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HomeMy WebLinkAboutBy-law No. 2012-065 THE CORPORATION OF THE MUNICIPALITY OF BAYHAM BY-LAW NO. 2012-065 A BY-LAW TO ESTABLISH THE TERMS OF REFERENCE FOR BAYHAM CEMETERY BOARDS WHEREAS the Council of the Corporation of the Municipality of Bayham is responsible for the operation and maintenance of the following cemeteries within the Municipality: Bayham Cemeteries With Boards Bayham West(Richmond) Best(Corinth) Calton Eden Dobbie Guysboro Smuck Straffordville Cemeteries Without Boards Claus Edison Firby Light Old Eden Old Richmond (Godwin) Otter Valley Stanton Amerman Hutchison Hemlock Creek Abandoned Estherville (Old Port Burwell) (Otter Valley Baptist) AND WHEREAS the Council considers it expedient to establish a Joint Cemetery Board and individual Cemetery Boards to support the maintenance and operation of the Municipal cemeteries; THEREFORE THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF BAYHAM ENACTS AS FOLLOWS: 1. THAT the Council of The Corporation of the Municipality of Bayham hereby establishes a Bayham Joint Cemetery Board and individual boards to be known as the: Bayham West Cemetery Board Best Cemetery Board Calton Cemetery Board Dobbie Cemetery Board Eden Cemetery Board Guysboro Cemetery Board Smuck Cemetery Board and Straffordville Cemetery Board whose terms of reference are set out in Schedule "A" attached hereto and forming part of this by-law. 2. THAT the said Boards shall be considered as Boards of Council and all members shall be appointed by Council as set out in the Terms of Reference. B/L 2012-065 _ 2 - 3. THAT the said Boards shall operate in accordance with the said Terms of Reference which are hereby adopted. 4. THAT this By-lawestablishing the Cemetery Boards as set out in said Schedule "A" attached shall come into full force and effect upon final passage of this by-law. READ A FIRST AND SECOND TIME this 7th day of June 2012. READ A THIRD TIME AND FINALLY PASSED this 7th day of June 2012. MAYOR CLERK BIL 2012-065 - 3 - Schedule "A"to B/L 2012-065 CEMETERY BOARD STRUCTURE & TERMS OF REFERENCE 1. Name This board shall be called the Bayham Joint Cemeteries Board. 2. Purpose & Objectives To co-ordinate and support the efforts in pursuing consistency among the Individual Bayham Cemetery Boards, and ensuring compliance with the requirements of the Funeral, Burial, Cremation Services Act, 2002 (FBCSA) and Regulations, as amended from time to time. 3. Structure This Board shall consist of one(1) voting representative of each Bayham Cemetery Board and one member from the Bayham Municipal Council. 4. Meetings This Board shall meet semi-annually, or as deemed necessary and mutually agreed to by the Cemetery Board. 5. Quorum A quorum shall be 50% +1 of members. 6. Deputations 6.1 Shall be held at the beginning of each meeting. 6.2 All meetings shall go "In Camera" at the discretion of the Chairman, or a majority vote of members present. 7. Election 7.1 Nominations for Officers shall be held in November or December for the following year. 7.2 Year end shall be December 31. New Officers assume positions January 1st. 8. Officers 8.1 Officers shall consist of a Chairman, and Vice-chairman, selected from alternative individual cemetery board representatives each term, and holding office for a three year term. 8.2 The Secretary of the Joint Board shall be a Municipal staff member appointed by Council. B/L 2012-065 - 4- 9. Duties of Officers 9.1 Chairman_Volunteer appointed from membership at each meeting Call the meeting to order at the specified time. Sign minutes upon approval. Be organized and informed and conduct the meeting in an orderly manner. Make announcements of interest to members. Make him/herself aware of the business to come regularly before the meeting. 