Monson Cemetery Commission
Thursday, June 4, 2009
The monthly meeting of the Cemetery Commission opened at 6:20pm in the office at 32 Wilbraham Road. Commissioners present were: Shawn Connery, Jim Duggan, absent was Al Wilcox. Also in attendance was Paul Lovell, Superintendent.
First item that was discussed by Jim Duggan and Paul was the requirement of the Commission to take and keep accurate meeting minutes. This item was brought to our attention by the Town Administrator Gretchen Neggers. She was told that they would be done and forwarded to her office for Gaylin to post on the web site. This would be done after the Commission has approved them.
Jim also brought up and discussed the re-organization of the Commission, seeing this is just after the elections. Jim also discussed how he felt the meetings should and would be run (according to the Meeting Rules). Jim being the newest member discussed what he felt most Committees in town do each year and Shawn agreed that it would be the fairest. Jim nominated Shawn as Chairman and Al Wilcox (not present) as Vice Chairman based on the seniority of the Commission. Then Jim volunteered to be the Clerk to take the minutes of each meeting (as we have no clerical person to do so). This was seconded by Shawn and voted in the affirmative.
No meeting minutes were approved as none have been taken in quite some time.
OLD BUSINESS:
The budget was discussed. Paul informed us that he would be turning back money not spent again this year. Because of the freeze in spending and the cuts made mid-year Paul did not have time to purchase things that are normally done and budgeted for. The Commission told Paul to purchase supplies that he felt he would need for the next year like blades, filters etc… as the next year’s budget looks like it will be bare bones. This will be an on going discussion as the Town’s finances are up in the air.
Paul informed us that the truck (1996 Ford F350 dump) and the trailer (2000 utility trailer) are both in need of repairs and upgrades so that they can both pass inspection this year. The trailer now falls under new regulations and must be upgraded to pass. Paul was told to get quotes and have the repairs done so both pieces of equipment can be used.
Hub is donating from his department an employee (Joe Kology) one day a week to help out in the Cemetery and we are getting some assistance from the Parks & Rec. Dept. with the same to get the Cemeteries ready for Memorial Day. The Sheriff’s Dept. is also coming out once every other week with people who must do Community Service. They are being shared between the Parks & Rec and our department. All help is greatly appreciated in these tough times.
NEW BUSINESS:
Paul informed us that after the position was posted through the union and no one applied, that Jan DeMaio has been hired to the full time position and has accepted.
Next we discussed and went out to look at the damage caused to one of the pillars at the entrance to Hillcrest cemetery. Someone ran into it and did some severe damage to the pillar. Paul will get someone to look at it and give him a quote to have it fixed, and get it done before it deteriorates further. He will also check with Gretchen to see if the Town’s insurance will or can cover any of the costs. The Police were notified by Paul and they said that no one reported anything on this.
We discussed and agreed to apply to the CPA (Community Preservation Act) for funds to fix the walls at Hillside Cemetery as there are many areas that are falling apart. Our idea is to present a 3-5 year plan to have the walls properly repaired to have a lasting effect, and to keep the costs per year to a lower number. Quotes will be sought by masons in the area so we can get an idea of what we would be facing.
Jim brought up applying for a grant through Norcross to have some of the older, diseased trees taken down and replaced with some slow growing, flowering trees to spruce up some of the Cemeteries. Further discussion on this will be forth coming.
The Commission felt with all the damage done, and all the different cemeteries that we maintain, we need to document things better. We have asked Paul to look into purchasing a digital camera that can be used when damage occurs and to inventory current and future cemeteries and equipment.
The Perpetual Care fund was discussed. The current balance in this fund is just over $69,000.00. We need to look at what can be done with this fund and how it can benefit our cemeteries. We will look into this and discuss further.
Jim wanted Paul to provide the Commissioners with a copy of the monthly balance sheet he gets from the Accountant’s office. He also asked and received an inventory of equipment from Paul (last updated July 12, 2006). We are also looking at the current rules and regulations to see if they need to be modified and updated. Jim also was checking on the web site for correction to be made and fees charged. Paul also mentioned the mapping system that currently exists, it is to say the least, very confusing and not greatest. This will be discussed further.
Motion was made and seconded to adjourn at 7:35pm.
Next meeting is Thursday, July 2, 2009 at 6pm.
Respectfully Submitted,
James Duggan, Clerk
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