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HomeMy WebLinkAbout11/24/2015 - Bayham Joint Cemetery Board Municipality of Bayham Joint Cemetery Board Meeting Agenda Bayham Municipal Office, Council Chambers 9344 Plank Road, Straffordville Tuesday, November 24, 2015 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. Delegation(s) None 6. Minutes of meetings held Tuesday, April 7 and August 25, 2015 for approval - Business from minutes 7. Correspondence 7.1 For information only 7.2 Action required (a) Treasurer's Review of annual reporting requirements. (Attachment) Review includes forms, submissions, Bank fees, HST compliance, death and burial information, disbursement of Care & Maintenance Fund interest. (b) 2015 spreadsheet regarding individual cemetery interest rate calculations and interest income cheques to be handed out by the Treasurer. (c) 2015 invoices for reimbursement to the Municipality for grass cutting costs to be handed out by Treasurer. Interest payment summary to be provided for review Secretary-Treasurers are encouraged to bring a blank cheque for payment to the Municipality. (If you require two signatures, please have the other signing authority sign the cheque before hand, if not attending the meeting. (d) Review of grass-cutting for 2015 (e) Draft Cemetery By-law 2015-116 for handout & review. Proposed for approval by Council on November 19.2015) 8. Unfinished Business 9. New Business 10. Finances (budget) 11. Other Business 12. Next Meeting & Adjournment c n Municipality of Bayham `-X Joint Cemetery Board Meeting Minutes Bayham Municipal Office Council Chambers 9344 Plank Road, Straffordville Tuesday, April 7, 2015 at 7:00 p.m. Present were: Ralph and Marlene Carter, Gerald Taylor, Perry Grant, Jim Tait, Mike Elliott, Dennis Ball, Bonnie Ball, Bob Gregson, Ben Reddecop, John Scott, Lynda Millard, Secretary and Lorne James, Treasurer. Councillor Wayne Casier was absent. 1. Call to Order, Welcome & Introductions The Secretary called the meeting to order and welcomed the Treasurer, Lorne James, new members Dennis Ball, Mike Elliott, Perry Grant and Bonnie Ball Coelho. 2. Appointment of Chairman John Scott volunteered to act as Chairman. 3. Minutes of meeting held Tuesday, November 25, 2014 for approval Moved by Bob Gregson Seconded by Perry Grant "That the minutes of the meeting held November 25, 2014 be approved as circulated." Carried 4. Correspondence & Reports Treasurer James reviewed items 4(a) — 4(d) with discussion by members ongoing. Mr. James noted that, with current low interest rates on investments being offered at 2.5% or less, it may be necessary for the Municipality to lower the top- up interest % rate being allocated to the Boards on the Care & Maintenance Fund. Another option, previously discussed by the joint cemeteries, would be to review the individual cemetery needs and adjust the % allocation according to specific individual cemetery needs. He reported that $5000 has been allocated for cleanup of cemeteries (in-active I without own funding $) in the 2015 operating budget. Members were requested to consider the cleanup needs in their specific cemetery for this year, and advise Municipal staff as soon as possible. If all the works are lumped together, there may be substantial overall savings in a seeking a joint request for quotes. (a) Review of year-end financial requirements, forms, submissions, Bank fees, HST compliance, death and burial information, disbursement of Care & Maintenance Fund interest. Cemeteries Minutes - 2 - April 7, 2015 Members were reminded that any donors desiring to obtain a receipt for income tax purposes must issue payment by cheque, made payable to the Municipality of Bayham. To be valid for taxation purposes, receipts must be issued by the Municipal Treasurer. Once the donation has been recorded by the Municipality, a cheque in the same amount would be issued back to the specific cemetery board by the Municipality. It was noted that many banks are imposing substantial service charges for clients still utilizing bank books and some Boards may want to consider changing banks to reduce their costs. (b) Registrar's Policy on License Renewal Fees As of July 1, 2014, the license renewal fee that covers all municipal cemeteries remains at $15 (paid by Municipality), the burial fee was increased to $12 per body burial and $12 per interment of cremated human remains. The $12 fee is payable to the Municipality and has been coming from the $35 fee the funeral home pays to the cemetery board for identification and marking of a lot for burial. The $12 fee is paid to the Municipality which in turn, forwards payment to the Registrar on behalf of the cemeteries after year end. There was no interest in increasing fees at this time. (c) Staff Memo 2015-01 regarding WSIB coverage, Insurance & Volunteers Update Further to the staff memo, it was noted that under the WSIB requirements, volunteers are not to be paid for work done on the cemetery's behalf, as volunteers are not covered under the Municipality's WSIB coverage. If members expect to be paid for doing work on behalf of the cemetery, they would need to become a contractor and carry their own WSIB and liability insurance coverage. The Municipal position on this fact raised mixed feelings and opinions amongst the members. (d) Staff Memo 2015-02 regarding Grass Cutting Quotes Staff noted that quotes submitted for cemetery grass cutting were lower than previous except for Straffordville. The quotes are to be considered for approval at the April 2nd meeting of Council. Cemeteries Minutes - 3 - April 7, 2015 5. Other Business Jerry Taylor advised that Board members are looking into establishing a columbarium at the Straffordville Cemetery and provided some information and a sample of fees being charged by the Tillsonburg Cemetery. Discussion followed. 