Loading...
HomeMy WebLinkAboutApril 30, 2024 - Joint Cemetery BoardTHE CORPORATION OF THE MUNICIPALITY OF BAYHAM JOINT CEMETERY BOARD AGENDA TRACKLESS LOUNGE 56169 Heritage Line, Straffordville, ON Tuesday, April 30, 2024 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 November 7, 2023 5. MATTERS OF BUSINESS A. Memo JCB-01/24 re Treasurer Report B. Memo JCB-02/24 re Recommendations to Council C. Memo JCB-03/24 re 2024-2026 Grass Cutting Contract D. Memo JCB-04/24 re Death Tax E. Memo JCB-05/24 re Cemetery Members 6. ADJOURNMENT THE CORPORATION OF THE MUNICIPALITY OF BAYHAM JOINT CEMETERY BOARD MINUTES TRACKLESS LOUNGE 56169 Heritage Line, Straffordville, ON Thursday, November 7, 2023 7:00 p.m. PRESENT: CHAIR: ED KETCHABAW (Ex-officio) COMMITTEE MEMBERS: PERRY GRANT ROGER JAMES BONNIE BALL COELHO RALPH CARTER ABSENT: DAN FROESE STAFF ATTENDANCE: TREASURER LORNE JAMES CLERK MEAGAN ELLIOTT 1. CALL TO ORDER Chair Ketchabaw called the meeting to order at 7:01 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 May 25, 2023 Moved by: Committee Member Carter Seconded by: Committee Member Grant THAT the minutes of the Joint Cemetery Board Meeting held May 25, 2023 be approved as presented. CARRIED 5. MATTERS OF BUSINESS A. Memo JCB-05/23 re Care and Maintenance 2016 to 2022 Moved by: Committee Member Coelho Seconded by: Committee Member James THAT Memo JCB-05/23 re Care and Maintenance Summary – 2016 to 2022 be received for information; 2 AND THAT the Joint Cemetery Board requests Council to consider resuming the interest guarantee at a rate of 6% of the care and maintenance investments during the 2024 operating budget deliberations. CARRIED B. Memo JCB-06/23 re 2024 Maintenance Needs Moved by: Committee Member Grant Seconded by: Committee Member Carter THAT Memo JCB-06/23 re 2024 Maintenance Needs be received for information. CARRIED C. Memo JCB-07/23 re Meeting Schedule Moved by: Committee Member Coelho Seconded by: Committee Member James 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 CARRIED D. Memo JCB-08/23 re Review of Current Cemetery By-Laws and Rates and Fees Moved by: Committee Member Grant Seconded by: Committee Member Carter 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 the Joint Cemetery Board recommends to Council to amend the Cemetery By-law in the following ways: - define holiday - to reflect that Best Cemetery and Dobbie Cemetery do not operate with a Board - update language surrounding vaults to be mandated instead of strongly recommended and remove the word concrete CARRIED 3 6. ADJOURNMENT Moved by: Committee Member Coelho Seconded by: Committee Member Grant THAT the Joint Cemetery Board Meeting be adjourned at 8:22 p.m. CARRIED CHAIR CLERK MEMO JOINT CEMETERY BOARD TO: Joint Cemetery Board Members FROM: Lorne James, Treasurer DATE: April 30, 2024 MEMO: JCB-01/24 SUBJECT: TREASURER REPORT BACKGROUND Annual cemetery financial reports are presented to the Joint Cemetery Board for review. DISCUSSION 2023 financial reports for board distribution of financial operations activity and care and maintenance fund account for year are attached to this memo. ATTACHMENTS 1. Cemetery Board Income Statement 2023 2. Cemetery Care and Maintenance Fund 2023 RECOMMENDATION THAT Memo JCB-01/24 re Treasurer Report be received for information. Bayham Total West Calton Eden Guysboro Smuck Straffordville MofB Balance, beginning of the year 76,924.20 9,538.93 18,823.22 8,284.09 22,994.25 4,600.46 12,683.25 - - Revenues - Sale of plots, monument, markers etc.4,500.00 1,000.00 900.00 100.00 300.00 800.00 1,400.00 Burial charges 15,208.70 2,275.00 920.00 3,262.01 518.00 1,040.00 5,436.90 1,756.79 Donations and Sundry 415.00 295.00 120.00 Contribution from Bayham - Investment 714.80 714.80 Interest from Bayham 3,433.22 445.49 499.63 692.59 410.18 156.86 1,228.47 Interest from bank 236.80 0.40 236.40 - 24,508.52 3,720.49 2,319.63 4,055.00 1,523.18 2,233.26 8,900.17 1,756.79 - Expenses - Admin and general 312.00 12.00 300.00 Maintenance 55,885.51 3,360.00 6,270.00 4,760.00 7,850.00 2,940.00 10,860.00 19,845.51 Columbarian - - Bank Charges 88.57 11.25 10.80 26.25 40.27 Transfer to Care and Maintenace 2,400.00 300.00 900.00 100.00 300.00 800.00 - - 58,686.08 3,671.25 7,180.80 4,886.25 8,162.00 2,980.27 11,960.00 19,845.51 Investment 13,000.00 5,000.00 5,000.00 3,000.00 HST Rebate 34,301.80- 124.24 425.75 230.10 436.15 4.09 271.00- 700.85- Closing balance 29,870.88 5,013.92 14,192.15 2,888.99 16,359.52 3,582.45 5,922.57 18,088.72- 5,000.00 5,000.00 Invested in GIC - - 1,000.00 - Adjusted Closing Balance 46,955.51 5,013.92 14,192.15 2,888.99 16,355.43 3,582.45 4,922.57 Best Light Dobbie Burials 16 2 4 2 1 1 2 1 1 2 Cremation 25 5 1 6 3 9 1 0 0 Intern Rights 2,400.00 8 2 3 0 1 2 0 Adult 800.00 4 1 1 1 1 Flat - 0 0 Small Monument 900.00 9 1 1 1 3 2 1 1,700.00 Cemetery Board Income Statement December 31, 2023 Cemetery Board Fund Balance Dec 31 22 Plots Other GST Interest on LAS before Sale Loss on Sale of Investment Interest earned Interest to Distribute Fund Balance Dec 31 23 Municipality of Bayham Claus 3,888.39 18.27 (468.09) 88.82 3,527.39 Edison Pioneer 10,739.17 - 50.46 (1,292.78) 245.30 9,742.14 Best 1,942.46 200.00 9.13 (233.83) 44.37 1,962.12 Firby 1,167.01 5.48 (140.48) 26.66 1,058.66 Light 12,617.49 600.00 300.00 59.28 (1,518.90) 288.20 12,346.07 Old Port Burwell 9,228.28 43.36 (1,110.90) 210.79 8,371.52 Dobbie 12,197.05 57.31 (1,468.29) 278.60 11,064.67 - - - - Bayham West 29,374.27 - 300.00 138.01 (3,536.08) 670.95 (445.49) 26,501.65 Calton 33,144.15 600.00 300.00 155.72 (3,989.90) 757.05 (499.63) 30,467.40 Eden 45,667.10 100.00 214.56 (5,497.42) 1,043.09 (692.59) 40,834.74 Guysboro 28,546.04 900.00 134.12 (3,436.38) 652.03 (410.18) 26,385.63 Smuck 10,343.09 48.60 (1,245.11) 236.25 (156.86) 9,225.97 Straffordville 81,000.76 300.00 500.00 - 380.57 (9,750.90) 1,850.16 (1,228.47) 73,052.12 Prior Year Surplus 279,855.27 2,700.00 1,400.00 0.00 1,314.85 -33,689.07 6,392.25 -3,433.22 254,540.08 01-5050-3000 254,540.08 Current Year Surplus 6,392.25 0.00 Diff. - NM Interest Guarantee 6,392.25 Owed by Bayham - - Net 3,433.22 Owing Boards Municiplity of Bayham Cemetery Care and Maintenance Fund December 31, 2023 Interest Actual MEMO JOINT CEMETERY BOARD TO: Joint Cemetery Board Members FROM: Lorne James, Treasurer DATE: April 30, 2024 MEMO: JCB-02/24 SUBJECT: RECOMMENDATIONS TO COUNCIL BACKGROUND At the November 7, 2023 Joint Cemetery Board