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1 I P a g e TOWN OF PAHRUMP PAHRUMP VETERANS MEMORIAL STANDARD OPERATING POLICY AND PROCEDURES ---PAGE BREAK--- 2 I P a g e PAHRUMP VETERANS MEMORIAL STANDARD OPERATING POLICY AND PROCEDURES MISSION To provide the veterans of Pahrump with a lasting memorial in appreciation and gratitude for their honorable service, courage and sacrifice to our Country. MISSION STATEMENT To advise the Board of County Commissioners (BOCC), in matters regarding the development, equipping, function and maintenance of a Memorial to honor Military Veterans of the United States of America past, present and future that served our Country. GOAL The goal is to preserve the Pahrump Veterans Memorial as a monument dedicated to the memory of those men and women who served our Country. The Pahrump Veterans Memorial is a community asset that provides a facility for Military and Veterans organizations, and individuals, to hold services for our deceased veterans. The Pahrump Veterans Memorial also provides space for the educational and cultural needs of the community at large. The Town of Pahrump has adopted the following regulations governing the use of the Pahrump Veterans Memorial. These regulations are not designed to discourage the use of the Pahrump Veterans Memorial or to lessen the pleasure of those using it, but rather to ensure that all users will find it a pleasant Memorial to hold Veterans services or as an educational Memorial. ---PAGE BREAK--- 3 I P a g e REGULATIONS FOR THE GENERAL USE OF THE PAHRUMP VETERANS MEMORIAL I. RESERVATIONS FOR SERVICES, BUILDING AND FLAG POLE AREA: a. The facility can be used for services or events daily between dawn and dusk. b. Facility reservations must be made at the Town of Pahrump Office, Monday-Friday between the hours of 8:00am to 12:00pm and 1:00pm to 4:30pm. c. The application forms are provided by the Town of Pahrump Office for making reservations and must be completed and signed by the person filling out the application. All applications must be approved by the County management staff. d. To schedule an event, a fully refundable cleaning fee of $100.00 dollars will be due at the time of the application request. II. HOURS OF OPERATION: The Pahrump Veterans Memorial will be available daily between dawn and dusk. III. BUILDING INSPECTION: The Pahrump Veterans Memorial will be inspected by Town of Pahrump staff, both before and after use, and a written report will be made of its condition. Please note the condition of the grounds and multi-purpose building when you enter. If an unusual condition is evident, please contact the Building & Grounds Manager (775/764-0436) or Town of Pahrump staff (775/727-2814) immediately otherwise, you will be held responsible. IV. CONDUCT: ---PAGE BREAK--- 4 I P a g e Any conduct which infringes upon the rights of others or is potentially harmful to the people using the Pahrump Veterans Memorial, or the multi- purpose building, or is illegal, will not be tolerated. Failure to abide by these rules of conduct will be grounds for causing the Pahrump Veterans Memorial to be vacated. V. TABLES AND CHAIRS: Those using the Pahrump Veterans Memorial may request chairs and tables, if needed, for inside of the multi-purpose building or chairs for services at the flag pole area when submitting their reservation form. VI. FOOD AND BEVERAGES: Food and non-alcoholic beverages may be served in the multi-purpose building prior to or after the service/event. Users of the Pahrump Veterans Memorial must leave the building clean to receive the refund of their deposit. All alcoholic beverages are prohibited. VII. CLEAN-UP: The Pahrump Veterans Memorial is expected to be cleaned before leaving. Minimum clean-up shall consist of: a. Removal of all food and beverages from the premises. b. Picking up and placing of all trash and debris in outside containers provided for that purpose. c. Cleaning up of any liquids or foods which may have been spilled on floors, tables, etc. d. Users of the Pahrump Veterans Memorial must leave the building and grounds clean to receive the refund of their deposit. VIII. PARKING: Parking is permitted in any area provided for this purpose except the front of the library. The South side of the library parking lot and along East Street is an approved parking area. When use of the Pahrump Veterans Memorial is for a funeral or internment, then parking inside the Pahrump Veterans ---PAGE BREAK--- 5 I P a g e Memorial and in front of the multi-purpose building is reserved for the immediate family of the deceased Veteran, and funeral home vehicles FUNERAL / BURIAL SERVICES POLICIES AND PROCEDURES I. SERVICES FOR DECEASED