Olive Hill Cemetery Association

      MINUTES - Previous Years

May 28, 2001

OHCA Acting Chair Zeke Lay called the meeting to order at 10:15 a.m., explaining that he was sitting in for his brother David, OHCA Chair, who was in Europe celebrating his tenth wedding anniversary.  Members present were Zeke Lay, Kay Hollingsworth, Fran Morris, Bob Lay, Donna Hocking, Evelyn Yauk, Nancy Prehara, Pren Hollingsworth, and Terry Lay.  Guests present were Carla and Lonnie Selph.

Minutes of the previous meeting were read by Secretary Fran Morris.  Donna Hocking moved that they be approved as read, seconded by Bob Lay.  Motion passed.  A copy is attached.

The financial report was presented by Treasurer Fran Morris.  Kay Hollingsworth moved that the report be accepted as presented, seconded by Donna Hocking.  Motion passed.  (A copy is available to association members upon request).

Bob Lay clarified for the group the meaning of the reference to “remainder mineral interest” included in the treasurer’s report.

OHCA Historian Donna Hocking reported on the status of the data-gathering for the website.  She asked the association to consider starting a special fund (in the same way that we previously started a “landscaping fund”) for the purpose of buying small markers for unmarked graves where we have identification information and contact with the families.  Terry Lay reminded the group that this should only be done where families had been contacted and given their permission.  Kay Hollingsworth moved that OHCA establish such a fund, Terry Lay seconded the motion.  Motion passed.  Donna was asked to write an article for the next newsletter explaining the project and offering people the opportunity to contribute.

The Acting Chair opened the floor for the nomination of officers.  Kay Hollingsworth moved that the current slate be elected by acclamation for another year.  The motion was seconded by Pren Hollingsworth.  The motion passed.  While it is not an elected position, Donna Hocking was asked to continue serving as the historian, and was complimented for her excellent work.

The Acting Chair closed the meeting by commending the work of caretaker Bob Brooks, announcing that Mr. Brooks has had a stroke but is making a good recovery.  The secretary was asked to thank him on behalf of the association and stay in touch regarding his future plans.

The meeting was adjourned at 10:45.

Respectfully submitted,

Fran Morris, Secretary  

May 27, 2002

OHCA Chair David Lay called the meeting to order at 10:05 a.m. Members present were Zeke Lay, Kay Hollingsworth, Fran Morris, Bob Lay, Marjorie Lay, Donna Hocking, Pren Hollingsworth, David Lay, Jo Carole Smith, Bill Clark, Mary Jo Clark, Lonnie Selph and Carla Selph.

Minutes of the previous meeting were read by Secretary Fran Morris. Zeke Lay moved that they be approved as read, seconded by Donna Hocking. Motion passed. A copy is attached.

The financial report was presented by Treasurer Fran Morris. Kay Hollingsworth moved that the report be accepted as presented, seconded by Mary Jo Clark. Motion passed. A copy is attached.

OHCA Historian Donna Hocking reported on the status of the special fund for the purpose of buying small markers for unmarked graves where we have identification information and contact with the families. Eight such graves have been identified and one marker has been ordered. Some contributions specified for this purpose have been received but additional funding would be welcomed if someone is so inclined.

Kay Hollingsworth moved that the bronze plaque honoring special contributors be brought up to date by adding dates of death for Dorothy Choate and Walter Sitlington, and adding the names of Paula Cail and Bob Lay to the list of honorees. The motion was seconded by Pren Hollingsworth. Motion passed and the secretary was instructed to see that this was done.

The chairman opened the floor for the nomination of officers. Jo Carole Smith moved that the current slate be re-elected by acclamation for another year. The motion was seconded by Mary Jo Clark. The motion passed. Donna Hocking was again asked to continue serving as the historian, and was again complimented for her excellent work and generosity.

Zeke Lay asked for and received a round of applause for Pren Hollingsworth for his many years of volunteer photographing and taping the activities at Olive Hill. Carla and Lonnie Selph were welcomed as the most recent and last non-pioneer-related family to join OHCA. The remaining available space has been reserved for descendants of past and present members. It was suggested that we install a small building in the southwest corner of the cemetery to store lawn care equipment, etc. and a trash container near the front gate. The treasurer requested that anyone wishing to donate to these additions please indicate on the contribution check.

The Chair closed the meeting by commending the work of everyone who helped make a success of the Dorothy Tree and Baby Garden projects. The meeting adjourned at 10:40.

