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HomeMy WebLinkAbout2015-12-03 MinutesABANDONED 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 that each member is recording that same data in a consistent manner. A draft protocol will be 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