Policies

HELPRINGHAM PARISH COUNCIL

THE DUTIES and RESPONSIBILITIES of the CEMETERY OFFICER

Adopted 12 Mar 25

Review May 25

The Cemetery Officer has a variety of responsibilities that focus on the effective and efficient operation of the cemetery under the jurisdiction of the chairman of the parish council. The role involves overseeing the maintenance of the cemetery grounds, managing records and ensuring compliance with regulations.  This is a voluntary role.

The key duties and responsibilities are:

1. Cemetery Management and Maintenance

• Grounds Maintenance: Ensure the cemetery grounds are maintained to a high standard. This includes overseeing tasks like mowing, hedge trimming, tree care, and ensuring paths, fences, gates, and drainage are in good condition and maintained by the Parish Councils appointed contractor.
• Grave Digging: Coordinate with undertakers responsible for preparing graves and ensuring that burial plots are ready for use when needed and all excess spoil is taken away after backfilling the grave.

2. Record Keeping and Documentation

• Cemetery Records: Maintain accurate and up-to-date records of all burials, including plot locations, names, dates of burial, date of death, applicable fees and other relevant information including the notification of disposal (Green Form) returned to the Registrar where the death was registered *
  • * To be sent via first class post, hand delivered or sent via email to the Registrar within 3 working days
• The following records must be meticulously managed and securely stored.
  • Burial Map
  • Register of Grave Spaces
  • Register of Burials
  • Register of Exclusive Right of Burial Deeds
  • Electronic database of the complete cemetery records
• Plot Management: Keep records of cemetery plot leases (currently for 99 years), including the names of individuals who purchased the Exclusive Rights of Burial Deed for lease. Record the date of purchase and the exact locations of the graves including the plot number recording this information clearly on the cemetery map as well as the register of Grave Spaces. Ensure that records are also kept of any reservations made of grave spaces until the Exclusive Right of Burial Deed is purchased.
• Plot Ownership and Transfers: Ensure that records relating to the ownership of burial plot leases are updated when plots are transferred or resold back to the Parish Council.
• Legal and Regulatory Compliance: Ensure compliance with the laws relating to the cemeteries located in Helpringham, including burial rights, regulations on the size of memorials, and other legal obligations. This also includes maintaining records in line with GDPR regulations concerning personal data.

3. Burial Arrangements

• Coordinating Burials: Organise and facilitate burial arrangements via a burial application filled out by the undertaker/ funeral director who is arranging the burial with the relevant family.
• Assisting Families: Offer support and guidance to grieving families (if required), helping them navigate the burial process if contacted directly rather than via the Funeral Director (Undertaker). This includes providing information about plot availability, memorial options, and cemetery rules and regulations.
• Memorial Management: Oversee the installation of memorials and headstones with the stonemason ensuring that they comply with the cemetery’s regulations on size, style, and placement. Stonemasons should provide evidence that they are members of the following bodies
  • Members of the British Register of Accredited Memorial Masons (BRAMM)
  • Members of the National Association of Memorial Masons (NAMM)
• Provide Clear Communication: Act as a key communication link between the parish council, funeral directors and families.

4. Legal Compliance and Regulatory Duties

• Compliance with Burial Laws: Ensure the cemetery operates in accordance with UK laws regarding burials and cemeteries, such as the Burial Act 1857, the Local Government Act 1972, and other relevant legislation.
• Regulatory Adherence: Ensure the cemetery complies with local government regulations and any parish council policies on cemetery management, including burial procedures, memorial installations, and grounds maintenance.
• GDPR Compliance: Ensure that all personal data collected and stored, such as information on deceased individuals and their families, is handled in compliance with GDPR.
• Audit and Inspections: Maintain all necessary documentation and records for audits or inspections by regulatory bodies or local authorities.

5. Financial Management

• Fees and Charges: Manage the setting of fees for burial plots, memorials, and other cemetery services with the Parish Council. Ensure that fees are up-to-date and comply with any local government or parish council regulations and publish these fees accordingly.
• Invoicing and Payments: Provide the Parish Clerk with the relevant costs which will in turn ensure that proper invoicing and billing procedures are followed for the lease of plots, burial fees, memorial fees, and any other services provided.

6. Community and Public Relations

• Public Engagement: Serve as a liaison between the parish council, local community, and other stakeholders (e.g., funeral directors, stonemasons, and parish residents). Answer enquiries and maintain a positive relationship with the public.
• Promoting Services: Ensure that the cemetery’s services and rules are well-publicised and accessible to the community. This may include maintaining an updated website or providing pamphlets with information about the cemetery and burial services.
• Managing Complaints: Address any issues or concerns raised by the public regarding the cemetery, whether related to maintenance, service, or other matters ensuring that the Parish Council is kept updated at all times and the Parish Council’s complaints procedures are followed.

7. Environmental and Sustainability Considerations

• Sustainable Practices: Ensure the cemetery is managed in an environmentally responsible way. This could involve promoting wildlife-friendly initiatives, managing waste disposal properly, and using sustainable materials in cemetery construction and maintenance.

8. Reporting and Administration

• Reporting to Parish Council and Meeting attendance: Attend monthly parish council meetings to provide updates on cemetery operations, present reports, and discuss any issues or concerns in a timely manner.
• Prepare Documentation: Ensure all necessary documentation relating to burials or erection of memorials is completed in a timely manner and included in the following documents:
  • Burial Map
  • Register of Grave Spaces
  • Register of Burials
  • Register of Exclusive Right of Burial Deeds
  • Electronic database of the complete cemetery records

Key Skills and Qualities Required:

• Knowledge of relevant legislation such as burial laws, health and safety regulations, and GDPR.
• Excellent communication skills for dealing with the public, bereaved families, funeral directors and stonemasons.
• Organizational skills to manage cemetery records.
• Must attend the Institute of Cemetery and Crematorium Management (ICCM) Course
• Must attend the LALC Parish Councillors Course
• Must be familiar with the Good Councillors Guidebook

The Parish Council Cemetery Officer is a critical role that combines administrative and managerial tasks to ensure the cemetery is well-maintained, legally compliant, and able to provide appropriate services to the local community. Additionally, the Cemetery Officer responsibilities extend from maintaining the grounds to liaising with grieving families and ensuring that the cemetery operates smoothly within the framework of local council regulations.