Present: William R. Cardwell, Dolly Cardwell, Amelia Driskill, Steve Driskill, Aubrey Booth, Ed Booth, Austin Quick, Will Henderson, Jim Henderson, Bob Ware, Sally Ware, Connie Nichols, James Hamilton, Gladys T. Martin, Charlie Martin, Mary Gough, Revely Carwile, Jr., and Mary Ann Carwile (guest).
Will Cardwell, President welcomed all in attendance and called to order the called membership meeting. Will asked if anyone present would volunteer to take minutes, that Revely Carwile, Jr. was on his way. Sally Ware volunteered to take minutes until Revely Carwile, Jr. arrives. (Revely arrived while Aubrey Booth was beginning to discuss the Treasury and budget).
The meeting minutes of the September 18, 2016 organizational meeting were read. One revision was requested, to list the names of those in attendance before the first paragraph. The minutes then were approved as amended.
Will Cardwell discussed this meeting was to review the bylaws of the DHCA, dated September 18, 2017, which were distributed. These bylaws needed revision to establish membership terms, to review DHCA finances, and to establish a dues structure.
Aubrey Booth, Treasurer, discussed the state of finances from the Dixon cemetery treasury, which now is a little above $ 5000.00. Aubrey summarized estimated costs for installation of a gravel driveway into the Dixon Cemetery on a right of way or land anticipated to be transferred to DHCA. Grading, gravel, and a pipe for the ditch crossing onto Tollgate Rd. were estimated to cost $ 1000.00, plus an expense of $ 100.00 for the application fee to VDOT.
Annual maintenance expenses were discussed, among these costs for rental of a port-a-potty for the period of annual clean-up days. Current costs for this were $ 60 plus tax = $ 63.83.
Budget discussions included the benefits to maintain a sum of money for possible major expenses, such as tombstone repairs or to repair storm damage to trees or to upgrade or repair the fence.
Aubrey discussed estimated revenue needs of $ 850.00 per year and that this sum could be achieved by 20 individual memberships @ $ 25.00 each and ten family memberships at $ 35.00 each.
Further discussion included terminology, whether “family membership” or “joint membership,” and the need to set the maximum number of votes per “family membership” at two votes.
Aubrey Booth made a motion, seconded by Revely Carwile, Jr., to revise the bylaws to set the membership term as the fiscal year, with annual dues for each fiscal year to be set at the annual meeting, and further that the dues for fiscal year 2016-17 be set at $25 per individual and at $35 for a family membership, with a maximum of two votes per family membership. This motion carried by unanimous vote.
Further discussion involved nomenclature of the treasury account, from the previous Dixon Cemetery or Dixon Burying Ground. Revely Carwile, Jr. made a motion, seconded by Sally Ware, to revise the bylaws section for “Finance and Dues Structure,” to include the sentence “Payments to DHCA to be made out to Dixon Cemetery Fund.” This motion was carried.
Sally Ware made a motion to approve the budget as presented. Seconded by Bob Ware, the motion was approved unanimously.
Will Cardwell discussed the need for a DHCA Development Committee, and proposed that its members consist of the Officers and the Trustees. Will discussed that Ray Booth wanted to meet with available members of the Development Committee on Nov. 12 or Nov. 19 at 3 PM for a walk through of the proposed location for a driveway. A subsequent meeting of the Development Committee was set as December 3, 2017 at 12:30PM at Dixon cemetery to discuss the chain link fence, goals for the cemetery and its restoration, with a light lunch.
Further discussion involved revisions of Article VII, section 4 of the bylaws, to change “the cemetery” to “our cemetery.” After further discussion, Sally Ware moved, seconded by Revely Carwile, Jr., to delete the text of Article VII, section 4 within the set of parentheses, in its entirety. This motion was carried unanimously.
Will Cardwell discussed a schedule, for a Trustee meeting, Sunday, March 19, 2017 at 2:30PM, at the Historic Courthouse Museum, if available; an Officers meeting Sunday, August 6, 2017 at 2:30PM, and for the next annual membership meeting, Sunday, September 10, 2017, at 2:30PM at the Historic Courthouse Museum.
Will Cardwell discussed the pace of progress to formalize DHCA. Will discussed he is working with Randy Nelson, attorney, who will file documents for court approval to establish the DHCA as the successor organization to the Dixon Burying Ground Trustees.
Discussion was held regarding liability insurance and difficulties to obtain this insurance or quotes for types of coverage.
Members present expressed their thanks to Mr. James Hamilton for his support and contributions to the DHCA. Aubrey Booth made a motion, seconded by Revely Carwile, Jr., to make James Hamilton a full member of DHCA, exempt from annual dues. This motion was carried unanimously.
Submitted by:
Revely Carwile, Jr.