210401 Parks, Beautification and Cemetery Committee AgendaThe Corporation of the Town of Tillsonburg
Parks, Beautification and Cemeteries Advisory Committee
April 1, 2021
9:00am
Lions Den, Community Centre
AGENDA
1. Call to Order
2. Adoption of Agenda
Proposed Resolution #1
Moved by:
Seconded by:
THAT the Agenda as prepared for the Parks, Beautification and Cemeteries
Advisory committee meeting of April 1, 2021, be adopted.
3. Minutes of the Previous Meeting
Proposed Resolution #2
Moved by:
Seconded by:
THAT the Parks, Beautification and Cemeteries Advisory Committee Minutes of
November 5, 2020, be adopted.
4. Disclosures of Pecuniary Interest and the General Nature Thereof
5. General Business & Reports
5.1. Election of new Committee Chair
5.2. Review Council comments on new cemetery by-law
5.3. Safety concerns at cemetery – update
5.4. Explore Tillsonburg 2021 Day
5.5. Tree canopy project
5.6. Tillsonburg Horticultural Society update
5.7. Update on Service Club signs
6. Next Meeting
7. Adjournment
Proposed Resolution #3
Moved by:
Seconded by:
THAT the April 1, 2021 Parks, Beautification and Cemeteries Advisory Committee
meeting be adjourned at _____ a.m.
The 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 Scanlan
THAT the Agenda as prepared for the Parks, Beautification & Cemeteries Advisory
Committee meeting of November 5, 2020, be adopted, as amended with the addition
of item 6.4.
Carried
3.Adoption of Previous Minutes
Resolution #2
Moved by: Sue Saelens
Seconded by: Christine Nagy
THAT 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 c ounsel
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, s uch 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
Dec ember 3 at 2:00 p.m.
8. Adjournment
Resolution #3
Moved by: Donna Scanlan
Seconded by: Sue Saelens
THAT the Novem ber 5, 2020 Tillsonburg Transit Advisory Committee meeting be
adjourned at 3:03 p.m.
12. CARE OF LOTS
12.3. No person shall plant trees, flower beds or shrubs in the cemetery except with the approval of
the Cemetery Operator.
12.5. Trees or shrubs (dwarf or ornamental type) are permitted on lots and plots when planted on the
monument line under the direction of the Cemetery Supervisor provided that the shrubs/trees, etc. are
maintained. The height of such shrubs/trees shall at no time exceed .91 metres (3 feet) above adjacent
ground level. If, the planted shrubs/trees are not well maintained (ie. not trimmed, watered, etc.) the
Cemetery Supervisor or designate assistant has the authority to remove any such neglected shrubs and
trees.
12.6. The diameter of such shrubs and/or ornamental trees at their widest point, including foliage
shall at no time obstruct adjacent lots.
12.7. If any trees or shrubs situated in the boundaries of any lot shall have, become by means of their
roots, limbs or branches or in any way, detrimental to the adjacent lots, drains, roads or walks, or
prejudicial to the appearance of the ground or inconvenient to the public, the Cemetery Supervisor or
designate may remove such trees or shrubs or parts thereof.
Council has suggested: Delete 12.3, 12.5, 12.6, 12.7. and replace with:
No bushes, shrubs or trees are allowed on cemetery lots with the exception of those already in place at
the time this by-law was approved. All landscaping and planting of trees in the cemetery is the
responsibility of the Cemetery Operator.
Rationale
“Currently there are four points relating to shrubs and trees in the cemetery - all requiring some kind of
action on the part of the Cemetery Operator or Supervisor. In many instances the space between
monuments in a row does not allow for the placement of shrub or trees. The existing Cemetery By-Law
does not allow for new shrubs or trees being planted on cemetery lots. Shrubs and trees on open
cemetery property absolutely. Individual lots - I think it's messy and potentially labour intensive.”
_____________________________________________________________________________
12.10. Borders, fences, railing, cut-stone coping and hedges in or around lots are not permitted, except
that borders to protect flowers can only be installed by permission of the Cemetery Manager. The
borders around flower beds shall not exceed the width of the monument/marker base located at the
head of a grave and must not exceed 50.8 cm (20 inches) distance from the monument/marker base.
The Cemetery Operator shall not be responsible for such borders installed or for damage to such
borders by lawn mowing or trimming equipment.
Council suggested to Modify 12.10 to read:
Borders, fences, railing, cut-stone coping and hedges in or around lots are not permitted.
Rationale
“This will align with 13.2 (Planting of borders around lots is prohibited.) It can also be cleaner and tidier
and potentially less labour intensive when cutting grass.”
13.2. Flower beds shall be permitted in front of upright monuments and markers located at the head
of lots, but must not exceed 50.8 cm (20 inches) distance from the monument/marker base. Beds are
not to exceed the monument/marker width and where there is no monument, flower beds can only be
planted by permission of, and under the direction of the Cemetery Supervisor. Planting of borders
around lots is prohibited.
________________________________________________________________________
13.7. Any shrubs or flowers not attended to by June 1st of each year may be cleaned up/removed by
the Cemetery Supervisor or designate. All annual flowers must be removed or cleaned up and flower
vases must be removed by November 1st of each year.
Delete 13.7 – Would be to revise, combining 13.7 with 13.9 and 13.10 (see below). I think we can cover
this information in 13.9 and 13.10 making it easier for people to follow and for us to communicate and
promote.
13.09 Natural winter wreaths or toppers as well as seasonal artificial flowers and wreaths are
permitted to be placed on lots between November 1 and March 31 of each year. These must be securely
fastened to the monument or where there is not a monument, mounted on a stand securely anchored
to the ground.
Take out specific height of stand (of at least 76.20 cm (30 inches high) or give it a range.
13.10 Fresh and artificial flower arrangements, as well as potted plants are permitted to be placed on
cemetery lots between May 1 and October 31 each year. All annual flowers must be removed or cleaned
up and flower vases removed by October 31.
Take out the artificial option here. As well, If we move 13.10 ahead of 13.09 we will be adhering to
natural plant order: (spring/summer before fall/winter).
I would also like to add information about Decoration Day because it is a very Tillsonburg Cemetery
thing and in fact for most cemeteries in the area as well. I have asked for this with the current Cemetery
Bylaw revision before and it hasn't happened so I don't know what the problem/concern is. I will add it
here as well.
Placing cut flower gladioli on lots for Decoration Day (3rd Sunday in August) is permitted. Cut flowers
placed for Decoration Day that have not been picked up by interment rights holders within the week will
be removed be cemetery personnel.
Thank you for the opportunity to put forward some recommendations for changes in these Care of Lots
and Care of Lots - Flowers sections. I believe that these changes could potentially result is less labour for
cemetery staff, a cleaner and tidier cemetery and better communication with cemetery users about
what lot decorations are allowed in the cemetery as well as when and where the can be placed.
Other Suggestions:
Consider a memorial flat stone area
No trees, flower beds, fences and solar lights