PLAN OF MANAGEMENT
FOR THE COLUMBARIUM AND MEMORIAL GARDEN
AT THE PARISH OF
ST JOHN BOSCO, ENGADINE.
1.0 THE MEMORIAL GARDEN COMMITTEE
The Memorial Garden Committee (MGC) will be appointed by the Parish Priest, consisting of Parishioner volunteers. The committee should meet as required, but at least each six months. The committee should include the following people:
Ø a treasurer, who maintains the financial records of the garden,
Ø a person who manages the bookings, and maintains the records of the Columbaria and Tree of Life. This person would also arrange the ordering of plaques for the walls and niche canisters,
Ø a maintenance supervisor, who conducts the monthly inspections, and arranges contractors to undertake repairs as required,
Ø a person who plans and organises periodic Parish ceremonies for the deceased, within the garden, eg. All Souls Day.
Ø a person who affixes the plaques to the walls,
Ø a marketing person,
Ø Other people deemed appropriate by the Parish Priest.
2.0 MAINTENANCE OF THE COLUMBARIA AND MEMORIAL GARDEN
The maintenance program is divided into two different programs. These programs are as follows:-
2.1 The Monthly Maintenance Program – Monthly inspections and maintenance, by the maintenance supervisor, through the following approved plan:
Ø inspection of the Memorial Garden area to determine repairs required,
Ø inspection of the Columbaria walls,
Ø carry out, or arrange maintenance up to a cost of $100 as required,
Ø arrange quotes for major work required and seek approval from the Parish Finance Committee (PFC),
Ø treasurer to arrange annual audits.
2.2 The Annual Maintenance Program – a medium term (5 year plan).
Ø The MGC looks at the appearance and future saleability of the columbarium walls and Tree of Life. What level of structural maintenance is required to maintain the asset in a state which protects the interests of the parish and the licensees.
Ø The occasional use of an external Structural Engineer to safeguard the integrity of the asset.
Ø Planning the purchase of future columbarium walls and Trees of Life,
Ø The development of a longer-term strategy to ensure compliance with longer term maintenance schedules,
Ø The treasurer to develop and seek PFC approval of the annual budget.
Both these programs will ensure the continued maintenance and viability of the Memorial Garden.
The Parish will provide an Inurnment Prayer Service, which will usually be lead by Lay Ministers from within the parish.
4.0 RESTORATION, CARE AND SECURITY
The MGC and the PFC is responsible to the licensees for the care of the Columbaria. The asset will be kept to a standard acceptable to parishioners and the current licensees or their next of kin. It is the responsibility of the MGC and PFC to ensure the facility is kept safe, clean and stable for the use of what it was intended in perpetuity.
The perimeter fence will be completely locked in the evenings to minimise the incidence of vandalism and graffiti. The gate at the front of the church will be locked at all times, other than during church services. General access to the Memorial Garden will be via the rear of the church beside the presbytery.
Censor lights and security cameras will be located in the Memorial Garden area.
5.0 FINANCIAL AND PERPETUAL CARE FUND
Appropriate prices are applied to the licensee as the dedication of a columbarium involves the creation of a cemetery and therefore on-going costs of maintenance, access, management and the maintenance of memorialisation in perpetuity.
Revenue streams from the right of sale of niche spaces will be divided between developing a Reserve Fund for the purpose of maintaining the facility in perpetuity. Some balance being available for distribution to the Parish on an annual basis, after allowing for maintenance in the following year and future purchase of additional walls.
The MGC and PFC will provide for future unknown maintenance and replacement costs of the columbarium walls and Trees of Life developed for the holding of these sacred remains. 20% of the original sale price of the niches will be transferred to the Memorial Garden Reserve Fund.
The Reserve Fund will not be used for day-to-day maintenance or the purchase of additional walls. The Reserve Fund will be held separately from the Parish finances and, annually assessed to ensure that adequate funds have been established for the maintenance and care of these facilities into perpetuity.
6.0 MEMORIAL GARDEN RECORDS
An appropriate record system has been established by the MGC to record those cremated remains interred in the columbarium walls. There is not only a statutory requirement for establishment of burial records; there is also a minimum requirement for conservation, providing an important tool for genealogists when tracing ancestry.
The Parish, through the MGC, accepts it responsibility to maintain these records in good order and condition. The records will be capable of sorting in order of “Columbarium walls” and “alphabetic by Surname”. The records are maintained in a Google Document and backed up to the "cloud". Access is available to the Parish Priest and Parish Secretary to answer public enquiries.
7.0 PUBLIC ACCESS NEEDS AND RESPONSIBILITIES FOR THE AREA SURROUNDING THE COLUMBARIA
The MGC will be responsible for public access to the columbaria and will ensure that workers, visitors and all parishioners are kept safe at all times. On the inurnment of cremated remains, the area will be closed for visitation to allow for work to progress in safe manner. The area will be kept clean of any debris or hazards and checked regularly to ensure compliance with Risk Management policies developed. A Risk Management policy will be developed by the Committee and exhibited to ensure an understanding of its requirements by the parishioners and visitors. A copy will be kept visible at all times and placed with appropriate signage on the walkways leading to the Memorial Garden.
8.0 RISK MANAGEMENT AND INSURANCE
The MGC, PFC and Church are committed to a policy of risk management and public liability minimisation. Regular inspections and monitoring of the site is carried out to identify potential and future risks and hazards. Reports of hazards and incidents are made, and log books of remedial actions taken are kept. Any identified public safety hazards will be removed and/or appropriate warning signs and barricades erected as soon as possible. Adequate levels of insurance to cover public liability will be maintained.
Adequate insurance cover will be maintained for the following:
Workers’ Compensation (compulsory for any employed staff)
Fire and damage to replaceable assets
Necessary monitoring and procedures are in place to minimise health and safety risks to staff and visitors, thereby limiting the exposure of the Parish and Church to litigation.
Workplace Health and Safety
The current Workplace Health and Safety legislation will be observed.
9.0 MONITORING AND REVIEW OF THE PLAN OF MANAGEMENT
This Plan of Management will continue to evolve. The MGC will review the Plan of Management, with a view to updating to allow for the fact that some of the Plan’s recommended strategies will have been implemented, or because circumstances have changed. Possible changes relevant to a cemetery include the following:
1) changes to the physical environment e.g. natural disasters such as a major storm;
2) changes to the economic environment e.g. reduction in available funding as a result of cuts to grant programs, default on lease;
3) changes to the organisational environment e.g. abolition or restructuring of the Church or its Statutes,
4) changes to the social environment e.g. type of stakeholder. For instance, demise of Committee
Consequently, the Plan will be reviewed and amended as necessary after a period of not more than five years. The MGC will also continue to be accountable to the PFC and Parish Priest and should monitor and evaluate the Plan’s performance and success in achieving its desired outcomes and strategies.