Trustees of Public Burial Grounds

FITCHBURG CITY CLERK Jan 20 2022 11:31 am City of Fitchburg, Massachusetts TRUSTEES OF PUBLIC BURIAL GROUNDS 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 18, 2021 The Cemetery Trustee Board meeting was held in the West Meeting Room, 1st Floor at City Hall, 718 Main St. An online link and phone number were provided for those who wished to participate remotely. Call to Order: Chair Judith A. Perla called the meeting to order at 9:10 a.m. Trustee Members Present: Judith A. Perla, Diane R. Ouellette, Michelle Sciabarrasi Others Present: Nicholas J. Erickson, PE - Interim Commissioner of Public Works and City Engineer, Capt. Matthew Lemay - Fitchburg Police Department Others Present Remotely: Andrew J. Hawthorne - Trustee, Jaquelyn R. Poirier – Cemetery Superintendent Public Forum: No one was present, either in person or remotely wishing to speak. Review and Approval of Meeting Minutes: A motion was made by Andrew Hawthorne and seconded by Michelle Sciabarrasi to approve the minutes from the board meeting held on October 21, 2021. Vote was 4 in favor, 0 opposed. Motion passed. Minutes approved. Cameras for Laurel Hill Cemetery – Captain Matthew Lemay: Captain Lemay presented both pros and cons of the use of video cameras to monitor Laurel Hill Cemetery for vandalism and other illegal activities. Trustees asked questions about the potential for prosecuting vandals caught on camera and discussed the costs of the system and the best spots for placement of cameras. Stratton Players – Tribute to Veterans Walking Tour – Sally Cragin: Ms. Cragin was unable to attend this meeting. The Stratton Players’ “A Tribute To Veterans At Forest Hill Cemetery”, with the 15th Massachusetts Volunteer Infantry, was held at Forest Hill Cemetery on Saturday, November 13th. This program was presented in collaboration with the Fitchburg Historical Society and the Fitchburg Cemetery Department, with donations going to the Fitchburg Veterans Emergency Relief Fund. Sally Cragin has contacted Superintendent Poirier about a Memorial Day performance by the Stratton Players being planned for May 25th at Forest Hill Cemetery. This date conflicts with the Cemetery Department’s final preparations of the grounds prior to Memorial Day. Chair Perla will send an email to let her know that this date is not available. Trustees discussed liability and conflict of interest issues, along with the use of cemetery resources to print programs for an outside entity. Fitchburg Historical Commission Meeting Update: Judith Perla and Michelle Sciabarrasi, members of the Preservation Planning Sub-Committee, attended a meeting of the Fitchburg Historical Commission on October 28, 2021, to get clarification on the Historical Commission’s role in having the cemeteries declared historic sites. Trustees do not need a local historic status designation to submit the Form E’s to the Massachusetts Historical Commission for review. General Discussion of Cemeteries: Cemetery Department Report 11/18/2021- Progress report given by Jaquelyn Poirier Forest Hill Routine maintenance of grounds - Equipment maintenance - Cutting and trimming - Leaf clean up - Shut water off for season - Installed Veteran markers - Checked off site Cemeteries - Pick up down limbs from Forest Hill and Laurel Hill - Cleaned up trash from bike path and cemetery barrels - Installation of Veteran flag holders in Sections A, B,C and new F - Fertilizing Forest Hill INTERMENTS 5 INURNMENTS 5 UP RIGHTED MONUMENTS UNCOVERED FLAT MONUMENTS MONUMENT FOUNDATION 4 MARKING/PHOTOS CATCH BASIN REPAIR/CLEAN FILLED SINK HOLES TRIMMED TREES TRIMMED SHRUBS PHONE/OUTSIDE MEETINGS WITH 49 FAMILIES PAYMENTS - INVOICED/PROCESSED 25 FAMILY GENEALOGY 28 Laurel Hill, South Street, West Street & Dean Hill & Hartwell Cleanup of branches – change flags as needed – weed control Page 2 of 6 Cemetery Staff - 3 full-time workers – (1 Light Duty out injury since 10/15/2020) - 2 Summer Help - 