Meeting, the following resolutions with recommendations to Council were passed: Moved by: Committee Member Coelho Seconded by: Committee Member James THAT Memo JCB-05/23 re Care and Maintenance Summary – 2016 to 2022 be received for information; AND THAT the Joint Cemetery Board requests Council to consider resuming the interest guarantee at a rate of 6% of the care and maintenance investments during the 2024 operating budget deliberations. Moved by: Committee Member Grant Seconded by: Committee Member Carter 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 the Joint Cemetery Board recommends to Council to amend the Cemetery By-law in the following ways: - define holiday - to reflect that Best Cemetery and Dobbie Cemetery do not operate with a Board - update language surrounding vaults to be mandated instead of strongly recommended and remove the word concrete Council received these recommendations at the November 16, 2023 Regular Meeting of Council and passed the following resolution: Moved by: Councillor Emerson Seconded by: Councillor Froese THAT the Joint Cemetery Board Recommendations be received for information; AND THAT discussions on resuming the interest guarantee at a rate of 6% of the care and maintenance investments be referred to the 2024 operating budget deliberations; AND THAT staff be directed to amend the Cemetery By-law as proposed by the Joint Cemetery Board. DISCUSSION During the 2024 Operating Budget meeting, discussion around guarantee of 6 percent return on care and maintenance investments occurred. Council inquired what the current rate was, which is 5.7 percent with renewal up in July 2024. Council did not approve a top-off of 0.3 percent interest guarantee. Staff would recommend this request again upon the fall JCB meeting depending on the renewal rates of the care and maintenance GICs. Staff presented to Council the revised Cemetery Rates and Fees and Operating By-Laws. Council supported all JCB board recommendations. Staff submitted to the Bereavement Authority of Ontario (BAO) for approval. BAO provided initial feedback that the rates fees would be approved upon council by-law. However, the BAO reviewed the Operating By-laws and identified the area on mandatory vaults as language that cannot be approved by BAO. The BAO recommended to municipal staff to put the following language: “Installation of a vault for all casket type burials is strongly recommended.” Municipal staff are waiting to hear back from BAO upon approval of the Operating By-law. RECOMMENDATION THAT Memo JCB-02/24 re Recommendations to Council be received for information. MEMO JOINT CEMETERY BOARD TO: Joint Cemetery Board Members FROM: Lorne James, Treasurer DATE: April 30, 2024 MEMO: JCB-04/24 SUBJECT: 2024- 2026 GRASS CUTTING CONTRACT BACKGROUND Municipal staff on April 4, 2024 brought forward staff report PS-04/24 – Tender Award – RFT 03- 24 2024 – 2026 Lawn Maintenance Services. The contract was awarded to Wilson’s Lawn Care. DISCUSSION Service levels to the cemeteries will not be impacted, as the prescribed Board requests on frequency of cuts per year remains same as 2023. This change in vendor will decrease operating costs of cuts per board by 18 percent over 2023 actual expenses. ATTACHMENTS 1. PS 04-24 RFT 03-24 Lawn Maintenance Services. RECOMMENDATION THAT Memo JCB-03/24 re 2024 – 2026 Grass Cutting Contract be received for information. REPORT PHYSICAL SERVICES TO: Mayor & Members of Council FROM: Steve Adams, Manager of Public Works|Drainage Superintendent DATE: April 4, 2024 REPORT: PS-04/24 SUBJECT: TENDER AWARD – RFT 03-24 – 2024-2026 LAWN MAINTENANCE SERVICES BACKGROUND Agreement No. 0763, as authorized by By-law No. 2021-062, provided for Lawn Maintenance Services by Swantech Industries for the period of May 1, 2024 – Dec.31, 2026. The Agreement permits the Municipality to terminate the Agreement with thirty (30) days written notice. On March 14, 2024, RFT 03-24 –2024-2026 Lawn Maintenance Services – was issued. A copy of RFT 03-24 is attached hereto. DISCUSSION Municipal staff reached out to local contractors seeking out alternative options to financially save on lawn maintenance without altering the scope of work. Staff had terrific feedback from local contractors that were willing to competitively bid to complete the service at a lower cost. Staff identified a couple items in the previous Lawn Maintenance Agreement that could come out of the new RFT as these service are already provided through alternative contracts or municipal staff.  Municipal flower beds would be mulched by municipal staff (students)  Municipal waste/recycling receptacles to be removed as part of an alternative contract  Removal of two properties currently being maintained by utility companies RFT 03-24 closed on March 27, 2024 at 11am. Staff received six (6) bids as the results of RFT 03- 24, 2024-2026 Lawn Maintenance Services attached hereto. Wilson’s Lawn Care was the overall low bid with an annual cutting amount of $64,740. Additionally, “By-Law Provision Cutting” was added to RFT 03-24 to address any non-compliance with the Lot Maintenance By-Law No. 2018-037, as amended. Wilson’s Lawn Care, however, was not low bid with a bid of $100/hr. The Municipality utilizes this provision option two to three times annually with full expense of the provision to the lot owner. As a note, the 2024-2026 bid prices Wilson’s Lawn Care accounts for a cumulative savings of 21 percent relative to the previous Agreement No. 0763 for the period from 2022-2024. The financial breakdown for the received price would be as follows 2022-2024 2024-2026 Savings Parks $2,165 $1,590 26% Cemeteries $3,135 $2,580 18% STRATEGIC PLAN 3.2: Quality of Governance > To continually demonstrate financial responsibility to the community. Initiative(s): Not applicable ATTACHMENTS 1. RFT 03-24 Lawn Maintenance Services 2. Results table for RFT 03-24 Lawn Maintenance Services RECOMMENDATION 1. THAT Report PS-04/24 re Tender Award – RFT 03-24 – 2024-2026 Lawn Maintenance Services be received for information; 2. AND THAT 2024-2026 Lawn Maintenance Services be awarded to Wilson’s Lawn Care in accordance with their tender submission in the amount of $64,740 + HST; 3. AND THAT the Council of the Corporation of the Municipality of Bayham direct staff to bring forward a by-law to enter into an agreement with Wilson’s Lawn Care for the provision of 2024-2026 Lawn Maintenance Services for Council