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Abandoned Cemeteries Committee Minutes 2016
Abandoned Cemetery Committee
June 9, 2016, 4:00 p.m.
Meeting
Present: John Bate, Elected Chair
Angie Ball, Co -Chair
Councillor Ron Hooper
Jim Lowe
Todd Taylor
Kim Vaneyk
Nancy Trimble
Laura Suchan
Also in attendance:
Anne Greentree, Municipal Clerk
Bob Genosko, Parks Supervisor
Natalie King, Licensing Clerk
1. Minutes
Moved by John Bate, seconded by Nancy Trimble.
That the Minutes of the June 9, 2016 Abandoned Cemetery Committee be approved.
Carried
2. Old Business
a) Grass Cutting/Maintenance
Bob Genosko addressed the issue of several cemeteries with complaints of
tall grass/weeds, and overall unkempt appearance. There was confusion on
behalf of the municipal contractor and the location of several cemeteries,
which was resolved on Wednesday (June 8).
b) Finances and Repairs
John Bate asked if financial statements/budget were available to the
Committee, with specific reference to payment for the obelisk inside of Trulls
Cemetery.($2000 quote from two years ago). The Committee has $10,000
in the Abandoned Cemetery Account, and showed interest in obtaining a
current quote to fix the obelisk.
Moved by Nancy Trimble, seconded by Todd Taylor
That a current quote be obtained to repair the obelisk inside the Trulls Cemetery.
Carried
Moved by Angie Ball, seconded by Laura Suchan.
That staff be authorized to repair the obelisk at the Trulls Cemetery with the
maximum repair costs not to exceed $3000 inclusive of taxes.
Carried
c) Data Import
Angie Ball will have information at the next meeting regarding the data import.
Anne Greentree questioned if data is still being gathered, and Nancy Trimble
believes there has not been activity since the 1980s. The Committee still does
not have data for Billings and Gilmour Cemeteries.
d) Hard to Find Cemeteries
John Bate referenced a letter to the Welsh family from Pattie Barrie requesting
permission to access the McNeil Cemetery via their property at 7615 Leskard
Rd. There was no reply. The Board had an interest in cleaning, maintaining
etc., of the five individuals buried there. John requested staff to contact the
current owner of 7615 Leskard Rd. to revisit the issue.
The Committee discussed the cemeteries without road access and it was
suggested that a tour be scheduled to identify and locate the various
cemeteries and identify any potentially dangerous monuments.
Todd suggested the reconciliation of a list of those cemeteries not being
maintained, and perhaps visit those with the intention of clearing limbs and
grass for contractor access. Anne Greentree pointed out the use of tools
should be limited to pruning clippers, and not include the use of chainsaws.
The Banstra family along with the Brown family cemeteries expressed concern
over the lack of maintenance. These and several other cemeteries are without
road access, and should be properties listed as part of the proposed tour,
whereby the Committee would trim back overgrown sumacs and other
branches.
The date of July 6th, 2016 was established for the Committee to hold their tour.
Everyone will meet in the parking lot on the west side of the Garnet Rickard
Arena at 8:00 AM. John Bate will organize a bus for the day. Anne addressed
the concern of identifying the list of proposed properties well in advance, so
correspondence can be sent out to the private property owners in order to
obtain consent to travel onto their property.
3. New Business
a) Digitizing Project
Angie Ball brought forward the possibility of inviting the local Scouts to assist
with the digitizing the details of the graves project. These Scouts have good
technical skills and could assist with cameras etc. The youth would have the
opportunity to be a part of something important, provide valuable services to
the Committee, and earn service hours for their programs. John Bate added
the opportunity for the Scouts to paint some of the fencing in both Hampton
and, Trulls Cemeteries. It was noted that Scouts Canada has liability insurance
and could provide certificates if necessary.
Moved by Angie Ball, seconded by Nancy Trimble.
That the Committee authorize to supply materials to paint cemetery fences should they
be interested.
Carried
Motioned by Angie Ball, seconded by Laura Suchan.
That the Committee approve the Scouts to participate in the data collection for the
purpose of contributing to the digitalization of grave details.
4. Adjournment
Moved by Kim Vaneyk, seconded by Nancy Trimble
That the meeting adjourn at 4:48 PM.
