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Home My WebLink About2021-09-13 - Bayham Joint Cemetery BoardMunicipality of Bayham Joint Cemetery Board Meeting Agenda Bayham Municipal Office, Outside - Pavilion 56169 Heritage Line, Straffordville September 13th, 2021 at 6:00 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 27th, 2019 for approval 7. Matters of Business 7.1 Action Required a) 2022 Maintenance a. Please bring, or provide in advance a written listing of maintenance works (tree trimming and removal, spraying, requested to be conducted in 2022/2023. The Municipality will issue a single RFP for the works. 7.2 For Information Only a) Municipal Treasurers Report a. 2019/2020 Year End Financial Reports - provided b. 2019/2020 Care and Maintenance Report – provided c. Care and Maintenance and 2022 Budget 8. Unfinished Business 9. New Business 10. Next Meeting & Adjournment Municipality of Bayham Joint Cemetery Board Meeting Minutes Bayham Municipal Office, Trackless Lounge 56169 Heritage Line, Straffordville November 27th, 2019 at 7:00 p.m. Present were Daphne Dickhout, Vera Dickhout, Jim Tait, Ben Sawatzky Ralph Carter, Marlene Carter, John Scott, David Andrews, 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 Jim Tait made an inquiry about Invoicing and HST Refunds. 4. Announcements None. 5. Delegations None. 6. Minutes of meeting held April 9, 2019 for approval Moved by: Daphne Dickhout Seconded by: Marlene Carter THAT the minutes of the Joint Cemetery Board Meeting held April 9, 2019 be approved as read. CARRIED 7. Matters of Business 7.1 Action Required a) 2020 Maintenance a. Please bring, or provide in advance a written listing of maintenance works (tree trimming and removal, requested to be conducted in 2020/2021. The Municipality will issue a single RFP for the works. Discussion was held regarding grass cutting, specifically number of cuts and spraying. 7.2 For Information Only a) Municipal Treasurers Report a. 2019 Year End Financial Reports - provided b. 2019 Care and Maintenance Report – provided c. Care and Maintenance and 2020 Budget The Treasurer provided an overview of the Reports as well as Care & Maintenance and the 2020 Budget. Care & Maintenance cheques and grass cutting invoices were distributed. 8. Unfinished Business By-Laws No. 2015-116 and 2016-057 were discussed and no changes to the by-laws are currently required. BOA guides were distributed and more will be ordered. Winter burials were discussed. The by-law permits winter burials to be held off until April if necessary. The decision is left to each individual board. 9. New Business Time of meetings was discussed. The next meeting will start at 5:00 p.m. as a trial. 10. Next Meeting & Adjournment Moved by: John Scott Seconded by: Daphne Dickhout THAT the meeting be adjourned at 7:15 p.m. CARRIED Chairman________________________ Secretary_____________________ Date Approved: _________________________ Bayham Total West Calton Eden Guysboro Smuck Straffordville MofB Balance, beginning of the year 73,005.69 11,376.10 15,572.57 6,592.60 27,498.88 5,843.66 6,121.88 - - Revenues - Sale of plots, monument, markers etc.9,800.00 1,200.00 1,300.00 50.00 50.00 7,200.00 Burial charges 7,324.51 335.00 817.00 1,720.00 85.00 35.00 4,180.00 152.51 Donations and Sundry 200.00 - - 100.00 100.00 Contribution from Bayham - - - - - Investment - - - - Interest from Bayham 6,019.13 762.95 718.75 947.80 554.31 221.32 1,670.00 1,144.00 Interest from bank 911.86 0.83 - 117.63 793.40 - - 24,255.50 2,297.95 1,535.75 3,968.63 789.31 523.95 13,843.40 1,296.51 - Expenses - Admin and general 7,084.70 47.40 58.80 2,005.00 82.00 - 4,564.50 327.00 Maintenance 23,412.75 1,425.00 2,172.33 2,610.00 1,764.00 1,350.00 5,295.00 8,796.42 Columbarian - - Bank Charges 28.25 28.25 - - Transfer to Care and Maintenace 4,000.00 600.00 100.00 600.00 - 2,700.00 - - 34,525.70 2,072.40 2,331.13 5,243.25 1,846.00 1,350.00 12,559.50 9,123.42 - HST Rebate 10,348.60- 78.40 180.05 62.19- 0.45- 0.45 11.05 50.51- Closing balance 62,813.89 11,781.70 14,715.00 5,317.53 26,442.64 5,028.66 7,355.27 7,826.91- Invested in GIC - - 5,000.00 - Adjusted Closing Balance 