Milton Free Public Library Meeting Minutes

Town of Milton - New Hampshire Cemetery Trustees Meeting Minutes - Compiled Form Important Note: If you wish "Certified" copies of Meeting Minutes you must get them at the Town Hall. All minutes at this site MUST be considered DRAFT MINUTES
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November 14, 2007	Present: Gordy Maness, Chair, Nancy K. Johnson, and Larry Brown Others Present: John Katwick, Superintendent and President of the MMCA The Chair called the meeting to order at 6:00 pm Minutes Motion to approve the September 12 and October 1, 2006 minutes was moved by Mr. Brown, seconded by Ms. Johnson. Motion carried 3-0. Prospect Hill Cemetery Mr. Maness reported that the letter and supporting attachments were sent to the town’s attorney. Adopt-A-Cemetery Program Mr. Maness reported that a person who adopted one cemetery has also agreed to clean up Wiggins Cemetery. Wiggins has not been maintained by the town in the past. Other Business Mr. Katwick and Mr. Maness reported that they met with the Burrows family to discuss the rebuilding of a retaining wall. The Burrows agreed to take care of the situation based on Mr. Katwick’s suggestions. Mr. Katwick reported that Mr. George Mee passed away two weeks ago. Mr. Maness reported that he reviewed the by-laws of MMCA and the Milton Cemetery Trustees and found them to be consistent. Mr. Maness requested Ms. Johnson to check the RSAs and establish if we should file the by-laws with the town clerk. If we should, then Ms. Johnson will do so. Mr. Katwick reported that MMCA is looking to expand its membership and asked Ms. Johnson to check into if a funeral director can be a member of the association. Mr. Katwich reported that he now has e-mail: Ridgetopfarm@metrocast.net Next Meeting The next meeting will be held at 6:00 pm on January 9^th. Motion to adjourn at 6:55 carried. Minutes approved: Chair Bookeeper
September 12, 2007	Present: Gordy Maness, Chair, Nancy K. Johnson, and Larry Brown Others Present: John Katwick, Superintendent and President of the MMCA and Charlotte Mee Site Walk The Trustees and Mr. Katwick and Mrs. Mee met at the Emma Ramsey Center at 6:00 pm and conducted a site walk at the Prospect Hill Cemetery. The purpose of the site walk was to preview the condition of the Burrows graves. The Burrows are concerned about some erosion. Mr. Maness reported that there are no perpetual care monies. The Trustees returned and the meeting was opened at 6:35 pm at the Emma Ramsey Center. Minutes Motion to approve the July 11, 2006 minutes was moved by Mr. Maness, seconded by Mr. Brown with one typo correction. Motion carried 3-0. Prospect Hill Cemetery The status and history of Prospect Hill Cemetery was discussed. Ms. Johnson reported on the research she conducted over the summer. It was agreed that a non-public meeting would be arranged with the Selectmen on October 2. Next Meeting Monday October 1 at 6:00 pm to discuss the meeting with the Selectmen. The meeting was adjourned at 7:50 pm. Minutes approved: ______________________________________ Chair ____________________________________ Secretary/ Bookkeeper
July 11, 2007	Present: Gordy Maness, Chair, Nancy K. Johnson, and Larry Brown Others Present: John Katwick, Superintendent and President of the MMCA and Charlotte Mee The Chair called the meeting to order at 6:03 pm Minutes Motion to approve the May 10, 2006 minutes was moved by Mr. Maness, seconded by Mr. Brown with one correction. So noted that Mr. David Aubert’s name was misspelled. Motion carried 3-0. Adopt-A-Cemetery Program Mr. Maness reported that we now have 13 people who have adopted a cemetery and there may be a 14^th person by the fall. It was also noted that the cemeteries are on the town’s website. Cemetery Expansion Mr. Katwick reported that the final contract has been approved by MMCA and they are ready to go to the Selectmen for signing. Ms. Johnson will get this on the August 6^th meeting. It was recognized by all that this is a big accomplishment and we further recognize that the MMCA and the Trustees have worked will together. Other Business Mr. Maness discussed the Cemetery Conference attended by himself and Ms. Johnson. Discussed was the necessity to file our By-Laws with the Clerk’s Office and send letters to the funeral homes in the area so they know who the Trustees are and the need to communicate when a burial is going to take place in Milton. After some discussion, it was agreed that we should review our By-Laws with the MMCA By-Laws for consistency. After that review, the Trustees will file them with the town. Regarding letters to the funeral homes, it was recognized that the process is working and we should perhaps not create any confusion. Mr. Maness will draft the procedure currently working between him and Mr. Katwick and we may then, after review, decide if letters are necessary. Mr. Katwick reviewed the expansion plans at the MMCA. Mr. Brown acknowledged the news articles about our Adopt-A-Cemetery program Prospect Hill Cemetery was discussed and Mr. Maness asked Ms. Johnson to do some research on the ownership of the cemetery. Next Meeting Wednesday, September 12th at 6:00 pm. or at the call of the Chair The meeting was adjourned at 7:00 pm. Minutes approved: ______________________________________ Chair ____________________________________ Secretary/ Bookkeeper
