1. Meeting Logistics:

• Meeting called to order with a review of previous meeting minutes (from November).

• Acknowledgment of the 2025 meeting schedule filed in November.

2. Root Trust Updates:

• Basin Hill and other small cemeteries have received payouts from the Root Trust.

• The trust was dissolved, ending annual annuities, and the funds are now managed by specific individuals or organizations.

3. Veterans and Cemetery Maintenance:

• Updates on volunteer work with significant progress in cleaning and repairing stones in local cemeteries.

• Need for a heated workspace to repair stones during winter was highlighted but not resolved.

4. Tree and Safety Concerns:

• Hazardous trees in cemeteries (e.g., Three Bridges Cemetery) pose safety risks.

• Discussions about budgeting for tree removal and repairs, with estimates provided (e.g., $4,500/day for tree removal services).

• Concerns over liability for public safety in cemeteries, particularly with organized events.

5. Grant Opportunities:

• Neglected Cemetery Grant discussed as a funding opportunity ($5,000 grant with $2,000 matching funds).

• Need to prioritize projects for grant use, such as tree removal and fence repairs.

6. Survey and Mapping:

• Historical and aerial surveys of cemeteries were debated for potential usefulness.

• Concerns raised about allocating funds to surveys instead of addressing more immediate maintenance issues.

7. Fencing and Infrastructure:

• Discussions on the types of fences needed and their estimated costs (e.g., $13,000 for a wooden fence or $25,000 for vinyl).

• Proposal to request additional funds from the Board of Finance for fencing and related needs.

8. Liability Issues:

• Liability concerns raised regarding public tours and events in cemeteries, with suggestions for requiring certificates of insurance from event organizers.

9. Action Items and Pending Issues:

• Follow-up with town officials on workspace for stone repairs and budget adjustments.

• Communication with relevant organizations about their responsibilities for cemetery-related events and improvements.

• Preparation of grant applications and prioritization of projects for funding.

Strengths:

• Proactive identification of hazards and issues (e.g., unsafe trees, stone repair needs).

• Utilization of grant opportunities and collaboration with town officials to address funding shortfalls.

• Clear discussions on prioritizing urgent projects, such as tree removal, to improve safety.

Challenges:

• Limited resources and volunteer workforce to address significant maintenance and repair needs.

• Concerns about liability and lack of formal agreements for events held in cemeteries.

• Difficulty securing adequate workspace for winter repair activities.

• Communication issues with some service providers and stakeholders.

Recommendations:

1. Formalize Agreements: Draft a letter or agreement for organizations using cemetery spaces for events, including liability clauses and insurance requirements.

2. Volunteer Recruitment: Seek additional volunteers or allocate funds for contracted labor to expedite stone repairs and maintenance.

3. Grant Maximization: Focus grant applications on projects with high safety impact, like tree removal, to enhance chances of approval.

4. Community Engagement: Explore fundraising or community involvement opportunities to supplement town budgets for cemetery improvements.

5. Coordination: Regular updates and action tracking between meetings to ensure progress on tasks like workspace identification and grant submissions.