Trustees of Public Burial Grounds

City of Fitchburg, Massachusetts 115 Mt. Elam Road Fitchburg, MA 01420 Office: 978-345-9578 FAX: 978-345-9686 www.fitchburgma.gov CEMETERY TRUSTEE BOARD MEETING MINUTES Thursday, November 19, 2015 Call to Order: Chairman Philip Jordan called the November 19, 2015 meeting to order at 9:00 am Trustee Members Present: Philip Jordan, Donna Coco, Joe Coco, and Diane Ouellette Trustee Members Absent: Donald Lassila Minutes of the Meeting: A motion made by Diane Ouellette, and seconded by Donna Coco to accept the minutes from September 17, 2015. 4 in favor, 0 opposed - Motion passed. A motion made by Diane Ouellette, and seconded by Donna Coco to accept the minutes from special meeting on October 23, 2015. 4 in favor, 0 opposed – Motion passed. Oral Requests from Audience: Angel, Maria and Angie Guzman – request for oversized bench on 2 graves. Size of bench 43” x 12” with a curve. Bench requesting to be centered between # 104 - # 105 Section O. Planting in front of stone, must not exceed 12” in front, the flat part of stone in middle, not the curved corners. Current Rules: Lot Markers/Monuments: Only flat markers are allowed on designated cremated remains graves infant graves. Monument specifications are determined by the Cemetery Trustees. Temporary grave markers shall be removed within six (6) months following interment, or at the time of installation of a permanent memorial, if before six (6) months. Maximum size for base of monument permitted: 6 grave lot wide — 6 feet x 1 foot 4 grave lot wide — 5 feet x 1 foot 3 grave lot wide — 4 feet x 1 foot 2 grave lot wide — 3 feet x 1 foot 1 grave lot wide (single)—2 feet x 1 foot All headstones that are not to these specifications need prior approval of the Cemetery Trustees. No monument, of any type may be installed until all outstanding cemetery charges are paid in full. A motion was made by Donna Coco, and seconded by Joe Coco to allow the bench to be used as a permanent memorial marker for graves # 104 and # 105 in section O, with the understanding that only a flat marker may be used on either grave in the future. 4 in favor, 0 opposed – Motion passed. Cemetery Department Report: Report given by Jaquelyn Poirier Forest Hill - Cleaned mausoleum - Cleaned up flowers and decorations on graves - Last cut and trimming of grass for season - Cleaned up trash in cemetery and along bike path - Pulled flowers from planters for the season - Picked up down limbs in cemetery - Equipment maintenance - Continuing leaf clean up - Picked up Veteran flags for the season - Turned water off for the season - (28) Funerals since last meeting Laurel Hill - Checked and picked up trash - Picked up blankets and bedding - Last cut & trimming grass for season - Continuing leaf clean up - Attempted to clean graffiti up, waiting on new product for removal South Street/West Street & Dean Hill - Checked and picked up trash - Last cut & trimming of grass for season Cemetery Staff - 1 full-time workers - Disabled list 1 SMEO and 1 LMEO - 1 DPW worker - 1 Superintendent - Prisoners and Community Service when available Administration - Applied for Veterans markers in Washington - Consult with grieving families - Arranged for military honors - Coordinated FMC Devens prisoner funeral - Met with two families, transferred grave ownership - United Day of Caring – Clean up here at Forest Hill – painted perimeter fence - Printed material for Veterans Resource Fair - IT has reprogramed computer, to accept new net gear box change settings on connections - Working with IT on phone connection – process with MA State contract - Attended training for new city website and content – more help scheduled for next week - Sales - graves, veterans’ foundations, veterans’ flag holder, brick, cremated remains table rental, columbarium - Genealogical searches - Ordered additional chairs with covers for funerals - Processing database for Michael Bourque, Eagle Scout Project – invited to his Eagle Scout ceremony - Columbarium Expansion- set up display in office for sales - Attending DPW managers meeting - Continuing training on arrangements with working foreman - Attended MA Cemetery Association meeting with working foreman - Attended MIAA/MCAD training - Working on keeping graves in