Respectfully submitted, Fran Morris, Secretary

May 26, 2003

OHCA Chair David Lay called the meeting to order at 10:10 a.m. Members present were Kay Hollingsworth, Fran Morris, Donna Hocking, Pren Hollingsworth, David Lay, Bill Clark, Mary Jo Clark, Debbie Kurtz, Brooke Stabler, Kathy Faulkner, Terry Lay, and OHC caretaker Charles Johnson.

Minutes of the previous meeting were read by Secretary Fran Morris. Mary Jo Clark moved that they be approved as read, seconded by Terry Lay. Motion passed.

The financial report was presented by Treasurer Fran Morris. Brooke Stabler moved that the report be accepted as presented, seconded by Donna Hocking. Motion passed.

OHCA Historian Donna Hocking reported on the status of the special fund for the purpose of buying small markers for unmarked graves where we have identification information and contact with the families. Three such graves have now received markers:   Redding, Log #11 and two Barber infants, Lot#36.  Contributions specified for this purpose are still being accepted.

The chairman opened the floor for the nomination of officers.  Brooke Stabler moved that the   current slate be re-elected by acclamation for another year. The motion was seconded by Kathy Faulkner. The motion passed. David, Fran, and Donna were complimented for their good work on behalf of Olive Hill.

Old business included some discussion about a small building in the southwest corner of the cemetery to store lawn care equipment;  leveling of a new grave; and updating the bronze plaques.  David, Charles, and Fran will proceed as requested.

The Chair closed the meeting by thanking all in attendance for their continued support of Olive Hill.  The meeting adjourned at 10:45.

Respectfully submitted, Fran Morris, Secretary

May 31, 2004

OHCA Chair David Lay called the meeting to order at 10:10 welcoming all members and guests. Those present were: Kay Hollingsworth, Pren Hollingsworth, Donna Hocking, Kathy Faulkner, David Lay, Bob M. Lay, Linda B. Stabler, Terry Lay, Marjorie Lay, Gavin Lay, Charles E. Johnson and Fran Morris.

Minutes of the previous meeting were read. Donna Hocking moved that they be approved as presented, seconded by Kathy Faulkner. Motion passed.

The financial report was presented. Following discussion, Linda Stabler moved that the report be accepted as presented, seconded by Donna Hocking.   Motion passed.

OHCA Historian Donna Hocking commented on the deterioration of several markers. Following discussion, Donna offered to write an article for the next newsletter listing needed repairs and requesting that families take responsibility for repairing them.

Newsletter Editor Fran Morris said that the next newsletter should  go out in September.

Under Old Business, it was noted that the thank you plaques on the entrance post still have not been updated and the Secretary-Treasurer ONCE AGAIN promised to get it done before next year.

New Business included discussion about getting electric plugs installed (the S-T will call O G & E and ask them to quote cost) and the possibility of installing sprinklers and a security camera in the future.

The chairman opened the floor for the nomination of officers. Kathy Faulkner moved that the current slate be re-elected for another year.   The motion was seconded by Kay Hollingsworth.   The motion passed.

Special thanks was expressed to David Lay for contributing the storage building, Donna for the website, Fran for the newsletter and our co-caretakers Charles Johnson and Linda Stabler for the excellent care of Olive Hill.

Linda Stabler moved and Kathy Faulkner seconded that the meeting be adjourned. The Chair thanked all in attendance for their support and adjourned the meeting at 10:50.

Respectfully submitted

Fran Morris, Secretary

May 30, 2005

OHCA Chair David Lay called the meeting to order at 10:15. Those present were: Donna Hocking, Kay Hollingsworth, Pren Hollingsworth, Linda Stabler, Judy Lay, David, Terry Lay, Nina Lay, Marjorie Lay, Charles Johnson and Fran Morris.

Minutes of the previous meeting were read. Linda Stabler moved that they be approved as presented, seconded by Marjorie Lay. Motion passed.

The financial report was presented. Following discussion, Terry Lay moved that the report be accepted as presented, seconded by Linda Stabler. Motion passed.

Old Business: Linda reported that the new "special thanks" plaque has been ordered and will be installed soon. Fran reported that we now have electricity at the cemetery. Donna reported that the newsletter article about how to clean old grave stones brought results, noting especially the improved condition of the Gaunt stones. She also noted the latest new markers for Angeline Hollingshead Bloom (1841-1897) and Herbert Bloom (1879-1909). Another marker has been ordered for Robert R. Brown (1827-1912).

New Business: There was discussion about replacing the old wooden sign at the gate that is damaged and out of date. Linda volunteered to arrange for a new sign and the group agreed to trust her judgment as to design, size, etc. and that there is no need to clear such matters with the membership.

