Hollis Cemetery Trustees

October 18, 2006

Draft Copy

In attendance:

Jeff Snow
Nancy Bell
Doug Gagne, Chair
Chris Buzzy (arrived late)

The meeting was held at the Lower Town Hall and was called to order at 6:35 by the chair.

The minutes of the Sept. 21, 2006 meeting were approved as submitted, following a motion by J. Snow and seconded by N. Bell. D. Gagne abstained, and C. Buzzy was not present for the vote.)

J. Snow contacted Medlyn Monument to suspend any repair work to monuments for the rest of the year, as the funds will be needed to be applied to Grounds Maintenance.

Jeff Babel, Hollis DPW, reported to Kim Dogherty that the following items have been completed as of Sept. 27th:

East Cemetery:

§ The Sudbury stone has been reset on its base

§ The Zinanni stone has been relocated to its proper position

South Cemetery:

§ The poison ivy has been sprayed

§ The hole has been filled

The Hollis Police Department will provide private detail service to Pine Hill Cemetery for the evenings of Oct. 27-31^st, for a total cost of $750.00

D. Gagne reported that the Selectmen have agreed to allow the interior stone wall on Town Forest land (formerly belonging to Richard Walker) to be used to complete the stone wall at the Churchyard Cemetery, pending Forest Committee approval, which has also been granted. Doug also contacted Kevin Gardner, the stone mason, to inform him that the Trustees have agreed to his proposal to build the stone wall in spring ‘07, assuming funding has been granted.

N. Bell informed the Trustees that all cemetery lawns were fertilized on Sept. 21/22 by Exstrom Landscaping. A bill for this service was received for $476.00, which is double the bid amount. D. Gagne will contact the contractor to resolve the discrepancy. J. Snow will contact Hollis Grain and Hardware to see if any of the previously paid-for fertilizer remains.

New Business:

A pro forma budget for ’07 was prepared. C. Buzzy moved that it be presented to the Selectmen at the appointed time on Monday, October 23, 2006. N. Bell seconded the motion, which passed unanimously. D. Gagne will submit it to Paul Calabria in advance of the meeting. (Budget attached)

Discussion then followed as to the Perpetual Fund accounts. D. Gagne agreed to ask P. Calabria as to the current status of the account, what happens to the income derived from it (is it reinvested to build principal, or does it go into General Town Funds), and how may we access the income, if the Trustees so wish? J. Snow offered to provide the relevant NH RSA pertaining to Municipal Cemetery Trusts. (See end of minutes)

N. Bell also reminded the Trustees of the Brocklebank Trust, consisting of funds donated to the Cemetery Trustees for the purpose of installing a water source at East Cemetery. The funds have always been insufficient to achieve the goal.

D. Gagne suggested that the Trustees follow up on the creation of a sign to be installed at East Cemetery, which may include a map and other information as to how to locate a particular grave.

A review of the current Cemetery Rules and Regulations will be a project to be undertaken this winter.

It was agreed that the next Grounds Maintenance bid form include language similar to the following:

Flat stones are to be kept visible by trimming around them as needed

Spring cleanups are to include the disposal of leftover floral arrangements, flower pots and the like

There being no further business, the meeting was concluded at 8:05 p.m.

Respectfully submitted,

Douglas Gagne (acting secretary)

The next meeting will take place at the Lower Town Hall on Thursday, November 16, 2006.

NH RSA  289:7 Powers and Duties. –
    I. Except in those municipalities in which other provisions have been made by a general or special act of the legislature, all cemetery trustees in the state shall:
       (a) Adopt bylaws and regulations for their transaction of business and for the establishment and management of all municipal cemeteries within their responsibility.
       (b) Prepare an annual budget indicating what support and maintenance of the municipal public cemeteries will be required out of public funds for submission to the appropriate agency of the municipality. A separate budget request shall be submitted for planning and establishment of a new public cemetery and for capital improvements or expansion of an existing public cemetery.
       (c) Expend all moneys raised and appropriated by the municipality for cemetery purposes. Such funds shall be maintained in the general fund and paid in the same manner that funds of other municipal departments are paid.
       (d) Expend income from all trust funds for cemetery purposes in accordance with the conditions of each donation or bequest accepted by the municipality. Such trust funds shall be held in the custody and under the management of the trustees of trust funds. The trust income shall be transferred to the cemetery trustees by the trustees of trust funds in response to vouchers executed by the cemetery trustees, if the requested funds are available. Such trust fund income shall not be commingled with the moneys raised and appropriated by the municipality.
       (e) Prepare deeds of cemetery lots for the governing body to sign.
    II. Cemetery trustees may appoint a cemetery custodian or sexton who shall not be a trustee and who shall be responsible to the cemetery trustees for supervising work done in the cemeteries.

   289:9 Use of Trust Funds. – Cemetery corporations and the trust fund trustees of municipalities may take and hold funds in trust, and may apply the income of the trust to the improvement, watering, or embellishment of the cemetery, or to the care, preservation, or embellishment of any lot or its appurtenances.

    289:10 Investments. – Cemetery corporations holding funds in trust as provided in RSA 289:9 may establish, maintain, and operate common trust funds as provided in RSA 31:27-30.

If interested in RSA 31:27-30 go here.  http://www.gencourt.state.nh.us/rsa/html/NHTOC/NHTOC-III-31.htm