Cemetery Board Committee

CEMETERY BOARD
Chair: Councillor Jean Neville - jneville@mindenhills.ca The Cemetery Board guides the management of the municipal cemeteries in Minden Hills (Minden, Twelve Mile Church, Bethel & Gelert). In addition to reviewing and updating the five-year Business Plan, the Board responds to requests from holders of interment rights and advices on changes to the Cemetery By-law. The Board will also evaluate new development opportunities such as columbaria, scattering gardens, pet cemeteries and the long-term interment needs of the community. Committee Members: Richard Bradley Robert Chambers Mike Cusato Alex MacLeod Carol Simmons Staff: Rick Cox, Director of Community Services Email: rcox@mindenhills.ca
NEXT MEETING SCHEDULED
Monday, April 16, 2012 @ 5:30 pm - Location: Minden Community Centre, upstairs
TOWNSHIP OF MINDEN HILLS CEMETERY BOARD MEETING MINUTES
Monday, Feb 6, 2012 � 5:00 p.m. Minden Community Centre � Room 3 Present: Michael Cusato, Jean Neville (chair), Carol Simmons, Alex MacLeod, Richard Bradley, Rick Cox (notetaker, staff) Regrets: Bob Chambers 1. CALL TO ORDER & APPROVAL OF AGENDA a. J. Neville called the group to order at 5:05pm. b. Accept as amended. A. MacLeod, J. Cousteau, approved. 2. DECLARATION OF PECUNIARY INTEREST � none. 3. ADOPTION OF MINUTES a. December 19, 2011 � moved C. Simmons, R. Bradley, approved. 4. BUSINESS ARISING FROM THE MINUTES a. 12 Mile Vault & Algonquin Highlands � update i. Draft letter reviewed and accepted. Forward to TMH Council for endorsement and mailing to TAH b. Columbaria promotion campaign i. Next edition � columbaria photos, natural burials 5. CEMETERY OPERATIONS REPORT a. 12 Mile Cemetery Expansion i. Options presented to meet mapping requirements of Cemetery Regulations Unit. Recommend drafting exercise only for $500. Moved C. Simmons, R. Bradley, approved. 6. CORRESPONDENCE a. M. D�Mello re Care & Maintenance Reserve Note from Cemetery Registrar received for information only. 7. OTHER BUSINESS a. 2012 Draft Budget i. Changes to 2012 draft budget since last draft reviewed. The Cemetery Board recommends that Council adopts the draft budget for 2012 as presented. Moved A. MacLeod, R. Bradley, approved. Cemetery Minutes - 2012-02-06 - DRAFT.docx 2/2 February 3, 2012 b. 2012 Fees & Charges By-Law c. Draft 2012 fees & charges bylaw reviewed. Cemetery Board recommends amendment so that the definition of �resident� to include niches and lots for TMH only. County rate applies to niches. The Cemetery Board recommends that Council adopt the fees & charges by-law as amended. Moved M. Cusato, C. Simmons, approved. d. A. MacLeod � need to look at land acquisition for Minden expansion and pet cemetery. e. Feedback on committees i. Do you feel the committee has a clear mission statement ii. Do you feel like your time is being spent productively iii. Do you have any suggestions about how we can approve Board members asked to provide their feedback to Jean Neville prior to next meeting. Motion to adjourn � Moved M. Cusato, R. Bradley, Approved. 8. NEXT MEETING 5:30 pm � 16th April - Minden upstairs
CEMETERY BOARD MEETING MINUTES
Monday, October 3, 2011 � 1:00 p.m. Minden Community Centre � Scout Hall In attendance: Jean Neville, Bob Chambers, Mike Cusato, Alex MacLeod, Rick Cox Absent: Richard Bradley, Carol Simmons Recording Secretary: Heather Chambers 1. CALL TO ORDER & APPROVAL OF AGENDA - Jean Neville called the meeting to order at 1:00 and the agenda was approved 2. DECLARATION OF PECUNIARY INTEREST - None declared 3. ADOPTION OF MINUTES a. August 30, 2011 � Correction noted in Call to order & Approval of Agenda line. Mike Cusato moved the minutes be approved as amended; seconded by Bob Chambers. Minutes adopted. 4. BUSINESS ARISING FROM THE MINUTES a. Invitation to C. George to present summary of her cemetery work. Cammy outlined the numerous challenges inherent to her work with the Township cemeteries especially as related to: Record keeping/mapping � different from cemetery to cemetery due to previously records being kept by volunteers; different numbering/counting of plots which often requires physically checking of stones to map the plots accurately; Gelert in particular presents challenges due to the orientation of the mapping - different from what is normally done � need to check headstones each time; Often no records available; oldest part of Twelve Mile Lake Cemetery has similar issues; Bethel has more records but not always accurate. Job in itself to check cemetery records and do mapping to create accurate records � only a small portion of Cammy�s time can be allotted to the cemetery work; Family�s expectations regarding succession planning of use of plots by family members is not always consistent � documents are needed to confirm rights to the plots � can be very time consuming to contact lawyers, rewrite deeds accurately etc; Inquiries require some investigation especially if family members are estranged. Investigations often complicated - have to know what questions to ask and deal with information from family not being readily available. Transference of boxes of information into computer files another major challenge; 2. when someone calls, files can be updated as process is worked through with family but otherwise updating cannot be done due to limited time/resources; presents challenge of not