VETERAN OR THEIR ELIGIBLE DEPENDENTS a. The outside of the Pahrump Veterans Memorial, on the cement area in front of flagpole, can be used for the Veteran and eligible dependent’s services. Chairs will be place by Town of Pahrump staff if requested. The multi-purpose building can also be used by the Veteran’s family. b. Burial and service arrangements will be coordinated by the funeral director and the immediate family. c. The services of the Pahrump Veterans Memorial Advisory Committee (PVMAC) Activities Coordinator are also available. The Town of Pahrump staff will contact the Activities Coordinator of all events scheduled at the Pahrump Veterans Memorial. d. Special requests should be discussed with the funeral home director and coordinated with the PVMAC Activities Coordinator. e. Only Town of Pahrump staff will open and close the burial plot. f. The funeral director or immediate family may contact the Veterans of Foreign Wars (VFW) for assistance with military burial. The PVMAC Activities Coordinator can assist the family by providing contact information for the branch of service of the deceased Veteran. g. The family/representative should advise the Town of Pahrump staff as to their wish for the disposition of the flowers present at the service. All flowers will be removed after 24 hours. II. CREMATION BURIAL/SERVICES: ---PAGE BREAK--- 6 I P a g e a. The funeral director of the family shall bring all paperwork required to the Town of Pahrump Office and will verify that all paperwork is acceptable. b. All cremated remains must be labeled and accompanied by the burial-transit permit. c. The minimum receptacle accepted for a cremation burial is an urn. Any of the other decorated urns are acceptable if they do not exceed the maximum size. d. The urn can be a maximum size of 6-1/2” deep by 10-1/4” tall. e. Memorial services for cremated remains may be held at the flagpole area, the multi-purpose building, or in the columbarium area. f. The family/representative should advise the Town of Pahrump staff as to their wish are for disposition of the flowers present at the service. All flowers will be removed after 24 hours. III. COLUMBARIUM NICHE a. Reservations for Columbarium Niche’s in the Pahrump Veterans Memorial Cemetery (PVMAC) will be handled by the Town of Pahrump, at the Pahrump Town Office. b. The niche location assignments will begin on the West side of the columbarium at the top left corner and will proceed right, horizontally, across the columbarium. Subsequent rows will proceed horizontally left to right until all available columbarium niches are assigned. This process will then be repeated on the East side of the columbarium. c. Once a niche is reserved (purchased), and if no immediate remains are scheduled to be interned, a plaque reading “RESERVED“ will be installed at Town expense. IV. FEES: ---PAGE BREAK--- 7 I P a g e a. The Town of Pahrump shall charge according to the current Fee Schedule A. b. The charge for spouse/eligible dependent that is requested to be buried with or placed in the columbarium with the Veteran will be according to the current Fee Schedule A, which may be used to seek reimbursement by the Department of Veterans Affairs. c. Fees must be paid at the time of the request for the burial or placement in the Columbarium. The Town of Pahrump will issue a receipt so that the immediate family can seek reimbursement by the VA. c. V. Graveside Policy The Pahrump Veterans Advisory committee graveside policy for flowers, flags, and decorations exists to reflect the honor and respect we hold for veterans, by preserving the dignity and solemnity of their final resting place. 1. Fresh cut flowers are always welcomed and encouraged throughout the year. Items left at gravesites must be floral in nature. Arrangements may not be more than 24” high. Fresh floral arrangements may be placed at the columbarium on the concrete base of the columbarium only. Any items placed on top of the columbarium wall will be removed and discarded when observed by cemetery personnel. 2. Other items which include but are not limited to hazardous materials, glass, metal, toys, candles, balloons, and pinwheels are not permitted. Unauthorized items will be removed and discarded when observed by cemetery personnel. 3. Flowers will be removed when spent (wilted or dying) or if damaged by weather or wildlife. Due to the open nature of the grounds we cannot guarantee against theft, vandalism or the effects of nature. 4. Floral arrangements accompanying the casket or urn at the time of the burial may be placed on the completed internment site or at the base of the columbarium wall. These items will be removed when spent or damaged by wildlife or weather. 