The chair opened the floor for the nomination of officers. Marjorie Lay nominated Nina Lay to be the new chair. Kay Hollingsworth seconded the nomination and Nina was elected by acclamation with a unanimous vote. Donna Hocking nominated Linda Stabler to be the new secretary-treasurer. Terry Lay seconded the nomination and Linda was elected by acclamation with a unanimous vote.

David thanked Donna for agreeing to continue as Historian, thanked Charles and Linda for the excellent condition of the cemetery, and thanked the membership for the honor and privilege of having served as chair of OHCA. Fran likewise expressed appreciation for having been allowed to serve as the secretary-treasurer. Both outgoing officers expressed willingness to be called on by the new officers if they can do anything to help with the transition.

The meeting was adjourned at 10:50. Respectfully submitted,

Fran Morris, Secretary

May 29, 2006

OHCA Chair Nina Lay called the meeting to order at 10:15.  Those present were:  Donna Hocking, Kay Hollingsworth, Pren Hollingsworth, Linda Stabler, Terry Lay, Nina Lay, Gavin Lay, Marjorie Lay, Fran Morris and Kathy Faulkner.

Minutes of the previous meeting were read.  Fran Morris moved that they be approved as presented, seconded by Kay Hollingsworth.  Motion passed.

The financial report was presented.  Following discussion, Donna Hollingsworth moved that the report be accepted as presented, seconded by Fran Morris.  Motion passed.

Old Business:  Linda Stabler reported that the new "special thanks" plaque had been installed, as well as the old wooden sign at the gate.  Donna Hollingsworth reported that a new marker for Robert R. Brown (1827-1912) had been installed. 

New Business:  There was discussion about replacing or removing the damaged sidewalks and curbs surrounding plots at the front of the cemetery.  Kay Hollingsworth moved that an estimate for removal or replacement be obtained from a reputable concrete company.  Nina Lay seconded the motion, which was passed.  Linda Stabler volunteered to arrange said estimate.  Terry Lay moved that the costs for publication of the semi-annual newsletter and maintenance of the Olive Hill web page be covered by the Association.  Fran Morris seconded the motion, which passed.

The chair opened the floor for the nomination of officers.  Fran Morris moved that the current slate be re-elected for another year.  Kathy Faulkner seconded the motion, which was accepted by acclamation with a unanimous vote. 

Linda thanked Zachary Smith for his excellent work maintaining the cemetery during 2005.  She also reported that she would be interviewing new candidates to do the maintenance work in the years to come. 

The meeting was adjourned at 10:50. 

Respectfully submitted,

Linda B. Stabler, Secretary

May 28, 2007

OHCA Chair Nina Lay called the meeting to order at 10:05. Those present were: Donna Hocking, Kay Hollingsworth, Pren Hollingsworth, Linda Stabler, Nina Lay, Fran Morris, Nancy Prehara and Mike Prehara.

As clouds gathered overhead and a misty rain began to fall, minutes of the previous meeting were read, expediently. Donna Hocking moved that they be approved as presented, seconded by Kay Hollingsworth. Motion passed.

The financial report was presented. Following discussion, Fran Morris moved that the report be accepted as presented, seconded by Nancy Prehara. Motion passed.

Old Business: Linda Stabler reported that the estimates for replacement of the damaged sidewalk requested at the previous meeting had been obtained. Those estimates ranged from $7100-8278. After some discussion it was decided that the sidewalk's current state does reflect some of the age and character of Olive Hill and to shelve the idea of replacement for the time being.

New Business: There was discussion about identifying "orphan plots" (plots for which there are no known living descendents in the area) that might benefit from the marker fund. Other suggestions for small scale improvements that might be budgeted in the coming year included installation of some new landscape plants around the cemetery and repair of markers on the "orphan plots". The secretary treasurer agreed to work on all of the above.

The chair opened the floor for the nomination of officers. Fran Morris moved that the current slate be re-elected for another year. Nancy Prehara seconded the motion, which was accepted by acclamation with a unanimous vote.

Donna thanked Linda for her and BJ Bailey's work maintaining the cemetery during 2006.

The meeting was adjourned at 10:35.

Respectfully submitted,

Linda B. Stabler, Secretary

May 26, 2008

OHCA Chair Nina Lay called the meeting to order at 10:05. Those present were: Donna Hocking, Kay Hollingsworth, Pren Hollingsworth, Linda Stabler, Nina Lay, Fran Morris, Betty Wagner, Elizabeth Lay, Sarah Brady Lay Kriss, Jesse Kriss, Erinn Lay, Gavin Lay, David Lay, Terry Lay, Marjorie Lay, Judy Lay, Robin Lay, Angelia Holderby and Michael Holderby.

