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HomeMy WebLinkAboutNovember 07, 2023 - Joint Cemetery BoardTHE CORPORATION OF THE MUNICIPALITY OF BAYHAM JOINT CEMETERY BOARD AGENDA TRACKLESS LOUNGE 56169 Heritage Line, Straffordville, ON Thursday, November 7, 2023 7:00 p.m. 1. CALL TO ORDER 2. DISCLOSURES OF PECUNIARY INTEREST & THE GENERAL NATURE THEREOF 3. DELEGATIONS 4. ADOPTION OF MINUTES FROM PREVIOUS MEETING(S) A. Joint Cemetery Board Meeting held May 25, 2023 5. MATTERS OF BUSINESS A. Memo JCB-05/23 re Care and Maintenance 2016 to 2022 B. Memo JCB-06/23 re 2024 Maintenance Needs C. Memo JCB-07/23 re Meeting Schedule D. Memo JCB-08/23 re Review of Current Cemetery By-Laws and Rates and Fees 6. ADJOURNMENT THE CORPORATION OF THE MUNICIPALITY OF BAYHAM JOINT CEMETERY BOARD MINUTES TRACKLESS LOUNGE 56169 Heritage Line, Straffordville, ON Thursday, May 25, 2023 6:30 p.m. PRESENT: CHAIR DAN FROESE COMMITTEE MEMBERS: PERRY GRANT ROGER JAMES BONNIE BALL COELHO RALPH CARTER STAFF ATTENDANCE: TREASURER LORNE JAMES DEPUTY CLERK MEAGAN ELLIOTT 1. CALL TO ORDER Committee Chair Froese called the meeting to order at 6:33 p.m. 2. DISCLOSURES OF PECUNIARY INTEREST & THE GENERAL NATURE THEREOF No disclosures of pecuniary interest were declared. 3. DELEGATIONS 4. ADOPTION OF MINUTES FROM PREVIOUS MEETING(S) A. Joint Cemetery Board Meeting held September 23, 2021 Moved by: Committee Member Grant Seconded by: Committee Member Carter THAT the minutes of the Joint Cemetery Board Meeting held September 23, 2021 be approved as presented. CARRIED 5. MATTERS OF BUSINESS A. Memo JCB-01/23 re Joint Cemetery Board Documents Moved by: Committee Member James Seconded by: Committee Member Grant THAT Memo JCB-01/23 re Committee Documents be received for information; 2 AND THAT the Municipality of Bayham’s Procedural By-law No. 2023-021 be adopted as the Procedural By-law for the Joint Cemetery Board for the 2022-2026 term. CARRIED B. Memo JCB-02/23 re 2023 Board Procedures & Meeting Schedule Moved by: Committee Member Ball Coelho Seconded by: Committee Member James THAT Memo JCB-02/23 re Joint Cemetery Board Meeting Schedule be received for information; AND THAT the following meeting dates be the Regular Meetings for the Joint Cemetery Board for 2023:  Tuesday, November 7, 2023 at 7 pm (Trackless) AND THAT the first meeting of 2024 be scheduled at the November 7, 2023 Meeting. CARRIED C. Memo JCB-03/23 re 2023 Maintenance Needs Moved by: Committee Member Carter Seconded by: Committee Member James THAT Memo JCB-03/23 re 2023 Maintenance Needs be received for information. CARRIED D. Memo JCB-04/23 re Treasurer Report Moved by: Committee Member Ball Coelho Seconded by: Committee Member James THAT Memo JCB-04/23 re Treasurer Report be received for information; AND THAT the Joint Cemetery Board recommends to Council to sell the Care and Maintenance funds held in trust at One investment through LAS; AND THAT the Joint Cemetery Board recommends to Council that the funds be reinvested in a high-yield GIC for a one (1) year term; AND THAT the 2022 Care and Maintenance interest cheques be returned to individual cemetery boards. CARRIED 3 6. ADJOURNMENT Moved by: Committee Member Carter Seconded by: Committee Member Ball Coelho THAT the Joint Cemetery Board Meeting be adjourned at 7:09 p.m. CARRIED CHAIR DEPUTY CLERK MEMO JOINT CEMETERY BOARD TO: Joint Cemetery Board Members FROM: Lorne James, Treasurer DATE: November 7, 2023 MEMO: JCB-05/23 SUBJECT: CARE AND MAINTENANCE SUMMARY – 2016 to 2022 BACKGROUND Annual cemetery financial reports are presented to the Joint Cemetery Board for review. DISCUSSION At the request of the Guysboro Cemetery, 2016 to 2022 Care Maintenance Investment accounts and annual reporting is provided for Board receipt. ATTACHMENTS 1. Care and Maintenance Fund Activity from 2016 to 2022. RECOMMENDATION THAT Memo JCB-05/23 re Care and Maintenance Summary – 2016 to 2022 be received for information. MEMO JOINT CEMETERY BOARD TO: Joint Cemetery Board Members FROM: Lorne James, Treasurer DATE: November 7, 2023 MEMO: JCB-06/23 SUBJECT: 2024 MAINTENANCE NEEDS BACKGROUND The Joint Cemetery Board provides recommendations on cemetery