Cemetery Trustees & Trustees of the Trust Fund Minutes January 7, 2008  

"Cemetery Trustees"  "Trustees of the Trust Fund"

Cemetery Present: Gerry Plotts, Roxanne MacConnell, Mary Blank, Lucille Gorges

TTF Present: Mary Blank, Lucille Gorges,

Cemetery Trustees

Each month we ask for a report of the condition of the Cemeteries. It was agreed that they were snow covered and that inspections would resume in the spring.

Each Cemetery Trustee now has a copy of the initial design for the new Perpetual Care Section at the Village Cemetery, as well a letter of explanation from Edward Goodrich, Land Surveyor. Phase II payment is for $440. Monumenting and changes in the design will be part of Phase 3 occurring in 2008.

The trustees signed a request for payment of $440 to Edward Goodrich for Phase II of the Village Cemetery work. Our chairman will give this request to the Selectmen for payment.

Payment to Town for P/C Portion of the Care and Maintenance of the Village Cemetery will be based on 212 P/C plots of 997 total plots, rather than 212 P/C plots in 753 total plots. 21.3% of $4200 spent on the Village Cemetery Maintenance = $894.60. In past years P/C has subsidized the maintenance of the un-plotted areas. A request for payment was signed and given to the Trustee of the Trust Funds for payment.

The Cemetery Trustees have received more information on the James White family from Joe Feuer. Gerry Plotts agreed to pursue the information in hopes of contacting the family. The CTs wish to obtain a letter from the family stating that they have turned Plot # 314 back to the town to be used for the burial of an indigent. Currently we have only a penciled in note on the deed.

Each Cemetery Trustee received the final budget analysis for 2007. It read as follows:

Because of an added mowing for the West Yard Cemetery we were over budget by $57.22.  

Since we intend to meet next week we had a minimum of discussion on our budget for 2008. It was agreed that it would include the following items and any other expense we might dream to accomplish in 2008.

1. Any increase in Mowing and Trimming which would include an additional mowing of West Yard Cemetery

2. Any increase in repairs

3. A new line item for Repairing and Cleaning of Stones that reflects the interest from the McCourt Trust

4. Operating Budget should be raised to include more supplies as well as mileage.

The following warrant articles were also briefly discussed:

1. Monumenting and changes in plot design (of actual the 7,000 we have spent $4240 with a “balance” of $2760) WA’08-$2000?

Since we have not heard from Art Andreason or the Selectmen about a computer for the Cemetery Trustees, it was suggested that we put in a warrant article for a computer. Mary and Patty have been assigned to look into this.

2. Money for computer and hardware. Laptop is preferable as our “operations” are often out in the field.

3. Create a McCourt Cemetery Trust for repairing and cleaning of stones and monuments. The selectmen are authorized to accept donations there fore we need to formally have the funds accepted, then we can ask the TTFs to create at Cemetery Trust Fund.

Mary will make up a preliminary budget and warrant articles to be given to the Selectmen on the 15th of January.

The following Trustee terms will run out this year: Lucille Gorges, and Patty Little. Lucille does not intend to run for another 3 yr term and a few names were suggested to fill the slot. Patty will be asked to run for a 3-year term as our fifth Cemetery Trustee. Deadline 2/1/08. The term of Sexton is one year and Tony needs to re-up. Mary will contact Tony to remind him to do so.

The following list of dates for the hearings that are scheduled prior to the Town meeting were given to the Trustees.

Preliminary Budgets due January 15th 2008

Audit of Town Accounts January 15-17th, 2008

Budget Committee with each Department Jan. 26th and Feb. 2nd

Public Hearing – Cemetery Budget February 2nd, 2008

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Trustees of the Trust Fund

Mary reminded the trustees that any budget we wish to have for the Trustees of the Trust Fund for 2008 must be handed into the Selectmen on January 15th. Mary suggested that we submit a budget for $100 to cover office and operating expense that have been heretofore paid out of the pockets of the Trustees.

Mary reminded the trustees that the Audit of Town Accounts is scheduled for January 15-17th, 2008. All information must be gathered and organized by then. She will gather all and leave for the auditors.

