Agenda Item: 7.7 Request for Decision Regular Council - 26 Feb 2019 Subject: Cemetery Open House Information Sharing PREPARED BY: DEPARTMENT: Al Scott Agricultural Services Director of Infrastructure APPROVALS: Leo Ludwig, CAO Approved - 20 Feb 2019 Al Scott, Director of Infrastructure Approved - 20 Feb 2019 Background: Westlock County hosted an information gathering session for all local cemeteries on January 10, 2019. The intent of the meeting was for cemetery groups to share information with each other and provide feedback to the Westlock County Cemetery Committee to bring back to Council. 40 people attended the open house representing 18 different cemetery groups. Representatives for the 4 cemeteries owned by the County were in attendance. All members of the Cemetery committee along with Administration staff circulated through the groups of people to discuss cemetery operations, things that are working well, things that are challenges, and where the cemetery groups see themselves in the future. Feedback on the event itself was positive and there were requests to hold a similar event in successive years. The individuals that attended spoke passionately about their cemeteries and provided a wealth of information, history, and experience. Feedback information that was provided has been summarized and attached to this RFD for Council as a draft summary report. Also attached are a blank copy of the agenda, a blank copy of the information gathering sheets, and a summary of known cemeteries within the County. Now that there has been an open house and information from the public has been provided, it is worth the discussion regarding direction of the cemetery committee and what to do with the feedback provided. Here are a few items for Council's consideration: • Westlock County is responsible for 4 local cemeteries namely Pickardville, Tawatinaw, Shoal Creek, and Halach. • At the present time, cemeteries, while important, cemeteries are not part of the strategic plan developed by Council. • There are no terms of reference that define the mandate for the committee. This is a document that needs to be created that sets out basic ground rules for the committee, the mandate or reason the committee is formed, committee composition etc. • Currently Administration has been supporting the committee's desire to understand the challenges faced by local cemetery groups and how best to support these groups. Page 1 of 17 • Approved operating budget funds are not sufficient to take on additional work or provide additional services in this area. • It may be desirable for the County to provide some sort of support to the local cemetery groups to help them continue to operate their own cemeteries independently from the County. Administration is seeking clarity from Council on the mandate of the cemetery committee, direction on what to do, if anything, with the information provided during the open house, and direction from Council on how best to proceed with supporting the cemetery committee's role. Financial Impact: The approved 2019 operating budget would need to change to cover additional tasks or services within the cemetery area. Attachments: Cemetery Open House Summary Report 2019-01-10 Cemetery Open House Agenda 2019-01-10 Cemetery Open House Info Gathering Sheet Westlock Cemetery Recommendation: That Council accept the draft feedback report as information and direct Administration to publish the findings on the County website. AND That Council provide direction direct Administration to with respect to supporting the role of the cemetery committee. Implementation/Communication: Administration will make the draft feedback report available from the County website. Page 2 of 17 Westlock County Cemetery Committee Open House January 10, 2019 Compilation of Comments shared by Cemetery Caretakers • 60-80% - Lack of funds for maintenance –donations are requested by a few cemeteries to secure funding for cemetery; additional funds are required for regular maintenance of grounds (grass cutting) expansions, black dirt, fencing etc. • 60-80% - Lack of volunteers – most current volunteers are aged and there is no one/or very few to replace them – lack of volunteers results in less assistance with grass cutting, clean up, administration of records and plot sales. The few volunteers remaining are doing the majority of the work. • 60-80% - Unauthorized cremation burials and spreading of ashes are issues in most cemeteries; this results in less revenue to maintain cemeteries and for future requirements, and documentation is limiting if the caretaker is unaware of ashes being spread. • 60-80% - Declining church memberships, declining casket burials and increasing cremations. Plot sales are declining due to cremations (able to place up to 4 urns