DIRECTORS’ MEETING
DIXON HISTORICAL CEMETERY ASSOCIATION
The directors’ meeting was called to order by Will Cardwell at 10:05 a.m. at the cemetery. Present were Aubrey Booth, Ed Booth, Will Cardwell, Jim Henderson, Charlie Martin, Gladys Martin, Austin Quick, and Sally Ware. Mr. Hamilton joined the group somewhat later.
Will Cardwell, president, reported the good news that all documents regarding the corporation’s ownership of the Dixon Cemetery are signed and recorded. A picture was taken of Mr. Gilliam being presented a resolution regarding his generous gift to the organization when he signed the approved plats on September 12th.
The Deed of Gift from Mr. Hamilton and Mr. Gilliam’s LLC was given to Aubrey Booth for safekeeping with other records of the organization.
Will Cardwell read the draft of a letter to Randy Nelson, attorney, thanking him for his work on behalf of the Dixon Historical Cemetery Corporation, and his willingness to serve as the corporation’s registered agent. All directors liked and approved the letter, as written, which will be sent to Mr. Nelson, and will be put into the form of a framed resolution much like the resolutions presented to Mr. Gilliam and Mr. Hamilton.
Instead of sending out a letter for fundraising, Will Cardwell suggested that he would like the directors to start researching more specific ways of fundraising and the possibility of attracting grant money. There is recognition that the organization needs to be very specific about its priorities. Mr. Nelson has instructed Will Cardwell on filing for the corporation’s 50l(c)3 status. Will’s follow through on gaining this IRS status will be essential in finding future grant money. Gladys Martin has already talked to Nina Thomas, president of Campbell County Historical Society, about fundraising and grant writing. There can be follow-up with her at the appropriate time. In addition, the names of Jane White (former Executive Director) and Ted Delaney (current Executive Director) of Old City Cemetery in Lynchburg were mentioned in connection with ideas and follow-up for fundraising and grant writing. Sally Ware said she would begin the research on this project.
Discussion then moved to the fall clean-up of the cemetery and the setting of initial priorities for clean-up. Dates for the Fall Clean-up/Workdays were confirmed as follows: October 28, November 4, November 11, and November 18.
Austin Quick noted that there is a critical need to get additional help for the physical clean-up of the cemetery, and for setting priorities for each clean-up day. He suggested the following as priorities for the first clean-up and there was unanimous agreement:
- Burn the brush pile.
- Clear brush from the fence line. Placement of fencing needs to be a first priority in order to prevent cattle from destroying right-of-way and future road grading.
- Begin interior clean-up of cemetery.
- Decide what trees need to be taken out that are obstructing maintenance of the cemetery.
- Other priorities and phases that came up in discussion will be determined as the work progresses, including signage, disclaimers, etc.
The meeting was adjourned at 11:30 a.m.
Respectfully submitted,
Sally Ware, recorder