Trustees of Public Burial Grounds

FITCHBURG CITY CLERK Nov 06 2024 10:55 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 TRUSTEES OF PUBLIC BURIAL GROUNDS BOARD MEETING MINUTES Thursday, September 19, 2024 The Trustees Board meeting was held in the West Meeting Room, 1st Floor at City Hall, 718 Main Street. Any person who wishes to participate remotely in the Public Forum portion of the meeting may request a remote attendance link by contacting the City Clerk at: cityclerk@fitchburgma.gov by 12:00 PM (noon) on the day prior to the scheduled meeting. CALL TO ORDER: Chair Perla called the meeting to order at 9:00 am. Trustees Present: J. Perla, G. Mirijanian, A. Hawthorn. Others Present: Nick Erickson, DPW Commissioner, Jaquelyn Poirier, Cemetery Superintendent, and Petros Davos, Project Manager, ANSER Advisory for Forest Hill Abbey (Mausoleum) project. Present Remotely: M. Sciabarrasi was present remotely. Public Forum: Tyler Sargent and Allison Thompson from Fitchburg State University were present remotely and spoke about a short film they and the film department at FSU are working on titled “Monuments.” This is a short film written and directed by Allison Thompson, which would include a cast of (1) one and about (15) fifteen crew members. They are asking for permission to film at the Dean Hill Cemetery on or about October 14 or 20th, 2024 either early morning or afternoon. Their presentation was very good and included all the details and answered all the questions the Trustees had for them. Chair Perla made the motion to give permission to film with the stipulations that all members of their party will sign an (ROL) Release of Liability form and secure a permit from the cemetery superintendent. A. Hawthorne 2nd the motion. A roll call vote was taken, and the motion passed with the stipulations. A member of the cemetery crew will be on hand during the filming to assist and to make sure the cemetery is left in good order. Announcements: Chair Perla made an announcement before the agenda with regards to the ongoing fund raising and pledging for donations for the repair and renovation of the Forest Hill Abbey (Mausoleum). The Friends of Fitchburg Cemeteries group has been working on this project. #1. Updated on Forest Hill Abbey (Mausoleum) Project: Petros gave an update to Trustees on the project. Good news: no trace of asbestos containing material was found in the interior of the Abbey. Petros confirmed with Spencer via their Structural consultant...at this time, there are no major concerns structurally with the building. More good news: in total, it’s a projected $1,223,287.50 construction project for the roof only. Given that the city has already encumbered $175,495...$1,047782.50 is the total required additional funding to complete this project. The Trustees still have questions about securing the roof this winter season as we are still without the adequate funding source. Petros will have some answers for us at our next meeting. The Trustees are making a plea to the public for help with this project. Please donate what you can to the friendsoffitchburgcemeteries@gmail.com Any and all contributions will be greatly appreciated. #2. Discussion on fundraising campaign: Friends of Fitchburg Cemetery is a volunteer group who are in the process of sending out “ASK” letters and “PLEDGE” forms to friends, families, businesses, etc. They are asking for a pledge in the hopes of raising $10,000 in the next 6-9 months in order to open an account with the Community Foundation of North Central Massachusetts which will hold the funds for the Friends group for the Abbey renovations and repairs. Sally Cragin, Councilor at Large, is helping with this effort by presenting the first event, the Autumn Equinox Listening and Walking Tour at 6 PM on Saturday, September 22, 2024, rain or shine. Meet at the Frog Pond at Forest Hill Cemetery. Also, on Saturday October 5, 2024 at 2 pm the Thurston Quartet, Chamber Music Concert will be held inside the Forest Hill Abbey (Mausoleum). The Thurston Quartet is providing this music concert without a fee. These programs are free to the public, however a donation is always accepted. #3: Approval of June 20, 2024 Meeting Minutes: Motion to approve the minutes was made by A. Hawthorne and 2nd by G. Mirijanian. All were in favor. The motion passed. Motion to approve the special meeting minutes of August 26, 2024 was made by G. Mirijanian and 2nd by A. Hawthorne. All were in favor. The motion passed. M.Sciabarrasi absent from the vote. #4. Superintendent’s Report: Cemetery Department Report 9/19/2024 - Progress report given by Jaquelyn Poirier Forest Hill Routine maintenance of grounds - Cleaned graves to comply with specifications - Picked up trash in Forest Hill & Bike Path - Picked up limbs from storm - Fertilized Forest Hill - Training new employee - Added sand between bricks at columbaria - Sprayed weeds - Greased backhoe - Weeded mulch beds  - Drainage section Q with DPW - Installation memorial guards – bronze markers - cement INTERMENTS 9 INURNMENTS 10 UP RIGHTED MONUMENTS UNCOVERED FLAT MONUMENTS MONUMENT FOUNDATION 12 MARKING/PHOTOS CATCH BASIN REPAIR/CLEAN FILLED SINK HOLES 10 TRIMMED TREES 12 TRIMMED SHRUBS 5 PHONE/OUTSIDE MEETINGS WITH 117 FAMILIES PAYMENTS - INVOICED/PROCESSED 83 FAMILY GENEALOGY 54 Cemetery Staff - 4 Full-Time Workers –1 Superintendent Hired full time LMEO Administration Routine administration tasks Staff meeting with each employee – check in – any questions/problems Cemetery Software Working on lot maps when time allows Rescheduling meeting with Purchasing General Working with Engineering – water issues –section Q & columbaria area Working on FY24/FY25 budget years Working with Solicitor on paperwork for T27 accident 5.9.2024 Meetings with Ashby Cemetery Superintendent Friends of Fitchburg Cemeteries–Autumn Equinox –Listening and Walking Tour on Sunday September 22nd @ 6:00 pm rain or shine Meeting with Eunice – Civil War Veterans  United Day of Caring – September 20th – Veterans – 36 volunteers Meeting with Washington – Veterans markers Planning for bench installations Monument dealer meeting – consent paperwork Memorial Gardens Waiting on paving Engineering also working on how we track available graves (maps) – CAD Water issues – Engineering in process Mausoleum Assessment Report 6.19.2024 (available upon request) Columbarium Working on draft specifications for new 72 niche unit - rescheduling meeting with purchasing Section Q – Installation of drainage  Section Q – Installation of drainage Installation Bronze marker into Memorial Guard Superintendent’s report...A. Hawthorne made motion to approve the report, 2nd by G. Mirijanian. Approved by all. Motion passed. Next Meeting Date and Time: The next meeting will be held on Thursday, October 31, 2024 at 9 AM. Adjournment: Meeting adjourned at 10:20 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 Agenda - Trustees of Public Burial Grounds Respectfully submitted, Judith A Perla Chair/Clerk Trustees of Public Burial Grounds Here is the link for the meeting on Video on Demand:https://videoplayer.telvue.com/player/yycCAZPb0NN3zj2o5qio- YFMNC43NjCG/media/863169?fullscreen=false