5. Holidays: Flag placement: During Memorial Day, flags will be placed by Pahrump Veterans Advisory committee members or their designated volunteers two days before and picked up two days after the holiday. During Veterans Day, flags will be placed by Pahrump Veterans Advisory committee members or Formatted: Font: 14 pt Formatted: Normal, No bullets or numbering Formatted: Font: Not Bold ---PAGE BREAK--- 8 I P a g e their designated volunteers November 10th and picked up on November 13th Note: Decorations will be discarded as the cemetery does not maintain a “lost and found” for removed items. Memorial and Veterans Day gravesite flags; Only U.S. flags measuring, 12” x 18” flag attached to a 30” tall pole will be displayed during Memorial and Veterans Day weekends each year. The decorating flags are the property of the cemetery, not to be removed by the public. Non-U.S. flags will be removed and discarded when observed by cemetery personnel. Columbarium and Memorial Wall flags; U.S. flags will be placed at the end of the columbarium and Memorial walls the morning of Memorial and Veterans Days and taken down shortly after the event ceremonies. Flag measurements: nylon 3’ x 5’ feet. Christmas wreathes will be placed on all Veteran gravesites by cemetery staff, with assistance from volunteers. Wreathe placement and removal dates will follow the annual “Wreathes Across America” observation dates. All other Holidays: all decorations will be removed the next scheduled maintenance day following the holiday. Decorations will be discarded as the cemetery does not maintain a “lost and found” for removed items. 6. To ensure the dignity and honor of our Veteran’s final resting place, please observe the following rules of behavior while visiting the cemetery grounds: Pets are not allowed except for service animals. No soliciting. Sports or recreational activities of any kind are prohibited. No picnicking. Public gatherings of a partisan nature are prohibited, no unauthorized gatherings are permitted. Loitering in cemetery buildings is prohibited. No cutting, digging, altering, or otherwise damaging the landscape. Boisterous activity, including the playing of loud music is prohibited. Altering a grave marker in any manner is prohibited. For example, marking, sitting on, placing objects upon, attaching stickers, photographs, keepsakes, etc. Jewish “Visitation Stones” are permitted 7. Permanent plantings, statues, fences, vigil lights, breakable objects and similar items are not permitted on the graves. Adornments that are considered offensive, inconsistent with the dignity of the ---PAGE BREAK--- 9 I P a g e cemetery or considered hazardous to cemetery personnel are prohibited. For example, Shepard’s hooks, pinwheels, solar-powered light displays, wind chimes, and/or similar items that may cause injury. Prohibited items will be removed and discarded when observed by cemetery personnel. 8. Decorating benches and trees in the Veterans section is not permitted at any time. 9. Small U.S. flags, no taller than 30 inches can be placed on gravesites by individuals and will be removed at normal floral pick-up or as necessary for grounds maintenance. Non-U.S. flags will be removed from gravesites and discarded when observed by cemetery personnel. 10. Cemetery personnel are not responsible for any items left on gravesites or cemetery property. Formatted: Indent: First line: 0.5" Formatted: Font: 14 pt Formatted: Normal, No bullets or numbering Formatted: Font: 14 pt Formatted: List Paragraph, Indent: Left: 1.25" ---PAGE BREAK--- 10 I P a g e PROCEDURES FOR MANAGEMENT AND MAINTENANCE OF THE MEMORIAL WALL AND THE CONTRIBUTION WALL I. In a location apart from places of internment, the Pahrump Veterans Memorial shall have two walls with the following designations: a. “Memorial Wall” and b. “Contribution Wall” II. Memorial Wall a. The following criteria must be satisfied to be eligible for placement of a plaque on the Memorial Wall: i. The deceased is a veteran as defined in Pahrump Town ordinance 39, Section 110; ii. The deceased veteran meets the criteria for burial set forth in Pahrump Town Ordinance 39, Section 600; and iii. The deceased veteran was a citizen or resident of the Town of Pahrump within the preceding twelve (12) months of his or her death OR the request for placement of the plaque was made by the deceased’s spouse or family member who is a citizen or resident of the Town of Pahrump. b. Allowable plagues for the Memorial Wall are bronze, 6.5” by 9.5”, and issued by the Veterans Administration. For information about government-furnished plaques, headstones, and markers, please contact the Nye County