MINUTES OF THE COMMITTEE MEETING HELD AT THE CEMETERY
ON 27 MARCH 2011 AT 2.00PM
PRESENT: L Miller, A Harkiss, M McEwin, R Philcox, J Shearer and R Drew. Guests Judy Shearer & Sara Miller.
APOLOGIES: Nil
OPENING: The chairman welcomed everyone and expressed our delight at the appearance of the cemetery, thanking John sincerely for his dedication.
BUSINESS:
1. Correspondence Out
- Letter to SA Synod of the Uniting Church
2. Correspondence In
- Letter from SA Synod of the Uniting Church
3. Constitution
Discussion of the draft circulated to members prior to the meeting was led by M McEwin, following which it was agreed that there be no further changes and that R Drew meet with Synod representatives to discuss the document with them.
When meeting with the Synod officers Ross was also asked to seek clarification on the extent to which the church wishes to be formally involved with the workings of our committee both directly and through the local congregation.
4. Record Keeping
4.1 Membership Role
Following discussion on membership generally and the keeping of accurate records the following points were agreed, that:
- A newsletter be prepared and sent to all on the friends list.
- A membership registration form be developed and circulated, inclusive of one question – ‘What is your interest in the cemetery?’
The aim of these actions is to develop strong links with the membership, to further promote membership among the decendants of the South Rhine Church community and to foster strong future interest in the cemetery’s preservation and care.
4.2 Minute Recording
As to how best record and store minutes was discussed, including
- Electronic data recording
- Kalamazoo bound system
- Loose leaf folder
It was agreed that no decision needed to be made on this yet.
5. Finance Report
5.1 Bank Account
R Drew reported that he has obtained the forms required to set up a statement cheque account (ANZ) and that this account, once in place, will not be charged with any fees. Agreed to wait until the constitution is adopted.
5.2 Fee Review
J Shearer reported on a range of fees, members agreeing that the following be adopted for the next year.
- Burial plot $500
- Ashes interment $250
- Support given for a reasonable curators fee. John to decide this in consultation with Kevin Kleeman.
5.3 Grants & Donations
The notion of applying for Local or State Government grants and donations was positively discussed with the view to looking at this seriously once we are fully established.
5.4 Legal Obligations
Given that the cemetery has always been ‘church owned’ and not really a public ‘Council owned’ place of rest, R Drew was asked to obtain clarification on the legal aspects of our management.
6. Curators Report
6.1 Gate
J Shearer reported that the gate was hard to open and close due to the hinge supporting post being worn out. Agreed two new posts be installed. L Miller & J Shearer to arrange with costs being met by a private donation.
6.2 Listing of Graves
New list being prepared by Judy Shearer.
6.3 Trees
Several trees and bushes were identified as needing either trimming or removal. J Shearer to organise. It was noted that at all times we aim to enhance the cemetery as a place of reflection and beauty.
7. Future Aims
7.1 Fence Repairs
7.2 Provision of log-type seating
7.3 Refurbishment of sign
The meeting closed at 4.10pm when it was observed that we had been joined by a large brown snake sunning itself on a nearby grave!
Sara Miller kindly provided afternoon tea, ending a lovely time together.
Next meeting
- July – Date & venue TBA
- October AGM – Date & venue TBA