maintenance needs, which include grass cutting, tree maintenance/removal, fence repairs, and general property maintenance. DISCUSSION This Memo is presented for Members to discuss the upcoming needs for the 2024 season. In 2021, the Municipality issued a Tender for lawn maintenance services in Bayham. The Municipality has an Agreement, executed by By-law No. 2021-062, for lawn maintenance services. The Agreement is with Swantech Industries and is in place through 2024. Section 5.4 of the Agreement addresses Municipal Cemeteries and identifies the number of approved cuts between May 1 and October 31 in a maintenance year. All cemeteries identified in the Agreement receive fourteen (14) cuts/year, except Calton, which receives twelve (12). This Agreement is overseen by the Manager of Public Works. The Boards annually submit any additional maintenance to be performed and tendered/ combined with any municipal contract work in that year. The Treasurer advises the Manager of Public works based on maintenance requested. RECOMMENDATION THAT Memo JCB-08/23 re 2024 Maintenance Needs be received for information; AND THAT the Joint Cemetery Board provide recommendations, if any, to Council regarding general cemetery maintenance programs in Bayham. MEMO JOINT CEMETERY BOARD TO: Joint Cemetery Board Members FROM: Lorne James, Treasurer DATE: November 7, 2023 MEMO: JCB-07/23 SUBJECT: JOINT CEMETERY BOARD MEETING SCHEDULE BACKGROUND The Terms of Reference states that the JCB meets twice a year, once in April and once in November. DISCUSSION The first meeting proposed for 2024 is Tuesday, April 30, 2024. The second meeting of 2024 is proposed for Tuesday, November 12, 2024. Additional meetings may be scheduled by the call of the Chair, if deemed necessary. All JCB meetings, unless otherwise noted, will be held at 7:00 pm on the applicable date in the Trackless Lounge, 56169 Heritage Line, Straffordville. RECOMMENDATION THAT Memo JCB-07/23 re Joint Cemetery Board Meeting Schedule be received for information; AND THAT the following meeting dates be the Regular Meetings for the Joint Cemetery Board for 2024:  Tuesday, April 30, 2024 at 7:00 pm  Tuesday, November 12, 2024 at 7:00 pm MEMO JOINT CEMETERY BOARD TO: Joint Cemetery Board Members FROM: Lorne James, Treasurer DATE: November 7, 2023 MEMO: JCB-08/23 SUBJECT: REVIEW OF CEMETERY BY-LAWS AND RATES AND FEES BACKGROUND Joint Cemetery Board (JCB) members have requested a review of the Cemetery By-laws, Nos. 2015-116 and 2016-057, on the nature of current applicable rates, changes in level of service and interment options. DISCUSSION Municipal staff have identified three (3) areas for increase in rates in fees in the cemetery by- laws: 1. Niche Nameplate & Engraving, moving from $300 to $700 before taxes 2. Increasing 2nd to 4th interments in existing plots and cremation plots from $300 to $450 before taxes 3. Moving all marking and placement of markers and form filing from $35 and $50 respectively to $75 each before taxes The above-noted changes are to bring certain services in line of either cost recovery for municipal operations, or cemetery standards for charges applicable. Changes in Service Level An area for improvements is how the Boards would like to handle Decoration Day, Mother’s Day, and Father’s Day, as the most complaints about graveside items being removed or taken occur around these days each year. In addition, with the age of our municipal cemeteries, moving to vault mandate is a must to prevent collapsing graves, particularly in wet or sandy ground. Some Boards have inquired about offering smaller plots for cremations or scattering. The Municipality has no scattering sites, but does have a columbarium niche at Straffordville Cemetery. If a board would like to add, smaller cremation plots, they would need to be surveyed and set up. RECOMMENDATION THAT Memo JCB-08/23 re Review of Current Cemetery By-Laws and Rates and Fees be received for information; AND THAT the Joint Cemetery Board recommends to Council that the changes to the fees identified in Memo JCB-08/23 be adopted; AND THAT amendments be made to the applicable Cemetery By-law to integrate the amended fees.