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HomeMy Public PortalAbout24-008 - Amendments to Cemetery Grant PolicyTHE CORPORATION OF THE TOWNSHIP OF LEEDS AND THE THOUSAND ISLANDS BY-LAW NO. 24-008 BEING A BY-LAW TO AMEND BY-LAW #23-023 TO ESTABLISH A CEMETERY GRANT POLICY IN THE TOWNSHIP OF LEEDS AND THE THOUSAND ISLANDS. WHEREAS The Council of the Corporation of the Township of Leeds and the Thousand Islands deems it expedient to establish policies; AND WHEREAS Section 5(3) of the Municipal Act, 2001, S.O. 2001, c. 25, as amended, provides that a municipal power, including a municipality's capacity rights, powers and privileges under Section 9, shall be exercised by By-law; NOW THEREFORE The Council of the Corporation of the Township of Leeds and the Thousand Islands hereby enacts as follows: 1. THAT the Cemetery Grant Policy identified as Schedule "A" attached hereto and forming part of this By-Law be hereby approved and adopted; 2. AND THAT this By-law shall be known and may be cited as the "Cemetery Grant Policy"; 3. AND THAT this By-law shall come into force and take effect on the day of passing; 4. AND THAT any By-law or Resolution passed prior to this by-law which are in contravention of any terms of this by-law are hereby rescinded. READ A FIRST AND SECOND TIME THIS 12TH DAY OF FEBRUARY, 2024. READ A THIRD TIME AND FINALLY PASSED THIS 12TH DAY OF FEBRUARY, 2024. The Corporation of the Township of Leeds and the Thousand Islands^ Corinna Smith--Gatcke^ Mayor /^ A'h: i\i\' f: Megan Shannon, Clerk Policy Type: Administration Policy Number: Policy Title: Cemetery Grant Policy Approval Date: Review Date: Page 1 of 3 PURPOSE The purpose of this policy is to establish a fair and consistent process for the awarding of cemetery grants which are to be used to support capital improvements and maintenance of non- municipally owned cemeteries within the Township of Leeds and the Thousand Islands. The intent of the policy is to assist those cemeteries that may be financially challenged to adequately maintain their cemetery. SCOPE This policy applies to non-municipally owned cemeteries within the Township of Leeds and the Thousand Islands. RESPONSIBILITY The Clerk, Director of Corporate Services/Treasurer, and the Director of Operations and Infrastructure are responsible for the administration of this policy. DEFINITIONS Active means a cemetery accepting new interments and/or scatterings. Cemetery means land that is used for the interment of human remains and/or a mausoleum or columbarium intended for the interment of human remains. Inactive means a cemetery that is not accepting new interments and/or scatterings. Township means the Township of Leeds and the Thousand Islands. PROCEDURE 1.0 Guidelines Cemetery grant applications will be received once per year with a deadline of March 31st. The amount of funding available through the Cemetery Grant Program will be approved by Council through the annual operating budget process and will be funded from the Community Policy Type: Administration Policy Number: Policy Title: Cemetery Grant Policy Approval Date: Review Date: Page 2 of 3 Grants Reserve Fund. Availability of grants are dependent upon their inclusion in and Council approval of the annual municipal budget. 2.0 Eligibility The application must be completed by the cemetery group, association or volunteer(s) representing the collective interests of the cemetery. The cemetery must be registered with the Bereavement Authority of Ontario (BAO) and provide the licence number on the application. Active and inactive cemeteries located within the Township that function on a non-profit or volunteer basis are eligible to apply. 3.0 Application Process Applications will be received for maintenance, improvements and/or repairs to a cemetery, including but not limited to: a. Headstone refurbishment; b. Landscaping repair; c. Fence repair; and d. Maintenance costs, including grass cutting. Applicants must demonstrate the need for financial assistance through the provision of bank statements and/or financial records establishing the state of the current financial position of the cemetery. Where a cemetery is located on land partly in the Township, and partly in a neighbouring Township, the funding applied for should be pro-rated based on the portion of land in the Township. Grant applications must be complete and include all information requested as well as contain adequate explanation regarding the use of funds being requested. Policy Type: Administration Policy Number: Policy Title: Cemetery Grant Policy Approval Date: Review Date: Page 3 of 3 Grant applications will be evaluated by the Clerk, Director of Corporate Services/Treasurer, and Director of Operations & Infrastructure to ensure eligibility. Eligible applications and a recommendation will be forwarded to Council for approval after the application deadline. The Township, at its sole discretion, may decline or reject any Cemetery Grant Application for any reason, including but not limited to, improper use of funds, incomplete or late application, and/or an application that contradicts the intent of the Cemetery Grant Policy. Subject to Council approval, the amount of Cemetery Grant approved through the annual operating budget will be disbursed to the eligible applicants as follows: 1. Base allocation of $300 per eligible application; and 2. Approved annual budget amount less the base allocation amounts divided evenly and distributed based on the number of acres of land in each cemetery as verified by Staff. Under special circumstances, Council may accept the recommendation of the Chief Administrative Officer that the methodology of the disbursement of the funds may be altered based on supporting justification and rationale. 3.0 Reporting Grant recipients shall submit a follow-up report that details the accomplishments and includes an accounting of revenues and expenditures by March 31st of the following year.