Bylaws and Rules

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I.     NAME

The name of this non-profit organization shall be The Piney Grove Cemetery. (PGC)

Tax Map Number: 002898-01-007

EIN Number: 57-1040959

Cemetery Address:   

Piney Grove Cemetery

433 Piney Grove Road

Columbia, SC 29210

Mailing Address: (Same as above)

Website: www.pineygrovecemetery1897.org (this site)

Email Address: pineygrovecemetery@gmaill.com

II.      PURPOSE

A.        To oversee and provide rules and guidelines governing the cemetery.

`   (See rules below)

1.         Graves, Plots, and Authentication

2.         Assessments/Fees/Penalties, Grave(s) Sale

3.        Burial /Grave Marker Policies

4.        Maintenance

5.        Cemetery Entry

6.        Abandon Plot(s)/Grave(s) Disposition

7.        Approved Forms and General Information

B.        To collect and disburse funds of the PGC.

C.        To keep records of family plots by names and numbers.

D.        To provide a means for collectively addressing cemetery problems as a whole and draw upon resources to
    implement solutions.

E.        To provide a means for the general upkeep and appearance of cemetery.

F.        To inform co-owners/custodians of all pertinent matters pertaining to the cemetery.

III.   MEMBERSHIP

Membership shall be open to all persons who have a financial obligation or patronage in the Piney Grove Cemetery and are interested in and supportive of the Pine Grove Cemetery and who subscribe to the organization's Constitution, Bylaws and Rules.

IV.    FEES

Annual maintenance fees (January - December) and assessments shall be determined by the PGC per family plot and shall be payable no later than June 30 of each year. (See Rule #2)

Maintenance fees and assessments must be current prior to a burial in the cemetery.  Fees are retroactive to the last payment.

Funeral Directors must obtain written clearance from the Piney Grove Cemetery prior to any activity in the cemetery.

V.     MEETINGS

The PGC shall meet quarterly on the third Tuesday of the months of January, April, July, and October.  Special meetings may be called by the President as deemed necessary.

VI.    OFFICERS

Members in good standing of the PGC shall be eligible for appointed or elected office.  (Good standing – All fees current) 

The officers shall be:  President, Vice President, Secretary, Treasurer/Financial Secretary, and Chaplain.

Officers shall be elected for a four (4) year term and may be elected for an additional term after the office has been vacated for at least one (1) year

VII.  DUTIES OF OFFICERS

President

It shall be the duty of the President to preside at all meetings; to prepare the agenda; to oversee all communications; to appoint committees; to approve expenditures,  to appoint five (5) – (6th Trustee approved at 15 April 2025 meeting)  Trustees that are to be confirmed by the Piney Grove Cemetery, to annually approve procedures established by the Secretary and Treasurer to ensure records are accessible and recoverable.  It is recommended that Trustee appointments, confirmation and approvals be completed prior to January 1st of a coming year.

Vice President

It shall be the duty of the Vice President to perform all duties of the office of President in the absence, incapacitation of or at the request of the President.  The Vice President shall become President if the office of President becomes vacant.

Secretary

It shall be the duty of the Secretary to record minutes of all meetings; to maintain records and files of the PGC, to establish a procedure to insure that records are accessible and recoverable.  In the absence of the Secretary, the President shall appoint an acting Secretary.

Treasurer/Financial Secretary

It shall be the duty of the Treasurer/Financial Secretary to collect all monies of the PGC; to maintain a detailed record of all monies received; to deposit all monies received; to keep an accurate record of all financial matters of the PGC; to disburse monies with appropriate approval; to assist with outgoing correspondence; to present a financial statement to the PGC at each quarterly meeting and to establish a procedure to insure that records are accessible and recoverable.

Chaplain

It shall be the duty of the Chaplain to conduct an inspirational devotion at the beginning of each meeting; to provide an inspirational closing for each meeting; to serve as a spiritual guide for the organization.

VIII.   TRUSTEES

Volunteers shall be solicited to serve as Trustees per the approval of the President.  The PGC shall have five (6) trustees. (Sixth Trustee approved at 15 April 2025 meeting)

Trustees shall be appointed annually to serve a designated term of one year.

Duties of Trustees

It shall be the duty of a Trustee to respond to calls related to cemetery matters; to refer callers to the appropriate source; to open the gates of the cemetery for entrance as needed.

IX.    AMENDMENTS, BYLAWS, and RULES

The Constitution/Bylaws of the PGC may be amended by a 2/3 vote of members present, provided the amendment(s) has/have been presented at a previous meeting.

