Meeting Minutes – September 18, 2016

Present: Amelia Driskill, Steve Driskill, Aubrey Booth, Ed Booth, Austin Quick, Will Henderson, Bob Ware, Sally Ware, Michael Kellam, James Hamilton, Gladys T. Martin, Charlie Martin, Carlton Gough, Jim Henderson, John Cardwell, Revely Carwile, Jr., William R. Cardwell, Dolly Cardwell, and Mary Ann Carwile (guest).

Will Cardwell called to order the organizational meeting and asked if anyone present would volunteer to take minutes. Revely Carwile, Jr. volunteered to take minutes.
Sheets were passed among the eighteen attendees to record names and contact information, to confirm whether each wished to join the association, and for volunteers to note their committee preferences.
Will Cardwell discussed the goals of the association. He noted the trustees responsible for the Dixon Cemetery had dwindled in number to one trustee. Our focus will be on formation of a new organization with bylaws, with officers and trustees, and to facilitate transition of new officers and trustees when needed.

Goals will include to continue with cemetery cleanups and to have deeds recorded to establish this association and its trustees as the legal owner of the Dixon Burying Ground and to record deeds to establish two easements. A survey has been completed which shows a Parcel A, of 0.048 acres, and Parcel B, 0.299 acres, which the adjacent landowners have granted as means of access from Tollgate Rd. to the cemetery. Goals include to establish a driveway, away from the pasture fence, with a parking area and a staging area established by recorded easements. A new plat of Dixon Cemetery records the existing fence and shows the fence nearly matches the points and corners of the original conveyance of Dixon Cemetery.

Will Cardwell discussed that he had consulted an attorney, Randy Nelson, who had suggested revisions of certain working draft bylaws sections and had offered options for members to consider for other sections.

Will distributed copies of a working draft of bylaws. Attendees went into a discussion session, to review the draft working bylaws of the Dixon Cemetery Association and any proposed revisions.
Sally Ware motioned (2nd by Aubrey Booth) to change the association name to Dixon Historical Cemetery Association. Discussion included this change would let the public know this was not an active cemetery and would facilitate potential fundraising. This motion carried unanimously.

Sally Ware motioned (2nd by Aubrey Booth) to combine two committees in the working draft, to become the History & Genealogy Committee. Revely Carwile, Jr. offered an amendment that a Webmaster appointed by the President will be a member of this committee. The amendment was accepted and the motion was carried.

Bob Ware led discussion of the advantages of a liability insurance policy. Aubrey Booth motioned (2nd by Sally Ware) to amend the working draft bylaws, page 7, no. 4. Motion carried by all in attendance.
Aubrey Booth motioned (2nd by Revely Carwile, Jr.) to revise Article VIII, section 5, that votes shall be decided by a majority of members present. Motion carried.

A motion was offered by John Cardwell (2nd by Aubrey Booth) regarding Article XII, page 6: to accept provisions of Option 1 to institute terms of trustees of DHCA, that all trustees shall serve three year terms with the first slate of trustees to begin with staggered terms. This motion carried unanimously.
A slate of officers was presented, each officer to be a trustee and to serve a term of three years. Will Cardwell, President; Revely Carwile, Jr., Secretary; Aubrey Booth, Treasurer. Austin Quick moved for the nominations to be closed; this was seconded and motion carried.

A slate of additional trustees was discussed: Sally Ware, Austin Quick, and Jim Henderson to serve initial two year terms; Bob Ware, Amelia Driskill, plus one trustee to serve initial one year terms; Austin Quick nominated Will Henderson to be the third trustee with an initial one year term. John Cardwell moved for the nominations to be closed; this was seconded and motion carried.

Discussion was held regarding page 7, item 2, a dues structure for the association. Discussion included the need to know anticipated annual costs to understand budget needs to be met by dues.
Aubrey Booth, Treasurer of Dixon Cemetery, reported that $ 800 has been paid from the treasury for a survey and plat and that this leaves the treasury with a current balance of $ 5326.13.
John Cardwell motioned (2nd by Aubrey Booth) to accept the wording of page 7, item 2, that this September annual meeting be followed by a Special Meeting to be held in 30 to 60 days for members to review the anticipated budget of expenses and projects, and to establish a dues structure to meet those needs. This motion carried.

Will Cardwell discussed the schedule for cleanup days. Suggested dates were: Oct. 29, Nov. 5, Nov. 12, and Nov. 19, from 9 AM – 3 PM with a lunch to be provided.

The meeting was adjourned and attendees broke for refreshments.

Submitted by:
Revely Carwile, Jr.

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