Veterans Service Officer. c. Only the Town of Pahrump staff are permitted to place a plaque on the Memorial Wall. III. Contribution Wall a. The following criteria must be satisfied to be eligible for placement of a 3” x 5” inch brass plaque on the Contribution Wall: Payment of $125.00 or more made payable to the Town of Pahrump, Pahrump Veterans Memorial at the Chief Tecopa Cemetery, and ---PAGE BREAK--- 11 I P a g e (ii) A completed application delivered to Town of Pahrump staff. Applications can be found at the Pahrump Town Office b. Only plaques purchased by the Town of Pahrump may be placed on the Contribution Wall. c. Only the Town of Pahrump staff are permitted to place a plaque on the Contribution Wall. ---PAGE BREAK--- 12 I P a g e WAR MEMORIAL WALK The War Memorial Walk at the Pahrump Veterans Memorial commemorates 13 past war or conflicts to date involving US Veterans. Each war/conflict is marked via an 18x18 granite memorial marker which is engraved with the names of the war/conflict, the dates of the U.S. involvement in the war/conflict, the number of U.S. military personnel deployed, and the number of U.S. military fatalities. Thirteen war/conflicts have been identified. The memorial markers are placed around the parameter of the Pahrump Veterans Memorial, along the walkways starting along the fence line at the multi-purpose building. The war/conflict memorial markers are placed in order of date, oldest to newest. A study guide, with a map of the War Memorial Walk, statistical details and graphs, global location indicator, and a brief description of each war/conflict is available at the Pahrump Town Office. The War Memorial Walk is intended to be used as an educational tool for school classroom studies, Boy & Girl Scout merit badge programs and studies, and for Veteran or Tourist visits. ---PAGE BREAK--- 13 I P a g e MEMORIAL BENCHES PLACED WITHIN THE PAHRUMP VETERANS MEMORIAL Memorial Benches donated by community citizens have been placed around the Pahrump Veterans Memorial section of the Chief Tecopa Cemetery. The only benches allowed to be placed at the Pahrump Veterans Memorial are benches of this same construction, size and style. These benches are constructed of steel bar reinforced, smooth/stained red concrete with a plain back style and are sized at 84” x 24” x36”. The plain back is customized with cast-in-place custom lettering and artwork, with epoxy fill. The weight of each bench is 1,500 lbs. Information to donate a Memorial Bench at the Veterans Memorial can be obtained from either the Pahrump Veterans Memorial Advisory Committee (PVMAC) or by contacting the Town of Pahrump for referral to the PVMAC. Only the Town of Pahrump staff are permitted to place a bench at the Pahrump Veterans Memorial. IF THERE ARE ANY QUESTIONS REGARDING THESE OR ANY OTHER GOVERNING POLICIES PLEASE FEEL FREE TO CONTACT THE TOWN OF PAHRUMP staff. Approved 9-18-2014 Revisions approved 9/15/16 Revisions approved 9/20/18 ---PAGE BREAK--- 14 I P a g e PROCEDURE FOR DONATED ITEMS I. CRITERIA a. All items must be military related. b. All items become the property of the Town of Pahrump and within the authority of the Pahrump Veterans Memorial Advisory Committee (PVMAC) unless otherwise agreed upon at the time of donation. c. The PVMAC will determine if the item is consistent with our mission. d. The PVMAC will determine duration and number of items to be displayed by any person or group at the Pahrump Veterans Memorial (PVM). e. The Town of Pahrump/PVMAC will not be held liable for damage or loss of any items. i. Permanent removal of any donated items must be approved by the PVMAC members. f. Once removal is approved, the PVMAC will notify, in writing, the Town of Pahrump with recommendations for disposal and disposition of the item(s). For example: Town auction for fund raising, selling of item, donate to another entity, etc. g. The PVMAC will establish a Donated Items Subcommittee (DIS) for oversight and the placement of items donated to the PVM. II. TO DONATE AN ITEM a. Complete a Donation and Release Form. Forms are located at the Town of Pahrump Office (2100 E. Walt Williams Dr. Suite #100, Pahrump, NV 89048). b. Once completed form is submitted to the Town of Pahrump staff, they will notify the PVMAC Secretary who will then notify the DIS for further action. ---PAGE BREAK--- 15 I P a g e III. The DIS is responsible for the following: a. To ensure all donated items comply with our mission, and all items are military related, b. Make arrangements with the donor to view the item, c. Determine if there is a potentially suitable location within the PVM for the item(s) to be displayed, d. Determine display duration and the