Page Cemetery Board Agenda 1. Call to Order June 7, 2017 8 AM 2. Confirmation of Agenda Be it resolved that the Board confirm the agenda as presented. 3. Declaration of Pecuniary Interest 4. Adoption of Minutes 2-4 Minutes from the October 12, 2016 Cemetery Board Meeting Be it resolved that the Board approve the minutes from the October 12, 2016 Cemetery Board meeting as presented. 5. Business Arising from the Minutes 6. New/Unfinished Business 5-7 Cemetery Board Report Be it resolved that the Board receive the report for information. 7. Next Meeting 8. Members Privilege 9. Adjournment Be it resolved that Council adjourn the meeting at [TIME]. Page 1 of 7
Minutes of Cemetery Board Meeting October 12, 2016 A meeting of the Maple Grove Cemetery Board was held in the Hopeville Council Chambers starting at 8:30 am. Those present were Chair Dale Pallister, Louise Morfitt Hall, Matt Walls, Public Works Manager Jim Ellis, Treasurer William Gott, and Secretary John Haley. Call to Order Chair Pallister called the meeting to order at 8:40 am. Confirmation of Agenda Moved by Matt Walls, seconded by Louise Morfitt Hall; Be it resolved that the Board confirm the agenda as presented. Carried. Declaration of Pecuniary Interest None declared. Correspondence None. Adoption of Minutes August 18, 2016 Minutes Moved by Louise Morfitt Hall, seconded by Matt Walls; Be it resolved that the Board approve the minutes from the August 18, 2016 meeting as presented. Carried. Business Arising from the Minutes The Board inquired about the closed session item from the last meeting along with the Standard Operating Procedure (SOP) for the resale of plots. Secretary Haley mentioned that this meeting was for discussing the fees and any items that are time sensitive, but that staff will bring the SOP and an update on the closed session item to the spring meeting next year. New/Unfinished Business Fees & Charges by-law - Schedule J Cemetery Treasurer Gott reviewed the proposed changes to Schedule J of the Fees & Charges by-law. He mentioned that the changes to the price of a plot only increased to make sure we were contributing the legislative amount to the Care & Maintenance Fund. There was some discussion about the differences between a single and double plot. Manager Ellis joined the meeting at 8:50 am. Treasurer Gott continued to review the rest of the proposed changes. He highlighted that the mortuary storage fees were increased to cover the cost of staff time. The same was also true for a scattering burial. The board inquired to what these changes would do to the operating income of the cemetery. Treasurer Gott explained that some of the changes were only done to satisfy legislation and that Minutes from the October 12, 2016 Cemetery Board Meeting Page 2 of 7
Minutes of Council Meeting October 12, 2016 the other increases would be a step in the right direction in terms of running the cemetery at cost. The Board inquired about when the fees were last updated. Secretary Haley mentioned the fees have not been increased in the last 4 years. The Board recommended that the fees be reviewed annually. Moved by Louise Morfitt Hall, seconded by Matt Walls; Be it resolved that the Board accept the recommended changes to Schedule J of the Fees & Charges By-law; and That the Board recommends that Council approve the Cemetery Fees and Charges as an amendment to Schedule J of by-law 88-2016; and That Schedule J of the Fees and Charges by-law be reviewed annually. Carried. Wash Border for Foundations Secretary Haley explained to the Board the changes in personnel at our foundation company. He advised that it does not state any size for wash boarders in the cemetery by-law and that the foundation company is looking for direction going forward. A review of the cemetery shows that there is no standard, but that staff feel there should be. Research into other cemetery by-laws shows that a 3 or 4 inch wash border is common. Moved by Louise Morfitt Hall, seconded by Matt Walls; Be it resolved that the Board recommends that Council amend By-law 103-2013 Section 7.23 to add the following in a new paragraph The foundation shall extend 7.62 cm. (3 inches) beyond the monument base on all sides and be flush with the ground. The width of the foundation shall be in accordance with the regulations for monuments in Section 7. Carried. 2nd Headstone on a Plot Secretary Haley mentioned to the Board that he received a request to put a second headstone on a plot. He explained that this was a 5 grave plot and that there is plenty of room on the plot for another headstone. Moved by Matt Walls, seconded by Louise Morfitt Hall; Be it resolved that the Board allow a second headstone to be erected on a plot in Block F-E, Row 3, Plot 12. Carried. Members Privilege Chair Pallister brought up a concern regarding the new development in the area and with more diverse people coming, if the cemetery is ready to handle this. The Board discussed what different cemeteries have done and agreed to wait until they are approached with requests that do not abide by the by-law. Minutes from the October 12, 2016 Cemetery Board Meeting Page 3 of 7
