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HomeMy WebLinkAbout2016 MinutesC06 $00025099 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 s 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. -40 bOLtIC-�- c.2- -- 1 0 • 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. °"A �-� . o cx- J (� l :i-e Mc- MeLAe / rkisH fCGe. -60r�. ` LAl' CAec�- t--7��� \,j[ I Lip - j�� P,Ql� l Any I G�� h� - ,&� o P�J�Ir. L� Lk5 Pm ''4 4 - 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