65,640.35 11,781.70 14,715.00 5,317.53 26,442.19 5,028.66 2,355.27 Best Light Burials 21 1 3 5 1 1 10 0 Cremation 20 1 2 5 1 8 2 1 0 0 Intern Rights 600.00 2 2 0 Adult - 0 Flat 50.00 1 1 Small Monument 500.00 5 0 4 1 550.00 Cemetery Board Income Statement December 31, 2019 Bayham Total West Calton Eden Guysboro Smuck Straffordville MofB Balance, beginning of the year 70,640.80 11,781.70 14,715.00 5,317.53 26,442.64 5,028.66 7,355.27 - - Revenues - Sale of plots, monument, markers etc.4,900.00 - 100.00 900.00 1,200.00 300.00 2,400.00 Burial charges 9,998.36 185.00 1,162.00 1,455.00 970.00 420.00 5,275.00 531.36 Donations and Sundry 200.00 - - - 200.00 Contribution from Bayham - - - Investment - - - Interest from Bayham 5,892.46 623.90 727.75 947.80 554.31 221.32 1,670.00 1,147.38 Interest from bank 1,619.15 0.67 - 47.18 1,571.30 - - 22,609.97 808.90 1,989.75 3,303.47 2,724.31 1,188.50 10,916.30 1,678.74 - Expenses - Admin and general 3,531.45 35.40 82.80 829.25 70.00 12.00 1,995.00 507.00 Maintenance 22,239.87 1,710.00 1,785.99 2,610.00 1,764.00 1,350.00 4,500.00 8,519.88 Columbarian - Bank Charges - - - - Transfer to Care and Maintenace 3,750.00 - 100.00 900.00 350.00 2,400.00 - - 29,521.32 1,745.40 1,968.79 4,339.25 1,834.00 1,712.00 8,895.00 9,026.88 - HST Rebate 6,964.65- 53.30 199.55- 5.20- - 269.10 11.05- - Closing balance 63,782.75 10,645.65 14,730.76 4,281.75 27,602.05 4,494.11 9,376.57 7,348.14- Invested in GIC - - 1,000.00 - Adjusted Closing Balance 69,861.79 10,645.65 14,730.76 4,281.75 27,332.95 4,494.11 8,376.57 Best Light Burials 17 2 4 2 1 8 Cremation 11 1 2 2 1 5 0 0 Intern Rights 6,000.00 20 2 2 1 15 0 Adult 2,200.00 11 3 3 5 Flat 150.00 3 0 1 2 Small Monument - 0 2,350.00 Cemetery Board Income Statement December 31, 2020 Cemetery Board Fund Balance Dec 31 18 Plots Other GST Bayham Interest Supplement Interest earned Interest to Distribute Fund Balance Dec 31 19 Municipality of Bayham Claus 3,829.42 5.68 80.48 86.16- 3,829.42 Edison Pioneer 10,576.30 - 15.69 222.27 237.97- 10,576.30 Best 1,913.00 2.84 40.20 43.04- 1,913.00 Firby 1,149.31 1.71 24.15 25.86- 1,149.31 Light 12,276.13 150.00 18.22 258.00 276.21- 12,426.13 Old Port Burwell 9,088.32 13.49 191.00 204.49- 9,088.32 Dobbie 12,012.07 17.82 252.45 270.27- 12,012.07 - - Bayham West 27,128.78 600.00 40.26 570.14 610.40- 27,728.78 Calton 31,944.52 400.00 47.40 671.35 718.75- 32,344.52 Eden 42,124.51 62.51 885.29 947.80- 42,124.51 Guysboro 24,635.86 36.56 517.75 554.31- 24,635.86 Smuck 9,836.23 14.60 206.72 221.32- 9,836.23 Straffordville 74,222.29 - 110.14 1,559.87 1,670.00- 74,222.29 Prior Year Surplus 260,736.74 600.00 550.00 0.00 386.90 5,479.68 -5,866.58 261,886.74 01-5050-3000 261,886.74 Current Year Surplus 0.0210161 5,479.68 0.00 Diff. - NM 2.25%Interest Guarantee 5,866.58 Owed by Bayham 386.90 757.11- Net 4,722.57 Owing Boards Municiplity of Bayham Cemetery Care and Maintenance Fund December 31, 2019 Interest Actual Cemetery Board Fund Balance Dec 31 19 Plots Other GST Bayham Interest Supplement Interest earned Interest to Distribute Fund Balance Dec 31 20 Municipality of Bayham Claus 3,829.42 23.51- 109.67 86.16- 3,829.42 Edison Pioneer 10,576.30 - 64.93- 302.90 237.97- 10,576.30 Best 1,913.00 11.74- 54.79 43.04- 1,913.00 Firby 1,149.31 7.06- 32.92 25.86- 1,149.31 Light 12,426.13 - 76.29- 355.88 279.59- 12,426.13 Old Port Burwell 9,088.32 55.80- 260.28 204.49- 9,088.32 Dobbie 12,012.07 73.75- 344.02 270.27- 12,012.07 - - Bayham West 27,728.78 - 170.23- 794.13 623.90- 27,728.78 Calton 32,344.52 - 198.57- 926.32 727.75- 32,344.52 Eden 42,124.51 1,200.00 300.00 258.61- 1,206.42 947.80- 43,624.51 Guysboro 24,635.86 151.25- 705.55 554.31- 24,635.86 Smuck 9,836.23 300.00 50.00 60.39- 281.70 221.32- 10,186.23 Straffordville 74,222.29 4,500.00 600.00 - 455.67- 2,125.67 1,670.00- 79,322.29 Prior Year Surplus 261,886.74 6,000.00 950.00 0.00 -1,607.80 7,500.25 -5,892.45 268,836.74 01-5050-3000 268,836.74 Current Year Surplus 0.0286393 7,500.25 0.00 Diff. - NM 2.25%Interest Guarantee 5,892.45 Owed by Bayham 1,607.80- 2,755.18- Net 4,745.07 Owing Boards Municiplity of Bayham Cemetery Care and Maintenance Fund December 31, 2020 Interest Actual