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;
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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
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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.