consideration. Respectfully Submitted by: Reviewed by: Steve Adams Thomas Thayer, CMO, AOMC Manager of Public Works| Chief Administrative Officer Drainage Superintendent REQUEST FOR TENDER 2024-2026 Lawn Maintenance Services WITH THE PROVISION OF YARD MAINTENANCE ASSOCIATED WITH BY-LAW ENFORCEMENT RFT 03-24 NOTE: It is the Contractor’s sole responsibility to ensure their submissions are received in a sealed enveloped clearly marked with RFT 03-24 – 2024-2026 Lawn Maintenance Services by the time and date specified within the document. The Lowest or Any Bid Will Not Necessarily Be Accepted Municipality of Bayham P.O. Box 160 56169 Heritage Line Straffordville, ON N0J 1Y0 Company Name & Address:_________________________________________________ Please return this cover sheet with your submission ISSUE DATE: March 15, 2024 CLOSING DATE: March 27, 2024 CLOSING TIME: 11:00 AM, local time LOCATION: Municipality of Bayham 56169 Heritage Line Straffordville, ON Attention: Steve Adams Manager of Public Works LATE SUBMISSIONS WILL NOT BE ACCEPTED 1. GENERAL: 1.1 Lump Sum – Per Map – Per Cut Unit Price bids will be submitted on the tender form in a sealed envelope which shall be clearly marked ‘RFT 03-24 – 2024-2026 Lawn Maintenance Services’. 1.2 The Municipality will award contracts to the successful bidder for each Map. 1.3 Tenders will be received at the office of: Municipality of Bayham 56169 Heritage Line Straffordville, ON not later than 11:00 AM local time, March 27, 2024. 1.4 The lowest or any bid not necessarily accepted. 1.5 Tenders will be opened publicly, shortly after 11:00 AM on March 27, 2024 at the Municipality of Bayham office at the address referenced above. 1.6 TENDER SUBMISSION REQUIREMENTS 1.6.1 To be placed in sealed envelope clearly marked ‘RFT 03-24 – 2024-2026 Lawn Maintenance Services’: 1.6.1.1 COMPLETED FORM OF TENDER 1.6.1.2 CONTRACTOR’S EXPERIENCE FORM 1.6.1.3 CONTRACTOR’S EQUIPMENT FORM 1.6.1.4 SIGNED HEALTH AND SAFETY COMPLIANCE LETTER 1.6.1.5 WORKPLACE SAFETY INSURANCE BOARD CLEARANCE CERTIFICATE 2. SCOPE: 2.1 The scope of this contract is to select a Contractor(s) to provide lawn maintenance services as outlined within RFT 03-24 – 2024-2026 Lawn Maintenance Services and the required agreement. 2.2 Mowing of all turfed areas shall be performed on a regular basis to ensure grass does not exceed 4” in height. The grass is not to be cut to a height of less than 2”. 2.3 All debris and branches shall be picked up prior to lawn maintenance services each cut. 2.4 Municipal grassed area along public roadways abutting the locations are included in this contract. 2.5 Trimming of grass adjacent to curbs, sidewalks, fences, trees, flower beds, benches, buildings, light standards, hydrants, etc. shall be done immediately after each mowing operation. At a minimum, one pass on both sides of all fences will be cut with a mower. 2.6 Edging of hedges and sidewalks shall be completed on a monthly basis so that these areas have a neat and well-maintained appearance. 2.7 All hard surfaces, which includes parking lots and sidewalks, must be swept clean each time the contractor is performing work on site. 2.8 Pruning for trees up to 16 feet in height shall consist of the removal of excess sucker growth, dead wood and interfering growth, the thinning of branches where necessary, clearing growth from buildings and the shaping of trees. All pruned branches of a diameter greater than 1 inch and all exposed wood or scars resulting from previous work damage shall be painted with approved tree wound paint. Trees and branches which are weak shall be cabled or braced in accordance with approved tree bracing methods. Timber, brush and all other debris resulting from this work shall be entirely removed from the lands and disposed of by the Contractor at his own expense on the same day trees are pruned. 2.9 Trimming, and removal of dead growth, of all hedges and shrubs shall be performed during June (evergreens), July, and September (deciduous) and vines are to be trimmed as required to present a neat appearance. 2.10 All fence lines and grassed areas, shall be cleared of weeds, debris and branches to each cut. 2.11 The Contractor shall weed and maintain all flower beds and gardens each cut. 2.12 The Municipality shall provide the Contractor with the appropriate keys to all locations. 2.13 The Municipality shall not pay for travel time between locations. 2.14 Provisional By-law Works must be conducted within 48 hours of written correspondence provided by the Manager of Public Works or the Municipal By-Law Enforcement Officer to the Contractor. 2.15 Submission of the Provisional By-law Works invoice must be provided to the Municipality following the completion of the corresponding maintenance works, not included within the monthly invoicing. 3. RIGHT TO ACCEPT OR REJECT TENDERS: 3.1 Tenders may be invalidated if the forms are not properly and fully completed. Tenders must be on the form provided. No substitutions will be considered. The Municipality will be the sole judge of such matters. 4. UNACCEPTABLE TENDERS: 4.1 Each item in the Tender Form shall be a reasonable price for such item. Under no circumstances will an unbalanced tender be considered. The Municipality will be the sole judge of such matters, and should any tender be considered to be unbalanced, then it will be rejected by the Municipality. 5. ABILITY AND EXPERIENCE OF BIDDER: 5.1 The Municipality reserves the right to reject the tender of any Contractor who does not furnish satisfactory evidence of sufficient equipment and experience to successfully execute and complete the work in the specified time. 5.2 As part of this Tender Package, Standard forms for listing experience at performing similar work have been included. Tenderers shall include the completed form with their submission of tender. 6. DEFINITION OF MUNICIPALITY: 6.1 Wherever the word “Corporation”, “Municipality”. or “Owner” appears in this contract, it shall be interpreted as meaning “The Corporation of the Municipality of Bayham”. 7. PAYMENTS 7.1 The Municipality shall pay to the Contractor, subject to the provision of monthly invoices for the following properties, the total sum, payable in a Lump Sum – Per Map – Per Cut Unit Price for works completed in accordance with the contract. 