NEWTON CEMETERY TRUSTEES
Newton Town Hall
2 Town Hall Road – P.O. Box 378
Newton, NH 03858
Minutes of Trustee’s April 22, 2010 Meeting
Members present: Bill Landry, Ron Saunders, Mike Hughes
Guests: James Doggett and Joseph Simone – Trustees of the Trust Fund
Meeting called to order at 6:30 PM. at the Newton Town Hall
NEW BUSINESS:
- REVIEW OF THE CEMETERY TRUST FUNDS:
Mr. Doggett and Mr. Simone gave an in depth dissertation of how the trust funds are managed, how perpetual care money is distributed, what types of activities qualify for dispersal of trust funds and how much money was available in the cemetery interest accounts.
William Landry was elected Chairman and Secretary for 2010. The nomination was made by R. Saunders and seconded by M. Hughes. Motion unanimously passed.
- DISCUSSION OF POSSIBLE USE OF TRUST FUNDS:
A discussion was held among the cemetery trustees as to the feasibility of undertaking a project to improve the landscaping in the front section of the Willow Grove Cemetery with the available funds.
This would be a major undertaking as it would probably involve the tilling of the soil, addition of loam, seeding, fertilization etc… The fact that there is no water at the cemetery could be the mitigating factor to make the project impractical.
It was decided to approach T & M Properties, who currently do the entire cemetery landscaping, as to the feasibility of this undertaking.
The department’s year end spending estimate indicated a surplus of $ 37.88. However, an unanticipated expense of $45.00 for computer services created an over expenditure of $7.12.
Maintenance of the grounds and monuments consumed 82 % of the yearly budget.
Again this year the department is operating on a “default” budget. It is estimated that maintenance of the grounds and monuments will consume 89% of the dept. budget.
- POTENTIAL DEPARTMENT CONTRACTS FOR 2011:
A discussion was held regarding the need to enter into contracts with the supplier of our veteran’s flags and the firm that is updating the cemetery maps to ensure we have funds available for these activities should we be forced to operate on a default budget again in 2011.
It was decided that even in default climate we would be able to fund these activities and contracts were not necessary.
- CEMETERY RULES AND REGULATIONS:
It was felt that the current rules and regulations were sufficient and covered all concerns.
A discussion was held regarding the price of graves. In 2007 the price of graves was increased to $325. per grave. An analysis done of seven (7) surrounding towns indicated that Newton was consistent with these towns and an increase at this time was not warranted.
- 2009 CEMETERY MAINTENANCE
The same procedure used in ’09 for scheduling maintenance will be used in ’10. The trustees will monitor the condition of the cemeteries and schedule maintenance accordingly. The intent is to ensure our limited funds last the entire season. Like last year, we anticipate being able to mow and trim each of the three (3) cemeteries ten (10) times. (The optimal number of mowing and trimmings at each cemetery would be 18 – 20)
There are two cemeteries in town that the trustees had pledged to locate this year, the Hoyt Family Cemetery and a cemetery on Whittier St. in the Packer Meadows area. The Hoyt Cemetery has been located behind the property at 41 Pond St.
The cemetery was located with the assistance of Hoyt descendant William Hoyt who was in town on a genealogical research expedition. The plan is to get this cemetery, which is completely overgrown with trees and brush, cleaned up and identified.
As for the cemetery on Whittier St., the trustees were approached by a local resident who claims to know the exact location of this cemetery. This summer the trustees will locate and identify this cemetery also.
This means that we will have located all eight cemeteries within the Town of Newton. This does not include the Union Cemetery which is privately owned.
- REDESIGN LAYOUT / SIZE OF LOTS AT REAR OF HIGHLAND CEMETERY:
At the previous Cemetery Trustee meeting a decision was made to resize the lots in this section of the cemetery. (This would not include lots in which interments have already been made.) It was also decided to review the map and layout a design for the inclusion of roads in the back section. The redesign has been completed, on paper, and our maps adjusted.
- REDESIGN LAYOUT / SIZE OF LOTS AT REAR OF HIGHLAND CEMETERY (CONT.):
Due to the lack of funds, the only action to be taken this year is to contact the two (2) families that currently have empty grave sites in the new road ways and provide them with different sites.
- Two gross of Veteran grave marker flags and two pole flags have been ordered and received.
- Prior to Memorial Day the Veteran flags will be place at the Highland, Willow Grove, Town Hall and Farmer Cemeteries. The fourth grade class at the Newton Memorial School will place the flags at Willow Grove; the Newton Historical Society will place the flags at the other cemeteries. Flags for the Union Cemetery will be given to a representative of that cemetery for placement.
- Flower displays will be planted at the Willow Grove Cemetery prior to the Memorial Day parade.
- In past years the flags at the cemeteries were lowered to half-staff from dawn to dusk on Memorial Day. Trustee Hughes stated that the rules governing the display of flags at half-mast on that day state they would fly at half-mast from dawn to noon. This change in our procedure was made last year.
- Trustee Hughes also advised that rules governing the display of the small veteran flags stated that the flags should be displayed only one week prior to Memorial Day. A short discussion was held regarding our practice of keeping the flags up year round and how it appears that all cemeteries we have viewed followed the same practice. That fact combined with the public outcry we anticipated from veteran’s families if we followed that rule, led us to decide to continue our current practice. Veteran flags will be left up year round and the trustees will attempt to ensure the flags remain in the proper upright position.
The trustees are in the process of creating a Microsoft Access data base of all ownership and burial information pertaining to all eight cemeteries in town.
This will probably take most of this year as there are thousands of pieces of information that must be typed into the data base.
When completed, the Trustees will have the capability to create reports that will provide information such as grave ownership, names of people interred, dates of birth, dates of death, in some cases place of death, grave locations etc…
Meeting adjourned at 8:30 PM
To be advised
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