Advisory Committee on Cemeteries Meeting

Present: Advisory Board Members: Ron Naples, John Griffin, and Town Manager; John O’Keefe

The meeting was called to order at 11:10 AM

1.  Approve Minutes - A motion was made by John Griffin to approve the May 18, 2009 minutes as written, seconded by Ron Naples. Motion unanimously approved. 

2.  Old Business

a.  Avery Marker

·  This matter has never been followed up.

·  John O’Keefe stated that if the marker is ever received, the Town of Manchester will install it.           

b.  Temporary marker replacement

This matter was discussed at length.

Ron Naples mentioned that the markers to be installed would be flat markers (much like flat, military markers) at approximately $192.00 each, and feels this should be put out to bid to the various monument companies. He also asked if this should this be a one-year or a three-year bid. It was also discussed that the temporary markers should include the deceased full name, date-of-birth and date-of-death.

John O’Keefe noted this money is in the CIP for a three-year bid.  He also suggested the possibility of a one-year bid, and then once a bid is accepted, ask the bidders to keep the prices consistent over a three-year period.  For years 2010-2012, the total amount of $10, 500.00 has been budgeted for temporary marker replacement ($3,500.00 each year). He feels the oldest markers should be replaced first.  It was suggested that the size of the permanent markers be the same size as a military marker (1’ x 2’).

A motion was made by John Griffin to recommend that John O’Keefe put out a bid to the various monument companies to replace the Factory Point Cemetery temporary markers, seconded by Ron Naples. Motion unanimously approved.

John O’Keefe suggested obtaining a price per marker, up to $3,500.00.  

3.  Administrators Report

a.  Activity Report

·  The Board packet contained spreadsheet information regarding all burials and cremations for 2009. To date, there have been six (6) cremations and six (6) burials performed at Factory Point Cemetery.

·  Also included in the packet was a list of headstone guarantees that have been collected and refunded.  For 2009, there have been three (3) refunds.

b.  Inquiries since last meeting

John O’Keefe overviewed these matters.

·  Clyde I. Bell Deed

The deed issued was reissued to Clyde A. Bell (son) and recently challenged by a third party that stated they also owned the lots. A letter was written by the third party, and signed by the involved parties to supercede the reissued deed, and an agreement was made for a new arrangement. All parties involved signed the document and are satisfied with the results. The written letter was recorded in the Manchester Town Clerk’s office on August 11, 2009 at 10:45 AM, Book 290, Instrument #28, Page 143 of the land records.

·  Taylor Lots

Sally Mills-Taylor from Oklahoma City, OK has been inquiring about a couple of lots (Section D-1, Graves 83/84) that her family allegedly owns, as no deed has been produced, or found. She would like to move forward in seeking resolution on this matter. 

John O’Keefe distributed and proposed a new document that may be used in lieu of a cemetery deed when a deed cannot be produced.  He has also spoken to Town Counsel regarding this document. 

The Advisory Board reviewed and discussed, making slight additions and changes to the document.

A motion was made by John Griffin to approve the document titled “Agreement Relative to Burial at Factory Point Cemetery” as discussed and amended, and subject to Town Counsel approval, seconded by Ron Naples. Motion unanimously approved.

It was questioned as to whether this matter should also be recommended by the Manchester Selectboard.

A motion was made by Ron Naples to present this “Agreement…” document to Sally Mills-Taylor based on the evidence presented to the Town Manager and the Factory Point Cemetery, and to agree that she is likely the owner of the lots in question (Section D-1, 83/84), seconded by John Griffin. Motion unanimously approved.  

 4.  New Business

            a.  Winter Burials

The Board briefly discussed this matter.

·   It was agreed that winter burials will continue to be performed by Lawrence Grant.

·   Vault – Both Jeff Williams and Steve Casey have been appointed as the Cemetery Sextons, and will open/close the vault when necessary.

b.  Website

·  Ron Naples commented on this matter, feeling the new website has a lot of information about Factory Point Cemetery. He also asked about additional signage for the Factory Point Cemetery.

·  John O’Keefe stated that before any new signage is proposed, he would ke all signs for the Town of Manchester to be consistent.

c.  Fence status

John O’Keefe overviewed this matter.

·  The fence is scheduled to be installed on September 23, 2009. As previously approved, the fence will be a black, anodized, aluminum fence, which requires no maintenance. Three bids were obtained, and the bid was awarded to Middlebury Fence.

·  A discussion ensued on where to possibly place corner fences/corner chains to avoid vehicles making short turns and driving over headstones.

d.  Stone Cleaning

Jack Gunther has cleaned many headstones at Factory Point Cemetery. It was suggested that this process continue, beginning from the front Cemetery fence line, back. Ron Naples recommended asking Jack Gunter to quote a price for a particular area of the Factory Point Cemetery that would be cleaned, and proceed from that point.

 5.  Other Business

a.  Cemetery Flagpole

·  The Board commented how nice the new flag & flagpole look, and also felt that the light on the flag was not unpleasantly bright.

·  John O’Keefe noted that Mike Kilburn had suggested possibly placing a more iconic flag at the Factory Point Cemetery. The current flagpole is fifteen feet in size, with a 5’ x 7’ flag. The cost for a larger flag was estimated to be approximately $6,000.00.

The Advisory Board continued discussing this matter further and decided to table this matter for a future meeting.

b.  Mapping Cemetery

John O’Keefe stated that at some point he would like to see this process begin, as well as to design an electronic capture system for software. He would like to eventually have everything online for the community to access. 

c.  Areas of Factory Point Cemetery

A brief discussion ensued about the possibility of having special sections in the Factory Point Cemetery for certain groups (ex. Military, VFW, Fireman, etc.).

The meeting was adjourned at 12:12 PM

Respectfully Submitted, Deborah Madden

Administrator, Factory Point Cemetery