HomeMy WebLinkAbout04/06/2016 - Bayham Joint Cemetery Board (2) Municipality of Bayham
Joint Cemetery Board Meeting Agenda
Bayham Municipal Office, Council Chambers
9344 Plank Road, Straffordville
April 6, 2016 at 7:00 p.m.
1. Call to Order & Appointment of Chairman
2. Disclosure of Pecuniary Interest
3. Review of Items Not on the Agenda
4. Announcements
5. Delegations
6. Minutes of meeting held November 24, 2015 for
approval
7. Correspondence
7.1 For Information Only
a) Cemetery By-law 2015-116 — Still with the Bereavement Authority of Ontario
awaiting approval.
7.2 Action Required
a) Municipal Treasurers Report
a. 2015 Year End Financial Reports - provided
b. 2015 Care and Maintenance Report— provided
c. Other Matters- HST, Care and Maintenance
b) 2016 Maintenance
a. Please bring, or provide in advance a written listing of maintenance
works (tree trimming and removal, requested to be conducted in
2016. The Municipality will issue a single RFP for the works.
8. Unfinished Business
9. New Business
10. Finances (budget)
11. Other Business
12. Next Meeting & Adjournment
Municipality of Bayham DRAFT
Joint Cemetery Board Meeting Minutes
Bayham Municipal Office, Council Chambers
9344 Plank Road, Straffordville
Tuesday, November 24, 2015 at 7:00 p.m.
Present were: Ralph Carter, Jim Tait, John Reddecop, John Scott, Roger and Cheryl James,
Franz Sawatzky, Ben Sawatzky, David Andrews, Lynda Millard, Secretary and Lorne James,
Treasurer.
1. Call to Order&Appointment of Chairman
The meeting was called to order at 7:00 p.m. Roger James volunteered to act as
Chairman.
2. Disclosure of Pecuniary Interest None
3. Review of Items Not on the Agenda N/A
4. Announcements
The Secretary noted that Council has approved the purchase and installation of two
columbarium units by the Straffordville Cemetery Board.
It was also noted that some of the proceeds from the sale of the Calton Community hall
may be provided to the Calton Cemetery Board for much needed upgrades to the
existing laneway and sufficient access to the expansion there.
5. Delegation(s)None
6. Minutes of meetings held Tuesday,April 7 and August 25,2015 for approval
Moved by John Scott
Seconded by John Reddecop
That the minutes of the regular meeting held April 7 and special meeting held
August 25,2015 be approved as circulated. Carried
7. Correspondence
7.1 For information only
7.2 Action required
(a) Treasurer's Review of annual reporting requirements.
Discussion with members included review of required forms, documents for
submission, bank fees, HST compliance, death and burial information and
disbursement of Care &Maintenance Fund interest.
Joint Cemetery Board draft minutes of meeting held November... Page 68 of 92
Joint Cemeteries Meeting Minutes -2 - November 24,2015
(b) The 2015 spreadsheet regarding individual cemetery interest rate calculations
were handed out and explained by the Treasurer. Interest payment cheques
were provided,as applicable.
(c) 2015 invoices for reimbursement to the Municipality for grass cutting costs
were handed out by Treasurer and discussed.
Secretary-Treasurers completed and submitted their cheques for grass cutting costs
to the Treasurer.
(d) Review of grass-cutting for 2015
Members acknowledged their support for grass cutting services based on an
average of 10 to 12 cuts for each cemetery during the season.
(e) Cemetery By-law 2015-116 was handed out.
The Secretary advised Board Members that the by-law was approved by Council on
November 19th, notices have been placed at each site and in the local papers and
reviewed the fee schedule and responded to questions. A copy of the by-law has
also being mailed or delivered to local funeral homes, monument dealers and others
providing services to the municipal cemeteries.
The necessary documents will also be sent to the Registrar at the Cemetery
Regulation Unit for final approval. Secretary-Treasurers will be advised upon return
of the approved by-law (and changes, if any), upon receipt by the Municipality, to
take effect immediately.
Approved copies will be provided to the Secretary-Treasurers and for handout to new
cemetery supply purchasers.
Board members were encouraged to read the whole document and direct any
questions to the CAO Paul Shipway.
Moved by John Scott
Seconded by David Andrews
That items 7.2(a)through 7.2(e) be received for information. Carried
8. Unfinished Business none
9. New Business none
10. Finances(budget)
Members were advised that some clean-up works have been completed for the in-active
cemeteries that do not have any funds.
Members were encouraged to advise the Treasurer of any anticipated or proposed 2016
projects that could be combined for cost savings through the municipality.
Joint Cemetery Board draft minutes of meeting held November... Page 69 of 92
Joint Cemeteries Meeting Minutes -3 - November 24, 2015
11. Other Business
12. Next Meeting &Adjournment
Moved by John Scott
Seconded by Ben Sawatzky
"That the meeting be adjourned at 8:15 p.m., to meet again on Tuesday,
April 5, 2016 at 7:00 p.m." Carried
Chairman Secretary f /�n, '111f,34.31
Date Approved:
Joint Cemetery Board draft minutes of meeting held November... Page 70 of 92