number of items donated by any individual or group, e. Request that potential donated item added to future PVMAC agenda. IV. The donor will be contacted by the DIS and will be invited to attend a future agendized PVMAC meeting, and to bring the donated item(s) and/or current pictures of the item(s) with a written description. V. If the agenized donation is accepted by the PVMAC a member of the DIS will sign the acceptance portion of the Donation and Release Form and the item will be considered accepted. VI. The DIS will coordinate transportation of the donated item to the PVM or another suitable location. VII. The DIS will ensure accurate transfer documentation is completed, including the donor’s signature is on the Permanent Release Authorization portion of the Donation and Release Form, and all original documents are provided to the PVMAC Secretary. VIII. The DIS will maintain an accurate and current inventory of all donations. The PVMAC Secretary will be provided an accurate duplicate of the inventory. IX. Once the donation is in the possession of the PVMAC, and all paperwork has been submitted to the PVMAC Secretary, a Letter of Receipt of Donation will be mailed to the donor by the PVMAC Secretary. I. ATTACHMENTS 1. PVMAC Donation and Release Form 2. PVMAC Donated Items Inventory Log 3. Letter of Receipt of Donation ---PAGE BREAK--- 16 I P a g e THE TOWN OF PAHRUMP/PVMAC WILL NOT BE HELD LIABLE FOR DAMAGE OR LOSS OF ANY ITEM(S). Approved 7/21/16 Revisions approved 9/15/16 Revisions approved 9/20/18 ---PAGE BREAK--- 17 I P a g e TOWN OF PAHRUMP PAHRUMP VETERANS MEMORIAL ADVISORY COMMITTEE INSTRUCTIONS DONATION AND RELEASE FORM Thank you for your donation to the Pahrump Veterans Memorial (PVM) located at the Chief Tecopa Cemetery. Your generous donation provides an opportunity to honor our veterans and educate visitors, especially children, on our American military history. The following steps are necessary for items to be accepted for display at the PVM: 1. The PVMAC is responsible for ensuring all donated items comply with our mission and all items must be military related. 2. The PVMAC will determine display duration and the number of donated items by any individual or group. 3. Complete a Donation and Release Form. Forms are located at the Town Office (400 N. Highway 160, Pahrump, NV 89060, telephone number [PHONE REDACTED]) or from the Town website www.pahrumpnv.org/pahrump-nevada/pahrump-advisory-boards. 4. The completed form should be submitted to the Town Office. The PVMAC Secretary will notify the Donated Item Subcommittee (DIS) of a potential item donation upon notification from the Town Office 5. The DIS will: a. Make arrangements with the donor to view the item, b. Determine if there is a potentially suitable location within the PVM for the item(s) to be displayed, c. Determine display duration and the number of items donated by any individual or group d. Will contact the donor to invite them to attend a future agenized PVMAC meeting, and to bring the donated item(s) and/or current pictures of the item(s) with a written description, e. If the donation is accepted by the PVMAC a member of the DIS will sign the acceptance portion of the Donation and Release Form and the item will be considered accepted, f. Once the item is accepted, transportation of the item to the PVM, or another suitable location, will be coordinate with the donor. 6. Once the donation is in the possession of the PVMAC, and all paperwork has been submitted to the PVMAC, a Letter of Receipt of Donation will be mailed to the donor. THE TOWN OF PAHRUMP/PVMAC WILL NOT BE HELD LIABLE FOR DAMAGE OR LOSS OF ANY ITEM(S) Approved 9/20/18 ---PAGE BREAK--- 18 I P a g e TOWN OF PAHRUMP PAHRUMP VETERANS MEMORIAL ADVISORY COMMITTEE DONATION AND RELEASE FORM ALL ITEMS BECOME THE PROPERTY OF THE TOWN OF PAHRUMP AND WITHIN THE AUTHORITY OF THE PAHRUMP VETERANS MEMORIAL ADVISORY COMMITTEE (PVMAC) UNLESS OTHERWISE AGREED UPON AT THE TIME OF DONATION PERMANENT RELEASE AUTHORIZATION By signing this form, you are affirming that the item(s) you are donating is/are your property, and that you have authority to so donate. List item with description of donated item and attach pictures(s): Donor’s printed full Donor’s printed full Donor’s Telephone Donor’s DIS Member Acceptance: Printed THE TOWN OF PAHRUMP/PVMAC WILL NOT BE HELD LIABLE FOR DAME OR LOSS OF ANY ITEM(S) Approved 9/20/18 ---PAGE BREAK--- 19 I P a g e PAHRUMP VETERANS MEMORIAL ADVISORY COMMITTEE DONATED ITEMS INVENTORY LOG ITEM DONATION ITEM ITEM DESCRIPTION: DONOR’S DONOR’S DONOR’S COPY OF DONATION AND RELEASE FORM ATTACHED: PICTURE(S) ATTACHED: DATE REMOVED FROM DISPOSITION OF ITEM: Approved 9/20/18