Minutes of Council Meeting October 12, 2016 Chair Pallister also inquired about the Canada 150 funding. Manager Ellis mentioned that staff have looked into the requirements and the cemetery is not a fit. The Board discussed purchasing commemorative tulips to be planted on veteran graves. The Board agreed to contact the Royal Canadian Legion to see if they would be willing to partner for such an event. Louise Morfitt Hall inquired about the burn pile at the back of the cemetery. Manager Ellis explained that the Fire Department was out and did some training at the pile. Next Meeting The next meeting will be scheduled in May of 2017. Adjournment Moved by Matt Walls, seconded by Louise Morfitt Hall; Be it resolved that the Board adjourn at 10:10 am. Carried. Chair Secretary Minutes from the October 12, 2016 Cemetery Board Meeting Page 4 of 7
Phone: 519-923-2110 Administration Office Toll Free: 1-888-560-6607 185667 Grey County Road 9, RR 1 Fax: 519-923-9262 Dundalk, Ontario N0C 1B0 Web: www.southgate.ca Maple Grove Cemetery Board Report June 7, 2017 Columbarium #2 Foundation & Connecting Walkway Looking to send out an RFQ for the concrete work to be done on the walkway and second foundation Older Headstones A comment was made about fixing some of the older headstones in the cemetery The Cemetery Caretaker has a list started Closing the cemetery for the winter Issues with burials Issues keeping the lanes plowed for visitors Added a new plot Issue in Block M, Row 13 The first 4 plots were not measured correctly The 5 th plot was measured correctly, leaving a 4 ft gap between adjacent plots Staff added and sold the gap as a single plot to the owner that was adjacent to the gap Double Urns - Is one larger urn with 2 cremated remains in it Should we charge for 2 burials or one? Should we count as two interments or one? o If we count as 1, that means up to 8 cremated remains can go in a single plot (16 for a double) o Current By-law only allows for up to 4 urns in a single plot (8 for a double) Decoration Day Changing Weekends The Legion is planning on having Decoration Day on the Sunday of Homecoming weekend. Aug 6th at 1:00 The Homecoming committee have nothing going on at that time The Legion is taking the lead on this event again this year Adding a Second Headstone After the last meeting, there were some concerns over allowing a second headstone on a plot A site visit might have to be done by the members o Block F-E, Row 3, Plot 13 (Quint) o Pictures in Attachment #1 Page 1 of 3 Cemetery Board Report Page 5 of 7
Phone: 519-923-2110 Administration Office Toll Free: 1-888-560-6607 185667 Grey County Road 9, RR 1 Fax: 519-923-9262 Dundalk, Ontario N0C 1B0 Web: www.southgate.ca Pouring Foundations Weather Issues To follow the by-law, foundations cannot be poured between October 1 and April 30 of any year Last September had a lot of rain and foundations scheduled for then were rescheduled multiple times and were not completed before the October 1 deadline This past May, there has a lot of rain again, and we have had to reschedule the foundations multiple times On June 1, 2017 the 2 foundations from last year were poured along with one from this year There are still 3 foundations outstanding as of June 2, 2017 Cemetery by-law - Review The Board wanted to review the by-law at the first meeting in 2017 It is a lengthy process to amend the cemetery by-law with having to give notice to the public and be sent off to the Ministry for approval Staff will look into the process if the Board wishes to proceed with amendments There was one amendment made last year with regards to wash boards for foundations Year End Statistics Burials o 5 Full Body o 7 Cremation Plot Sales o 4 Double Plots Columbarium o No Activity Page 2 of 3 Cemetery Board Report Page 6 of 7
Phone: 519-923-2110 Administration Office Toll Free: 1-888-560-6607 185667 Grey County Road 9, RR 1 Fax: 519-923-9262 Dundalk, Ontario N0C 1B0 Web: www.southgate.ca Attachment #1 Page 3 of 3 Cemetery Board Report Page 7 of 7