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, May 18, 2017 Call to Order: Chair Judith Perla called the May 18, 2017 meeting to order at 9:00 am Trustee Members Present: Judith Perla, Diane Ouellette, Andrew Hawthorne, David DeMar Trustee Members Absent: Nancy Maynard Minutes of the Meeting: A motion made by Andrew Hawthorne, and seconded by Diane Ouellette to accept the minutes from April 20, 2017. 4 in favor, 0 opposed - Motion passed. Oral Requests from Audience: None Cemetery Department Report: Report given by Jaquelyn Poirier Forest Hill - Cleaned mausoleum - Spring clean-up flowers and decorations on graves from winter - Cleaned office trailer - Helped with cleaning DPW and Water Department - Rubbish removal in cemetery and along bike path - Filled in sunken graves - Turned on water for the season - Put out rubbish barrels for season - Picked up down limbs - Equipment maintenance - Thatched, and fertilized - Prepared mulch beds, and added new mulch for season - Prepared and planted flower boxes - Seeding graves - Grass cutting and trimming - Planted trees and put foundation in for bench in section P - (12) Funerals since last meeting Laurel Hill - Checked and picked up trash - Cleaned up down limbs South Street/West Street & Dean Hill & Hartwell - Checked and picked up trash - Cleaned up down limbs Cemetery Staff - 2 full-time workers - Light Duty - 1 LMEO - 2 Temporary Summer Help - 1 DPW worker 5.5 days - Prisoners 6.5 days leading up to Memorial Day - 1 Superintendent Administration - Applied for Veterans markers in Washington - Consult with grieving families - Sales - graves, veterans’ foundations, veterans’ flag holder, brick, cremated remains table rental, columbarium - Transfers of lot ownership - Genealogical searches - Adopt a Veteran – processing requests - Attending DPW managers meetings - Attended Capital needs committee meeting - Working on keeping graves in specifications - Fencing on Mt. Elam side of cemetery installed - Meeting with Recreation Director - Coggshall schedule - Video conference with cemetery Software Company - Working on new cemetery software - Attended management training - Meeting with AMVETS – Memorial Day planning - Corresponded with Veterans Agent regarding Memorial Day preparations - Attended Massachusetts Cemetery Association meeting with Working Foreman - Working on Veteran list/maps for Memorial Day - Meeting with Human Resources with regard to summer help - Working with Purchasing on trailer contract - Projecting budget FY17 spending - Inventory of graves left in section P – 18 graves Old Business: Ken Maston, Behind the Lens Photography Workshops – looking for special permit to have group take photographs at Laurel Hill on various dates from 7:30 pm to 11:00 pm during full moons. (Proposal available upon request) The Board of Trustees discussed the dangers of the terrain at Laurel Hill and decided to deny request. Chair Judith Perla will send letter to Ken Maston with Trustee decision. A motion was made by Andrew Hawthorne, and seconded by Diane Ouellette to deny the request for Ken Maston of Behind the Lens Photography to photograph Laurel Hill after normal operating hours. Chair Judith Perla will send letter on behalf of the Trustees. 4 in favor, 0 opposed – Motion passed. Crematorium Andrew Hawthorne presented informal survey on current cremations vs. full interments with advantages of building crematory here in Fitchburg. (Available upon request) With a new office to be built, there is a possibility to get quotes on a space for a future crematory. Possibly another study with current statistics. A motion made by David DeMar and seconded by Andrew Hawthorne to check which account funds would go. Would they stay within department or go to general fund. After a discussion David DeMar - leave to withdraw - Andrew Hawthorne is going to do more research and get back to Board. Master Plan –Lenny Laakso Commissioner, Nelson Mui Business Manager, Andrew Hawthorne Trustee, Nancy Maynard Trustee, Jaquelyn Poirier Superintendent. Received fee proposal from selected company. The proposal was over way budget, the difference is so great the committee not sure if it will be possible to negotiate without compromising the scope of work. Lenny Laakso will check with purchasing on next step for committee. Mausoleum –Paul Lieneck preparing construction document. Richard Demers with Monty Tech is on hold until 2018, due to construction scheduled at Monty Tech for next school year. Section Q Expansion –A drain needs to be installed for water run-off and a fence needs to be installed for safety along Electric Avenue. Gary Withington will continue work as area needs to dry from spring rain. Graves expected to be available by end of this summer. FY18 Budget – Lenny Laakso, Jaquelyn Poirier, Chair Judith Perla, and Vice-Chair Diane Ouellette met to review budget. Lenny Laakso presented revised budget from Mayor that will be presented to City Council. (Available upon request) All new hires and capital improvements removed from budget and will be addressed in a separate meeting. Budget still in process. Private Family Mausoleum – Committee members Diane Ouellette and Nancy Maynard submitted a written report– (Report available upon request) Committee members met with Mr. Hathaway to gather information on pricing, space needed for placement, materials used in construction, foundations, training for staff in mausoleum entombments. Chair Judith Perla thanked committee for starting the process. Currently our rules do not address private mausoleums allowed. Once all information is gathered this will have to be added to our current rules if Trustees decide to allow. Fencing – spring installation – approved by City Council – Perpetual Care Expendable Funding Order 286-16 - $ 5985.00 Surfside Fence – 350’ 4’ galvanized fence along Electric Avenue – Waiting on ground to dry for work to continue, then fence can be installed $ 13,950.00 Girouard Fence – 780’ of 4’ black fence along Mt. Elam Road - installed Cemetery Software – Jaquelyn Poirier looking at two more software companies, Board looking to have 2nd Demo on June 15th. Memorial Day Flag Placement Jaquelyn Poirier has ordered all the flags Laurel Hill – Depending on weather – Trustees – May 24th Wednesday @ noon Hartwell – Andrew Hawthorne – Wednesday – May 24th Forest Hill – Thursday May 25th – Trustees morning, AMVET & BoyScouts 4:30 pm – Light Refreshments served – Friday 26th – Trustees & AMVETS check on any flags missed Dean Hill – Disabled American Veterans – Bill Allen West Street – Disabled American Veterans South Street – Disabled American Veterans New Business: Iron Fencing – Laurel Hill – Board would like Jaquelyn Poirier to look into the cost of installation of new fencing at Laurel Hill. The fencing should meet the time period of Laurel Hill. Aluminum Grave Boards Andrew Hawthorne noticed the two new boards on grave, two more boards are needed to have on both sides of lowering device. A motion was made by Andrew Hawthorne, and seconded by David DeMar to have two more aluminum boards purchased by department. 4 in favor, 0 opposed – Motion passed Meeting Schedule 2017: June 15, 2017 September 21, 2017 November 16, 2017 Events: Memorial Day Coverage – For office and grounds are as follows: Saturday – 9:00 am – 3:00 pm Sunday – 10:00 am – 4:00 pm Monday – 8:00 am – 2:00 pm This will enable families to find graves, get help with planting, and clean up rubbish on grounds. Next meeting scheduled for Thursday June 15, 2017 at 9:00 am – Cemetery Office A motion made at 10:27 am by Andrew Hawthorne, 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 Stephen DiNatale A. J. Tourigny City Clerk Ward 1 Councilor Amy Green Lenny Laakso, DPW Gary Withington, DPW Tricia Chabot Peggy Page