9.2 Secretary Prepare a written agenda for each meeting. Keep accurate record of proceedings of meetings (minutes). Prepare an agenda, with the assistance of the chairman. See that old business is brought to the attention of the chairman. Call the meeting to order in absence of Chairman and Vice-chairman, and preside until a chairman is appointed, which should be immediately. Assist with administrative/financiall operating and capital budget preparation and follow-up, as necessary,making her/himself available to provide assistance at the request of individual cemetery boards. INDIVIDUAL BAYHAM CEMETERY BOARDS 10. Purpose & Objectives 10.1 Individual Boards shall be established to be responsible for the maintenance and operation of each of the following individual cemeteries in the Municipality of Bayham and be known as: The Straffordville Cemetery Board The Smuck Cemetery Board The Eden Cemetery Board The Calton Cemetery Board The Guysboro Cemetery Board The Dobbie Cemetery Board The Best Cemetery Board The Bayham West Cemetery Board 10.2 The above Boards may initiate and undertake other projects, in regard to cemeteries without any individual Board structure at this time, either individually or jointly. 10.3 Other Municipal Cemeteries acknowledged as having no individual board structure at this time include: Light Edison Claus Stanton Firby Old Eden Old Richmond (Godwin) Otter Valley Estherville (also know as Otter Valley Baptist& Old Port Burwell Amerman Abandoned Hemlock Creek Hutchison 11. Structure& Term 11.1 Each Cemetery Board shall consist of a minimum of three(3) volunteer members, to be confirmed by by-law annually by the Council of the Municipality. B/L 2012-065 - 5 11.2 Appointment shall be for a one, two or three (1, 2 or 3) year term at the discretion of the individual Board. 12. Meetings 12.1 Each Board shall meet on an as needed basis or a minimum of two (2) times a year, at a time and place as agreed by the individual Board members. 12.2 Special meetings may be called by the Chairman or at the request of two Board members. 13. Quorum A quorum shall be 50% +1 of members. 14. Deputations 14.1 Deputations shall be held at the beginning of each meeting. 14.2 All meetings shall go "In Camera" at the discretion of the Chairman, or a majority vote of members present. 15. Election 15.1 Nominations for Officers shall be held in November or December for the following year. 15.2 Year end shall be December 31. New Officers assume positions January 1st 16. Officers Officers shall consist of a Chairman, Vice-Chairman and a Secretary-treasurer, Selected from the volunteer members, holding office for a two year term,being eligible for re-election, not to hold office for more than two (2) terms, at the discretion of the individual Board. 17. Duties of Officers 17.1 Chairman Prepare an agenda for each meeting (with the assistance of the Secretary- treasurer). Call the meeting to order at the specified time. Be organized and informed and conduct the meeting in an orderly manner. Make announcements of interest to members. Make him/herself aware of the business to come regularly before the meeting. 17.2 Vice-Chairman Acts in the capacity of the Chairman in his/her absence. BIL 2012-065 - 6 - 17.3 Secretary-Treasurer Keep accurate record of proceedings of meetings (minutes). Prepare an agenda, with the assistance of the Chairman. See that old business is brought to the attention of the Chairman. Keep a current list of members (forwarding a copy to the Municipal Council at the beginning of each new term) and an attendance record. If unable to attend a meeting, see that the minute book and other correspondence and information are forwarded to the Chairman prior to the meeting. Take charge of all documents belonging to the Board. Call the meeting to order in absence of Chairman and Vice-Chairman, and presides until an Acting Chairman is appointed, which should be immediately. Keep an accurate up-to-date record of income, expenses and balance on hand, reporting regularly at meetings. Make bank deposits, and pay invoices promptly, assuming responsibility for all banking procedures, as authorized by the Board. Prepare and submit annual information to the Municipal Office as required. 18. Members Shall be volunteers Shall be responsible to attend meetings regularly, at the appointed time Shall support the purpose and objectives of the Board No member shall exercise the right to more than one vote on any matter Shall be eligible for reappointment to the Board 19. New Members 19.1 Each Board shall recommend names of volunteers to Council for appointment to the individual Board. 20. Absentee If members miss more than two (2) consecutive meetings except for health or special circumstances, the remaining members of the individual Board may request Council to appoint a recommended replacement for the remainder of the term.