Meeting Minutes
October 13, 2023
Church Yard Cemetery Assn
Roll call: President Peter Barnum called the meeting to order at 3:33 pm. Present: Peter Barnum, Fletcher Adams, Missy Mason, Barbara Fahey, Carole Felten, Kristin Snow, Reggie Pettit, Steve Siek, Andrew Sheppe. Also in attendance: Barbara Currier (emerita,) Maureen Kimball (Bar Harbor Wealth Management) and Clint Lane (part-time caretaker.) Missing: Bruce Barton, Dick Lewis
Minutes: Trustees approved the June 14, 2023 minutes by email and phone last June and July. They were then posted to our website.
Maureen Kimball explained that our investment officer, Bryan Sanford, is ill today. His colleague, Sean Foley, did an extended explanation of our account based on a written report handed to trustees. We are currently invested 53.7% in equities, 39.7% in fixed income and the balance in short term cash. In response to questions, the bank suggested we maintain this allocation since as an organization we have a longer horizon than the typical individual. The bank is not buying additional equities now.
Following the presentation, Fletcher Adams, head of our finance committee, signed off on the current allocation. We confirmed that Peter Barnum and treasurer Barbara Fahey must both sign off on any withdrawals. Any withdrawals would be transferred to our Northway checking account.
Barbara Fahey handed out both a 6-month and a 9-month profit and loss statement. She will email the General Ledger for those dates so that trustees can see details.
Burials and Sales: Andrew Sheppe will email us this year’s list. He is not expecting any more burials before we close. He points out that few lots are available now-three in the older section, two full and two halves in the newest area. There are quite a few cremation-only plots but they have not been in demand. He hopes to continue dealing with burials but to turn over lot sales to trustee Kristin Snow.
Since Clint Lane, our part-time groundskeeper, was present, there was a lengthy discussion about laying out new plots in the area south of the cremation lots. Sheppe and Lane pointed out that current lots are too small should anyone want to have four casket burials. A lot size of 11x15 (rather than 10x14) was moved by Adams, seconded by Fahey. Unanimous vote in favor.
Lane says we have the corner markers for lots. Snow moved, Adams seconded the plan for Lane to lay out the new area. There should be about 40 lots; no half-lots. After a discussion which indicated that the work could be done in a 40-hour week next spring, the Board voted unanimous approval.
The plan will also leave buffer zones by not selling cremation lots 1 and 25-26.
Find-a-Grave: Kristin Snow has added about 1500 pictures and information to this website which helps people locate family. Mason moved that we add a link to this site to our own website where we list lot owners but not individual burials. Adams seconded. Unanimous vote in favor. Snow demonstrated Find-a-Grave following the meeting.
Church Use: Carole Felten reported that she, Linda Folsom, Mason and Barnum cleaned the church before a possible use August 19 but, since weather permitted a Church Island ceremony, the church was not used. Holderness School does use it twice a year. Barnum thinks we should offer local churches the possibility of holding services there. Mason says she will work on an Open House next spring to acquaint people with the church.
Website: Chris Woods of Plymouth Design will do an update in November with approved minutes. Fahey and Mason will work on the Master List of Lot Owners and post it at the same time. In addition, Mason requests about $450 to update our cemetery map. (Last done November 2021) She is working with Dave Paquette and JD Design. The map will also be posted to our website. Board discussion and approval.
Grounds Maintenance: Clint Lane has shut off water and put cover over the fountain. Barnum has requested that the Sandwich tree company return to trim pines. Sheppe thinks we may need a building and grounds committee. Fahey agrees to call landscapers now so they can see the cemetery without snow. It’s agreed the job is as much about trimming as mowing. She would like trustees to provide names of companies to call.
Barnum points out that mowing would be easier if people didn’t plant shrubs at will. He favors the colonial churchyard look with headstones only. Barbara Currier points out that people are attached to their own plantings.
Next Meeting: Thursday, June 13, at Trinity Church. Proprietors’ Meeting 3 pm. Trustee Meeting 3:30 pm.
Meeting Adjourned 5:50 pm.
Note that these minutes were approved by all Board members present using phone and email by October 23.
Respectfully submitted,
Millicent (Missy) Mason