Trustees of Public Burial Grounds

FITCHBURG CITY CLERK May 19 2022 12:41 pm 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, April 21, 2022 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 9:05 a.m. Trustee Members Present: Judith A. Perla, Diane R. Ouellette, Michelle Sciabarrasi Trustee Member Absent: Andrew J. Hawthorne Others Present: Nicholas J. Erickson, PE - Commissioner of Public Works, Russ Karlstad, Facilities Director Others Present Remotely: Jaquelyn R. Poirier – Cemetery Superintendent, Sally Cragin – Stratton Players Public Forum: No one was present, either in person or remotely, wishing to speak. Review and Approval of Meeting Minutes: The minutes from the board meeting held on March 17, 2022 were approved by unanimous consent. Staff Reports: Cemetery Department Report 4/21/2022- Progress report given by Jaquelyn Poirier Forest Hill Routine maintenance of grounds - Cleaned graves to comply with specifications - Pick up down limbs from all cemeteries - Maintenance – lawn mower, seeder thatcher, compactor, lowering device and gator - Cleaned and organized tomb - Gator painted new body - Serviced backhoe - Started working on winter graves - Replaced street signs - Thatched Forest Hill INTERMENTS 3  INURNMENTS UP RIGHTED MONUMENTS UNCOVERED FLAT MONUMENTS MONUMENT FOUNDATION 2 MARKING/PHOTOS CATCH BASIN REPAIR/CLEAN FILLED SINK HOLES 5 TRIMMED TREES TRIMMED SHRUBS PHONE/OUTSIDE MEETINGS WITH FAMILIES 22 PAYMENTS - INVOICED/PROCESSED 30 FAMILY GENEALOGY 44 Laurel Hill, South Street, West Street & Dean Hill & Hartwell Cleanup of trash and limbs Cemetery Staff - 4 full-time workers - 1 Superintendent Administration Routine administration tasks - Cemetery Software – meetings with CompuTemps – data base additions and edits - Columbaria area – meeting with Commissioner and Engineering concept design with topography 40 % complete- Engineering will be working on finishing up grant – to be used for wall vendor $ 25,000.00 - Facilities Director – mausoleum roof – working on scope of work for RFQ – Office and Garage - Working with Sally Cragin on Civil War Project – September 10th proposed program - Inventoried old vases and flag holders – Consulted with Solicitor - Helped Lunenburg with old grave questions - Working on collections - Organizing Spring in cemetery - Memorial Day preparations - Meeting with Funeral Provider – disinterment procedures - 164 graves left for sale in Forest Hill Memorial Day Planning: Superintendent Poirier announced the schedule for flag placements in all cemeteries. Boy Scout Troop 41 & Cub Scout Pack 41, along with Girl Scouts, will place flags at Forest Hill Cemetery on Thursday, May 26th, starting at 3 p.m. Trustee Diane Ouellette, Leo Ouellette, and Tricia Chabot will place flags in Laurel Hill, to be completed by Wednesday, May 25th. Cemetery employees will place flags at Dean Hill, West St.,South St. and Hartwell Cemeteries. This will also be completed by Wednesday, May 25th. Cemetery employees will be on site during the holiday weekend to handle clean up and provide help to citizens. Page 2 of 4 Mayor’s revised FY23 Budget: The revised budget has not been received back from the Mayor’s office. Bronze Civil War Vases and Gravestone Markers: Superintendent Poirier received an email from the City Solicitor, and Chair Perla has spoken to the Mayor regarding loaning out these historic items for display. The City Solicitor suggested that a signed acknowledgement of them being on loan be obtained before they could be displayed by any organization. The Mayor feels that they should not be loaned out at this time. Russ Karlstad – Facilities Director – Mausoleum Roof and RFQ Process: Mr. Karlstad has been working on an RFQ for the scope of work required to repair the mausoleum. He explained the procurement process, starting with an RFQ (Request for Qualifications) to first hire an OPM (Owners’ Project Manager) who will then develop an RFP (Request for Proposals) to hire an Architect. The OPM and Architect will work with the DPW, Cemetery Superintendent and Trustees to develop a design package for all the repairs needed for the mausoleum. The final steps would be advertising for bids for public construction and hiring a DCAMM certified contractor for the project. Asked about a timeline, Mr. Karlstad stated that it could take two to five months to bring an OPM and architect on board. Update on Video Presentation: Trustee Sciabarrasi provided a first look at the preliminary mausoleum presentation. Discussion centered around what information to add to the presentation and choosing a date to go before the City Council. Trustees agreed on a tentative date of September 20 th. Events: The next regular meeting will be held on Thursday, May 19, 2022 at 9 a.m. in the West Meeting Room at City Hall, 718 Main St. Adjournment: There being no further business, the board decided by unanimous consent to adjourn, and Chair Judith Perla adjourned the meeting at 10:50 A.M. Meeting Schedule 2022: 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 Page 3 of 4 Distribution: Cemetery Trustees Jaquelyn R. Poirier, Cemetery Superintendent Nicholas J. Erickson, P.E., 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 4 of 4