Trustees of Public Burial Grounds

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 November 16, 2023 The Cemetery Trustee Board meeting was held in the West Meeting Room, 1st Floor at City Hall, 718 Main Street. An online link and phone number were provided for those who wished to participate remotely. CALL TO ORDER: Chair Perla called the meeting to order at 9:03 am. Trustees Present: J. Perla, G. Mirijanian, A. Hawthorn, M. Sciabarrasi. Others Present: Nick Erickson, DPW Commissioner, Jaquelyn Poirier, Cemetery Superintendent and Russell Karlstad, Director of Facilities for Fitchburg. Remotely Present: No one remotely. Public Forum: No one was present, either in person or remotely, wishing to speak. #1. Review and Approval of Meeting Minutes: G. Mirijanian made motion to accepted the meeting minutes of October 19, 2023, A. Hawthorne seconded the motion. All in favor to approve the minutes. Motion passed. #2. Superintendent’s Report: Cemetery Department Report 11/16/2023 - Progress report given by Jaquelyn Poirier Forest Hill Routine maintenance of grounds - Cleaned graves to comply with specifications - Maintenance – lawn mowers, equipment, backhoe and trucks - Set up garage for winter - Installed Memorial Guards - Continuing fall clean-up INTERMENTS 2 INURNMENTS 6  UP RIGHTED MONUMENTS 5 UNCOVERED FLAT MONUMENTS MONUMENT FOUNDATION 20 MARKING/PHOTOS CATCH BASIN REPAIR/CLEAN FILLED SINK HOLES TRIMMED TREES 12 TRIMMED SHRUBS PHONE/OUTSIDE MEETINGS WITH 45 FAMILIES PAYMENTS - INVOICED/PROCESSED 31 FAMILY GENEALOGY 30 Cemetery Staff - 4 Full-Time Workers – 1 Co-op Monty Tech Student - 1 Superintendent Administration Routine administration tasks Cemetery Software Weekly meetings with CompuTemps Working on lot/grave project General Attended virtual meeting – Joint Western, Central & Eastern MA Historical Commission Working on new cemetery forms Laurel Hill – gate/fence damage Cyber security training Memorial Gardens Fencing replacement – working with Engineering and Streets Waiting on paving Engineering also working on how we track available graves (maps) Mausoleum  Working on quotes for replacement drains Columbarium Working on draft specifications for new 72 niche unit Tree trimming before Tree trimming after Patrick Hall retrofitting flat marker for Memorial Guard installation 11.9.2023 Laurel Hill Gate Damage 11.2.2023 Superintendent Poirier informed the Trustees that monies set aside for the paving of the Memioral Gardens area will be used to replace the fencing along the Rollstone St area that was removed during the construction. Paving will go out to bid in the spring as we are entering the winter months. Trustees were also informed that bids will go out for the temporary replacement of the drain pipes that were stolen off the mausoleum. The motion was made to accepted the Superintendent’s report by A. Hawthorne seconded by G. Mirijanian. All in favor, motion passed. #3. Update on Forest Hill Abbey: Russell Karlstad informed the Trustees that the City Council Finance Committee meeting held on Thursday, November 9, 2023 had approved the order # 252-23 in the amount of $75,245 for the architectural assessment of the existing conditions at the Forest Hill Abbey ( Mausoleum). Now it will go to the full City Council for approval. #4. Update on Rules & Regulations: Superintendent Poirier informed the Trustees she has sent these drafts to the City Solicitor for his review of the verbiage before proceeding forward. #5. Update on Price List: The price list that was reviewed and approved by the Trustees at our last meeting will now be placed on the City Council agenda as soon as possible for their review and approval to move forward. #6. Laurel Hill Fencing: This was covered in the Superintendent's report. #7. New Meeting Schedule for 2024: A motion made by A.Hawthorn seconded by M. Sciabarrasi to accept the Trustees 2024 Meeting Schedule was passed by all. The Chair has informed the Trustees the new meeting schedule has been posted to the Public Burial Grounds website. There is NO meeting held in the month of December 2023. Events: The next meeting will be held on Thursday January 18,2024 at 9 AM in the West Meeting Room at City Hall, 718 Main Street, Fitchburg MA 01420 Adjournment: Meeting adjourned at 10:24 AM Minutes of this and all other meetings can be view on the City of Fitchburg website under http://www.ci.fitchburg.ma.us Government -Meetings and Agendas - Trustees of Public Burial Grounds Respectfully submitted, Judith A. Perla~Chair/Clerk, Trustees of Public Burial Grounds