in 1 plot). This adds up to fewer funds to manage the cemeteries. • 60-80% - Large urban cemetery plot fees are much higher cost than our local cemeteries. Local cemeteries are concerned more non-residents will purchase plots and leave limited space for residents. Some cemeteries charge an inflated cost for plots for non-resident. • Cemetery members are concerned there will be no/limited funds to preserve the cemeteries in perpetuity and become inactive and overgrown. • 60-80% - Plot fees, burial fees, donations, perpetual care – all declining while costs/volunteer time are not – all are required to maintain all aspects of the cemeteries. Page 3 of 17 • 50% - Request for either the County’s assistance or for County to take over cemetery. Assistance is requested for black dirt, funding, and grounds maintenance and Liability Insurance for volunteers. • 20-30% - Upkeep of records (digital, online or on paper) is required. Storage of such records (second location, fireproof safe) is also needed. Many cemeteries have hand drawn maps. • 20% of cemeteries are actively collecting donations and this is used for perpetual care or maintenance. Summary of Comments, Challenges and Future Requirements: ❖ Funding/donations ❖ Volunteers ❖ Maintenance ❖ Insurance ❖ Mapping/records and documentation ❖ Unauthorized cremation burials, vandalism to monuments ❖ Expansions ❖ Inactive Cemeteries Page 4 of 17 Agenda Open House for Westlock County Cemeteries Date January 10, 2019 Time 7:00 PM – 9:00 PM Presenter: Al Scott – Director of Infrastructure Westlock County Cemetery Committee Members: Councillor Jared Stitsen Division 2 Councillor Fred Slobodian Division 6 Councillor Dennis Primeau Division 7 7:00 PM – 7:10 PM – Welcome and Introductions Welcome to the open house and thank you for coming. The purpose of tonight’s meeting is for cemetery groups to share information and provide feedback to the Westlock County Cemetery Committee members. The information you provide tonight will be helpful for the committee to debate and to make recommendations to Westlock County Council as a whole. 7:15PM – 8:45 PM – Information Gathering and Sharing On your tables there are information sheets prepared to help guide your discussions tonight with the committee members and different cemetery groups. Think about what is working well for you now as a group, what are your major challenges, and where you see your group in the future. 8:45 – 9:00 PM – Wrap up Thank you for taking time out of your schedule to come to the open house tonight. Safe travels. 10336 - 106 Street Westlock, AB T7P 2G1 ▪ Phone 780.349.3346 ▪ Fax 780.349.2012 ▪ Toll Free 877.349.5880 ▪ www.westlockcounty.com Page 5 of 17 INFORMATION SHEET CEMETERY NAME: BOARD MEMBERS TITLE CONTACT 1 2 Page 6 of 17 Page 3 4 5 6 Freedom of Information and Protection of Privacy Act (FOIP Act): Information collected on this Public Input Form is protected in accordance with the FOIP Act. Personal information will only be used by authorized staff to fulfill the purpose for which it was originally collected or for a use consistent with that purpose. ADMINISTRATION OF CEMETERIES (registry, plot sales, maps) Please list what is: working well now: what are the challenges: Page 7 of 17 Page and where do you see the future needs of the cemetery in 5, 10, 15, 20 years Freedom of Information and Protection of Privacy Act (FOIP Act): Information collected on this Public Input Form is protected in accordance with the FOIP Act. Personal information will only be used by authorized staff to fulfill the purpose for which it was originally collected or for a use consistent with that purpose. FINANCE (burial sales, cremation sales, perpetual care funds, funding daily operations) Please list what is working well now: what are the challenges: Page 8 of 17 Page and where do you see the future needs of the cemetery in 5, 10, 15, 20 years: Freedom of Information and Protection of Privacy Act (FOIP Act): Information collected on this Public Input Form is protected in accordance with the FOIP Act. Personal information will only be used by authorized staff to fulfill the purpose for which it was originally collected or for a use consistent with that purpose. OPERATIONS (grounds maintenance and up keep, # of internments, marking of plots, size of cemetery) Please list what is working well now: what are the challenges: Page 9 of 17 Page and where do you see the future needs of the cemetery in 5, 10, 15, 20 years: Freedom of Information and Protection of Privacy Act (FOIP Act): Information collected on this Public Input Form is protected in accordance with the FOIP Act. Personal information will only be used by authorized staff to fulfill the purpose for which it was originally collected or for a use consistent with that purpose.