Two checks from the Marlow School District have been deposited in Citizen’s Bank. Each was for $25,000 and for the Tuition Fund and Reconstruction Fund.

Lucille Gorges informed the trustees that she would not be running for another 3-year term.

In the absence of our Secretary, Patty Little, minutes written by Mary Blank, Chairman of TTFs & CTs

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Trustees of Trust Funds & Cemetery Trustees January 16, 2008  

"Trustees of the Trust Fund"  "Cemetery Trustees"  

Present: Mary Blank, Patty Little, Gerry Plotts

Minutes

On motion by Patty, voted unanimously to accept the minutes from December 10, 2007 meeting, corrected to reflect Gerry Plotts in attendance. Mary noted that she has supplied the Selectmen a set of minutes from 2007 and electronic versions of the minutes have been forwarded for posting to the Marlow website.

Trustees of Trust Funds

Operating Budget

Mary stated that she would be recommending a preliminary budget for the Trustees of Trust Funds at $100 to reflect operating expenses such as postage and mileage for attending training workshops. She noted that the Trustees should submit a mileage reimbursement request when attending seminars.

Invoices

Mary stated that she had authorized a check for the Trustees’ share of the mowing based upon the percentage of perpetual care agreements. She added that she had also authorized an invoice for the balance of the 2007 revaluation.

Trustees of Trust Funds – Declaration Papers

Mary stated that unfortunately Lucille Gorges has decided not to seek another term as Trustee of the Trust Funds. She will certainly be missed! Gerry Plotts has agreed to run for the position on the March 2008 ballot.

Warrant Article – McCourt Grave Cleaning and Preservation

Mary reported that Terry Knowles had indicated that it was not necessary to place an article in the warrant to create the McCourt Trust because the trust already exists by virtue of the donor’s intent. These funds are held by and administered under the jurisdiction of the Trustees of Trust Funds. Mary continued that she had recently spoken with Kimberlee Harigan of Shaines & McEachern about the McCourt Trust. Ms. Harigan indicated that her firm is awaiting for the Oppenheimer & Co. to reinvest the 10% that will constitute the McCourt Trust. She noted that the trust will be used to clean and preserve headstones. DMM Monument will be providing their recommendations on specific monuments that need repair and it will be the responsibility of the Trustees of Trust Funds to make the selection. It is possible that the Trustees could expect an annual income of $2025.90.

Citizens Bank Enhance of Collateral Program

Mary reported that Citizens Bank is recommending the trustees enhance our collateral program over and above the coverage provided by FDIC. She provided authorization documents for the Trustees’ signatures.  

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Cemetery Trustees

Mowing Invoice

Mary reported that she had authorized a payment of $894.60 for the mowing of the Village Cemetery based upon the ratio of lots containing perpetual care.

Cemetery Trustee Budget and Warrant Articles

Mary presented a preliminary budget for the Cemetery Trustees which reflected a mowing contract of $5,300 (same as the previous year’s expenditures), a $2,500 appropriation for gravestone repairs and cleaning (which would be reimbursed from the McCourt Trust) and a $425 appropriation for general repairs and improvements. The budget also contained a $350 appropriation for office and operating expenses. Mary noted that the mowing expenses would be offset with an income of $895 based upon the 21.3% ratio of lots containing perpetual care versus lots without perpetual care.

Mary submitted preliminary warrant articles. The first article would continue the efforts with platting the Village Cemetery. Specifically it would authorize the town to raise and appropriate a sum not to exceed $2,000 to monument two grave, four grave and cremation plots in the “new section” of the Village Cemetery. The sum would come from the unreserved fund balance (surplus) from the 2007 warrant approval. She noted that passage of the warrant article would not require any funds to be raised from taxation. The second warrant article would authorize the town to raise and appropriate a sum not to exceed $1,200 for the purpose of purchasing a laptop computer, peripherals and software for use by the Cemetery Trustees.

Cemetery Regulations

Mary stated the agenda for the February meeting would include a discussion about proposed changes to the Cemetery regulations. Potential changes include: no wooden crosses, presence of sexton at any burials, monument corners and inscriptions facing the main entrance.

Next Meeting

February 4, 2008 at 4:00 PM.

Submitted,
Patricia Little
Secretary 

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