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HomeMy WebLinkAbout08/25/2015 - Bayham Joint Cemetery Board 046be ( (3 Municipality of Bayham Joint Cemetery Board Special Meeting Minutes Bayham Municipal Office Council Chambers 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. 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 pshipwayCcilbayham.on.ca by 4:00 p.m. on September 11t" 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 - 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: _441,0 . Secretary: - -6L --;(1,-(L,,,,—,.9 Approved: /ploy y i2A.7 i 5