The regular meeting of the Cemetery Commission was held Tuesday, December 1, 2009 in the Banquet Room in the Akeley Memorial Building starting at 8:00 A.M.
Members present: Donna Adams, Judy Demeritt and Leigh Tabor.
Absent: Joy Fagan and George von Trapp. Also present: Bruce Godin.
Minutes of November 10, 2009: Mr. Tabor moved to accept with corrections, seconded by Mrs. Demeritt with all in favor.
Bruce Godin’s Report:
(1) Flags are down in all cemeteries. Mr. Tabor reported the small flags should go up for Memorial Day and down after Veterans Day.
(2) Members discussed the bidding process. A new form has been developed which includes the description of the work to be done in each cemetery and for each memorial with an individual price per memorial. There were too many discrepancies in the bids which were presented so the forms have been made out and are due December 4, 2009 and bids to be opened at 1:00 P.M.
(3) Bruce will be taking photos of each interment which will be attached to cards in the Town Clerk’s Office.
(4) Bruce has approximately $3500 in his budget to take down and replace 6 trees.
(5) Bruce told members there are many stones which need cleaning, in Old Yard and in West Branch (some of which even the names cannot be read. Mr.Godin said it is a matter of man power. Mr.Tabor felt the Commission could ask that some of the old stones could be cleaned if there are not survivors. Discussion about using Trust Fund and Mrs. Adams suggested Omar Graddock come to a meeting in Jan or Feb.
Mrs. Adams suggested putting a notice in the paper asking that people involved with different stones in the cemeteries telling them there will be a crew in the cemeteries at a certain time and asking if they want them cleaned. The notice could provide a list of contractors for them to contact. It could possibly be put out for bids. Bruce said stones in the older sections are the ones most needing the cleaning. Discussed how to pay for it and Mr. Tabor suggested that if someone was to come into the cemetery, notice could go out to the public if they wished to have their memorial cleaned, contact the Commission—he felt it should be cheaper to have several done at once. Mrs. Adams said the Commission needs to be careful about having a cleaning policy and keep in mind Bruce is an independent contractor. She said we could start in the older sections and people may see this happening and decide to have theirs done. (this could go in the paper that stones are being cleaned and the service is available).
Signs: Differentstyles of small signs were discussed for Old Yard, West Branch and Riverbank to help display different info and be able to take brochures out. Mr. Tabor moved to spend funds to purchase 3 signs. Bruce will check out different ones as well a kiosk in black for Riverbank (out of the catalog) which would accommodate a large a map. It is possible Bruce can make a roof to go over any board. tape 1 side 2 Bruce will check out the different ones available at Vt. Plastics. Mrs. Demeritt seconded with all in favor.
Bruce said windows in the White House need to be replaced.
Revisions to Rules & Regulations Discussion:
Auditors report is due December 9th and Mrs. Adams will write it up including something about the books.
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Books were discussed. There is a lot of money tied up and Mr.Tabor felt that something needs to be done right away. Mrs. Adams will check on the web site (the link) and it needs to be followed up on. No one has the time to handle the books and this is an issue with Mrs. Fagan being tied up at home due to sickness and caring for her husband and Pat Haslam leaving for Florida. There has not been advertising which needs to be done, regardless if it is perfect or not. Mrs. Adams does not want additional responsibilities to take on the books but she will try and follow up before the next meeting. Web site needs to be updated, waiting for reviews of the book and should be available and put together for advertising. Mrs. Adams will talk to Pat Haslam as well. Members felt they have waited a long time and have money invested so there should be an end result. They also questioned who is going to handle the books over a period of time.
Suggestions for Revisions to the Rules:
Mrs. Adams stated under foundations, we have a minimum of 4’. If there are memorials 1-2’ wide or less, Chris Palermo did not feel there needs to be a 4’ foundation, especially at Riverbank. Mrs. Demeritt felt this would not hold true in some areas. After discussion, Mrs. Demeritt moved to keep at the 4’ minimum, seconded by Mr. Tabor with all in favor.
Mrs. Adams said Chris brought up the possibility of one having a small monument /memorial which could have a niche in it like a columbarium for cremated remains. If one were to have a bench it could be in the legs etc and Chris felt there should be a charge for the interment. If agreed this is a possibility, members should think about having rules which cover a columbarium/mausoleum. Mrs. Demeritt wondered if it would be a waste of ground and if this is the coming thing, members need to be aware and decide how to handle it. Barbara Allaire felt that if one buys burials rights they should be allowed to use the entire lot or to let it remain vacant, their option. As of now, mausoleums/columbariums are not allowed. Weddings: Mrs. Adams read the state statute: “the object, purposes and activities of a cemetery shall be restricted to those acts only that are necessary to enable it to accomplish the purposes for which it is created”. Members felt this would be adequate to accomplish their intentions which is not to allow such activities in any cemetery owned by the town and felt it should be in the Rules. Mr. Safford had suggested some wording which could be incorporated in the Charter which would allow for imposing fines etc. .
There is now a dog ordinance which can be enforced in the cemeteries.
Question, does the Commission want to have the “Work Order Permit”: incorporated as part of the Rules & Regs? Answer was yes. Discussion re: removal of an existing memorial and how it should be done. This will be discussed at a later time.
Next meeting members will make a diagram of memorials
Mr. Calgani will come to the meeting in January to discuss foundations.
There being no further business to come before the Board with the meeting adjourned at 10:15 A.M.
