Eastford Grove Cemetery Association, Inc.
Revised Bylaws 2011
ARTICLE ONE -- BOARD OF CORPORATORS
There shall be a board of twenty (20) Corporators composed of persons who own plots or have interest in the care of relatives’ plots. The Board of Corporators shall meet annually within the first two weeks of April and elect from their number a board of seven (7) trustees, and shall at any regular meeting fill any vacancies that may occur on said Board of Corporators or Board of Trustees. Eight (8) members of the Board of Corporators shall constitute a quorum for the transaction of business and shall have a president and secretary. All meetings shall be governed by Robert's Rules of Order. Any Corporator who is absent from three (3) consecutive annual meetings shall be dropped from membership.
ARTICLE TWO-- BOARD OF TRUSTEES
The Board of Trustees shall have the care and management of the Cemetery . The Trustees so elected shall meet at the conclusion of the Annual Meeting of the Board of Corporators to elect from their number a president, vice president, secretary, treasurer, and two (2) auditors. At this same meeting, the Trustees shall elect a Superintendent. The Board of Trustees shall meet within the month prior to the Annual Meeting to plan the agenda and to audit the budget. The Board of Trustees is authorized to designate an excavator and shall set the price for the work to be done. Four (4) members of the Board of Trustees shall constitute a quorum for the transaction of business.
The President shall preside over the annual meeting and may call special meetings as needed, attested by the Secretary, or by request of a majority of the Board of Trustees, by sending notice to each Corporator at least five (5) days previous to said meeting. The President shall be the contact person for the sale of plots.
ARTICLE FOUR-- VICE PRESIDENT
The Vice President shall act in the absence of the President, except that in the absence of both the president and vice president, the Secretary shall call the meeting and a president pro tempore shall be chosen to preside.
The Secretary shall record the minutes of all meetings and distribute a copy to each corporator within thirty (30) days. The Secretary shall issue a deed of space(s) sold and keep a record of same including plot number, price, and name, address and phone number of purchaser.
The Treasurer shall keep a record of all money received and all money paid out and shall make report to the Board of Corporators at the annual meeting. The Treasurer shall have authority to transact ordinary financial business of the Association, such as receiving and depositing funds in a bank. All matters involving expenditures in excess of five hundred ($500) dollars must be approved by a majority of the Board of Trustees. Issues involving investments will be approved by the Board of Trustees. The fiscal year shall be April 1 to March 31.
The Auditors shall audit the books of the Treasurer after March 31 of each year and file a written report of their findings to the Board of Corporators at the annual meeting.
The Superintendent, together with the Trustees, shall be responsible for the care and custody of the Cemetery grounds.
The Superintendent shall report to the Board of Trustees, or designee. All of the Superintendent’s work assignments will be pre-approved by the Board of Trustees, or designee.
The Superintendent position may be filled by a corporator or a trustee.
The Superintendent shall have supervision of all hired workers, and of all work performed, shall have the right to assist the President in the sale of plots in accordance with the prices determined by the Board of Corporators at an Annual or Special meeting. The Superintendent, assisted by the Secretary, shall maintain the following records:
1. plots/space sold; monies received from the sale; and purchaser of each plot/space
2. plots/spaces still available for sale
The Superintendent shall deliver to each purchaser of a plot/space:
1. a copy of the Association “Rules and Regulations”
2. a copy of the “Association Bylaws”
The Superintendent shall be responsible for the excavation and the refilling of burial sites, and shall maintain the following burial records:
1. name and address of person interred, the date of death, and the date of interment
2. the purchaser/owner of the plot/space in which the person is interred
3. the location of vault or urn in the plot/space
4. the funeral director responsible for the delivery of the deceased
The Superintendent shall report all interments to the Eastford Town Clerk as required by law.
The Superintendent shall attend all Annual Meetings and other special meetings as required by the President.
At the Annual Meeting, the Superintendent shall present a written report of all activities and transactions for the past year.
The Superintendent shall be the contact person for all burials to include the funeral director, stone cutters, masons, and/or any other workers associated with monuments.
The Superintendent shall be elected at the Annual Meeting of the Board of Trustees and shall serve a term of one year.
No officer, corporator or trustee shall receive any salary or emoluments from or by virtue of the office, except that the Trustees may in their judgment allow a reasonable compensation to the Secretary, Treasurer, or Superintendent.
ARTICLE TEN-- SALE OF NEW PLOTS
The Board of Trustees is authorized to map out, appraise and make sale of plots on the grounds used for a cemetery. No tax is to be assessed or collected on plots sold to individuals. When a sale is to be made, the President should be contacted. The President shall attempt to involve all seven Trustees but may proceed with involvement and consent of two (2) members of the Board of Trustees.
ARTICLE ELEVEN-- OWNERSHIP RIGHTS
The purchasers of plots acquire the privileges of burial and the fee simple of the plots which they purchase. Only legal residents of the town of Eastford are eligible to become plot purchasers. Ownership rights to burial plots or to burial spaces within a plot are limited to the right to bequeath, or assign rights to the plot or space, to inter human remains in the plot or space, and to erect a monument complying with the Rules and Regulations of the Association on the plot or spaces. Plots/spaces may not be resold by the purchaser for any reason whatsoever. The Association may buy back the plot/ space from the purchaser or his/her family in the event the space is no longer needed. The Association will pay only the amount of money originally paid by the purchaser less all incidental costs which may have been incurred as a result of the buy-back. No interest money of any kind shall be paid to the purchaser for any reason.
ARTICLE TWELVE—RULES/REGULATIONS CHANGES
The Board of Trustees may amend, modify, add to, or delete from the rules and regulations at any time and without notice. Such changes will be effective until the next meeting of members of the Association, at which time continuation of the changes will be subject to approval by the members. If no action is taken by the members, the changes will be considered approved.
ARTICLE THIRTEEN-- BYLAWS CHANGES
Any or all of these bylaws may be annulled or amended at any authorized meeting of the Corporators by majority vote (11) of the Corporators. Proposed changes shall be sent to each Corporator a minimum of fifteen (15) days prior to the meeting; the vote will be taken by a written ballot either at the meeting or by mail.