6. Members Questions / Concerns / Comments None 7. Announcements None 8. Next Meeting & Adjournment Moved by Bob Gregson Seconded by John Scott "That the meeting be adjourned at 8:30 p.m., to meet again on Tuesday, November 24, 2015 at 7:00 p.m." Carried ti Chairman Secretary Date Approved: A training session followed, with attendees Bonnie Ball, Mike Elliott, Perry Grant and Dennis Ball in attendance. Ockt be ( l I Is' Municipality of Bayham Joint Cemetery Board tO Special Meeting Minutes Bayham Municipal Office Council Chambers DRAFT 9344 Plank Road, Straffordville Tuesday, August 25, 2015 at 6:00 p.m. Present were volunteers Ralph and Marlene Carter, Gerald Taylor, Jim Tait, Joe & Daphne Dickhout, Bonnie Ball, John Reddecop, Frank Sawatzky, John Scott, David Andrews, Ed Carter, Roger & Cheryl James, Staff Paul Shipway, CAO, Lorne James, Treasurer and Lynda Millard, Secretary. 1. Call to order, welcome & appointment of Chairman The Secretary called the meeting to order and noted that the CAO Paul Shipway would be providing a considerable amount of information and would chair the first part of the meeting. John Scott volunteered to chair the meeting following staff presentations. 2. Mr. Shipway thanked everyone for attending and proceeded to review documents previously circulated and responded to questions raised. - Advisory Board Memo Members were requested to provide copies of agendas and minutes and specific resolutions requiring Council action to municipal staff in a timely fashion using the templates provided. Budgeting in regard to the current grass cutting contract and submission of any necessary cemetery cleanup, brushing or tree removal were requested in a timely manner in order to obtain group quotes through the Municipality that could assist in reduction of these costs. - Advisory Board & Committee Policy &Training Mr. Shipway outlined the various aspects of the Advisory Board & Committee Policy adopted by Council including member responsibilities, compliance with various legislation pertaining to Municipalities including The Accessibility for Ontarians with Disabilities Act, 2005, Municipal Freedom of Information and Protection of Privacy Act, Municipal Conflict of Interest Act and Member Health and Safety. He noted that volunteers are covered by the Municipality for liability insurance purposes, but not by WSIB. The CAO also gave reference to the various aspects of the Advisory Board & Committee Procedural By-law in relation to conduct of meetings, the member Code of Conduct and Confidentiality Statement form, noting that the policies are in place to ensure there are rules and procedures to follow should conflicts arise amongst members. Cemeteries Minutes - 2 - August 25, 2015 - Appointments By-law 2015-086 A listing was provided of all members appointed by Council to various municipal committees. - Draft By-law for the Management, Regulation and Control of Cemeteries The CAO noted that the proposed by-law includes provision for placement of a small scale columbarium requested by the Straffordville Cemetery Board, including updated rates and fees to accommodate this new aspect and assist in centralizing cemetery records and activities. Members were requested to provide any comments on the By-law to the CAO at pshipwaybayham.on.ca by 4:00 p.m. on September 11th A Public Meeting for Council approval of the new cemeteries by-law is tentatively scheduled for October 1st, 2015 3. Fee Schedule Members were reminded that the volunteers are allowed to dig the burial hole for a cremation, provided payment goes directly to the respective Cemetery Board. The current fee schedule was provided for review and discussion to address shortfalls and recommendation of increases to Council for approval as follows: 1. Locate fee per burial, to include cost recovery of the annual $12 fee per burial/cremation currently being deducted and paid to Municipality to be forwarded to the Registrar, Cemeteries Branch with the annual report at year end. As well, appointment of a part-time caretaker to mark locates for burials will require funds to cover the defined piece rate amount; Moved by Jim Tait Seconded by Daphne Dickhout "That the Joint Cemetery Board recommends to Council that the Identification and marking of a lot for burial or cremation be increased to $50." Carried 2. Opening / closing for cremation burials Moved by: Jim Tait Seconded by Daphne Dickhout "That the Joint Cemetery Board recommends to Council that the fee for opening and closing a cremation grave by Cemetery Board volunteers be increased to $300." Carried The Straffordville Cemetery Board is to consider columbarium fees, based on comparable local rates, to be recommended to Council for approval. Cemeteries Minutes - 3 - August 25, 2015 Addition of HST applies to all fees. 3. Notices of proposed changes to the Cemetery by-law and fees will be posted and advertised by the Municipality as required. 4. Cemetery clean-up works for tree cut/trim, etc up to $5,000 for cemeteries that do not have funds will be contracted out and paid through the Municipal budget. 5. 2015 Interest income from Care & Maintenance and Annual Top-up Staff noted that due to the Council allocation of$5,000 to cemetery clean-up, there will be no top-up added to the annual interest raised through the Care & Maintenance Fund in 2015. 4. Lorne James, Treasurer, provided an updated copy of the 2014 year-end Income Statement and Balance Sheet for Bayham West, Calton, Eden, Guysboro, Smuck & Straffordville cemeteries. 