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