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201105 PBC MINThe Corporation of the Town of Tillsonburg Parks, Beautification & Cemeteries Advisory Committee Meeting November 5, 2020 2:00 p.m. Hybrid Meeting- Council Chambers, 200 Broadway, Suite 204 & Electronic Meeting MINUTES Present: Paul DeCloet, Christine Nagy, Councillor Esseltine, Sue Saelens, Barb Wareing, Maurice Verhoeve, Ken Butcher , Donna Scanlan Staff: Chris Baird, Interim Director of Recreation, Culture & Parks; Laura Pickersgill, Legislative Services Coordinator Regrets: Marian Smith Absent: Mike Dean, Bob Marsden 1.Call to Order The meeting was called to order at 2:02 p.m. 2.Adoption of Agenda Resolution #1 Moved by: Christine Nagy Seconded by: Donna ScanlanTHAT the Agenda as prepared for the Parks, Beautification & Cemeteries AdvisoryCommittee meeting of November 5, 2020, be adopted, as amended with the addition of item 6.4.Carried 3.Adoption of Previous Minutes Resolution #2Moved by: Sue Saelens Seconded by: Christine NagyTHAT the Minutes as prepared for the Parks, Beautification & Cemeteries Advisory Committee meeting of October 1, 2020, be adopted.Carried 4.Disclosures of Pecuniary Interest and the General Nature Thereof There were no disclosures of pecuniary interest declared. 5.General Business & Reports 5.1 Cemetery By-Law Update Members were given the opportunity to provide feedback on the Draft Cemetery By-Law Update. The suggestions included: • Page 20, Section 12.5- the draft indicates bushes/shrubs will now be permitted on the plots in the cemetery. It was noted that this was not allowed under the existing by-law because they can cause issues with maintaining the grounds. It was noted, however, if this provision was now permitted that those told in the past they could not plant a bush/shrub at the plot would then be permitted to do so under the new by-law. It was also suggested that the draft indicates that if the shrubs/bushes are not maintained then staff will remove them. It was noted that if the shrubs/bushes are not allowed in the first place, then this would not be an issue. • Page 12, Section 6.3- an inquiry was made regarding the difference of the fees rate for residents versus non-residents. Chris suggested that the user fee by-law is being updated to remove the double rate, as this was an idea that came as a result of the service delivery review, specifically removing the double standard rate. Chris discussed various scenarios which may not be equitable in their application. • Section 16.13- there was concern noted with not allowing dogs in the cemetery at all. It was suggested that a one-time authorization be granted for those wanting to visit a memorial with their pet but that the cemetery should not used for allowing dogs to run loose. It was noted that some people are more comfortable walking in the cemetery as they may be afraid of dogs and they understand this is a place where they can go in Town to walk, free of dogs. • Section 13.7, 13.8, 13.9, 13.10- it was suggested to review the dates to ensure they do not overlap and are not contradictory. Chris will review this and ensure the dates listed align with the dates provided on the Town’s website. It was suggested that the decoration dates be included in the updated by-law. • Page 12, Section 7.1- it was suggested that the signing authority for family plots be expanded further to all stakeholders prior to internment to avoid any potential legal conflicts or challenges from family members or Executors. • Section 2.24- clarification was sought regarding the additional charges for internments after 4:00 p.m. and internments on Saturdays. Chris noted that these extra fees are to cover the cost of staff to be brought in outside of their usual work schedule as staff aren’t typically in attendance past 3:30 p.m. or on Weekends. • It was recommended that this by-law be reviewed by the Town’s legal counsel and the Bereavement Authority of Ontario to reduce potential legal ramifications resulting from the by-law prior to being presented to Council for final adoption. It was suggested that the cemetery have a group area identified for infants to lay to rest so that their plots can be easily identified in the future. It was also suggested that security at the cemetery might be a concern. Staff will investigate the use of security cameras or shutting the gates at night. Chris will review these suggestions with staff and inform the group of the changes made. Chris will provide a revised version of the by-law at our next meeting where the Committee can then pass a resolution to forward this finalized draft to Council. 6.2 Explore Event 2021 Paul has discussed early plans with staff for this event. Paul noted that there are concerns with planning this event with the current COVID-19 pandemic. Chris noted that an outdoor event is easier to control the provisions surrounding COVID-19. Paul suggested that the Museum Advisory Committee partner with this Committee to plan this event. Other members suggested that this was not necessary and this committee has the capacity to do the planning along with some assistance from local community groups, such as the Kiwanis Club, Scouts, and Rotary Club. It was noted that LPRCA could also support this event as well. Chris indicated that staff will do the physical work required to plan this event and that the committee can come up with the ideas for the event. It was suggested that interpretive walks can make it difficult for large groups to hear what is being said. It was mentioned that signage could be provided that outlines important heritage trees along the trail. Laura will keep this as a standing item on the agenda. A program can begin to be developed at the next meeting. 6.3 Wreath and Summer Flower Pot Program Update Chris noted on behalf of Matt that the full campaign is in effect and that hanging baskets will be used as done in years past. Chris will provide a copy of the brochure to the group. Chris will seek clarification from Matt regarding the use of silk flowers or live flowers for 2021. 6.4 Oxford-Broadway Parkette Christmas Tree Councillor Esseltine noted that the following resolution was passed at the October 26th Council Meeting with regards to the Oxford-Broadway Parkette Christmas Tree. Moved By: Councillor Gilvesy Seconded By: Councillor Rosehart THAT Report RCP 20-36 Oxford-Broadway Parkette Christmas Tree be received as information; AND THAT if the BIA and its’ donors should choose to move forward with the Oxford Broadway Parkette revitalization project, that full design or designs be brought forward for Council consideration, which may include incorporating the existing fountain and/or placing a tree in the park. Once design work is completed Council would then have the option to put the full designs out for public consultation if Council chooses to do so at that time. Carried It was suggested that this motion was revised from the motion recommended by the Committee, but ultimately the motion still reflected what the Committee was looking for in their original motion. Courtland Gardens has offered to do this project free of charge. A public consultation regarding the various planned phases and designs would be important for Council to identify a preferred outcome. 6. Round Table It was noted that Kiwanis Sign in Coronation Park needs to either be repaired or removed. Chris noted that staff are working through a program in the coming months to review and refresh all signs on Town property. Chris noted that staff will contact signs belong to service clubs to determine if the club wants to fix/remove the sign or if they want the Town to fix/remove the sign. Laura will add this as an item on the next agenda. Chris will follow up to determine if the Fourth Street trail is Town property or not. 7. Next Meeting December 3 at 2:00 p.m. 8. Adjournment Resolution #3 Moved by: Donna Scanlan Seconded by: Sue Saelens THAT the November 5, 2020 Tillsonburg Transit Advisory Committee meeting be adjourned at 3:03 p.m.