1 Superintendent Administration Routine administration tasks - Cemetery Software – meeting with CompuTemps –working on cleaning the data – Laurel Hill migration of data in process - working on forms in database - interment, license of burial, notes Google maps – GPS coordinates - Columbaria area –design – on temporary hold - Coordinating with Human Resources – interviews for new light to replace retirement 9/27/2021 - Communication with Facilities Director – mausoleum roof – working on scope of work for RFP – sent information and pictures to help with RFP. Richard Demers - Monty Tech – sent request to Jim Hachey- Vocational Director waiting on approval to schedule repair of stairs - Meeting with Tom Daly – Rules – Commonwealth compliance - Worked with Sally Cragin – Tour 15th MA Infantry A Tribute to Veterans at Forest Hill Cemetery 11.13.2021 Page 3 of 6 Proposed Price Increase for Burial Grounds: Trustees reviewed the proposed increases in cemetery pricing. A discussion on weekend burials and overtime followed. A motion was made by Diane Ouellette and seconded by Andrew Hawthorne to accept the new price list. Vote was 4 in favor, 0 opposed. Motion passed. License of Burial Update: Trustees reviewed a draft of the new License of Burial form. ARPA Funding: Commissioner Erickson has reviewed the ARPA guidelines and also checked with Tom Skwierawski, Executive Director, Community Development & Planning and it appears that the cemeteries would not meet the criteria to receive any of this funding. Mausoleum RFP Update: Facilities Director Russell Karlstad has been working on an RFP only for the repairs to the mausoleum roof. Trustees discussed the condition of the building, including the need for repointing and interior repairs. Commissioner Erickson feels that a building engineer or architect is needed to assess the entire structure and present a plan that covers the scope of work for all of the needed repairs. Funding from Representative Kushmerek: The DPW will utilize the Fiscal Year 2022 earmark money obtained through State Rep. Kushmerek’s office to build the wall in the planned Forest Hill expansion area located behind the Columbarium. Re-Appointments: Chair Judith Perla and Andrew Hawthorne have submitted their requests for re-appointment to the Mayor’s office. They will go before the Appointments Committee in December. Page 4 of 6 Meeting Schedule for 2022: Trustees reviewed the meeting schedule for 2022. Update Website and New Councilors: Trustee Ouellette requested that the cemetery web site be updated with the names of the current Trustees, and the meeting schedule for 2022. The minutes distribution list and contact information for City Councilors will be updated in January 2022. Announcements: Chair Perla informed the board that Andrienne G. Clark has resigned from the Cemetery Trustees. Events: The next regular meeting will be held on Thursday, January 20, 2022, at 9 a.m. in the West Meeting Room at City Hall, 718 Main St. Adjournment: There being no further business, made a motion to adjourn, and seconded the motion. Vote was 4 in favor, 0 opposed. The motion passed. Chair Judith Perla adjourned the meeting at 10:55 a.m. Meeting Schedule 2021: NO MEETING in December Meeting Schedule 2022: January 20th February 17th March 17th April 21st May 19th June 16th NO MEETINGS in July & August September 15th October 20th November 17th NO MEETING in December Respectfully submitted, Diane R. Ouellette Clerk, Trustees of Public Burial Grounds Distribution: Cemetery Trustees Page 5 of 6 Jaquelyn R. Poirier, Cemetery Superintendent Nicholas J. Erickson, P.E., Interim Commissioner of Public Works & City Engineer Gary Withington, Superintendent of Streets Honorable Mayor Stephen L. DiNatale Natalia Oliver, Mayor’s Chief of Staff Joan David, Administrative Aide to the Mayor Amanda Alford, Provisional City Clerk Bernard J. Schultz, Ward 1 Councilor Amy L. Green, Councilor-At-Large Tricia Chabot Peggy Page Page 6 of 6