7.2 The Municipality can be invoiced at: Municipality of Bayham 56169 Heritage Line PO Box 160 Straffordville, ON N0J 1Y0 8. INQUIRIES DURING TENDERING: 8.1 The Contractor is advised that inquiries regarding the interpretation of this document or specifications shall be directed to Steve Adams, Manager of Public Works, at (519) 866- 5521 or by email sadams@bayham.on.ca 9. THE OCCUPATIONAL HEALTH AND SAFETY ACT: 9.1 The Contractor shall ensure compliance with the Occupational Health and Safety Act and indemnify the Municipality for any failure to do so. 10. LIABILITY INSURANCE, INDEMNIFICATION AND HOLD HARMLESS: 10.1 The Contractor agrees to indemnify the Municipality and save it harmless from and against any and all claims, demands, loss, actions, damages, liability, and expenses, in connection with loss of life, personal injury, or damage to property arising from any occurrence on said lands howsoever such claims may arise, providing proof of liability insurance not less than $5,000,000 prior to May 1, 2024 and that the insurance shall name the Municipality of Bayham as an additional insured. 10.2 The successful proponent shall comply with all Federal, Provincial, County and Municipal Legislation including, but not limited to environmental, Labour, Occupational Health and Safety, Unemployment Insurance, Workplace Safety & Insurance Board, and Human Rights. The successful proponent shall be qualified to test portable fire extinguishers and fire alarms. The successful proponent shall provide the Municipality with a valid WSIB Certificate. 11. SCHEDULE OF WORK MUNICIPAL PARKS AND FACILITIES 11.1 Commencing May 1st to October 31st, the Contractor shall conduct Lawn Maintenance Services. Equipment shall not be operated in the contracted areas prior to sunrise and must be off the area before sunset, on weekends, and/or during events that are held in the parks: 11.1.1 The Contractor shall generally conduct landscape services activities every ten (10) days. 11.1.1.1 The Municipality may permit weekly cuts in the spring, reducing cuts in the heat of the summer to a bi-weekly schedule arriving at a season average of one (1) cut every ten (10) days, subject to the approval of the Manager of Public Works. 11.1.1.2 The Municipality will not pay for more than 18 cuts on any map location in any season May 1-October 31. Additional cuts beyond 18 cuts may be approved in writing prior to the works occurring. 11.1.1.3 Should the Contractor perform more than 18 cuts on any map location without prior written municipal approval it shall be at the sole cost of the Contractor. 11.1.1.4 The Contractor must schedule with the Manager of Public works a set time for the property at 8354 Plank Rd. due to staff scheduling regarding vehicles. 11.1.2 The Manager of Public Works shall advise the Contractor of the date which landscape services activities may commence for the first time each year. 11.2 The Manager of Public Works shall have absolute, and unfettered, final discretion on work. MUNICIPAL CEMETERIES 11.3 Commencing May 1st to October 31st, the Contractor shall conduct Lawn Maintenance Services. Equipment shall not be operated in the contracted areas prior to sunrise and must be off the area before sunset, on weekends, and/or during events that are held in the parks: 11.4.1 The contractor shall generally conduct Cemetery landscaping services not more than described in the Cemetery Location/Quantity chart below: Cemetery Location/Quantity Chart Cemetery Address Number of Cuts Decoration Day Best 54536 Best line 14 4th Sunday in August Firby 10968 Springerhill Road 14 Old Richmond 54254 Heritage Line 14 Old Eden 11318 Ridge Line 14 Dobbie 56139 Green Line 14 Light 55236 Light Line 14 4th Sunday in August Claus 57084 Calton Line 14 Stanton 58180 Calton Line 14 Edison 31 King St. East (Vienna) 14 Estherville 54880 Glen Erie Line 14 2nd Sunday in November Otter Valley 56651 Tunnel Line 14 Bayham West 53688 Heritage Line 14 4th Sunday in August Eden 56897 Eden Line 14 1st Sunday in September Smuck 55177 Jackson Line 14 3rd Sunday in August Straffordville 55939 Heritage Line 14 3rd Sunday in August Guysboro 57682 Heritage Line 14 4th Sunday in August Calton 6964 Richmond Road 12 3rd Sunday in August 11.4.2 The Municipality will not pay for more than the cuts noted within Appendix ‘B’ at any location throughout the season, May 1-October 31. Additional cuts beyond the above-noted Chart may be approved in writing prior to the work occurring. 11.4.3 Should the Contractor perform more than the noted cuts approved in the above- noted chart on any location without prior written municipal approval it shall be at the sole cost of the Contractor. 11.4.4 All Cemeteries to be cut prior to Decoration Days - This should be part of the Cemetery Location/Quantity Chart for the subject cemeteries. 11.4.5 The Contractor should contact the Manager of Public Works or the Municipal office prior to May 1 each contract year to clarify the exact dates in which decoration days are being conducted. 11.5 The Manager of Public Works shall have absolute, and unfettered, final discretion on work 12. EXECUTE CONTRACT AGREEMENT: 12.5 Tenders shall be open for acceptance for a period of thirty (30) days after the closing date. After this time the tender may only be accepted with the consent of the successful Contractor. 12.6 The successful Contractor shall execute the contract documents within ten (10) calendar days of receipt of notification of acceptance of tender. 12.7 Failure by the successful Contractor to meet the above requirements will entitle the Municipality to cancel the award of the contract. The Municipality may award the contract to one of the other Contractors or take such action as it chooses. 13. LOCATION OF WORK: 13.5 The work will be located within the Municipality of Bayham on those locations identified in the form of tender. 14. TENDER QUANTITIES: 14.5 Tender quantities are approximate and may vary dependent upon land ownership and budget constraints. 14.6 The Municipality reserves the right to extend, restrict and delete tender items in the contract as it sees fit. No compensation will be given to the Contractor for the restriction or deletion of tender items. 15. GOVERNMENT REQUIREMENTS: 15.5 The Contractor Shall obey all Federal Provincial, and Municipal Laws, Acts, Ordinances, Orders in Council and By-Laws which could in any way pertain to the work outlined in the contract or to the Employees of the Contractor. 