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, October 17, 2019 Call to Order: Chair Judith A. Perla called the meeting to order at 9:03 a.m. Trustee Members Present: Judith A. Perla, Diane R. Ouellette, Andrienne G. Clark, Nancy Maynard Andrew Hawthorne (joined the meeting at 9:25 a.m.) Others Present: Jaquelyn R. Poirier – Cemetery Superintendent, Nicolas H. Bosonetto, DPW Commissioner Approval of Meeting Minutes: A motion was made by Nancy Maynard and seconded by Andrienne Clark to approve the minutes from the board meeting held on September 19, 2019. 4 in favor, 0 opposed - Motion passed. Minutes approved. Public Forum: No one was present wishing to speak. Staff Reports: Cemetery Department Report 9/19/2019- Progress report given by Jaquelyn Poirier Forest Hill - Cleaned mausoleum, office trailer - Helped with cleaning DPW, Wastewater and Water department - Rubbish removal in cemetery, along bike path, and across the street on Electric Avenue - Planted fall flowers for the season - Watering and weeding flower beds - On-going training of new LMEO - Cutting and trimming grass - Cleaned graves to keep in specification - Installed Veteran markers - Equipment and vehicle maintenance - Replaced well # 1 in columbaria area  INTERMENTS 6 UP RIGHTED MONUMENTS 17 UNCOVERED FLAT MONUMENTS 75 MONUMENT FOUNDATION MARKING 5 CATCH BASIN REPAIR 0 FILLED SINK HOLES 0 TRIMMED TREES 0 TRIMMED SHRUBS 0 MEETINGS WITH FAMILIES 19 PAYMENTS - INVOICED/PROCESSED 24 FAMILY GENEALOGY 16 Laurel Hill - Cutting and trimming grass, cleaned up downed limbs South Street/West Street & Dean Hill & Hartwell - Cleaned up downed limbs and debris, cutting and trimming grass Cemetery Staff - 3 full-time workers - Light Duty - 1 LMEO – 1 1/2 days a week - (1) Temporary Summer Help – working on GPS - 1 Superintendent Administration - Applied for Veterans markers in Washington - Met with families at need and pre-need for burials; consult with grieving families, ownership rights of lots, transfer of graves, collection calls, genealogical searches - Sales - graves, veterans’ foundations, veterans’ flag holder, brick, cremated remains table rental, columbarium - Coggshall schedule – including scheduling and schedule changes with recreation department, ordering supplies -Working with Purchasing - final details of trailer contract - Working on RFP – Software - Meeting with Purchasing and vendor – site visit – questions software RFP - Working with Engineering in columbaria area – high water table –monitoring wells –An additional wick will be added lower in the culvert before winter –Engineering will continue to monitor wells and will have a clear picture in the spring if the water table is low enough to support graves - Working on building leaks at Mausoleum –Found that exterior limestone block wall needs repointing – water is getting through gaps in mortar. Mason is scheduled in October for the repairs - DPW Commissioner and Engineering working on GIS map of potential cemetery sites. Identifying 7 + acre lots – in process - working on criteria – access to lots, any wetland issues, grades of land - Working with Engineering GIS mapping at Forest Hill, South Street, Dean Hill, West Street, Hartwell and Laurel Hill in process - United Way – Day of Caring project September 20th - Projects worked on- Veteran markers, flags, clearing of brick paths- sent thank you notes to everyone that helped – Rollstone Bank, FSU Field Hockey team, Bemis Associates and The ARC of Opportunity - Meeting with consultant on cemetery forms – comply with State laws - Meeting with Mayor – Master Plan phase two - Working with Purchasing – fraudulent charges with Home Depot account Page 2 of 7 - Meeting with Eagle Scout – new project United Day of Caring 9.20.19 - FSU Field Hockey ARC of Opportunity Old Business: Forest Hill Master Plan B – Phase 2 Update Trustees had a lengthy discussion on the status of the plans for cemetery expansion. DPW Commissioner Bosonetto and Engineering are still working on GIS map of potential cemetery sites. Engineering will be installing another wick in the area behind the columbaria to help lower the water table. They will continue to monitor the wells throughout the winter and decide in the spring whether this area will be viable for burials. Trustees are looking for a contingency plan if this does not work out and the need for more space becomes imperative. RFP for Cemetery Software Update The RFP was advertised, and the questions phase was extended. Bids are now due back on October 24th. Mausoleum Repairs The mason will start repairs on the mausoleum at the end of October. The exterior limestone block walls need repointing. This will need to be done in phases. Repair of Laurel Hill Cemetery MCI inmate crews have not been available to work on wall repairs needed at Laurel Hill this year. Page 3 of 7 New Business: Invitation for Senator Tran and Representative Hay State Senator Dean Tran and State Representative Stephan Hay were not able to attend today’s meeting. Remote Participation in Public Meetings Mayor Stephen L. DiNatale has authorized the use of Remote Participation at public meetings. Copies of letters from both the Mayor and the City Solicitor, sent to the City Clerk, regarding Remote Participation in Public Meetings were forwarded to all Boards and Commissions.(see below) Trustees discussed the procedures to be used if remote access is used during a meeting. Page 4 of 7 Page 5 of 7 Re-Appointments for Trustees Three Trustees, Nancy Maynard, Diane Ouellette, and Andrienne Clark, are nearing the end of their terms. Chair Judith Perla outlined the process to follow if they wish to seek re-appointment to the board. Page 6 of 7 Historical Commission Chair Judith Perla has contacted Ellen DiGeronimo, a member of Fitchburg’s Historical Commission, for help in having our oldest cemeteries designated as historic spaces. Trustees are invited to attend the next Historical Commission meeting, to be held at 3 p.m. on November 21, 2019, at the Fitchburg Public Library, to gather more information on the process. Events: The next regular meeting will be held on Thursday, November 21, 2019 at 9:00 a.m. at the Cemetery Office. Adjournment: A motion was made by Nancy Maynard, and seconded by Andrienne Clark, to adjourn the meeting. The motion passed, 5 in favor, 0 opposed and the meeting was adjourned at 10:56 a.m. Meeting Schedule 2019: November 21, 2019 Meeting Schedule 2020: January 16, 2020 February 20, 2020 March 19, 2020 April 16, 2020 May 21, 2020 June 18, 2020 September 17, 2020 October 15, 2020 November 19, 2020 Respectfully submitted, Diane R. Ouellette Clerk, Trustees of Public Burial Grounds Distribution: Cemetery Trustees Anna M. Farrell, City Clerk Jaquelyn R. Poirier, Cemetery Superintendent Susan A. Davis, Director of Human Resources Nicolas H. Bosonetto, Commissioner of Public Works Amy Green, Ward 1 Councilor Gary Withington, Superintendent of Streets Tricia Chabot Honorable Mayor Stephen L. DiNatale Peggy Page A.J. Tourigny, Mayor’s Chief of Staff Page 7 of 7