specifications - Coordinating department for winter season - Working with Police Chief on vandalism at Laurel Hill - Met with Mike Niemi – working on gathering information on surveillance equipment for Laurel Hill Cemetery - Corresponded with Unitil with regard to electricity for surveillance equipment at Laurel Hill - Meeting scheduled with Wire Inspector to coordinate electrical placement, from metered pole, underground and final placement for cameras - Everprensence – Andrea Young-McKernan - Presentation– flower program for Forest Hill - Arranged to have Adopt A Veteran –article in the Sentinel & Enterprise - Working on scrapping 1989 truck that was located near the buffer zone in the pit – DPW moved truck to parking lot for us – no reverse in truck – submitted to City Council – it will then move to the City Property Committee Expansion in Forest Hill Cemetery - Met with Engineering on additional graves marked – Section P – 78 graves - Met with Engineering & DPW Superintendent on logistics for expansion - Working with Engineering on expansion on Electric Avenue – 377 graves - Section Q - DPW assisting in expansion on Electric Avenue – removing trees and topsoil from expansion are near Electric Avenue - Tree contractor removed 4 large trees - Requested to attend Conservation Commission meeting on November 24th @ 6:00pm Mausoleum - Removed old furniture from mausoleum - Received 20-year warrantee for mausoleum roof - Met with architect and commissioner to look at mausoleum interior and years of water damage - Received proposal for architectural services for repairs on the interior of the mausoleum from Paul Lieneck, AIA\ - Spoke with Purchasing with regard to process for architectural services, Larry Casassa has offered to help like he did with master plan if we need it Trustee Feedback Laurel Hill & Forest Hill Trustees requested that a sign at each entrance stating that the grounds are under surveillance. A motion made by Joe Coco, and seconded by Donna Coco to have surveillance signs placed at all entrances of Laurel Hill and Forest Hill cemetery. 4 in favor, 0 opposed - Motion passed. Employees Due to employees out on workers compensation need to get help on grounds for fall clean-up to ensure cemeteries are ready for winter. Jaquelyn Poirier will look into getting temporary help back to help with clean- up process. Old Business: Mausoleum Roof Update –construction materials need to be cleaned up – Lenny Laakso will contact Steve Svolis. Mausoleum Interior Restoration – Trustee requested professional suggestions of interior work to be completed inside mausoleum. Paul Lieneck submitted a proposal for architectural services. (Available upon request) A motion made by Donna Coco, and seconded by Diane Ouellette to approve the expenditure of $ 7255.00 for architectural services to be paid for out of perpetual care expendable account. 4 in favor, 0 opposed - Motion passed. Jaquelyn Poirier will forward request to Lenny Laakso, then request to Mayor. Adopt -A-Veteran – Eagle Scout Program – Donna Coco will come into office to help process paperwork and with database updates Section Q Expansion – More clearing needs to happen to get the proper grade of slope for the graves – Engineering has map for Gary Withington to follow –staying within the 100 ft of the wetlands restriction – Gary Withington will schedule when time allows. Top soil will be processed from the pit New Business: Master Plan for new development – Lenny Laakso will work on new RFP Flower Program Web call from Andrea Young-McKernan with Everpresence. (Presentation available upon request) Program to run from Memorial Day to Labor Day 15 weeks, will link to current website, training and marketing material included. A meeting will be scheduled in January, Jaquelyn Poirier will email board with date. Events: Next meeting Chairman Philip Jordan will be touch with the Trustees A motion made at 11:05 pm by Joe Coco, and seconded by Diane Ouellette to adjourn the meeting. 4 in favor, 0 opposed - Motion passed. Respectfully submitted, Jaquelyn R. Poirier Distribution: Cemetery Trustees Honorable Mayor Lisa A. Wong Nate LaRose City Clerk Ward 1 Councilor Amy Green Lenny Laakso, DPW Gary Withington, DPW Tricia Chabot Diane & Leo Ouellette Peggy Page Joy Contois