16. NOTICE TO CONTRACTORS- RE: EMPLOYMENT: 16.5 The Contractor will, respective of this contract: 16.5.1 Employ only residents of Canada and those persons legally able to work in Canada; 16.5.2 In employing persons, refrain from discriminating against any person by reason of his race, religion, political affiliations, or gender. 17. HOURS OF WORK: 17.5 The usual hours of work are from Monday to Friday will from 7:00 a.m. to 4:30 p.m. Weekend and after hours work is usually not undertaken, but may be in exceptional circumstances. There will be no additional compensation for weekend work. 18. SITE ACCESS: 18.5 Contractor will be provided with appropriate keys prior to cutting season. Keys may be signed out at the Municipal office at 56169 Heritage Line Straffordville. 19. UNIT PRICES: 19.5 The Lump Sum – Per Map – Per Cut Unit Price submitted for each map shall be inclusive of all materials, equipment, labour, and transportation, permits and fees, if any, required to perform and compete the work. No additional allowances will be considered. 19.6 Provisional Items will not be considered in determining the low bid. 19.7 The Lump Sum – Per Map – Per Cut Unit Price will be utilized to determine low bid. 19.8 The Lump Sum – Per Map – Per Cut Unit Price shall be the per cut cost exclusive of HST 19.9 The Municipality will award contracts to the successful bidder for each Map. RFT 21-02 LAWN MAINTENANCE SERVICES - TENDER FORM Description Lump Sum – Per Map – Per Cut Unit Price Port Burwell Area ‘A’ Map # 1 Open Space (Parcels between Hurley Lane, Chatham St, Bridge St.) Area ‘B’ Port Burwell Ball Diamond (55461 Nova Scotia Line) Area ‘C’ (Robinson St @ Howard St – grass area- Submariners Way) Area ‘D’ (Victoria St @ Plank Rd ((Robinson St)) – North and South sides of road) Area ‘E’ Port Burwell Library (21 Pitt St. & Gazebo) Area ‘F’ Parkette & Cenotaph- Pitt St @ Erieus St) Area ‘G’ Basketball Court (Pitt St @ Erieus St.) Area ‘H’ Marine Museum (18 Pitt St) Area ‘I’ Lighthouse (17 Robinson St) Area ‘J’ Beach turnaround (South end of Robinson St - guard rail area to bottom of slope on the west approximately 30 meters west from guard rails going southerly to bottom of slope at turnaround most southerly section of road) along with end of turnaround along beach to accessible pad and around washroom and food booth. Area ‘K’ Memorial Park (southwest corner of Brock and Strachan to Waterfront of East Beach) Area ‘L’ Wind Interpretive Centre (5361 Brown Rd) Area ‘M’ Hurley Street (along guardrails to bridge both sides of road) Area ‘N’ Wastewater Treatment Plant (1 Chatham St) Area ‘O’ Port Burwell Fire Hall (55451 Nova Scotia Line) Vienna – Map #2 Area ‘A’ Vienna Community Park (14 Ann St) Area ‘B’ Vienna Memorial Park (6226 Plank Rd) Area ‘C’ Pump Station (54 Front St) Area ‘D’ Edison Historical Plaque Area (Corner of Water St & Plank Rd) Straffordville Area ‘A’ – Map #3 Straffordville Fire Hall (55764 Third St) Area ‘B’ Straffordville Community Centre & Park (56169 Heritage Line) Area ‘C’ Parkette (56301 Heritage Line @ Plank Rd) Area ‘D’ Pump Station (8934 Plank Rd) Area ‘E’ Pump Station (9352 Garner Rd) Area ‘F’ Pump Station (56826 Heritage Line) Area ‘G’ Public Works Yard (8354 Plank Rd) Area ‘H’ Straffordville Library (9366 Plank Rd) Eden – Map #4 Area ‘A’ Pump Station (11403 Plank Rd) Area ‘B’ Eden Park (56967 Eden Line) Corinth – Map #5 Area ‘A’ Corinth Park (54286 Best Line) Area ‘B’ Open Space (S/E Corner Culloden Rd/Best Line) Richmond - Map #6 Area ‘A’ Richmond Park (53906 Church St) Area ‘B’ Richmond Water (Well & Water Plant 9190 Richmond Rd) Cemeteries - Map #7 Area ‘A’ Best - 54536 Best Line Area ‘B’ Firby – 10968 Springerhill Road Area ‘C’ Old Richmond – 54254 Heritage Line Area ‘D’ Old Eden – 11318 Ridge Line Area ‘E’ Dobbie – 56139 Green Line Cemeteries - Area ‘A’ Map #8 Light - 55236 Light Line Area ‘B’ Claus - 57084 Calton Line Area ‘C’ Stanton - 58180 Calton Line Area ‘D’ Edison - 31 King St East (Vienna) Area ‘E’ Estherville - 54880 Glen Erie Line Area ‘F’ Otter Valley - 56651 Tunnel Line Map #9 Bayham West- 53688 Heritage Line Map #10 Eden - 56897 Eden Line Map #11 Smuck - 55177 Jackson Line Map #12 Straffordville - 55939 Heritage Line Map #13 Guysboro - 57682 Heritage Line Map #14 Calton - 6964 Richmond Road Unit Price shall be the per cut cost exclusive of HST Provisional By-Law Works Cut Unit Price/Hour $ Unit Price shall be the per cut cost exclusive of HST I/We the undersigned agree to perform 2024-2026 Lawn Maintenance Services in the Municipality of Bayham as required by the Manager of Public Works in compliance with the terms, conditions and specifications noted in this tender and agreement. Company Name Home Number Signature Fax Number Printed Name After Hours Number (Cell Phone) Date HST Registration # CONFIRMATION OF FAVOURABLE HEALTH AND SAFETY PRACTICE FORM The Contractor(s):________________________________________________________ The Municipality of Bayham is committed to: i. The prevention of workplace injury and illness to all workers at Municipal locations. ii. The belief that contractor safety is compatible with the safety policy of the Municipality and is good business. iii. Assuming a leadership role by citing contractors for any violations of the contract. iv. To ensure the Municipal workplace is a healthy and safe working environment, contractors, constructors and subcontractors must have knowledge of and operate in compliance with the Occupational Health and Safety Act and any other legislation pertaining to employee health and safety. v. For long term contracts, or contracts involving pre-selected contractors, the Municipality reserves the right to cancel (or place on probation) the contract of any contractor who is charged and/or convicted of offences under the Occupational Health and Safety Act while carrying out any part of a project with the Municipality. Contractor’s Statement of Responsibility: As a contractor retained to perform work for the Municipality of Bayham, I/we accept the following health and safety responsibilities: i. I/we will comply with all procedures and requirements of the Occupational Health and Safety Act, Municipal safety policies and procedures, department and site specific policies and procedures and all applicable legislation or regulations. ii. I/we will work safely with skill and care so as to prevent accidental injury to ourselves, fellow employees and all other persons on the site of work. iii. For contracts or sub-contracts that involve commercial motor vehicles as defined by the Highway Traffic Act, I/we acknowledge possession of a current Carrier CVOR abstract with one of the following safety ratings: Excellent; Satisfactory; Conditional, or Satisfactory-Unaudited. iv. I/we will advise the Municipality if the CVOR safety rating of our firm is changed to ''Unsatisfactory" at any time during the course of the contract and, upon request, will provide the Municipality with a copy of the most recent Carrier CVOR abstract indicating the sanctions imposed by the Ministry of Transportation. Contractor Name of Person Signing for Contractor Signature of Contractor Date Contractor's Experience in Similar Work Year Completed Description of Work For Whom Work Performed Value To be completed and returned with tender. Contractor’s Equipment List Make and Model Year Hrs Type of mower attachment. To be completed and returned with tender. 