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, April 19, 2018 Call to Order: Chair Judith Perla called the April 19, 2018 meeting to order at 9 a.m. Trustee Members Present: Judith Perla, Diane R. Ouellette, Andrew J. Hawthorne, Andrienne G. Clark, Nancy Maynard Others Present: Jaquelyn R. Poirier – Cemetery Superintendent, Gary Withington – Superintendent of Streets Approval of Meeting Minutes: A motion was made by Andrew Hawthorne, and seconded by Andrienne Clark, to accept the minutes from the board meeting on March 15, 2018. 5 in favor, 0 opposed - Motion passed. Public Forum: There was no one present wishing to speak. General Discussion of Cemeteries: The Engineering Department is working on a drainage plan behind Columbaria area to possibly be able to utilize area for full interments. This will enable us to extend our time here at Forest Hill. Superintendent Poirier is waiting to receive plans to show Board of Trustees plans and cost estimates. Cemetery Department Report 4/19/2018- Progress report given by Jaquelyn Poirier Forest Hill - Cleaned mausoleum - Cleaned office trailer - Picked up downed limbs - Helped with cleaning DPW, and water department - Rubbish removal in cemetery and along bike path - Plowed & Shoveled - Cleaned graves to keep in specification - Equipment and vehicle maintenance - Attended Hoisting License Classes - Prepared new water pipes for spring repairs - Training new employees - Spring cleaning - Repaired upper parking lot, installed granite edging - Installed lettered shutter on columbarium - (6) Funerals since last meeting Laurel Hill - Closed for season - Cleaned up downed limbs - Up righted (2) stones South Street/West Street & Dean Hill & Hartwell - Cleaned up downed limbs Cemetery Staff - 3 full-time worker - Light Duty - 1 LMEO – 2 days a week - 1 Superintendent Administration - Applied for Veterans markers in Washington - Met with families at need and pre-need for burials; consult with grieving families - Sales - graves, veterans’ foundations, veterans’ flag holder, brick, cremated remains table rental, columbarium - Genealogical searches - Attended DPW managers meetings - Coggshall schedule - Meeting with Purchasing Agent and DPW Commissioner – Office Trailer - Memorial Day Prep - Ordered portable toilets for volunteers who will be doing flag placement - Attended Munis training - New contract rates for employees - Interviews with HR and DPW Commissioner for LMEO and HSMEO - Meeting with Street Superintendent, paving in cemetery before Memorial Day - Scheduled Prisoners for Memorial Day preparation - Training/ Processing new employees - Revisions cemetery/parks budget - Meeting with Eagle Scout – path signage Laurel Hill Old Business: Forest Hill Master Plan B Phase 2 After a review of the site plan previously presented to the board by Ray Dunetz, and discussion of favorable results from the test pits, Nancy Maynard made a motion to approve the plan. Andrew Hawthorne seconded the motion. 5 in favor, 0 opposed – Motion passed. Page 2 of 4 Memorial Day Preparations There has been a good response to the call for volunteers posted on Facebook. We are expecting at least 100 volunteers to help place flags at Forest Hill. Cadets from Monty Tech JROTC will be participating this year, at both Forest and Laurel Hill Cemeteries. Andrienne Clark has written a press release asking for volunteers and promoting the Adopt-A-Veteran program, to be published in the Fitchburg Sentinel & Enterprise in early May. Cemetery Rules &Regulations Signage change – 3 signs to be posted in Laurel Hill banning drugs, alcohol, food and picnicking on the grounds. Distribution List Board members reviewed the 2018 Minutes Distribution list. Price Increase for Burial Grounds The board discussed several different proposed price increases for cemetery services. Nancy Maynard made a motion to accept Superintendent Poirier’s proposed new price list, effective July 1, 2018. (Available upon request). Andrew Hawthorne seconded the motion. 5 in favor, 0 opposed, the motion passed. Rosa H. Brown Fund Judith Perla has obtained a copy of the Rosa H. Brown will, which gives the specifics for the use of the monies in this trust fund. She and Diane Ouellette will draft a letter to both the City Treasurer and City Auditor requesting City requesting release of the funds to the Cemetery Department. Laurel Hill Cemetery Path Signs and Fencing update Eagle Scout Matthew Sadowski, of Boy Scout Troop 41, will be replacing Laurel Hill path signs as his Eagle Scout Project. The new signs are made of a high-impact-resistant polymer. He will be replacing 47 path signs and expects to complete his project by June. Repairs have started on the wooden fencing on South Avenue. Installation of the new fencing on the Laurel Street side is anticipated to take place in May. New Business: Volunteer/Intern – Summer help Office Intern will be returning on May 9, 2018. Software update Jaquelyn Poirier to meet with IT next week. Page 3 of 4 FY19 Budget The trustees reviewed the FY19 budget that has been forwarded to the Mayor’s office. (Available upon request). Cemetery Capital Needs projection The trustees reviewed the Cemetery Capital Needs projections for the next several years. (Available upon request). Remarks and Comments from Trustees Judith Perla, Chairperson, asked that the Trustees read over the Cemetery Rules & Regulations before our next meeting. Events: The next regular meeting will be held on Thursday, May 17, 2018, at 9:00 a.m. at the Cemetery Office. Meeting Schedule 2018: June 21, 2018 September 20, 2018 October 18, 2018 November 15, 2018 Adjournment: A motion was made at by Nancy Maynard, and seconded by Andrew Hawthorne, to adjourn the meeting. The motion passed, 5 in favor, 0 opposed. The meeting was adjourned at 10: 57 a.m. Respectfully submitted, Diane R. Ouellette Clerk, Trustees of Public Burial Grounds Distribution: Cemetery Trustees A.J. Tourigny, Mayor’s Chief of Staff Jaquelyn R. Poirier, Cemetery Superintendent Anna M. Farrell, City Clerk Lenny Laakso, Commissioner of Public Works Amy Green, Ward 1 Councilor Gary Withington, Superintendent of Streets Tricia Chabot Honorable Mayor Stephen L. DiNatale Peggy Page Page 4 of 4