Carried
Abandoned Cemetery Committee
June 9, 2016, 4:00 p.m.
Meeting
Present: John Bate, Elected Chair
Angie Ball, Co -Chair
Councillor Ron Hooper
Jim Lowe
Todd Taylor
Kim Vaneyk
Nancy Trimble
Laura Suchan
Also in attendance:
Anne Greentree, Municipal Clerk
Bob Genosko, Parks Supervisor
Natalie King, Licensing Clerk
1. Minutes
Moved by John Bate, seconded by Nancy Trimble.
That the Minutes of the June 9, 2016 Abandoned Cemetery Committee be approved.
Carried
2. Old Business
a) Grass Cutting/Maintenance
Bob Genosko addressed the issue of several cemeteries with complaints of
tall grass/weeds, and overall unkempt appearance. There was confusion on
behalf of the municipal contractor and the location of several cemeteries,
which was resolved on Wednesday (June 8).
b) Finances and Repairs
John Bate asked if financial statements/budget were available to the
Committee, with specific reference to payment for the obelisk inside of Trulls
Cemetery ($2000 quote from two years ago). The Committee has $10,000
in the Abandoned Cemetery Account, and showed interest in obtaining a
current quote to fix the obelisk.
Moved by Nancy Trimble, seconded by Todd Taylor
That a current quote be obtained to repair the obelisk inside the Trulls Cemetery.
Carried
Moved by Angie Ball, seconded by Laura Suchan.
That staff be authorized to repair the obelisk at the Trulls Cemetery with the
maximum repair costs not to exceed $3000 inclusive of taxes.
Carried
c) Data Import
Angie Ball will have information at the next meeting regarding the data import.
Anne Greentree questioned if data is still being gathered, and Nancy Trimble
believes there has not been activity since the 1980s. The Committee still does
not have data for Billings and Gilmour Cemeteries.
d) Hard to Find Cemeteries
John Bate referenced a letter to the Welsh family from Pattie Barrie requesting
permission to access the McNeil Cemetery via their property at 7615 Leskard
Rd. There was no reply. The Board had an interest in cleaning, maintaining
etc., of the five individuals buried there. John requested staff to contact the
current owner of 7615 Leskard Rd. to revisit the issue.
The Committee discussed the cemeteries without road access and it was
suggested that a tour be scheduled to identify and locate the various
cemeteries and identify any potentially dangerous monuments.
Todd suggested the reconciliation of a list of those cemeteries not being
maintained, and perhaps visit those with the intention of clearing limbs and
grass for contractor access. Anne Greentree pointed out the use of tools
should be limited to pruning clippers, and not include the use of chainsaws.
The Banstra family along with the Brown family cemeteries expressed concern
over the lack of maintenance. These and several other cemeteries are without
road access, and should be properties listed as part of the proposed tour,
whereby the Committee would trim back overgrown sumacs and other
branches.
The date of July 6th, 2016 was established for the Committee to hold their tour.
Everyone will meet in the parking lot on the west side of the Garnet Rickard
Arena at 8:00 AM. John Bate will organize a bus for the day. Anne addressed
the concern of identifying the list of proposed properties well in advance, so
correspondence can be sent out to the private property owners in order to
obtain consent to travel onto their property.
3. New Business
a) Digitizing Project
Angie Ball brought forward the possibility of inviting the local Scouts to assist
with the digitizing the details of the graves project. These Scouts have good `
technical skills and could assist with cameras etc. The youth would have the
opportunity to be a part of something important, provide valuable services to
the Committee, and earn service hours for their programs. John Bate added
the opportunity for the Scouts to paint some of the fencing in both Hampton
and Trulls Cemeteries. It was noted that Scouts Canada has liability insurance
and could provide certificates if necessary.
-11
Moved by Angie Ball., seconded by Nancy Trimble.
That the Committee authorize to supply materials to paint cemetery fences should they
be interested.
Carried
Motioned by Angie Ball, seconded by Laura Suchan.
That the Committee approve the Scouts to participate in the data collection for the
purpose of contributing to the digitalization of grave details.
4. Adjournment
Moved by Kim Vaneyk, seconded by Nancy Trimble
That the meeting adjourn at 4:48 PM.