2024-2026 LAWN MAINTENANCE SERVICES AGREEMENT - DRAFT THIS AGREEMENT made in triplicate this xx day of xxxxxxx, 20xx. BETWEEN XXXXXXXXXXXXXXXXXXX (hereinafter referred to as the “Contractor”) of the First Part -and- THE CORPORATION OF THE MUNICIPALITY OF BAYHAM (hereinafter referred to as the “Municipality”) of the Second Part WHEREAS the Municipality is the registered owner and/or the lessee of the lands shown on the various maps attached hereto as “Map #X”, “…………, hereinafter referred to as the “lands”; AND WHEREAS the Contractor wishes to provide lawn maintenance services for the said lands in accordance with RFT 03-24; AND WHEREAS in consideration of the payment of the sum of monies as described within the context of this agreement by the Contractor to the Municipality and other good and valuable consideration, the sufficiency of which is hereby acknowledged, the parties hereto agree as follows: 1. The Municipality grants permission to the Contractor to enter upon municipal lands for the purpose of maintaining the lands. 2. The Contractor agrees to provide lawn maintenance services as outlined and needed for the lands. 3. The Municipality shall pay to the Contractor for the following properties, the total sum, payable in equal monthly installments: XXXXXXXXXXXXXXXXXXXXX 4. The Contractor agrees to indemnify the Municipality and save it harmless from and against any and all claims, demands, loss, actions, damages, liability, and expenses, in connection with loss of life, personal injury, or damage to property arising from any occurrence on said lands howsoever such claims may arise, providing proof of liability insurance not less than $5,000,000 prior to May 1, 2024 and that the insurance shall name the Municipality of Bayham as an additional insured. 5. The successful proponent shall comply with all Federal, Provincial, County and Municipal Legislation including, but not limited to environmental, Labour, Occupational Health and Safety, Unemployment Insurance, Workplace Safety & Insurance Board, and Human Rights. The successful proponent shall be qualified to test portable fire extinguishers and fire alarms. The successful proponent shall provide the Municipality with a valid WSIB Certificate. 6. The Contractor will observe and adhere to the standards set out in Appendix “A” attached hereto. 7. The Contractor shall not impede parking, pedestrian or vehicular traffic to the subject lands. 8. The Municipality shall have access to the site and surrounding area at all times. 9. The Contractor shall not subcontract any or all of this agreement without the prior and express approval of the Municipality. 10. This Agreement may be terminated at any time by either party giving the other party 30 days written notice of termination. IN WITNESS WHEREOF the Contractor and the Municipality have hereunto set their hands and Corporate Seals this xxTH day of xxxx, 20xx. SIGNED, SEALED AND WITNESSED ) THE CORPORATION OF THE ) MUNICIPALITY OF BAYHAM ) ) _____________________________ ) Mayor ) ) _____________________________ ) Chief Administrative Officer ) ) ) CONTRACTOR In the Presence of ) ) ________________________________ ) _________________________________ Appendix “A” 2024-2026 LAWN MAINTENANCE SERVICES SCOPE OF WORK 1. GENERAL-LANDSCAPE SERVICE 1.1 Except as otherwise expressly provided the Contractor shall furnish all the necessary labour, materials and equipment to perform the work specified in this contract. 1.2 The Contractor shall be solely responsible for loss or damage of his equipment and for any material delivered to him from whatsoever source. 1.3 The Contractor shall be responsible for all damages caused during the execution of the work and shall impose as little inconvenience as possible on the residents during the performance of this contract. 1.4 All work performed by the Contractor shall be executed to the satisfaction of the Municipality. 1.5 Failure to provide and maintain a standard of service and workmanship acceptable to the Road Operations Supervisor, or designate, will, at his discretion, result in an alternate Contractor being hired to do the work with the cost of the same deducted from payment to the original contractor. Repeated failure to meet Municipal standards of service and workmanship will result in termination of the contract. 2. TERMS OF CONTRACT 2.1 This contract shall be in force and effect from May 1, 2024 - December 31, 2026 2.2 This contract may be renewed for two (2) additional one (1) year terms upon the agreement of both the Contractor and the Municipality. 3. PAYMENT 3.1 Invoices shall be submitted on a monthly basis starting one month from the commencement of work. 4. DESCRIPTION OF WORK 4.1 Mowing of all turfed areas shall be performed on a regular basis to ensure grass does not exceed 4” in height. The grass is not to be cut to a height of less than 2”. 4.2 All debris and branches shall be picked up prior to lawn maintenance services each cut. 4.3 Municipal grassed area along public roadways abutting the projects are included in this contract. 4.4 Trimming of grass adjacent to curbs, sidewalks, fences, trees, flower beds, benches, buildings, light standards, hydrants, etc. shall be done immediately after each mowing operation. At a minimum, one pass on both sides of all fences will be cut with a mower. 4.5 Edging of hedges and sidewalks shall be completed on a monthly basis so that these areas have a neat and well maintained appearance. 