The Trustees wanted to add a section for spring clean up to the scope of work and a space for references to the bid proposal.

Doug spoke to Brian, Hollis Grain Store, regarding the price of fertilizer and lime. Doug stated if the cemeteries totaled 15 acres, they would need approx. 60 bags per application. The cemeteries required one application in the spring and one application in the fall. At the cost of $20.00 per bag, Doug estimated fertilizer costing $2,400 per year.

Doug was excited that the ad he placed in the Market Bulletin for the stonewall construction received five responses. Doug had conversations with all interested parties to give a general description of the overall proposed work. Doug met with Matt Stearns of NE Stonewall that day at the Churchyard Cemetery. Doug also brought him over to see the wall at Richardson Road. Doug felt Matt was very interested in bidding on this project.

Matt Stearns questioned Doug earlier who would remove the stumps at the site and who would be responsible for incidental damage to stones etc. Doug asked the Trustees and they discussed many different options. They were not sure if they should ask the Stonewall company to prep the site or hire someone else to remove the stumps. The Trustees discussed grinding vs. removal of the stumps.

Doug agreed to speak with all the other interested parties.

Doug stated that the Trustees should have a survey done at the cemetery. Chris thought one had already been done and agreed to follow up with Reggie Ouellette to get a copy of it.

Chris offered to outline a rough draft of the bid proposal for the stonewall project.

The Trustees asked the secretary if they had to send the stonewall proposal out to bid. They figured the cost to construct the wall would be $10,000.

The Cemetery budget was approved as submitted.

The Trustees asked Kim to find out how many times JP Lawn mowed last year

The Cemetery Trustees received 8 bids for the maintenance of the Hollis cemeteries. Chris suggested reviewing the bids tonight but did not feel he had enough time to make a decision tonight. Chris wanted to check references prior to making a decision.

The Trustees decided that they would go through the bids one at a time. They would review their completion, pricing, equipment list, liability coverage and references. Doug suggested using the following formula to compare prices.

10 mows x price per cut

Then he would add the fall-clean-up price.

Then he would add the lime and fertilizer price.

The first bid was from Einstein’s Incorporated. The bid using the previously mentioned formula was $16,460. The bid was missing an equipment list and references. Chris agreed to contact the company for a copy of their equipment list and call references.

The second bid was from Brewer Landscaping. The approximate bid was $15,395. The bid was missing an insurance binder and references. Joe agreed to contact the company for a copy of their insurance binder and call references.

The third bid was from Ekstrom Lawn Care. The approximate bid was $13,013. The bid was complete and included all necessary materials for review. Doug agreed to call references.

The fourth bid was from Lawrence Landscaping. The Trustees felt their bid of $36,000 exceeded their budget and therefore did not review this bid any further.

The fifth bid was from Outdoor Escapes. The approximate bid was $6,711.08. The bid was missing an insurance binder and references. Jeff agreed to contact the company for a copy of their insurance binder and call references.

The sixth bid was from Enright Landscaping. The approximate bid was $11,850. The bid was missing all necessary items to review. The Trustees felt this company was unresponsive and therefore did not review this bid any further.

The seventh bid was from JP Lawn. The approximate bid was $11,825. The bid was complete and included all necessary materials for review. JP lawn had been maintaining these cemeteries for several years. The Trustees discussed that numerous complaints had been received last summer regarding lawn maintenance. JP stated earlier at the bid opening that the problem has been corrected. JP lawn in the past had not done any fertilizing. Chris agreed to contact JP Lawn and ask if he is now willing to apply fertilizer and lime.

The eighth bid was from Nashua Lawn. The approximate bid was $10,915. The bid was missing an insurance binder, equipment list and references. Nancy agreed to contact the company for a copy of their insurance binder, equipment list and call references.

Chris suggested the Trustees meet next Thursday evening to discuss all of the information gathered during the week. Chris would like to make a decision next Thursday night using the following criteria.

1. Strength of references

2. Price

3. Presentation

4. Local contractor

Kim to ask Paul Calabria, finance officer, if there was any difference hiring someone from MA or NH. Note: Paul explained to the secretary the following day that from the Town’s perspective there was no difference what state the contractor was from.

The Abel Blood stone located at the Pine Hill Cemetery was broken in 3 pieces. The police investigated and found no leads. The Police initiated a newspaper article regarding the damage to the stone. The Trustees will draft a letter to notify the Police Department how to react to vandalism in the future. The Trustees do not want newspaper articles written about any vandalism in the cemeteries because they believe it attracts more attention and leads to more vandalism.

Jeff stated the damage to the stone was not as bad as he thought. Jeff felt it would be easily repaired. Jeff agreed to fix the stone. The Trustees decided it would be best to keep this stone out of the cemetery for the rest of the year. Jeff agreed to place the stone in the Hearse House (East Cemetery) after he was done repairing it. The police report regarding this incident is attached to minutes.

Next Meeting will be held March 23, 2006 at 6:00 PM in the Lower Town Hall.

Respectfully submitted,