Fairfield cemetery board waits on attorney review of revised ordinances, plans May open house and updates

The Fairfield Cemetery Board said Tuesday that proposed revisions to the town's cemetery ordinances have been sent to the town attorney but have not yet been reviewed, leaving the board unable to finish final steps on plot sales and related processes.

"Stephanie did get those sent to the attorney. I double checked with her last week, and she said that he hadn't had a chance to go over them. So we're just kind of waiting," Cemetery Board member Holly Panic said during roll call and early discussion. The board discussed several administrative tasks the group wants completed once the ordinance review is returned.

Why it matters: The board said it needs the attorney's review before it can finalize procedures for online plot sales, publish an updated cemetery map and proceed with public outreach. Board members identified a number of near-term operational items — access to a central cemetery email, confirmation of several in-progress plot purchases under the old system, a veterans list for Memorial Day and an open house targeted for early May — that depend on the administration completing the ordinance and administrative-policy work.

Board actions and next steps

Board members agreed they are largely on hold for policy changes until the attorney returns the ordinance revisions. In the meantime the board assigned or agreed on several follow-ups: asking administration staff to create a permanent, department-level cemetery email account; having town administration update the cemetery map and upload it to the website once Hunter completes it; compiling a veterans list in time for Memorial Day; and scheduling an open house in early May to publicize the plot sale procedures.

Holly Panic said the board wants administration to draft a clear policy and procedure covering how applications are handled, how records are updated and how opening/closing of graves will be processed. "Stephanie needs to put that policy in procedure together before our next meeting," Panic said.

Online sales and records: access, receipts and legacy purchases

The board discussed a problem with the online plot-purchase process being intentionally blocked at the final payment step to prevent accidental purchases during testing. Panic said the board needs that block adjusted so nonadministrative users can test the user experience. Several members reported that some plot purchases made before the switch to the new system are recorded only in the old files and that receipts exist for some of those transactions.

Board members described four or more families who purchased plots under the previous system and said the administration must confirm payment records and complete any remaining opening/closing fees in person. Panic summarized the immediate requirement: when an application is completed, the application should go to the cemetery email inbox and be accessible to the board and staff for recordkeeping.

Records and website map

The board asked administration to ensure file continuity rather than tying cemetery correspondence to an individual's e-mail address. Panic said a department-level email would keep records in one place and prevent loss when staff change: "If we go back to a cemetery and they create 1 for your name, and she'd like to create 1 just a cemetery. It shouldn't be that hard." Board members also asked that once Hunter finishes the updated map, administration upload it and that Stephanie coordinate the upload.

Veterans list, signage and QR code

Board members tasked themselves with compiling a list of veterans buried in the cemetery to support Memorial Day flagging. They discussed updating a sign at the cemetery entrance and adding a removable QR code that links to the cemetery map and an online, searchable list. The board favored a medium that could be replaced easily (plastic or sticker) so the QR code can be updated if the website URL changes.

Historic designation and interpretive sign

Members raised the possibility of seeking historic recognition or an interpretive sign to emphasize the cemetery's status as one of the town's older "Pioneer Cemetery" sites. A board member said she would research whether state historical designation or other local programs could offer protection from changes such as lawn-sprinkler installation.

Maintenance, equipment and pest control

The board discussed maintenance issues: purchasing a metal detector for locating markers (budget noted at roughly $150–$175 for a midrange device), testing another application of an herbicide product the board previously bought (three bags cost about $500 total, roughly $180 per bag at the last purchase), and recurring gopher damage across the grounds. Members debated options for vegetation control and said policy and liability concerns limit what the board can do directly without administration support.

Cremation plots and interment options

The board clarified options for cremation interments: a dedicated cremation corner was noted as available and board members confirmed that two urns can be interred within a single full-size plot only where the ordinance permits; otherwise, a separate cremation plot should be purchased.

Meeting close

The meeting ended by voice vote. A member moved to adjourn; another member seconded. The chair called for the question and members responded "Aye." The meeting adjourned at 7:45 a.m.

What the board asked of administration: draft a written cemetery policy and procedure (applications, certifications, map uploads and openings/closings), create or restore a department-level cemetery email, confirm legacy plot payment records, and return the revised ordinances after attorney review so the board can finalize the above items. The board also set near-term project work for signage, a veterans list for April/May coordination and planning for an open house in early May.