falling behind on current demands while trying to resolve earlier problems Cemetery system is mandated to have a file available to the public so they can come and see who is buried where � don�t yet have it and it will require funding to set up such a file Research being done by local genealogy group on cemetery stones will be of some help in providing information. Some cemeteries have sourced funds through grants, fundraising through decoration days, candle lights etc. � proceeds would then fund some of the work needed. Since current state of cemetery records are not in compliance with government requirements sourcing of funds to research & develop the files needs to be a priority and addressed by Township Question of whether this could work into a U-Links project � some students are working on the cultural history piece of Bethel Church and a few other community members have expressed an interest. Mapping another priority � some areas have no mapping and others present problems with existing plots not lining up with mapped locations. All private �back lot� interments are also to be recorded to meet the legal requirements � again no time/resources available Records show that not everyone has contributed to the care and maintenance funds. One of the biggest challenges is time to attend to the issues; every investigation begins hours of work; administrative fee is only $15 no matter how much time is required Disputes with a cemetery office decision would come to the Cemetery Board Question of whether request for information regarding family cemetery information can be sent out with municipal tax mailings Public often has trouble finding the cemetery office in its present location. The Cemetery Board (CB) thanked Cammy for her time and insights and for the diligent work she does for the cemeteries department. b. Designated areas for vaults Deferred until Rick Cox is able to gather the information needed. c. 12 Mile Valut & Algonquin Highlands � update Algonquin Highlands has been contacted but have not yet responded with their expectations regarding the vaults (some were unaware that AH had any 3. Rights/responsibilities related to the use/maintenance of the vault). d. Bench /monument by-law amendment According to the bylaw the plot holder is responsible for the care of the monument. The updated by-law retains the wording that the responsibility lies with the individual except when damage is due to negligence of cemetery staff. Changed also as requirement of three-month notice to individual plot holder/descendents. Finalizing of by-law will be deferred until any other amendments have been considered. This is inherited language and further changes may be required to tailor by-law to present Township requirements. Vandalised headstones at 12 Mile Cemetery will be fixed by company installing columbarium (otherwise Bob Chambers has offered to undertake their repair) CB may have to tackle the question of adornments on plots to develop some kind of guidelines. 5. CEMETERY OPERATIONS REPORT a. Financials YTD Poor sales for plots; on par for interments but no sales of plots to date for this year; projecting cemetery operations will be in substantial deficit (based on no sales during the final quarter year); still including sales projections for the columbaria niches - there is interest in the columbaria but can�t begin selling niches until September when they are actually in place; Managing costs � now involves having staff do cemetery maintenance work as needed rather than on a regular weekly basis; supplies/materials costs are being cut back but there is little room for further cutbacks. Alex MacLeod shared some positive comments regarding this summer�s improvement to the south end of the Gelert cemetery (leveling of sunken areas) and the good work done by the staff. Friends of Twelve Mile Lake Church will include information on columbarium in their newsletter Cemetery Operations Report Sales/Interment/Foundation Activity to date Columbaria go in October 4th � newspaper will be contacted to do some pictures and a write up Three interments this year Some sales activity but still considerably under expected activity level based on 5-6 year rolling average which will impact on budgeting. b. Operations 4. Operations wrap un the 15th of November - Two more rounds of mowing expected Tractor is tied up with sidewalk maintenance and has to be rented which reduces the margin Jean Neville suggests that roads should pay for the cost of rental since they are taking the tractor Revenue is not counted until spring when interments can take place 6. CORRESPONDENCE J. Heginbottom � letter regarding interest in providing cemetery mapping service � interested in being part of the board and researching natural burials Would need to change Terms of Reference for CB to allow additional member 7. OTHER BUSINESS a. Columbaria area landscaping Rick Cox recommends that landscaping be deferred until the spring. Deferral does not change need to borrow money to complete the landscaping. Tenders will be held off until the spring. Columbaria are located in areas where interments could be done in winter months � would just have to clear snow to make accessible. 8. NEXT MEETING � Friday, November 18th. 3 pm. Scout Hall Motion to adjourn � Mike Cusato. Seconded Alex MacLeod.

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