Carried
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Leading the Way
Abandoned Cemeteries,
Committee Agenda
DATE: June 9, 2016
TIME: 4:00 P.M.
PLACE: Meeting Room 1A
1. Minutes
(a) Minutes from December 3, 2015, meetin , _
2. New Business
v a) Maintenance — update from Operations'►,��
b) Data collection — update from memberE }`
Other Business
4. Next Meeting — To Be Determined C"( Q -
Please advise the Municipal Clerk's Department I
you are unable to attend the meeting.
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Leading the Way
�1,i 1. Minutes
Abandoned Cemeteries
Committee Agenda
DATE: June 9, 2016
TIME: 4:00 P.M.
PLACE: Meeting Room 1A
(a) Minutes from December 3, 2015, meeting.
2. New Business
a) Maintenance — update from Operations Department.
b) Data collection — update from members on the 2016 plan.
Other Business
4. Next Meeting — To Be Determined
Please advise the Municipal Clerk's Department by calling 905-623-3379, ext. 2107, if
you are unable to attend the meeting.
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ABANDONED CEMETERY COMMITTEE
December 3, 2015, 3:30 p.m.
Meeting
Present: Jim Lowe
Laura Suchan
Todd Taylor
Nancy Trimble
Kim Vaneyk
Councillor Ron Hooper
Also in attendance:
Anne Greentree, Municipal Clerk
Ken Mercer, Parks Lead Hand
Teresa Aide, Cemetery Services & Records Clerk
Absent: John Bate, Elected Chair
Angie Ball, Co -Chair
Bob Genosko, Parks Supervisor
In the absence of John Bate, Chair and Angie Ball, Co -Chair, Councillor Hooper chaired
this meeting.
1. Minutes
Moved by Nancy Trimble, seconded by Todd Taylor
That the Minutes of the October 8, 2015 Abandoned Cemetery Committee be approved.
Carried
2. New Business
a) Data Collection — Update
Nancy supplied a sample copy of the genealogical data to be migrated into
the excel spreadsheet which included 4 columns, last name, first name, year
of death and stone number. Angie will be forwarding a test copy shortly for
Teresa to import into Stone Orchards. We will work on one cemetery at a
time and Teresa will update the Committee with the progress of the data entry
project.
Abandoned Cemetery Committee - 2 - December 3, 2015
b) Collection of Missing Data and Symbol/Emblem and Photos
Laura, Nancy, Anne and Teresa all have a collections of photos from the
cemeteries. It was agreed that they will download the pictures on a thumb
drive for inventory. Teresa will inquire on the size of the field in Stone
Orchards. Teresa will update the Gravestone Inventory Data Collection Form
and forward a copy to the Committee.
c) The Committee deliberated the data collection processes and agreed that a
standard protocol must be established to ensure ach member is
recordina that same data in a consistent manne(A draft protoco wi
developed and provided to members.
d) Cemetery Maintenance — At this time there is no active cleaning at any
location. Anne suggested that Clarington's active and abandoned cemeteries
follow same procedures for maintenance. Ken informed the Committee that
in the active cemeteries they do not clean any headstones, they only repair or
lay down stones that are unsafe, they work on general ground maintenance
and pruning.
Nancy suggests preserving stones digitally and letting nature take its course
with the stones.
Anne informed the committee that the mapping component on the website is
a huge undertaking and is not expected to go forward in 2016.
Agenda item for next meeting will be the Trulls Cemetery, obelisk laying on
the ground, estimated cost to repair is $2,000.
Also deferred to next agenda is a recommended protocol for headstone and
grave maintenance or repair for the Committee review. Anne and Operations
Staff will prepare the protocol and will ensure it is consistent with other
communities.
Abandoned Cemetery Committee -3- December 3, 2015
3. Other Business
a) Ken informed the Committee that the posts are in at the Hampton Cemetery
and installation should be completed shortly.
4. Next Meeting
The next meeting will be scheduled in March, 2016, Teresa will email the Committee in
February with the date of the meeting.
5. Adjournment
Moved by Todd Taylor, seconded by Nancy Trimble
That the meeting adjourn at 5:20 PM.
Carried