HomeMy WebLinkAbout03/07/2017 - Bayham Joint Cemetery Board Municipality of Bayham
Joint Cemetery Board Meetinq Minutes
Bayham Municipal Office, Trackless Lounge
56169 Heritage Line, Straffordville
March 7, 2017 at 7:00 p.m.
Present were: Gerald Taylor, Marlene Carter, Ralph Carter, Franz Sawatzky, Wayne
Casier, Roger James, Jim Tait, John Scott, Lynda Millard, Treasurer Lorne James
and Clerk's Assistant Brenda Gibbons
1. Call to Order&Appointment of Chairman
The meeting was called to order at 7:00 p.m. Jim Tait was appointed Chairman.
2. Disclosure of Pecuniary Interest
No disclosures of pecuniary interest were declared.
3. Review of Items Not on the Agenda
None.
4. Announcements
None.
5. Delegations
None.
6. Minutes of meeting held October 5, 2016 for approval
Moved by: John Scott
Seconded by: Gerald Taylor
THAT the minutes of the Joint Cemetery Board Meeting held October 5, 2016 be
approved as read.
CARRIED
7. Correspondence
a) For Information Only
b) Action Required
a) Municipal Treasurers Report
i. 2016 Year End Financial Reports — provided
The 2016 Year End Financial Report, Income Statement was provided
and discussed in detail
ii. 2016 Care and Maintenance Report— provided
The 2016 Care and Maintenance Report was provided and discussed in
detail. All were in agreement to use the actual rate of return for the
Interest Payments as opposed to the addition of an Interest Supplement.
iii. Other Matters- HST, Care and Maintenance
HST has been paid for all cemeteries with the exception of Calton, due to
the need for a change in Signing Officers which will be formalized
following this meeting.
b) Please bring, or provide in advance a written listing of maintenance works
(tree trimming and removal, requested to be conducted in 2017. The
Municipality will issue a single RFP for the works.
Discussion was held regarding the importance of conducting regular
maintenance work to reduce potential damage and liability issues.
Boards are requested to provide in writing a list of requested maintenance work
for 2017 no later than April 1, 2017.
c) Discussion on frequency of grass cutting
Discussion was held regarding the frequency of grass cutting. Staff were
requested to peruse the current contract to attempt to maintain the frequency at
a reasonable level. It was agreed that all cemeteries are to be cut prior to
Mother's Day, Father's Day and Decoration Day.
8. Unfinished Business
None.
9. New Business
Discussion was held regarding concrete requirements for flat stones, along with vault
requirements. Information was provided regarding fiberglass vaults.
Discussion was held regarding requirements for diggers, etc. performing work in the
cemeteries. Prior to work being conducted, WSIB and liability insurance certificate must
be received.
10. Finances (budget)
None.
11. Other Business
a) Signing Officers for the Calton Cemetery Board
Moved by: John Scott
Seconded by: Marlene Carter
THAT the Municipality of Bayham Joint Cemetery Board appoints Lynda
Millard as Signing Officer for the Calton Cemetery Board;
AND THAT Cheryl James is removed as Signing Officer for the Calton
Cemetery Board.
CARRIED
b) Signing Officers for the Guysboro Cemetery Board
Moved by: Roger James
Seconded by: Lynda Millard
THAT the Municipality of Bayham Joint Cemetery Board appoints Jim Tait
and Vera Dickhout as Signing Officers for the Guysboro Cemetery Board.
CARRIED
b) Advisory Board & Committee Resolution
Moved by: Gerald Taylor
Seconded by: Lynda Millard
THAT the Municipality of Bayham Joint Cemetery Board respectfully
requests the Council of the Municipality of Bayham approves the removal
of George Beard from the Best Cemetery Board and the addition of Dennis
Ball to the Straffordville Cemetery Board.
CARRIED
12. Next Meeting & Adjournment
Moved by: John Scott
Seconded by: Gerald Taylor
THAT the meeting be adjourned at 8:42 p.m. to meet again on Tuesday,
October 17, 2017 at 7:00 p.m.
CARRIED
Chairman Com, 4 —_ Secretary _ _
Date Approv �(/ oC0/�
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