4.6 All hard surfaces, which includes parking lots and sidewalks, must be swept clean each time the contractor is performing work on site. 4.7 Pruning for trees up to 16 feet in height shall consist of the removal of excess sucker growth, dead wood and interfering growth, the thinning of branches where necessary, clearing growth from buildings and the shaping of trees. All pruned branches of a diameter greater than 1 inch and all exposed wood or scars resulting from previous work damage shall be painted with approved tree wound paint. Trees and branches which are weak shall be cabled or braced in accordance with approved tree bracing methods. Timber, brush and all other debris resulting from this work shall be entirely removed from the lands and disposed of by the Contractor at his own expense on the same day trees are pruned. 4.8 Trimming, and removal of dead growth, of all hedges and shrubs shall be performed during June (evergreens), in June, July and September (deciduous) and vines are to be trimmed as required to present a neat appearance. 4.9 All fence lines and grassed areas, shall be cleared of weeds, debris and branches to each cut. 4.10 The contractor shall first properly edge all flower beds and gardens at the beginning of each year. 4.11 The Contractor shall weed and maintain all flower beds and gardens each cut. 4.12 The Municipality shall provide the Contractor with the required keys for the appropriate properties. Keys to be picked up and signed out at the Municipal Office. 4.13 The Municipality shall not pay for travel time between locations. 4.14 Provisional By-law Works must be conducted within 48 hours of written correspondence provided by the Manager of Public Works or the Municipal By-Law Officer to the contractor. 4.15 Submission of the Provisional By-law Works invoice must be provided to the Municipality following the completion of the corresponding maintenance works, not included within the monthly invoicing. 5. SCHEDULE OF WORK MUNICIPAL PARKS AND FACILITIES 5.1 Commencing May 1st to October 31st, the contractor shall conduct Lawn Maintenance Services. Equipment shall not be operated in the contracted areas prior to sunrise and must be off the area before sunset, on weekends, and/or during events that are held in the parks: 5.1.1 The Contractor shall generally conduct landscape services activities every ten (10) days. 5.1.1.1 The Municipality may permit weekly cuts in the spring, reducing cuts in the heat of the summer to a bi-weekly schedule arriving at a season average of one (1) cut every ten (10) days, subject to the approval of the Manager of Public Works. 5.1.1.2 The Municipality will not pay for more than 18 cuts on any map location in any season May 1-October 31. Additional cuts beyond 18 cuts may be approved in writing prior to the works occurring. 5.1.1.3 Should the Contractor perform more than 18 cuts on any map location without prior written municipal approval it shall be at the sole cost of the Contractor. 5.1.1.4 The Contractor must schedule with the Manager of Public works a set time for the property at 8354 Plank Rd. due to staff scheduling regarding vehicles. 5.1.2 The Manager of Public Works shall advise the Contractor of the date which landscape services activities may commence for the first time each year. 5.2 RFT 03-24 – 2024-2026 Lawn Maintenance Services, as amended, shall form part of this agreement, attached hereto as Schedule ‘B’. 5.3 The Manager of Public Works shall have absolute, and unfettered, final discretion on work. MUNICIPAL CEMETERIES 5.4 Commencing May 1st to October 31st, the contractor shall conduct Lawn Maintenance Services. Equipment shall not be operated in the contracted areas prior to sunrise and must be off the area before sunset, on weekends, and/or during events that are held in the parks: 5.4.1 The contractor shall generally conduct Cemetery landscaping services not more than described in the Cemetery Location/Quantity Chart below. Cemetery Location/Quantity Chart Appendix B Cemetery Address Number of Cuts Decoration Day Best 54536 Best line 14 4th Sunday in August Firby 10968 Springerhill Road 14 Old Richmond 54254 Heritage Line 14 Old Eden 11318 Ridge Line 14 Dobbie 56139 Green Line 14 Light 55236 Light Line 14 4th Sunday in August Claus 57084 Calton Line 14 Stanton 58180 Calton Line 14 Edison 31 King St. East (Vienna) 14 Estherville 54880 Glen Erie Line 14 2nd Sunday in November Otter Valley 56651 Tunnel Line 14 Bayham West 53688 Heritage Line 14 4th Sunday in August Eden 56897 Eden Line 14 1st Sunday in September Smuck 55177 Jackson Line 14 3rd Sunday in August Straffordville 55939 Heritage Line 14 3rd Sunday in August Guysboro 57682 Heritage Line 14 4th Sunday in August Calton 6964 Richmond Road 12 3rd Sunday in August 5.4.2 The Municipality will not pay for more than the noted within Appendix ’B’ at any location throughout the season May 1-October 31. Additional cuts beyond the above-noted Chart may be approved in writing prior to the work occurring. 5.4.3 Should the Contractor perform more than the noted cuts approved in the above- noted Chart on any location without prior written municipal approval it shall be at the sole cost of the Contractor. 5.4.4 All Cemeteries to be cut prior to Decoration Days. This should be part of the Cemetery Location/Quantity Chart for the subject cemeteries. 5.4.5 The Contractor should contact the Manager of Public Works or the Municipal office prior to May 1 each contract year to clarify the exact dates in which decoration days are being conducted. 5.5 The Manager of Public Works shall have absolute, and unfettered, final discretion on work RFT 03-24 Lawn Maintenance Services March 27, 2024 Contractor Municipal Parks Map Areas 1-6 Cemeteries Map Areas 7-14 Total Cost Provisional By- Laws/Hr. Wilsons Lawn Care $ 1,590 $ 2,580 $ 4,170 $100 Janzen Lawn Care $ 2,715 $ 1,980 $ 4,695 $100 Stoke’s Lawn Care $ 2,445 $ 1,910 $ 4,355 $80 1997668 Ontario LTD $ 1,890 $ 2,880 $ 4,770 $80 Fitch General Contracting Inc. $ 2,940 $ 2,035 $ 4,975 $55 D&D Commercial Property Maintenance Ltd. $ 2,280 $ 2,890 $ 5,170 $85 *Price is based on one cut in each map area plus HST MEMO JOINT CEMETERY BOARD TO: Joint Cemetery Board Members FROM: Lorne James, Treasurer DATE: April 30, 2024 MEMO: JCB-04/24 SUBJECT: DEATH TAX BACKGROUND At the request of JCB board member Perry Grant, regarding collection of the Bereavement Authority of Ontario (BAO) Death Tax fee. The current death tax fee is $30 per interment payable to BAO. Currently, the cemetery rates and fees by-law does not include a provision or collection line for the