HomeMy Public PortalAbout20111006 - Cemetery Commission - Meeting MinutesHOPKINTON CEMETERY COMMISSION
MEETING MINUTES
OCTOBER 6, 2011
PRESENT: Lynn Fournier, Chairman; Thomas Pratt, Claire Wright
The meeting was called to order at 7:40 PM. The minutes of the May 11, 2011 meeting and
the Sept. 6, 2011 site walk meeting were accepted.
Mt. Auburn Drainage – The Commissioners discussed the recommendations from engineer
David Glenn of Fay, Spofford & Thorndike, who designed the drainage system, regarding the
installation of a roadway berm. Mr. Glenn feels that the system is functioning adequately
without the berm. Monitoring well readings taken by Highway Supervisor Mike Mansir also
indicate acceptable water levels. Ms. Wright stated that if the engineers and the DPW
personnel feel the system is working satisfactorily and the DPW director has concerns about
the berm causing problems, then the berm funds should be returned to the Sale of Lots
fund at the next town meeting. She said the Cemetery Dept. should keep an eye on the
wells and water situation and report if the water, including runoff, becomes a problem. The
Commissioners agreed to table the issue for now. Mr. Pratt noted that the Commission
should receive updated numbers from the Cemetery Dept. on burials and sales during the
year. Ms. Wright said she would request the recent figures.
Use of Sale of Lots Fund – The Commission discussed an inquiry from the DPW about using
the Sale of Lots Fund to pay for the recent emergency repaving at Mt. Auburn. Ms. Wright
reported that although the Commission understood that the DPW requested $28.5K in an
emergency appropriation from the Reserve Fund, per the Cemetery Commission minutes of
April 20, 2011, the minutes of the Appropriations Committee do not show any record of this
request. The Commissioners concurred that the Sale of Lots Fund specifies that it is for
improvements and expansion but is not for maintenance costs. They also noted that the
Town’s long term capital plan, as confirmed before the Capital Improvements Committee in
September, calls for beginning to develop a new cemetery in only 8 yrs., in 2019. This
expansion would cost $100K at a minimum, and the funds or start-up funds are to be
accrued over the next 8 yrs. through a build-up of the Sale-of-Lots Fund, which has been
greatly spent down on the drainage project. Ms. Wright shared photos of other
deteriorating cemetery roads. The Commissioners noted that drawing from this fund for
road maintenance, a need which is ongoing, would not only be inappropriate but would
mean the expansion funds would not be available when needed. The Commissioners
agreed that ongoing cemetery road maintenance should be a part of the town’s general
DPW road maintenance program. Ms. Fournier said she would notify the DPW director of
the Commission’s position. Ms. Wright offered to draft a follow-up written response.
Abandoned Shed @ Mt. Auburn – The Commissioners discussed next steps for the removal
of the abandoned shed. Ms. Wright stated that a demolition permit would need to be
obtained from the building inspector after the Historical Commission decides on whether to
invoke a demolition delay. Ms. Wright said she could get the permit underway and, as a
member of the Historical Commission, doubts the HC would object to removing the shed
but noted that the board first needs to determine how to pay for the demolition and debris
removal. The Commissioners recalled the DPW director stating that the DPW could
demolish the building, but paying for the debris removal was the issue. Ms. Fournier said
she had tried to get a price from Harvey’s but did not get a call back. Ms. Wright made a
motion to use the Cemetery Commission’s discretionary fund up to $200 to pay for the
debris removal. Mr. Pratt seconded the motion, which was voted unanimously. Ms.
Fournier said she would contact the Harvey Co. again, and Ms. Wright said she would
initiate the demolition permit.
Other Business – Ms. Fournier reported on the veteran’s grave of Betty Cartwright Smith,
where Ms. Smith’s son wanted a veterans marker placed on his mother’s grave. Ms.
Fournier explained that the funeral home did not fill in the information completely on Ms.
Cartwright’s original form. Consequently, another form with a signature from a cemetery
official was needed to get the veterans marker placed. Ms. Fournier stated that she signed
the form as Chairman. She provided copies for the Commission’s records.
Ms. Fournier reported being contacted by Ms. Mary Clark about a stone that needed to be
moved. She said a letter from the family has been sent to the Town and to the Ackerman
Monument Co. stating that they will pay for relocating the stone.
Ms. Fournier suggested the Commission conduct a review of the cemetery rules &
regulations and consider adding more detailed regulations regarding trees.
Bills – The Commission approved a bill for $650 in CPA funds from Gravestone Services of
New England for the repair of historic headstones at the Main St. cemetery.
The next meeting was set for November 3, 2011. The meeting was adjourned at 9:15 PM.
Respectfully submitted,
Claire Wright
Approved: Nov. 8, 2011