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HomeMy WebLinkAboutNovember 18, 2025 - Joint Cemetery BoardTHE CORPORATION OF THE MUNICIPALITY OF BAYHAM JOINT CEMETERY BOARD AGENDA TRACKLESS LOUNGE 56169 Heritage Line, Straffordville, ON Tuesday, November 18, 2025 6:30 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. Minutes of the Joint Cemetery Board Meeting held April 29, 2025 5. MATTERS OF BUSINESS A. Memo JCB-03/25 re 2026 Maintenance Needs B. Memo JCB-04/25 re Joint Cemetery Board Members / Staff Duties and Process C. Memo JCB-05/25 re 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 29, 2025 6:30 p.m. PRESENT: COMMITTEE MEMBERS: PERRY GRANT *Acting Chair ROGER JAMES BONNIE BALL COELHO RALPH CARTER ABSENT: CHAIR: DAN FROESE STAFF ATTENDANCE: TREASURER LORNE JAMES CLERK MEAGAN ELLIOTT 1. CALL TO ORDER Clerk, Meagan Elliott, called the meeting to order at 6:30 pm in the absence of the Chair. Committee Member, Perry Grant, stepped in as Acting Chair. 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. Minutes of the Joint Cemetery Board Meeting held November 12, 2024 Moved by: Committee Member Coelho Seconded by: Committee Member Carter THAT the minutes of the Joint Cemetery Board Meeting held November 12, 2024 be approved as presented. CARRIED 5. MATTERS OF BUSINESS A. Memo JCB-01/25 re Treasurer Report Moved by: Committee Member Carter Seconded by: Committee Member Coelho 2 THAT Memo JCB-01/25 re Treasurer Report be received for information. CARRIED B. Memo JCB-02/25 re Members Request Report Moved by: Committee Member Coelho Seconded by: Committee Member Carter THAT Memo JCB-02/25 re Members Request Report be received for information; THAT the Joint Cemetery Board recommends to Council to have staff be directed to provide a mechanism to collect donations for the Cemeteries on the corporate website. CARRIED 6. ADJOURNMENT Moved by: Committee Member Carter Seconded by: Committee Member Coelho THAT the Joint Cemetery Board Meeting be adjourned at 6:49 p.m. CARRIED CHAIR CLERK MEMO JOINT CEMETERY BOARD TO: Joint Cemetery Board Members FROM: Lorne James, Treasurer DATE: November 18, 2025 MEMO: JCB-03/25 SUBJECT: 2026 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 2026 season. In 2025, 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-03/25 re 2026 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 18, 2025 MEMO: JCB-04/25 SUBJECT: JOINT CEMETERY BOARD MEMBERS / STAFF DUTIES AND PROCESS BACKGROUND Board members emailed in regards to by-law changes, processes and resources to board members. DISCUSSION Questions for clarity on process relating to grass cutting - Contractor is in place for 2026, based on the prescribed number of cuts for each board. Any concerns on service to be directed to the Municipal office to either Treasurer or Manager of Public Works Care and Maintenance Fund - Fund is invested annually with the annual returns to help defer maintenance and operations maintenance costs on the general bank accounts of each board - Some cemeteries in the municipality have no board, no care and maintenance fund, those grounds are funded by the tax levy annual Special Donations - The boards can receive donations annually and provide a CRA tax receipt. - If the individual wants to direct it to anything but general, it has to be for an established program or long term care of the cemetery, donations below $100 will go into general cemetery bank accounts. Special Capital or Expenses - The boards need to seek council resolution for $10k expense and the treasurer recommendation for $2k, to ensure oversight of the general funds of the board (excluding general maintenance) Sale of Plots or Assistance - The boards are able to sell plots on respect of each of their respective boards. If the secretary/ treasurer needs to need municipal assistance, the Municipal treasurer will help with document preparation or contract assistance. Documents - BAO consumer guide and Cemetery By-law packages are available at the municipal office for board or public pick up Winter Control - Winter Control is in effect from December 1st to April 1st, winter burials can happen based on the discretion of the cemetery board or by order of the health board. Coverage - Cemetery board members are covered under the municipality general liability insurance, WSIB are not applicable for members. RECOMMENDATION THAT Memo JCB-04/25 re Joint Cemetery Board Members / Staff Duties and Process be received for information. MEMO JOINT CEMETERY BOARD TO: Joint Cemetery Board Members FROM: Lorne James, Treasurer DATE: November 18, 2025 MEMO: JCB-05/25 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 2026 is Tuesday, April 21, 2026. The second meeting of 2026 is proposed for Tuesday, November 24, 2026. Additional meetings may be scheduled by the call of the Chair, if deemed necessary. All JCB meetings, unless otherwise noted, will be held at 6:30 pm on the applicable date in the Trackless Lounge, 56169 Heritage Line, Straffordville. RECOMMENDATION THAT Memo JCB-05/25 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 2026: • Tuesday, April 21, 2026 at 6:30 pm in the Trackless • Tuesday, November 24, 2026 at 6:30 pm in the Trackless