May 9, 2007	Present: Gordy Maness, Chair, Nancy K. Johnson, and Larry Brown Others Present: John Katwick, Superintendent of the MMCA The Chair called the meeting to order at 6:00 pm Minutes Motion to approve the January 10, 2006 minutes was moved by Mr. Maness, seconded by Ms. Johnson. Motion carried 2-0. Mr. Brown abstained. Adopt-A-Cemetery Program Mr. Maness reported that approximately 11 people have signed up to the “adopt-a-cemetery” program. Also reported that the Chair plans on doing an annual update by way of a letter to the editor or a news story. The Trustees discussed the possibility that signs would be made that recognize the person maintaining the cemetery. Cemetery Expansion Mr. Maness reported that he met with the Town Administrator about developing a lease with the MMCA and was told that the Trustees needed to provide the lawyers with a draft. Mr. Brown promptly developed a draft. Ms. Johnson will deliver the draft to the Town Administrator. Mr. Katwick will have the draft reviewed by the Association. Memorial Day Flowers Mr. Maness reported that Bette White has ordered flowers and he and Ms. White will place the flowers on the Thursday before Memorial Day. Other Business Mr. Katwick reported that he was elected President of MMCA and Mr. David Albert was elected Vice President. Mr. Maness reported on recent burials in Milton and noted the need for better information on where people are being buried. Next Meeting Wednesday, July 11 at 6:00 pm. The meeting was adjourned at 6:45 pm. Minutes approved: ______________________________________ Chair ____________________________________ Secretary/ Bookkeeper
August 8, 2006	Present: Gordy Maness, Chair, and Larry Brown Others Present: George Mee, President of the Milton Mills Cemetery Association (MMCA), John Katwick, Superintendent of the MMCA, and Charolette Mee, Administrator of MMCA The Chair called the meeting to order at 5:10 pm Minutes It was noted there were 3 places where “Katwick” was misspelled as “Chatwick”. A motion was made by Mr. Brown and seconded by Mr. Maness to accept and approve the minutes following correction of these typos. Motion passed 2-0. Cemetery Expansion 1. Mr. Katwick reviewed existing layout of S. side of Applebee and the need to comply with 100’ setback from dwelling on East end of the cemetery. 2. We discussed RSA 289.2 “Municipality to provide cemetery….”and referred back to RSA 289.1 defintions III. “Cemetery” means also…”or owned and managed by any cemetery corporation chartered by the State. Sense of the group is that this means it would not be necessary for the town to actually own a cemetery to comply with RSA 289.2 and that this is a fair starting point for a simple agreement that the MMCA is the “suitable cemetery” for the town. Those responsible for the interment arrangements of a deceased person of the township may arrange burial by contacting the MMCA Superintendent and paying current charges. 3. We still need to consider maintenance and other town issues that are associated with expenditures of public funds. Cemetery trustees need also to look ahead to 289.7(b) – what support and maintenance may be “required out of public funds for present cemeteries and to begin to think even farther ahead to the planning and establishment of a new cemetery/capital improvement/expansion of an existing public cemetery. 4. .Mr. Katwick reported that the AG’s office has responded to the set back issues at the Milton Mills cemetery. A letter from Terry Knowles discussing the 50’ setback from the state highway was received. The letter also stated those buired within the setback may stay; however, plot owners must acknowledge RSA 289.3.1 and that they understand if the State decides to expand the highway, the bodies located within the right-of-way will have to be relocated. Ms Mee will send the Milton Trustees a copy of this letter. Adopt-A-Cemetery Program Mr. Maness reported that he had sent the new form to the Town Administrator for his review and a review by the town attorney. Once the form is returned Mr. Maness will contact John Nolan at the Fosters/Times for an article that will kick-off the program. Other Business There was no other business The Chair motioned, seconded by Mr. Brown to adjourn at 5:58 p.m. Motion passed 2-0. Next Meeting September 12^th at 5 pm. Minutes approved:
