Contracts

  5. Presentation • Sales/Family Service Personnel • Licensed • Trained • Presentation Materials • Easily understood or explained • Retention of materials

  6. Maps • Each garden, mausoleum, columbarium, etc. • Properly labeled • Color coded • Sold/Available • Interments • Landscaping

  7. Numbering Systems • Garden, Lot, Block, Space • Building, Level, Space • Unique numbers • Spacing options • Tandem (Head to Head) • Couch • Single

  8. Garden Maps

  9. Price Lists/Disclosures • Price lists should be prepared and dated • Everything offered by the cemetery should be included on the price list • Discounts aren’t unusual for advance planning • Available to all • Discount programs should be documented

  10. Contracts • Approved by DFS • Main sections • Burial rights • Merchandise • Services • Financing • Multi-part with customer getting a copy • Changes?

  11. Contracts • Sign-out • Control Sheet • Separation of duties • Record • Active • Voids • Cancels

  12. Administration • Contract processing • Interment order processing • Burial processing • Miscellaneous • Cancelled contracts • Disinterments

  13. Contract Processing • Entered into management software • Trusting • Maps (if applicable) • Contract Record • Contract should be checked for: • Accuracy • Addition errors • Burial rights sold should be: • Recorded in a “lot book” • Removed from maps as available

  14. Contract Processing • “AN” and “PN” stamps • Merchandise stamps • Customer index card • Approval of General Manager or other authorized employee (e.g. Owner or Officer)

  15. Contract Processing (PIF) • If family wishes, deliver/install merchandise • Double check lot book entry • Prepare “Certificate of Interment Rights”

  16. Interment Order Processing • Verify site location against • Lot book • Map • Customer card • Contract • Deed

  17. Example of an Interment Order

  18. Interment Order Processing • Verify completion of lot diagram

  19. Interment Order Processing • Indicate whether memorial has been installed • Stamp back of interment order for future sign-offs • Sign-off and deliver to Superintendent

  20. Burial Processing • Update lot book • Log in burial book • Release applicable monies from trust • Finalize the interment order

  21. Cancelled Contracts • Files • Trusting implications • Lot book, mapping

  22. Disinterments • Proper authorizations • Authorized by all in highest class of next of kin • Can require court order • Lot book/mapping changes

  23. Operations/Maintenance Activities • Interments, entombments, inurnments • Merchandise/Memorial installation • Landscape maintenance • Hardscape maintenance • Equipment maintenance

  24. Identification and Confirmation of Location for Interment • Administration prepares the interment order • Grounds personnel locates grave/signature • Family service confirms site by using map book and pins/signature • Office Manager or General Manager independently confirms site/signature

  25. Grave Excavation • Opening should be 3’ wide by 8’ tall • Opening should be 60” deep • Sides should be straight and bottom level • Trench Box (OSHA & practical requirements)

  26. Trench Box

  27. Graveside Setup

  28. Grave Closing • Backfill/Compaction • Sodding • Irrigation

  29. Mausoleum Entombment • Crypt closure • Ventilation • Drainage

  30. Merchandise/Memorial Installation • Written work order (separation of duties) • Checked by Superintendent • Checked by Family Service/Office Personnel • Errors in memorial installation can lead to big problems!

  31. Merchandise/Memorial Installation • Graves • String line across three lot pins • Pin center of grave • Memorial should be centered and 2-3” from top of grave line

  32. Merchandise/Memorial Installation • Mausoleum and Niches/Columbarium • Bronze, lettering, carving • Templates • Uniform appearance is sought

  33. Memorial Installation

  34. Landscape Maintenance • Grass should be mowed regularly • Grass should be edged from memorials, roadways and walks • Irrigation • Fertilization, Pest/Insect

  35. Landscape Maintenance • Hedges/shrubs should be sheered regularly • Trees should be pruned • Turf enhancer • Tree health

  36. Landscape Maintenance • Mulch beds should be maintained • Flowers • Artificial - fading • Real - dying

  37. Hardscape Maintenance • Walks and roads should be free of debris, grass clippings, etc. • Concrete fixtures, walls, etc. • Pressure cleaned once a year • Painted routinely

  38. Hardscape Maintenance • Mausoleums roof-tops (if concrete) should be sealed every 2-3 years • Asphalt roads • Sealed every 5 years • Resurfaced every 15-20 years

  39. Maintenance Requests • Maintenance work order prepared by administration • Issued to and completed by Superintendent • Site review by administration

  40. Equipment Maintenance • Mausoleum lifts, lowering devices • Tractors, mowers, etc. • No leaks • Working condition

  41. Summary • Florida Law • Cemetery By-laws • Cemetery Rules and Regulations • Dedicated, Attentive Staff

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