HomeMy WebLinkAbout06/09/2019 - Bayham Joint Cemetery Board Municipality of Bayham
Joint Cemetery Board Meeting Minutes
Bayham Municipal Office, Trackless Lounge
56169 Heritage Line, Straffordville
April 9th, 2019 at 7:00 p.m.
Present were Bill Oostrom, Joanne Oostrom, Marlene Carter, Ralph Carter, Lynda Millard,
Daphne Dickhout, Vera Dickhout, Perry Grant, Jerry Taylor, Joseph Dickhout, Ben Sawatzky,
Franz Sawatzky, David Andrews, Bonnie Ball, John Scott, Jim Tait, Marion Knaab, Edward
Carter, Treasurer Lorne James and Deputy Clerk 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 November 14, 2018 for approval
Moved by: Daphne Dickhout
Seconded by: Joanne Oostrom
THAT the minutes of the Joint Cemetery Board Meeting held November 14, 2018 be
approved as read.
CARRIED
7. Matters of Business
7.1 Action Required
a) Confirmation of Members for 2018-2022 Term of Council
a. Additions and deletions of individual board members
The Deputy Clerk explained the process individual boards are required to follow to add
or delete members.
b) Advisory Board and Committee Memo and Confidentiality statement
The Deputy Clerk advised all board members are required to sign a Confidentiality
statement.
c) 2019 Maintenance
a. Please bring, or provide in advance a written listing of maintenance
works (tree trimming and removal, requested to be conducted in
2019/2020. The Municipality will issue a single RFP for the works.
Discussion was held regarding number of grass cuts, trees requiring trimming or removal
and spraying. Boards are to advise the Treasurer if additional tree cutting is required.
d) Notice of Cemetery Decoration Days 2019
a. Jan 17th 2019 Council Resolution
b. Notice of newspaper decoration days advertisement
c. 2019 Tax Donation Receipts
The proposed notice regarding donations and decorations days was provided to
members for review and discussion. Following discussion, changes to the notice were
requested. The changes will be made with the amended notice provided to members for
approval via email. Once approved, the add will be placed in the first publication of
August in the two local newspapers.
Discussion was held regarding tax donation receipts. The Treasurer explained the
process to be followed for tax donation receipts to be issued.
7.2 For Information Only
a) Municipal Treasurers Report
a. 2018 Year End Financial Reports - provided
b. 2018 Care and Maintenance Report— provided
c. Care and Maintenance and 2019 Budget
The Treasurer provided an overview of the Financial Reports and the 2019 Care and
Maintenance Budget.
8. Unfinished Business
Further discussion was held regarding grass cuts and spraying. Boards were advised to
notify the Treasurer if they wish less than scheduled cuts and that noxious weed
spraying will only be undertaken upon request by individual boards.
9. New Business
None.
10. Next Meeting & Adjournment
The next meeting will be in November of 2019. Exact date and time to be determined.
Moved by: Daphne Dickhout
Seconded by: John Scott
THAT the meeting be adjourned at 810 p.m.
CARRIED
Chairman Secretary i
Date Approved: 1-46-6 :1 / (/c