Moffett Cemetery, Inc. – Board of Directors
Monthly Meeting – August 10, 2023 – 5:30pm
Janet Hill called the meeting to order. Board members present Janet, Pam, Christine, Mary.
Announcements: we received our certificate of membership from the Kentucky Cemetery Association
July 2023 minutes read and approved.
July 2023 Treasurer report given – approved.
Janet inquired about having cemetery surveyed and estimates – only one company responded and will not give us any information until after the middle of September if we are still interested.
Started Tree Fund - Received donations for Gingko tree. Work on Gingko tree is done, and it appears to be in good health. Will use excess money in Tree account for other tree needs. There is a very large, decayed tree that the State Arborist recommended we get removed as soon as possible. Raise the Bar tree service estimated $3500 to cut and remove the tree, two other companies contacted did not have the equipment to do the job and waiting on estimate from Pike Tree Service.
New Price List reviewed – motion to approve 2nd, and passed. Will be effective as of Aug 15, 2023. Burial Service Fee is for the perpetual care fund.
Business letter including the by-laws, monument specifications and new price list will be mailed to funeral homes and monument companies.
By-laws were passed at Executive Board Meeting, have been recorded at the Bedford County Clerk’s Office. It was brought to the attention of the board that the by-laws had not been posted for review on the face book page – they are available and comments/questions will be accepted by mail – must be post-marked by Sept 5, 2023.
Copy of deeds – we have samples to use to prepare a new deed for Moffett. Will have a draft done for approval at next meeting.
Priority list reviewed – Gingko tree completed; by-laws passed; non-profit status close to completion.
Made copies of the survey map from 2012 to help with documentation of the cemetery. Will start documenting the sections in the next week.
A board member, Ken Thomson, resigned and resignation accepted.
Paul Muck is a candidate to serve on the board. Motion made to accept Paul 2nd, passed. Paul accepted.
Discussed posting a public notice, per legal advice, requesting proof of ownership from 2012 to present (deeds, receipts, cemetery records, cancelled check, any type of proof) since there have been multiple instances of the same graves being sold to multiple people and burials occurring in the wrong grave. Need to decide what kind of timeframe to allow – was suggested anywhere between 60 days and 6 months. Will need to post this at the cemetery, newspapers, website, face book pages in several communities, any other form of communication available. Motion made 2nd, carried. Will need to look in to expense prior to posting.
Video conferencing discussed – all the free ones have a time limit and will not accommodate the length of an hour plus meeting. Will research other options. Also need someone to volunteer to oversee this during the meetings.
Edward Jones Investment Firm – Christine Green (Treasurer) and Jan Hill (President) met with a financial adviser and got information on doing safe investments to grow the money in the perpetual fund. The adviser stated it would take approximately a million dollars to make the cemetery self-sufficient for all future generations. We need to determine an approximate annual budget prior to starting investments – this will take a few months to determine average expenses/income. When investments started there are two different options for paying the firm – will review at time of initial investments.
Discussed insurance for cemetery – will meet with Gardner Insurance on Aug 15, to get more information.
There was a request to buy back two graves from a person who does not live in the area any longer and will not need these. Will research. Tabled to next meeting.
Open to comments/questions: Question about price of graves when bought back by cemetery – There is a law that states: A grave can only be sold for the same amount that it was purchased no matter who buys the grave. This is so an individual can’t buy all the graves then sell them for a large profit.
Motion to adjourn – passed. Next meeting September 14, 2023 5:30pm Milton City Hall
Moffett Cemetery Board of Directors
Monthly Board Minutes
July 10, 2023 – 5:30pm
Meeting called to orderly by Janet Hill, President all board members are present.
Minutes from last meeting read by Mary Childress, motion made, 2nd, carried and passed.
Treasurer report: Read by Ken Thomson submitted motion made, 2nd, carried and passed.
Under Old Business
Sent $100.00 fee to Kentucky Cemetery Association for membership.
Galt is an arborist expert out of Lagrange to check the status of the Ginkgo tree, other invasive species, and foliage.
Ken commented about taking care of the cemetery and is this the way/how to run the cemetery with limited people to help.
Janet, Pam, Christine commented on how we are temporarily dealing with this problem.
Janet replied how, the board works, and many did not always come it is left to the few and about the challenges we are facing, the Gingko tree is a priority but not immediate.
Pam suggests having the cemetery surveyed, estimates, and costs. Janet replied will research this possibility and knows a couple of surveyors.
Mr. Stephenson commented; the cost could be relatively expensive.
Janet – commented we need a starting point where they can begin, if we did it ourselves understand the time involved, help needed (need to research surveying).
Motion was made,1st,2nd, carried and passed.
Janet addressed: we need copies of deeds from our cemetery to document.
We have a phone for business (812-493-5293) and email: firstname.lastname@example.org. We can rotate the phone between board members if needed to handle communications/voicemail setup.
Spoke to Rodney Nay – he gave us examples (headstone requirements) we can use as a blueprint. We do not have a sexton for the cemetery, it is tabled as not a priority at this time until we have a secure financial cemetery.
June 28th – we met with Rodney Nay – were given advice/information legal guidelines-examples needed to operate a cemetery present and in the future. Need to meet with Steve Leach about services for the cemetery and he can guide us.
Major points of our priority list were part of our campaign during the election – reviewed.
Check to see about places to get the books preserved- make inquires - need a group effort. Ken knows of a possible bookstore. Pam and Christine will check into the preservation of the old ledgers.
We will update and address the by-law review – the things needed to be added or changed, etc.
Mr. Stephenson spoke of concern of the Gingko tree and its condition – we have an arborist coming to check it.
In meeting with Rodney Nay, Janet said, in her opinion, we do not know enough today to sell a grave until more information is obtained – concerned about selling graves that have already been sold – and legal issues.
Janet addressed the agenda – we will meet at Milton City Hall 2nd Thursday at 5:30pm to 6:45pm starting next meeting.
We met with Trevor Lytle – got documents – missing burial permit forms/provisional Report of Death forms – these are forms that are supposed to be kept forever.
Balance of checking account at Bank of Milton closed out by Mr. Lytle – this was the account the cemetery had for decades – so we did not get access to any records.
We have an account at German American Bank established in 2020, will research options to invest money – motion made 2nd, carried and passed.
We have Steve Leach with Ohio Excavating and a vault service to help us review contracts – rules – regulations. He has been very helpful to us and has been a big donor to the cemetery.
Need to complete the by-laws update before we can complete the rules and regulations update.
Last minutes of meetings for comments and points made:
General discussion - Cost of mowing, cleaning of roads, utilities and costs, but no contingency plan to help the cemetery to be self-sufficient – no perpetual fund was given/savings account was given to us for any of this.
We have people willing to donate money once we have non-profit status.
Motion to adjourn at 7:00pm – 2nd, carried and passed.