Appendix B- MOUNTAIN HOME NATIONAL CEMETERY Monument Activities SOP - MHNC-SOP-26-017 Monument Activities.pdf

Mountain Home National Cemetery Standard Operating Procedures

MHNC-SOP-26-017

December 9, 2025

MONUMENT ACTIVITIES

1. PURPOSE: To establish a Standard Operating Procedure (SOP) for performing monument activities, including headstone, flat marker, and niche covers, at both the Mountain Home National Cemetery (MHNC) and Knoxville National Cemetery (KNC) and to assign the responsibilities associated with this process.

2. POLICY: All monument activities will be completed in a timely and accurate manner that is in accordance with (IAW) the National Cemetery Administration (NCA) National Shrine Commitment guidelines and procedures.

3. SAFETY and SECURITY: All required personal protective equipment (PPE) will be utilized and worn IAW the NCA Southeast District (SED) Safety Handbook. All equipment will be operated and maintained IAW MHNC SOPs. All personally identifiable information (PII) will be secured and protected IAW current NCA standards and procedures.

4. PROCEDURES:

a. Ordering a monument.

(1) Designated personnel will check the Burial Operations Support System (BOSS) data in order to (IOT) ensure accuracy when confirming monument inscription data with family.

(2) Cemetery staff will order and approve the permanent monument through BOSS within ten calendar days of interment.

b. Receiving a monument.

(1) Cemetery staff or contractors will ensure the delivery driver signs every bill-of-laden (BOL).

(2) Permanent monuments received at the cemetery will be checked for quality and inscription accuracy against the Monument Order Acknowledgement Receipt (MOAR) in accordance with NCA Handbook 3320/1 - Receipt and Inspection of Government- Furnished Headstones/Markers.

a.) In the event that cemetery staff or contractors are unable to properly inspect each item at time of delivery, the words “under review” need to be written under the driver’s signature IOT account for any damages received that are not observed at the time of delivery.

b.) When damage or incorrectly inscribed monuments are discovered, a cemetery supervisor must be notified, immediately. It must then be annotated as to whether it was banded, whether it was standing or flat on the pallet, or if the pallet itself was damaged.

c.) Damaged monuments or ones with incorrect inscriptions will be reordered in BOSS within two working days and annotated on the MHNC reorder tracker.

d.) After inspection, upright marble headstones and flat markers will be stored on edge in the receiving area prior to being set.

e.) Reverse Inscription inscribed on upright marble headstones will be checked for accuracy and verified by the Foreman or Contracting Officer Representative (COR) using the MOAR log. If the inscription is incorrect, it will be reported immediately and then set or destroyed, as directed by a cemetery supervisor. Additionally, these are reported to the Cemetery Administrative Specialist (CAS) and entered in the MHNC Monuments Reorder Tracker spreadsheet before they are reordered in BOSS.

c. Setting a monument.

1. Permanent monuments will be set within ten days of receipt IAW the NCA Operational Standards and Measures and the Organizational Assessment and Improvement (OAI) Guide for proper height, alignment, plumb, and visually pleasing appearance using the cemetery gravesite layout plan (GLP). BOSS will be updated to reflect placement of permanent monuments by the CAS, Cemetery Technician or Foreman, from the Monument Set Sheet.

2. The Foreman or COR will ensure timely setting of all monuments, while checking and verifying accurate location of each using the current cemetery GLP by the end of each day. All graves will be marked with a permanent monument within sixty

(60) days.

3. Monuments will be installed consistent with the GLP. Prior to setting any monument, the cemetery staff assigned must confirm the monument information agrees with the GLP and temporary marker. If the monument is a replacement, cemetery staff will also verify with existing monument inscribed name and gravesite.

4. IAW enclosure (1), headstones and flat markers are set in accordance with the current NCA Standards and Measures using tape measures, string lines, control markers, torpedo levels, proper material (aggregate, soil), and tampers.

5. IAW enclosure (1), upright headstones and flat marker sockets are lined with fine crushed rock then backfilled with soil to finish grade and tamped. Seed or sod will be placed during the growing season along with topsoil to promote turf growth.

6. All upright marble headstones will be uniform in height (24 to 26 inches above ground), plumb, as well as horizontally, vertically, and diagonally aligned, with inscription visible and legible. Upright headstones will be installed within the burial section to ensure an aesthetically pleasing top line while compensating for ground contours.

7. All flat markers will be uniform in height (parallel to the ground, no more than one inch above grade) as well as horizontally, vertically, and diagonally aligned, with inscriptions visible and legible compensating for ground contours. Screened stone will be used underneath all flat markers to ensure height of markers.

8. In the event of headstone removal, the headstone socket will be plugged with a cemetery box and even with grade to prevent injuries to visitors. A temporary marker will mark the grave until the new stone is installed. Upright headstones in the crypt sections and flat markers will be disposed of by burying it in the site after the final interment. All other monuments to be destroyed will be entered into a log, verified by the Foreman or COR. All monuments will be disposed of in a manner that is respectful and prevents reuse by being broken into illegible pieces and disposed of in the proper refuse container.

9. If an upright headstone is damaged during cemetery operations, it will be immediately reported to the Foreman and administration staff, so that the CAS can make an entry in the MHNC Monuments Reorder Tracker spreadsheet before it is reordered in BOSS within two (2) workdays. The Foreman or COR will send a picture of the damaged stone to administration staff along with a damage report.

10. The Foreman or COR will be responsible for verifying the monument installation by the end of each day and providing the set date information to be written on the Monument Set Sheet. This information will be entered into BOSS by the CAS or Cemetery Technician.

11. Care will be taken when mowing, trimming, and excavating gravesites around all upright headstones and flat marker areas. Any damage from cemetery operations will be reported to the supervisor for corrective action (sanding or reordering as needed). All employees are to report any vandalism of any monuments immediately upon identification (i.e., graffiti, markings, drawings). A photo of the damaged monument will be recorded, and the administration staff informed. The photo will be scanned into BOSS records and a letter sent to the family by the Cemetery Director regarding the vandalism. If the monument cannot be repaired, it will be reported to the CAS who will make an entry in the MHNC Monuments Reorder Tracker spreadsheet before it is reordered in BOSS within two (2) workdays. A new temporary marker will be set at the affected gravesite with “Reorder” written on it.

12. Using the Monument Set Sheet the COR verifies the location, height, alignment, plumb, grade and cleanliness of the monument and gravesite. Then, using survey 123, records Global Positioning System (GPS) coordinates of the monument, records front and back images of the monument, and inputs decedent information from the inscription IAW the Trimble R2 GPS Collection Procedures Technical Bulletin v.2.1. Information will be submitted and reviewed by the foreman or COR for accuracy prior to being submitted to NCA GPS/ Geographic Information System (GIS) team.

13. Every growing season, upright headstones and flat markers that are identified as in need of raising and realignment will be documented on a Stone Damage Report and used to assign work by the Foreman or COR, or to coordinate contractor support.

14. Every growing season, monuments identified as chipped or in need of cleaning will be documented on a Stone Damage Report and used to assign work. Completed work is spot-checked by the Foreman.

15. The Monument Set Sheet, all items scanned into BOSS, and checklists used are kept by the CAS in the administration building and updated by the end of each workday.

These records are kept no less than 3 years in the cemetery’s files.

References: NCA Handbook 3315

NCA Handbook 3320/1 NCA Notice 2013-02 NCA Notice 2012-01 NCA Notice 2011-05 BOSS User Guide NCA Operational Standards and Measures V.FEB21 Trimble R2 GPS Collection Procedures Technical Bulletin v.2.1

Richard Muñoz Cemetery Director