Attachment 1 - Proposed Legacy Plot Reservation Management Policy

COUNCIL POLICY

To give effect to this Policy, Council adopts the following:

1. Policy Rules

Council will:

    •   Identify plot reservations that were granted more than 25 years ago
    •   Apply this Policy only to unused plots where no interment has occurred for a period
        of 25 years or more
    •   Make decisions regarding the retention or administrative return of interment rights
        under delegated authority in accordance with Council’s governance framework
    •   Require that interment rights may only be retained where:
           o the interment rights holder or lawful decision maker responds within the 90-
               day notice period; and
           o a clear intention to retain the plot is confirmed; and
           o there is sufficient evidence to establish the claimant’s identity and entitlement.

    •   Provide for the administrative return of interment rights to Council where:
           o the interment rights holder or lawful decision maker relinquishes their
               interment rights;
           o the interment rights holder or lawful decision maker cannot be contacted after
               reasonable efforts; or
           o no response is received within the 90-day notice period.

2. Principles

Council will administer this Policy in a manner that is:

    •   Respectful of community expectations and the sensitive nature of interment rights
    •   Transparent and consistent in decision-making
    •   Fair and reasonable, applying principles of natural justice and procedural fairness
    •   Sustainable, supporting the long-term availability of cemetery land
    •   Evidence-based, supported by documented records and communication efforts.

3. Contact and Notification Process

Council will use all reasonable efforts to contact interment rights holders or their lawful
decision makers.

This includes:

a) Direct Contact