2014 year-end balances for the Cemetery Care & Maintenance Fund (six as above plus Claus, Edison Pioneer, Best, Firby, Estherville, Dobbie) were provided by the Treasurer. Invoices handed out The Treasurer also noted that invoices regarding 2014 year end outstanding HST shortfalls, recording /reporting errors, burial fees and unpaid Care & Maintenance amounts were being distributed to the relevant boards for payment to the Municipality. 5. Minutes of meeting held Tuesday, April 7, 2015 were circulated and are to be approval at the fall meeting. 6. Other Business In response to a question, staff advised that funeral homes, not the Municipality, are responsible for grave digging arrangements, payment and ensuring that the diggers are covered by liability insurance and WSIB. It was requested that the contractor be asked to cut the grass just outside the north fence at Calton. It was agreed that timely cuts should be done prior to Mothers', Fathers' and Decoration Days. It was noted that cemeteries with sufficient funds may proceed to invest them in secure long term sources such as GIC's. Cemeteries Minutes - 4 - August 25, 2015 Board members, as authorized in the cemeteries by-law, were in agreement that they remove / dispose of unwelcome memorabilia, solar lights, flags, flowers, plants, bushes, trees, etc. from any grave as deemed appropriate. It was also noted that the current by-law also permits cancellation of winter interments between November 1st and March 31st at the discretion of each Board. 7. Next Meeting date previously set for November 24 at 7:00 pm 8. Adjournment Moved by Daphne Dichout Seconded by Jim Tait "That the meeting be adjourned at 8:30 p.m. Chairman: Secretary: 4r7r)i-61---cTh, Approved: . a. 60 Cemetery Board Annual Reporting Requirements The fee payable to the Cemeteries Registrar for each body burial remains at $12 and $12 for each interment of cremated human remains. No HST is to be charged on this fee, however the full fee is to be paid to the Municipality, who in turn will remit with the completed the annual report to the Cemeteries Branch. Board Secretary—Treasurers are responsible for the following: All monies received by the board Chairman /Secretary-Treasurer in the current year for sales or fees should be deposited in the cemetery board bank account by December 31st using the deposit book and having the bankbooks updated the first week of January the following year. Alternatively, monthly Bank Statements will be provided by the bank. All expenses should be paid by cheque early enough in December to record payment prior to December 31, so that all transactions are recorded in the bank book and/or statement prior by December 31st Any Care & Maintenance trust portion received in the current year must be submitted to the Municipality within 30 days of payment being made by the purchasers of interment rights or for installation of markers. All Care & Maintenance trust portions for sale of lots and/or installation of markers for the year must be submitted to the Municipality by December 31st, however, as the office closes at 12 noon December 24th any Care & Maintenance trust portions received between noon December 24th and December 31St should be submitted to the office the first week of January. The Municipality & Cemeteries Year End is December 31- Documents are due to the Municipality early in following year as follows: ❑ bank books or statements updated to December 31st (when the book is updated the first week of January, it should include all interest payments, cheque deposits and withdrawals up to and including December 31st) ❑ an account of all annual revenues (spreadsheet) with a copy of receipts issued, donations, copy of purchase contract and interment rights certificate (if not already provided) and interest income, etc. ❑ monies or cheque for any donor requesting a receipt for income tax purposes is not to be deposited to the cemetery account. It must be made out to the Municipality of Bayham, NOT THE CEMETERY, and forwarded to the Treasurer Lorne James at the Municipal office. He will deposit the funds in the Municipal bank account, issue a cheque back to the particular cemetery board and issue a valid receipt for income tax purposes to the donor at year end. (Full name of donor and mailing address must be provided). u an account of annual expenditures (spreadsheet) with paid invoices, including cemetery payment to Municipal Trust fund for Care & Maintenance share of sales (care & maintenance portion of lot sale or marker fees, reimbursement of Municipality for grass cutting etc, a copy of all invoices and/or receipts for expenses paid. ❑ a summary form of revenues & expenditures (Totals) ❑ a copy of any new investment certificates held by the Board or those outstanding at year end. ❑ a list of interments for the year with details identifying the full name, sex, date of death, date of interment, location of burial, whether burial is a cremation or body burial. The Joint and Individual Cemetery Boards are to meet a minimum of two times a year each to authorize and record actions approved. The Municipality will: • issue an annual invoice for lawn maintenance to each cemetery by early November; • issue applicable care & maintenance interest cheques to each cemetery in November; • provide a year-end checklist and reporting requirements; Each Cemetery board Secretary-Treasurer will schedule an appointment with the Municipal Treasurer for assistance in completing year end financials and records early in each year. File: Word/Committee/Cemetery/Memos/Annual Reporting Requirements-2015