Cemetery Management

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Cemetery Management

• May 26, 2005
• By John Williams

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Foundation

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

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Primary Activities

• Sales/Family Service
• Administration
• Operations/Maintenance

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Sales

• Presentation
• Maps
• Price Lists/Price Disclosures
• Contracts

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Presentation

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

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Maps

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

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Numbering Systems

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

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Garden Maps
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Price Lists/Disclosures

• Price lists should be prepared and dated
• Everything offered by the cemetery should be
  included on the price list
• Discounts arent unusual for advance planning
• Available to all
• Discount programs should be documented

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Contracts

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

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Contracts

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

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Administration

• Contract processing
• Interment order processing
• Burial processing
• Miscellaneous
• Cancelled contracts
• Disinterments

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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

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Contract Processing

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

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Contract Processing (PIF)

• If family wishes, deliver/install merchandise
• Double check lot book entry
• Prepare Certificate of Interment Rights

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Interment Order Processing

• Verify site location against
• Lot book
• Map
• Customer card
• Contract
• Deed

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Example of an Interment Order
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Interment Order Processing

• Verify completion of lot diagram

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Interment Order Processing

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

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Burial Processing

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

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Cancelled Contracts

• Files
• Trusting implications
• Lot book, mapping

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Disinterments

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

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Operations/Maintenance Activities

• Interments, entombments, inurnments
• Merchandise/Memorial installation
• Landscape maintenance
• Hardscape maintenance
• Equipment maintenance

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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

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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)

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Trench Box
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Graveside Setup
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Grave Closing

• Backfill/Compaction
• Sodding
• Irrigation

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Mausoleum Entombment

• Crypt closure
• Ventilation
• Drainage

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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!

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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

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Merchandise/Memorial Installation

• Mausoleum and Niches/Columbarium
• Bronze, lettering, carving
• Templates
• Uniform appearance is sought

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Memorial Installation
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Landscape Maintenance

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

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Landscape Maintenance

• Hedges/shrubs should be sheered regularly
• Trees should be pruned
• Turf enhancer
• Tree health

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Landscape Maintenance

• Mulch beds should be maintained
• Flowers
• Artificial - fading
• Real - dying

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Hardscape Maintenance

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

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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

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Maintenance Requests

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

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Equipment Maintenance

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

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Summary

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