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210304 PBC AGDThe Corporation of the Town of Tillsonburg Parks, Beautification and Cemeteries Advisory Committee March 4, 2021 9:00am Hybrid (electronic & Council Chambers) meeting 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 March 4, 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. Explore Tillsonburg 2021 Day 5.4. Tillsonburg Horticultural Society update 5.5. Safety concerns at cemetery – update 5.6. Update on Service Club signs 6. Next Meeting 7. Adjournment Proposed Resolution #3 Moved by: Seconded by: THAT the March 4, 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 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. 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