RULES

A.        Graves, Plots, and Authentication

Piney Grove Cemetery shall be used for no other purpose than the burial of human remains, including ashes of human remains.  The actual land/property ownership is retained by the cemetery.  Members only have burial rights by paying fees described hereafter.

1.      Graves –

The normal size of a burial space (grave) is four feet by eight feet (4 ft. X 8 ft.)  Larger or smaller burial spaces will be allocated by the PGC as necessary. 

2.      Plots

In the late 1800’s the original Piney Grove families by name were given the right to be buried in plots.  A plot is a parcel of land in the Piney Grove Cemetery property dimensioned by the founders of the Cemetery.  Within a plot are a number of burial spaces (greater than 1)

a.        Plot Ownership and succession

A plot is generally owned by a family. The family names have been passed down through generations to the present co-owner/custodian.  Upon the death of the original owner the legal order of succession is as follows:

• Surviving spouse and the owner’s children

• Owner’s parents

• Owner’s brother and sisters

• Owner’s closest next of kin (Authentication of next of kin must be a reasonable understandable progression with a link to the original owner or their family. Such authentication is to be presented verbally or in writing to (2) Trustees and the President of the PGC.)  The organization reserves the right to accept or reject authentication presented.

3.      Transfer of and Grave Ownership

No transfer, sale or assignment of a plot, or grave, or any interest therein shall be valid until such has been approved by the currently listed co-owner/custodian and the PGC.

All transfers, sales or assignments shall be presented to at least one Trustee and the President of the PGC.  Following the presentation and the initial approval or disapproval, they are to be reviewed by the PGC at a regularly scheduled or call meeting. 

Legal Plots which are already assigned, normally are not sold or for sale.  However, should a plot be reclaimed, the price for a plot shall be determined by the PGC.  Documents such as wills denoting transfer shall be considered following presentation by the PGC.

Any transfer, sale or assignment of a plot, or grave not approved by the PGC shall be considered null and void.  

4.      Grave/Plot Policies

• All plots and graves shall be subjected to the rules and regulations heretofore established or which may hereafter be established, whether or not the same appear in the Bylaws and Rules adopted when acquired or after the sale of such plots or graves.

• The PGC reserves the right to resurvey and subdivide any plot or parts thereof. 

• All ground breaking for graves, interments and dis-interments shall be done only after approval by the PGC.  

• Before a disinterment may be made, there must be obtained the written consent of the currently listed co-owner/custodian of the plot, PGC, and an order from legitimate court authority. 

• As necessary, the approval instrument for disinterment shall be supplied by the PGC.

B.        Assessments/Fees/Penalties, Grave(s) Sale

1.      Maintenance Fee (Plot and Grave Owners/Custodians)

All plot and grave owners/custodians are required to pay an annual maintenance/administration fee. 

The fee is $ 30.00 per year.

The annual fee covers the period of January through December.

This fee is to payable no later than June 30th of each year. 

Should the annual fee be delinquent August 1st, a 33.3%, ($10.00) delinquent penalty is added for that year, brining the new total to $40.00. 

In subsequent delinquent years the annual fee/ assessment is $40.00 beginning January 1st and will remain so for each year until fees are caught up. 

The year following settlement of delinquent fees or assessments, the maintenance fee returns to the standard $30.00 per year.

Other assessments may be levied to Plots or Grave co-owners/custodians by the PGC. 

Such assessments may not only involve delinquent fees but also corrections of violated cemetery appearance rules, headstone procurement, etc.  

(For information regarding fees on newly purchased graves, see sale of graves below)

2.      Sale of Graves by Plot Owners/Custodians

A current co-owner/custodian in good standing, i.e., fees current, are allowed to sell a grave or graves under the following policies:

• Only co-owners/custodians approved by the PGC are allowed to sell graves

• The PGC must be notified in writing and approval given prior to the sale by the co-owner/custodian. 

• Any sale, purchase or transfer not approved by the PGC shall be considered null and void.  

• The land/property is not sold, only the rights to be buried. 

• All intended users must exist in human form when the grave is sold and purchased. 

• The intended user must be clearly identified within the written document.

• Selling a grave does not relieve plot co-owners/custodians of the annual assessment; the annual assessment rules remain in effect.

3.      Sale of Graves by Grave Owners/Custodians
    A current grave owner/custodian may only sell an unneeded grave(s) back to PGC.

