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HomeMy WebLinkAbout04/07/2015 - Bayham Joint Cemetery Board Municipality of Bayham 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 Chairman �i_idei__ Secretary 4-,ra--6.\NiNAILI,/kS Date Approved: ) a.ea,5- A training session followed, with attendees Bonnie Ball, Mike Elliott, Perry Grant and Dennis Ball in attendance.