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HomeMy WebLinkAboutNovember 12, 2024 - Joint Cemetery BoardTHE CORPORATION OF THE MUNICIPALITY OF BAYHAM JOINT CEMETERY BOARD AGENDA TRACKLESS LOUNGE 56169 Heritage Line, Straffordville, ON Tuesday, November 12, 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 April 30, 2023 5. MATTERS OF BUSINESS A. Memo JCB-06/24 re 2025 Maintenance Needs B. Memo JCB-07/24 re 2025 Joint Cemetery Board Meeting Schedule 6. ADJOURNMENT THE CORPORATION OF THE MUNICIPALITY OF BAYHAM JOINT CEMETERY BOARD MINUTES TRACKLESS LOUNGE 56169 Heritage Line, Straffordville, ON Tuesday, April 30, 2024 7:00 p.m. PRESENT: CHAIR: DAN FROESE COMMITTEE MEMBERS: PERRY GRANT ROGER JAMES BONNIE BALL COELHO RALPH CARTER ED KETCHABAW (Ex-officio) STAFF ATTENDANCE: TREASURER LORNE JAMES CLERK MEAGAN ELLIOTT 1. CALL TO ORDER Chair Froese called the meeting to order at 7:00 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 November 7, 2023 Moved by: Committee Member Carter Seconded by: Committee Member Ball-Coelho THAT the minutes of the Joint Cemetery Board Meeting held November 7, 2023 be approved as presented. CARRIED 5. MATTERS OF BUSINESS A. Memo JCB-01/24 re Treasurer Report Moved by: Committee Member Grant Seconded by: Committee Member Ball-Coelho THAT Memo JCB-01/24 re Treasurer Report be received for information. CARRIED 2 B. Memo JCB-02/24 re Recommendations to Council Moved by: Committee Member Grant Seconded by: Committee Member Ball-Coelho THAT Memo JCB-02/24 re Recommendations to Council be received for information. CARRIED C. Memo JCB-03/24 re 2024-2026 Grass Cutting Contract Moved by: Committee Member Carter Seconded by: Committee Member Ball-Coelho THAT Memo JCB-03/24 re 2024 – 2026 Grass Cutting Contract be received for information. CARRIED D. Memo JCB-04/24 re Death Tax Moved by: Committee Member Grant Seconded by: Committee Member Ball-Coelho THAT Memo JCB-04/24 re Death Tax be received for information; AND THAT the 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. CARRIED E. Memo JCB-05/24 re Cemetery Members Moved by: Committee Member Grant Seconded by: Committee Member James THAT Memo JCB-05/24 re Cemetery Members be received for information; AND THAT the recommended changes to the Appointment By-law be presented to Council for consideration. CARRIED 6. ADJOURNMENT Moved by: Committee Member James Seconded by: Committee Member Grant THAT the Joint Cemetery Board Meeting be adjourned at 7:50 p.m. CARRIED 3 CHAIR CLERK MEMO JOINT CEMETERY BOARD TO: Joint Cemetery Board Members FROM: Lorne James, Treasurer DATE: November 12, 2024 MEMO: JCB-06/24 SUBJECT: 2025 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 2025 season. In 2024, the Municipality issued a Tender for lawn maintenance services in Bayham. The Municipality has an Agreement, executed by By-law No. 2024-017, for lawn maintenance services. The Agreement is with Wilson Lawncare and is in place through 2026. 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-06/24 re 2025 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 12, 2024 MEMO: JCB-07/24 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 2025 is Tuesday, April 29, 2025. The second meeting of 2025 is proposed for Tuesday, November 18, 2025. 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-07/24 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 29, 2025 at 7:00 pm  Tuesday, November 18, 2025 at 7:00 pm