THE CORPORATION OF THE MUNICIPALITY OF GREY HIGHLANDS. CEMETERY BOARD MINUTES - September 26, 2013 MINUTES

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1 THE CORPORATION OF THE MUNICIPALITY OF GREY HIGHLANDS CEMETERY BOARD MINUTES - September 26, 2013 MINUTES Present: Lynn Silverton (Chair), David Kell, Stan Baker, Dave Aberdein, Geraldine Robinson (via telephone) and staff Secretary- Treasurer Debbie Robertson. Absent: Ray Robertson, Marleen Pease 1 CALL TO ORDER Chair called the meeting to order at 1:25 PM 2 DECLARATION OF PECUNIARY INTEREST, DIRECT OR INDIRECT None 3 ADOPTION OF MINUTES 3.1 Cemetery Board Minutes of April 29th and July 25th, 2013 CEM13-05 Robinson - Aberdein RESOLVE, That the Cemetery Board adopts the minutes of April 29, 2013 as circulated; July 25th, 2013 as circulated 4 BUSINESS ARISING FROM THE MINUTES No business arising from the minutes of April 29th, 2013 and July 25th, DELEGATIONS None

2 6 ITEMS FOR DISCUSSION 6.1 Request to sell back Plots - Markdale Cemetery, Range 18, Lot 14, Plots B, C & D (Andrew Baca) Research if the east two plots may be considered to be sold back based on placement of monument. CEM13-06 RESOLVE, That the Cemetery Board not approve the sale of the Andrew Baca plots (Markdale Cemetery Range 18 Lot 14 Plots B, C & D) back to the Municipality based on Section 47(9) of the Funeral, Burial and Cremation Services Act, 2002 as amended. A review of the cemetery records show the three plots are part of an original eight plot purchase, the existing monument is centered within the eight plots, three of the original plots are occupied, and two transferred to another individual. 6.2 Mount Zion Cemetery located at Lot 183 Con 2 NETSR former Artemesia and Burns Presbyterian Cemetery Feversham CEM13-07 Baker - Robinson RESOLVE, That the Cemetery Board supports the request of the Mount Zion Cemetery and the Burns Presbyterian Cemetery to be incorporated as part of the Municipality of Grey Highlands Cemeteries and all administrative and financial documentation and operating and trust funds be turned over to the Municipality. 6.3 Markdale Decoration Day Service Donations $ Maxwell Decoration Day Service Donations $838.00

3 6.4 Items brought forward from previous meeting: Resolution CEM Administration Fee for Selling Back Plots - Legislation regarding Resale of Unused Interment and Scattering Rights Copy of Procurement Policy Request for report on plots available and how many sold (report not completed at this time) Reviewing Fees and Charges and recommendation that an administration fee of $55.00 (similar to transfer of deed) be implemented for sale of plots back to the Municipality. CEM13-08 Baker - Aberdein RESOLVE, That the Cemetery Board authorize the Secretary-Treasurer to process resale rights, in accordance with Section 47 (8) of the Funeral, Burial and Cremation Services Act, 2002, and further authorize the Secretary-Treasurer to process transfer requests with a report of the transactions being presented at the next Cemetery Board meeting. CEM13-09 RESOLVE, That the Cemetery Board supports an administration fee of $55.00 be implemented through our Fees and Charges review for sale of plots back to the Municipality, if permitted through legislation.

4 6.5 Request to transfer two plots (Wiley) Range 36, Lot 4, Plot C & D) CEM13-10 RESOLVE, That the Cemetery Board approve the sale of the Wiley plots (Markdale Cemetery Range 36, Lot 4, Plots C & D) back to the Municipality and the Secretary-Treasurer is directed and authorized to carry out this transaction and adjustment. 6.6 Request for Transfer of the Bruce and Josephine Beard Plots Markdale Cemetery Range 1A, Lot 2, Plot B CEM13-11 Baker - Aberdein RESOLVE, That the Cemetery Board approves the transfer of the Bruce and Josephine Beard Plot (Markdale Cemetery,Range 1A, Lot 2, Plot B) to their son, Thomas James Beard. 7 CORRESPONDENCE

5 8 NEXT MEETING Dates to be set Meeting Dates Suggestion that Decoration Day Services be announced through local churches, press release, community channel, website, newspaper and coming events. CEM13-12 RESOLVE, That the Cemetery Board sets the 2014 Meeting Dates as follows: April 24, 2014 at 1:00 PM (Decoration Days standing item) July 24, 2014 at 1:00 PM September 25th, 2014 at 1:00 PM ADDITIONAL INFORMATION Request that Cemetery Board review RFT or RFP submissions and provide comments to Council before contract awarded for cemetery services. It was noted that staff are following the procurement policy regarding this matter. A copy of the cemetery budget, including operating statement and cemetery services be presented at next meeting.

6 9 ADJOURNMENT 9.1 Adjournment CEM13-13 Baker - Aberdein RESOLVE, That the Cemetery Board adjourn until the Call of the Chair. Time: 2:25 PM Lynn Silverton, Chair Debbie Robertson, Secretary- Treasurer Adopted as circulated the 24 th day of April 2014.