July 11, 2006	Present: Gordy Maness, Chair, Larry Brown, and Nancy K. Johnson, Secretary/Bookkeeper Others Present: John Katwick, Superintendent of the Milton Mills Cemetery The Chair called the meeting to order at 5:05 pm Minutes A motion was made by the Ms. Johnson and seconded by Mr. Maness to approve the June 13, 2006. Motion passed 2-0. Adopt-A-Cemetery Program The final version of the consent form was reviewed. Mr. Maness suggested the consent form be reviewed by the town attorney. The Trustees agreed. Mr. Maness reported that he will contact John Nolan at the Fosters/Times for an article that will kick-off the program. Cemetery Expansion Mr. Maness asked that the minutes reflect that the Trustees acknowledge Mr. Katwick, Mr. Mee and Mrs. Mee for the tour of the Milton Mills Cemetery Ms. Johnson reported that Mr. Mee clarified that a maintenance agreement and/or taking over the older part of the Milton Mills Cemetery by the town was not an option supported by the Milton Mills Cemetery Association. Mr. Katwick reported that the MMCA was interested in helping out the town and that we will all continue a co-operative dialogue. Mr. Chatwick reported that the AG’s office has not responded to the set back issues at the Milton Mills cemetery. The AG’s office verbally stated that they will not grandfather this issue and disinterment is in order. Other options discussed included buying a portion of the Milton Mills Cemetery, opening a new cemetery in town, or expanding an existing cemetery. Mr. Maness requested that Mr. Chatwick provide information about acres and number of graves for the next meeting. Other Business Mr. Maness reported that he has been contacted by Bill Porter (Colorado) to help find the final burial of his great great grandfather Thaddedus Page. Mr. Porter believes he is buried in Prospect Hill. Mr. Chatwick and Mr. Maness will do research on this request and the following requests. Mr. Maness reported that Barbara Leigh and her mother would like to be buried in the two lots in Prospect Hill. They are decedent’s of the Kimball family and believe there are two lots open. Mr. Maness reported a third call from a person looking for “baby Chapman” also believed to be buried in Prospect Hill Cemetery. Ms. Johnson motioned, seconded by Mr. Brown to adjourn at 5:45 pm. Motion passed 3-0. Next Meeting August 8th at 5 pm.
June 13, 2006	Present: Gordy Maness, Chair, Larry Brown, and Nancy K. Johnson, Secretary/Bookkeeper Others Present: John Katwick, Superintendent of the Milton Mills Cemetery and David Aubert, Vice President of the Milton Mills Cemetery Association The Chair called the meeting to order at 5:05 pm Minutes A motion was made by the Mr. Brown and seconded by Ms. Johnson to approve the May 9, 2006. Motion passed 3-0. Review of By-laws Mr. Maness motioned, seconded by Mr. Brown to adopt the by-laws with one correction. Under “Responsibilities”, the number of hours for the minutes to be made available increased from 44 to 144. The motion passed 3-0 and the Trustees signed the by-laws. Adopt-A-Cemetery Program A draft of the consent form was reviewed. The final version will be presented at the next meeting. Mr. Maness reported that he will contact John Nolan at the Fosters/Times for an article that will kick-off the program. Mr. Maness also reported that he has GPS’ed all but 4 or 5 cemeteries. Cemetery Expansion Mr. Maness reported that he has not found another town that has a maintenance agreement with a private cemetery. Mr. Brown drafted a list of issues for a maintenance agreement. Nothing was decided. It was agreed that this and other options to fulfill Milton’s obligation to have a town cemetery is still on the table. Mr. Chatwick reported that the AG’s office has not responded to the set back issues at the Milton Mills cemetery. The AG’s office verbally stated that they will not grandfather this issue and disinterment is in order. Mr. Aubert reported that he is seeking legal opinion on this issue. Mr. Aubert reported that the old section of the cemetery has 5 acres in the back for expansion and that the old section is on a separate deed. Mr. Aubert reported that he thought Milton should consider taking over the older section. Mr. Chadwick reported that the motion at the Association’s meeting to allow the town to take over the old section failed. Mr. Maness reported that the Trustees would have to have, in writing, that the Association approved this idea, that the Trustees would have to make a recommendation to the Selectmen and eventually it would have to be voted on by the people of Milton. Mr. Maness made a motion, seconded by Mr. Brown that the Milton Cemetery Trustees will continue to work toward either a maintenance agreement with the Milton Mills Cemetery Association and/or look at the possibility of acquiring the older section as viable options. Motion passed 3-0. Mr. Brown made a motion, seconded by Mr. Maness to authorize Ms. Johnson to contact Mr. George Mee, President of the Milton Mills Cemetery Association and ask permission to do a site walk of the old part of the cemetery at 5 pm on June 28^th. Other Business Mr. Maness reported that Carol Martin, Town Clerk, will give the Trustee all notices of burial permits. Mr. Chatwick reported on the EPA status. Mr. Maness reported that the burial records in the Milton Free Public Library should be scanned into a computer for preservation and access and that this would be a good project for a high school student looking to do a community service project. Mr. Maness also reported that he is working on a computer layout for all cemeteries. Ms. Johnson motioned, seconded by Mr. Brown to adjourn at 6:40 pm. Motion passed 3-0. Next Meeting July 11^th at 5 pm. Minutes approved:
May 9, 2006	Present: Gordy Maness, Chair, Larry Brown, and Nancy K. Johnson, Secretary/Bookkeeper Others Present: Richard Longo, Rochester Cemetery Historian and Bette White The Chair called the meeting to order at 5:15 pm Minutes A motion was made by the Mr. Maness and seconded by Ms. Johnson to approve the April 11, 2006. Motion passed 2-0. Review of By-laws and Regulations Tabled until next meeting. Adopt-A-Cemetery Program Mr. Longo was introduced by Mr. Maness. Mr. Longo reviewed the “adopt-a-cemetery” program in Rochester. He discussed how the program was promoted and how to limit liability. Also discussed were ways to involve programs that promote community service, such as the Outreach Program from the Strafford County Jail and “Chances”. Mr. Longo clarified how permission is needed by the state archeologist to locate graves, if needed. Cemetery Expansion Ms. Johnson reported that the Milton Mills Cemetery Association has been in contact with the AG’s Office concerning the grave distances from the road and are awaiting a ruling. Ms. Johnson also reported that the Selectmen meet on May 8th and discussed the clean-up required by the EPA. Other Business Ms. White presented a list of graves that receive flowers for Memorial Day. The flowers have been ordered and will be placed on the sites on the Saturday before Memorial Day by the Cemetery Trustees. Mr. Brown motioned, seconded by Mr. Maness, to adjourn at 6:45 pm. Motion passed 3-0. Next Meeting June 13th at 5 pm. Minutes approved:
January 10, 2006	Present: Gordy Maness, Chair, Larry Brown, and Nancy K. Johnson, Secretary/Bookkeeper Others Present: John Katwick, Superintendent of the Milton Mills Cemetery The Chair called the meeting to order at 5:05 pm A motion was made by the Mr. Brown and seconded by Mr. Maness to approve the December 6, 2005 minutes with a correction to add “Residency” to the list of issues to be resolved between the Milton Mills Cemetery and the Town of Milton before the option of transferring the ownership to the town. Motion passed 3-0. By-Laws and Regulations Review of the draft of the By-Laws and discussion of the Regulations were tabled. Cemetery Expansion/ Milton Mills Cemetery The Chair stated that he believed that exploring the idea that the Milton Mills Cemetery The Chair thanked Mr. Katwick and Ms. Johnson for their update to the Selectmen on December 19, 2005. Ms. Johnson reported that on December 28, 2005, Terry Knowles from the NH Attorney General’s Office, the Charitable Trust Division informed her that the town can financially assist a private cemetery if there is a maintenance agreement and in return the private cemetery agrees to act as the town’s cemetery. A search for an existing maintenance agreement as an example in other towns has not been found. Ms. Johnson also reported that Ms. Knowles clarified RSA 289:3 that states that …”No cemetery shall be laid out within 100 feet of any dwelling house, schoolhouse or school lot, store or other place of business without the consent of the owner of the same, nor within 50 feet of a known source of water or the right of way of any classification of state highway” means from the center of the highway. Mr. Katwick will measure the distance from the road in the new section to make sure they comply with this. Mr. Katwick reported on the unaudited financial status of the Milton Mills Cemetery. His presentation included the history of the cemetery and known needed repairs. It was agreed that the Milton Cemetery Trustees would continue working on the issues dealing with the possible transfer of the Milton Mills Cemetery to the town, including a maintenance agreement. Mr. Katwick presented a report by the EPA. Mr. Maness asked Mr. Brown to review the document and report back to the Trustees at the next meeting. There was a brief discussion about the Rules and Regulations being drafted by the Milton Mills Cemetery Association. Mr. Katwick reported that the Milton Mills Cemetery Association will review his presentation at their next meeting. It was agreed that all options regarding a town cemetery are still on the table. Annual Report Mr. Manass presented the Milton Cemetery Trustees annual report to the town. Ms. Johnson motioned, seconded by Mr. Brown, to adjourn at 6:30 pm. Motion passed 3-0. Next Meeting The next meeting will be called at the call of the Chair.
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