MONSON CEMETERY COMMISSION
THURSDAY, DECEMBER 7, 2006
The regular meeting of the Monson Cemetery Commissioners convened at 3:30 p.m. in the office at 32 Wilbraham Road. In attendance were Albert Wilcox, David Martin, Paul Lovell and Gaylin Bingle. Robert Pease did not attend this meeting. Also present were William Plante, Deborah Mahar and Gretchen Neggers.
Mr. Wilcox made a motion to accept the meeting minutes of November 14, 2006. Mr. Martin seconded the motion.
OLD BUSINESS:
There wasn’t any old business carried over.
NEW BUSINESS:
1. Discussion on Perpetual Care Account – Ms. Mahar and Ms. Neggers were in attendance to discuss the Cemetery’s Perpetual Care Income Account. Ms. Mahar said she did an analysis on the Cemetery’s Perpetual Care Interest Account for the last ten years and found a substantial withdrawal over the last two fiscal years, which is unusual for the Cemetery Department. Ms. Mahar explained in fiscal years 1996, 1997 and 2004 no transfers were made. From fiscal year 1998 to FY 2005 the transfers were relatively small, however, in FY 2006 and FY 2007 unusually large transfers were made, which concerned her, as she doesn’t want to see this account
depleted. Paul said he is all set now and explained there wasn’t any money in our operating budget for the replacement of an older mower. A new riding mower was purchased at the beginning of this fiscal year with a bagging system that worked out great. The seconded riding mower with the bagging system was recently purchased to replace a riding mower that was seven years old and hard to get replacement parts for. Mr. Wilcox added Paul and Bill do all the repair work on the equipment that they can in order to save money for the department. Ms. Neggers said she would like to see a long term plan for the trust account for items not listed on the Cemetery’s Capital request. Paul also explained trees and brush are being cut in the back of Hillcrest Cemetery to help in the expansion for the future, also being done by the Cemetery employees to save money. Ms. Mahar explained the trust account, is being consumed by items that should be or are placed, on the Capital request. Ms.
Mahar said she was also concerned about using the Gifts and Bequest Interest Account for Seasonal Laborer salaries, as the department is suppose to live within the budget it submits to the Finance Committee each year. Ms. Neggers agreed that using the funds for seasonal help is a bad option. Paul said without the seasonal help there just isn’t enough manpower to get everything done. Paul also explained how a pole saw and chain saw were purchased at the end of the last fiscal year for Cemetery employees to do their own pruning, again saving a lot of money for the department and the town with the use of the bucket truck borrowed from the Fire Department. Ms. Neggers was puzzled over the fact that even though the Finance Committee increased the Cemetery’s budget, the Cemetery Department still took more money for the Gifts and Bequest Account, yet during the worse fiscal years the Cemetery Department didn’t make any transfers. Ms. Neggers said she would like to see a
five-year and ten-year capital plan. Mr. Wilcox said he is hoping this year we won’t need any new equipment, unless there is an unforeseen emergency.
The funds in the Land Account were also questioned as to what they could be
used for. Ms. Neggers and Ms. Mahar said they would look into that. Mr.
Martin asked Ms. Neggers if, the trees that needed to be taken down and the
mowers which needed replacement where put on a capital list, would the
Cemetery have been funded for them? Ms. Neggers said the mowers would have
been a capital item and they try to meet everyone’s needs and added the
Cemetery must present an up-dated Capital Plan. It was explained there is a
$5,000.00 threshold for Capital items with the expected life span of five years. Ms.
Mahar suggested Paul go over the Cemetery’s current Capital Plan, remove
the items which have been purchased, and resubmit it. Ms. Neggers said the
Cemetery should be looking forward, to the development of the back section, and
each year or even every five years, list on the Capital Plan everything we would
like to see done, and to also explain this to the Finance Committee and at the
Town Meetings.
Mr. Martin asked how hard it will be when the ten year old dump truck needs to
be replaced and just how the Finance Committee would look at that. Ms. Neggers
said it took the Fire Department five years to get the rescue truck and that Capital
items are cut every year in order to save an employees job, however the Town is
trying to build the capital funding account, as well as looking into bonding. Ms.
Neggers also reminded Paul and the Commissioners that the Cemetery, as well as
other town departments, are up against the school and police departments who
both have critical capital needs, but agreed the Cemetery is an important
department with needs like every other department. It was also explained if items
cost between $5,000.00 and $25,000.00, three quotes are required.
Ms. Mahar and Ms. Neggers said the Cemetery must provide the following:
· Get quotes
· Determine a long term plan
· Determine a short term strategy for seasonal help
· Explain why we need the funds and what they will be used for
Mr. Martin asked Ms. Neggers what Park & Recreation do for seasonal help. Ms.
Neggers replied she would be meeting with them on the 18th, but does know they
get help from Pathfinder Regional Vocational High School. If an employee is
under the age of 18 they cannot run power equipment and the union is concerned if
they are employed more than 20 hours per week. Paul added that seasonal help are
only allowed to work for 16 weeks as well.
Mr. Wilcox made a motion to adjourn the meeting at 4:40 p.m. Mr. Martin
seconded the motion.
Respectfully Submitted,
Gaylin Bingle, Recording Secretary
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