4.      Sale of Graves by Grave PGC

a.         Sale of Plots

Plots which are already assigned normally are not sold or for sale.  However, should a plot be reclaimed, the price for a plot shall be determined by the PGC.

b.        Sale of Graves

Plots which are already assigned normally are not sold or for sale.  However, should a plot be reclaimed, the price for a plot shall be determined by the PGC. The PGC reserve the right to sell graves.

The price of grave in the Pine Grove Cemetery is $1000.

This sum must be paid with six months of the initial installment.

Should payments exceed 6 months the sale shall be cancelled and funds returned to the prospective buyer. Should grave(s) already be used, legal action for collection will be filed by the PGC.

The buyer/ intended user(s) of the grave(s) are also subject to the assessments, fees and rules above, currently, $30.00 per grave per year with delinquent penalties as stated in Maintenance Fee above.

The maintenance fee for grave(s) sold between January 1st and June 30th shall be due that year.

For grave(s) sold between August 1st and December 31st, the maintenance fee shall be due the following year.

C.        Burial Grave Marker Policies

1.      Burial Policy

In the event of a death, a trustee should be contacted to start internment process.

a.        The trustee shall complete the Clearance for Burial Form (below)

b.        Upon form approvals, burial is permitted.

Plots which are already assigned, normally are not sold or for sale.  However, should a plot be reclaimed, the price for a plot shall be determined by the PGC.

2.      Grave Marker Policy

Adherence to this marker requirement for a grave marker shall be a part of every application for interment in Piney Grove Cemetery.

a.        For each interment/grave a headstone marker is required.

• The marker shall be placed at the head of the grave above grade level no later than six months from the date of burial.

• The minimum size of the visible portion of the marker is to be (5) inches by (10) inches (5” X 10”).

• Marker materials must be high quality standard bronze or granite.

• The marker must show a minimum of the person’s legal name, date of birth and date of death.

• The marker inscriptions also must be entirely visible above grade.

• One (optional) foot marker of similar materials will be allowed per grave and must be placed at grade level.

b.        In the event that a grave marker is not in place within six months of the date of burial:

• PGC shall purchase and install a marker in accordance with the above standards. 

• The purchase and installation cost of the marker shall be added to the plot co-owner/custodian or grave owner/custodian fees.  A certified letter shall be mailed informing the plot co-owner/custodian or grave owner/custodian of this action and cost. Future burials shall not be allowed until such cost is paid.

c.        In addition to the minimum grave marker and inscriptions, additional markers and inscriptions are allowed. 

However, if any monument, head stone, structure, or inscription placed on a grave or marker, shall be determined by the PGC to be offensive or improper or injurious to the appearance of the surrounding lots or grounds, the PGC shall have the right to remove same.

D.        Maintenance

The PGC has the authority to at any time enter upon any plot or grave to keep same neat, and clear of unsightly foliage which includes, trees, grass, weeds, wilted flowers, and debris. 

The Cemetery reserves the right to remove any artifacts from the grave, i.e., artificial flowers, stuffed animals, ribbons, bows, dead plantings which are determined to be unsightly or faded and present a detriment to the natural beauty of the cemetery.  The PGC reserves the right to use their discretion to make these decisions.

Owners/custodians may not plant or remove any trees or shrubs without the permission of the PGC.  

E.        Cemetery Entry

1.      Pedestrian Gate

The pedestrian gate is to remain open at all times unless determined by the PGC that it should be locked.

2.      Vehicular Gate

The vehicular Piney Grove Cemetery gates will be opened by a trustee upon verbal or written request. 

A list of Trustee contacts and telephone numbers with keys are posted on the left column of cemetery entrance.

The PGC reserves the right to use their discretion to make entry decisions.

F.        Abandoned Plot(s) / Graves(s) Disposition

PGC may reclaim graves/plots under the following conditions. Following reclamation, the disposition of a plot or grave shall be used as the PGC sees fit.   

However, after reclamation, if reasonable, understandable evidence is presented verbally or in writing from an appropriate descendant, provisions for burial in the Piney Grove Cemetery shall be considered by the PGC.  The final decision for entry and location shall be determined by the PGC. 

1.      Abandoned Plots

If no burial has been made or provisions made for satisfying fees and/or assessments for a period of 25 years, the plot or grave is automatically reclaimed by the PGC.

2.      Reclamation

Where there has been no burials or provisions made to satisfy fees or assessments and the need exists to reclaim a grave or plot prior to 25 years, the procedure is as follows:

a.   PGC approval to start reclamation procedures at a regularly scheduled meeting.  (Minutes to reflect)

b.   Certified letter mailed to the last known address

c.   Legal notice announcing reclamation in local newspaper(s).