Death Tax administration costs. DISCUSSION Staff would recommend that if the JCB would like to add these death tax fee under General Rates and Fee section of the Cemetery Rates and Fees by-law, an amended by-law would need to come forward to Council for review. Staff have inquired with the BAO and the BAO advised that the operator can collect these costs back. Per BAO: “Thank you for contacting the BAO with your inquiry on the licensing fee. The changes as of July 1, 2023 are to the amount of the fee and the new preferred name for the fee should operator wish to make the fee transparent and provide a separate line item to show the fee on their price list and contract. If the operator doesn’t wish to make the fee transparent, then they have the option to adjust their pricing to accommodate the increase. Please be aware that an operator cannot retroactively collect these charges.” RECOMMENDATION THAT Memo JCB-04/24 re Death Tax be received for information; AND THAT Joint Cemetery Board recommends to Council to amend the Cemetery Rates and Fees by-law to include Death Tax administration costs under General Rates and Fees section of the by-law. MEMO JOINT CEMETERY BOARD TO: Joint Cemetery Board Members FROM: Meagan Elliott, Clerk DATE: April 30, 2024 MEMO: JCB-05/24 SUBJECT: CEMETERY MEMBERS BACKGROUND Committee Members are appointed by Council through by-law. The current Committee Appointment by-law is 2023-034, amended by 2023-084 – both attached to this memo. DISCUSSION The Clerk wishes to engage the Joint Cemetery Board to provide any further additions or deletions from these appointments to update the By-law with Council. RECOMMENDATION THAT Memo JCB-05/24 re Cemetery Members be received for information; AND THAT the changes, if any, to the Appointment By-law be presented to Council for consideration. THE CORPORATION OF THE MUNICIPALITY OF BAYHAM BEING A BY-LAW TO APPOINT COMMITTEE MEMBERS BY-LAW NUMBER 2023-034 WHEREAS the Municipal Act, S.O. 2001, Chapter 25, S.11(1), as amended, confers broad authority to municipalities to enable them to govern their affairs as they consider appropriate and to enhance their ability to respond to municipal issues; AND WHEREAS Council of the Corporation of the Municipality of Bayham is desirous of utilizing various types of Committees; AND WHEREAS Council of the Corporation of the Municipality of Bayham appointed Members of Council to External Committees through resolution on December 15, 2022; AND WHEREAS Council of the Corporation of the Municipality of Bayham appointed members of the public to Advisory Committees through resolution at the April 6, 2023 and May 4, 2023 Regular Meetings of Council; NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF BAYHAM ENACTS AS FOLLOWS: 1. THAT the Committee Members attached hereto as "Schedule A" and forming part of this By-law be hereby appointed; 2. THAT By-law No. 2022-012 and all amendments thereto are hereby repealed; 3. THAT this By-law shall come into full force and effect upon final passing. READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 4th DAY OF MAY, 2023. Schedule "A" to By -Law 2023-034 Legislated/External Committees: Committee of Adjustment i. Council of the Corporation of the Municipality of Bayham ii. Secretary -Treasurer — Margaret Underhill iii. Chairperson — Mayor iv. Alternate Chairperson — Deputy Mayor Court of Revision i. Council of the Corporation of the Municipality of Bayham ii. Chairperson — Mayor iii. Alternate Chairperson — Deputy Mayor Long Point Region Conservation Authority (Representing Malahide & Bayham) i. Deputy Mayor Weisler Elgin Area Primary Water Supply System Joint Board of Management Representing Aylmer, Malahide & Bayham) 1. Pete Barbour (Primary — Aylmer) 1. Mark Widner (Alternate — Malahide) ii Councillor Emerson (Alternate — Bayham) Port Burwell Secondary Water Supply System i. Councillor Emerson (Primary) ii. Deputy Mayor Weisler (Alternate) Elgin County Land Division Committee i. John Seldon Elgin Group Joint Police Services Board (Representing Malahide & Bayham) i. Dominique Giguere (Malahide) Joint Otter Valley Utility Corridor Board of Management b. Appointees i. Mayor Ketchabaw ii. Councillor Chilcott iii. Councillor Froese Municipality of Bayham — Committee Members Bayham Joint Cemetery Board i. Councillor Froese (Chair) ii. One representative from each individual Cemetery Board (as appointed by each Board) Individual Cemetery Boards Appointees a. Straffordville i. Perry Grant — Board Rep ii. Gerald Taylor iii. Al Stewart iv. Joe Neville v. Dave Andrews vi. Lori Kalmokov c. Calton i. Roger James — Board Rep ii. Frank Sawatzky iii. Ben Sawatzky iv. Lynda Millard v. Robin James vi. Debbie Hayward d, Guysboro i. Bonnie Ball Coelho — Board Rep ii. Vera May Dickhout iii. Emery Silverthorn iv. Joseph N Dickhout v. Daphne Dickhout vi. Marion Knab vii. Dan Rayson e. Bayham West i. Ralph Carter — Board Rep ii. Larry Milmine iii. Edward Carter iv. Marlene Carter v. John Scott vi. Valerie Donnell f. Eden i_ Cathy Crocker ii. George Sivyer g. Light i. Gloria Wardle Waterfront Advisory Committee i. Deputy Mayor Weisler (Chair) ii. Earl Shea iii. Ashley Cardinal iv. Marni Wolfe v. Serge Pieters Museums Advisory Committee i. Councillor Chilcott (Chair) ii. Jean -Ann Baranik iii. Robert Ponzio iv. Ron Bradfield v. Roy Sullivan Property Standards Committee i. Patricia Chatterson ii. Wayne Murray iii. Valerie Donnell iv. Cindy Stewart v. Debbie Hayward THE CORPORATION OF THE MUNICIPALITY OF BAYHAM BY-LAW NO. 2023-084 A BY-LAW TO AMEND BY-LAW 2023-034 BEING A BY-LAW TO APPOINT COMMITTEE MEMBERS WHEREAS the Municipal Act, S.O. 2001, Chapter 25, S.11(1), as amended, confers broad authority to municipalities to enable them to govern their affairs as they consider appropriate and to enhance their ability to respond to municipal issues; AND WHEREAS, the Council of the Municipality of Bayham deems it necessary to amend By-law No. 2023-034, being a by-law to appoint committee members; NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF BAYHAM ENACTS AS FOLLOWS: 1. THAT By-law 2023-034 be amended by removing Earl Shea from the Waterfront Advisory Committee and replaced with Valerie Donnell; 2. AND THAT Michelle Seberras be added to Guysboro Cemetery; 3. AND THAT this by-law shall come into force and effect on the day of its passing. READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 16t" DAY OF NOVEMBER 2023. IVxAYO CLERK