Memorial Bench Policy - Policies, procedures and strategies

Introduction

This policy sets out the provision of memorial benches, plaques and temporary memorials in Hartlepool.

People have a strong emotional connection to Hartlepool and dedicated benches displaying a commemorative plaque, have been installed across the Borough for many years. The Borough now has over 275 benches, placed at various locations, typically celebrating the life of a loved one. The Council supports the wishes of families to commemorate their loved ones in this way but is mindful that these areas are enjoyed by a wide variety of people and they should remain accessible to all.

The Council also recognises that when a loved one passes away unexpectedly that the location can become the focus of grief with the laying of floral tributes and tokens.

This policy sets out the principles and process for,

1. managing and administering benches with dedications and
2. temporary memorial sites.

The aim is to achieve a balance between the demand for commemorative benches and temporary memorials ensuring areas are welcoming and managed for the benefit of all.

The term bench covers all benches with plaques including memorial and commemorative benches. The term temporary memorial covers all locations where there is a public display of grief including the laying of flowers, tributes and tokens.

1. Benches

The term ‘bench’ covers all benches with plaques including memorial and commemorative benches.

The term ‘Donor’ refers to the individual or their representative who has arranged the purchase of the bench.

• All memorial benches are donated for a fixed term of 10 years from the Date of Acceptance (as shown on the Application Form). 
• After 10 years, the Donor has the option to renew their donation by way of a new seat or have the existing one refurbished for a further ten-year period (subject to the condition of the seat).  Charges will be based on current rates at the time of renewal.  The Council will contact the Donor 1 month before the end of the 10 year period.
• It is the responsibility of the Donor to contact the Council with any change of address, otherwise the Council will use the Donor’s last known address for correspondence.  If this proves to be incorrect the Council is not obliged to pursue this matter further and the seat will be removed by the Council following the expiry of the 10-year period. All contact details will be kept in accordance with data protection legislation.
• Once donated the seat becomes the property of the Council and will remain so for the life of the seat.
• No maintenance will be carried out on any seat donated under this Agreement. 
• Memorial benches must be purchased from Hartlepool Council.
• A bench can only be removed or re-located by a representative of the Council.  The Council will liaise with the Donor regarding this however, the Council shall have absolute discretion as to removal and/or relocation of the seat.
• The Council will not be liable for the loss, damage or deterioration of the memorial seat.  The Council will look to offer a replacement seat to the Donor, but this will be at the standard charge applicable at the time.
• The Council will try and accommodate the Donor’s preference for the seat location, but the final location will be at the discretion of the Council.
• The Council reserves the right to reposition the seat to accommodate future works or alterations/changes to the location of the seat.
• The seat and the area around it should remain free of additional decorations. Only flowers at the time of an anniversary will be permitted and will be removed following a period of two weeks. Any other items are unauthorised and will be removed.

2. Removal and relocation notices

• At the end of the ten-year period or if a bench needs to be moved before this, and the Council cannot locate the Donnor, a notice will be placed on the bench asking them to get in touch within 28 days. If there is no contact by the Donor, then the bench will be moved and/or relocated.
• If removed, the plaque will be stored for a three month period and if not claimed, disposed of.

3. Plaques

• Only plaques ordered via Hartlepool Council can be fixed onto a memorial seat.
• The Council reserves the right to reject any inscription which it considers to be unsuitable or offensive.
• Commemorative plaques fitted to benches are 6” x 2”. This allows space for approximately 4 lines with 22 letters, to include spaces, on each line.
• The inscription on the plaque, once it has been manufactured, may not be altered or amended by anyone other than a representative of the Council.  The Council will remove any such plaque which has been altered without the permission of the Council.
• If the Donor wishes to make changes to the wording on the plaque after it has been produced or installed, the Donor will be charged for the replacement plaque.
• If the Donor wishes to add a further plaque to the seat after it has been installed, this is subject to agreement with the Council. The purchase of a further plaque from the Council does not be extend the donation period of the bench.
• The Council will not be liable for the cost of replacing a plaque that’s stolen, damaged or vandalised. However, the Donor may pay for a replacement plaque, which the Council will install free of charge.
• It is the responsibility of the Donor to contact the Council with any change of address, otherwise the Council will use the Donor’s last known address.  These details will be kept in accordance with data protection legislation. Should contact details not be available, or the Council be unable to make contact, after having made reasonable attempts, the Council will remove the plaque. The bench will either then be replaced or rededicated with a new memorial plaque.
• The Council will hold the plaque for a period of three months for the Donor to collect. After this time, the Council will relocate it to a suitable location.
• Applications for commemorative plaques for pets will not be granted.

4. Historic agreements

• For those benches that have been donated prior to September 2021 and without an active agreement in place, the Council reserves the right to replace benches or plaques that have been in situ for more than 10 years.
• The Donor (should the Council be in possession of current contact details), will be contacted and offered first refusal to enter into a further 10 years agreement. If we have not heard from the Donar within the allotted timeframe (28 days) the plaque and/or bench will be removed. 
• A Donor must be able to provde written evidence of a maintenance agreement for a bench, should they wish to challenge the Council's decision to remove or relocate it. 

5. Temporary memorials

It is accepted that the grieving process is a private and emotional process of which the council has no wish to interfere or intrude, especially in the immediate days after an event.  These guidelines are not to result in the immediate removal of a memorial, but to control the establishment of something which could cause upset to others, or provide a distraction, for example if located on or close to a road. 

• After an incident an officer of the council will liaise with appropriate parties to discuss any memorials and their location.
• At an appropriate time, a discussion regarding the length of time a temporary memorial could remain in a location will be agreed.
• A notice will be placed on any temporary memorial to let individuals know when it will be removed, and where any items will be kept for a period of one month, should someone wish to retrieve these.
• If, on the anniversary of an incident, a temporary memorial is put in place, officers will again liaise with relevant parties to discuss the appropriate length of time this can remain.
• Where memorial sites are close to roads an assessment will be carried out by appropriate officers and suggestions made in order to ensure they will not impact on road safety.
• Where memorial sites are close to properties, residents’ views may be taken into consideration in deciding where items are placed and the length of time they should remain.
• It a bench, tree or similar more permanent memorial is requested in a location, this will be considered on a case by case basis.
• Information will be provided to relevant parties regarding opportunities for a more permanent memorial, through the options which existed at the time.