The secretary treasurer read the minutes of the previous meeting. David Lay moved that they be approved as presented, seconded by Robin Lay. Motion passed.

The financial report was presented. Following discussion, David Lay moved that the report be accepted as presented, seconded by Terry Lay. Motion passed.

Old Business: The secretary treasurer reported that no new stones had been added to orphan plots but that funds were still available for that project. The historian reported that the Grey family still lives locally; in addition she has obtained death certificates for 12 gravesites that might benefit from the orphan plot project. The Ford family replaced a stone and repaired another. The secretary treasurer reported that no new landscape plants were installed during 2007-2008, but noted that extant plants and “volunteers” are doing fine. Funds remain available to install new plants as wanted or needed.

New Business: Terry Lay motioned that the plaque naming special contributors to Olive Hill be updated to reflect the death year of Bob Lay. The motion was seconded by Elizabeth Lay and passed. It was also noted that some finials on the gate and fence were loose and in need of repair. The secretary treasurer agreed to take care of those items coming year.

The chair opened the floor for the nomination of officers. Fran Morris moved that the current slate be re-elected for another year. Erinn Lay seconded the motion, which was accepted by acclamation with a unanimous vote.

Fran Morris commended the continuing dedication of Donna Hocking, OHCA historian, in her efforts on behalf of the cemetery association. The meeting was adjourned at 10:18.

Respectfully submitted,

Linda B. Stabler, Secretary

May 25, 2009

OHCA Chair Nina Lay called the meeting to order at 10:12. Those present were: Brooke Stabler, Nina Lay, Fran Morris, Erinn Lay, David Lay, Terry Lay, Marjorie Lay, Les Faulkner, Kathy Faulkner, Wendy Stamps, and Jean Williams.

The secretary treasurer read the minutes of the previous meeting. Fran Morris moved that they be approved as presented, seconded by Kathy Faulkner. Motion passed.

The financial report was presented. Fran Morris mentioned that the secretary treasurer Brooke Stabler was interested in the possibility of expanding the investment strategy of the association to include purchase of stocks, given the current low prices. It was agreed that the possibility would be explored, but that a cap of 3% of association funds be placed on higher risk investments. Stock investments will be investigated by the secretary treasurer and approved by officers of the association prior to purchase. David Lay moved that the report be accepted as presented, seconded by Erinn Lay. The motion was passed.

Old Business: The secretary treasurer reported that two new stones had been added to orphan plots for Wyatt Mosbey Phillips and William Andes. In addition, Mike Myers put in a stone for his ancestor Miranda Hunt. The secretary treasurer also reported that the update to the special contributors’ plaque reflecting the date of death for Bob Lay had been completed. Fran Morris reported for Historian Donna Hocking that the Olive Hill web site had been revamped due to technical issues. The domain name will be renewed in August and good for 10 years. In addition, we at Olive Hill wished to offer apologies to the family of Bill Joe Clark for printing his name incorrectly in the August newsletter.

New Business: Fran Morris asked for permission to occasionally leave the gate to the cemetery unlocked during the day so that local families and other interested individuals might visit Olive Hill as long as she promised to lock up at night. Kathy Faulkner suggested that a “no animals” sign be placed near the gate so that visitors do not bring dogs into the cemetery. There were no objections to opening the gate some days. Fran Morris also proposed that we begin investigating management firms for the cemetery for possible use in the future. The secretary treasurer agreed to begin this process.

The chair opened the floor for the nomination of officers. Fran Morris moved that the current slate be re-elected for another year. Erinn Lay seconded the motion, which was accepted by acclamation with a unanimous vote.

Fran Morris, Brooke Stabler, and Nina Lay commended the continuing dedication of Donna Hocking, OHCA historian, in her efforts on behalf of the cemetery association.

The meeting was adjourned at 10:39.

Respectfully submitted, Linda B. Stabler, Secretary

May 31, 2010

May 31, 2010 In the absence of the chairperson, Fran Morris called the meeting to order at 10:20 a.m. Those present were: Brooke Stabler, Fran Morris, David Lay, Judy Lay, Terry Lay, Robin Lay, Kathy Faulkner, Kasi Sample, Peggy Hoshall, Patti Stickler, Jean Williams, Hannah Pottage, Angela Smith, and Marci Hamburger.

Fran Morris read the minutes of the previous meeting. Judy Lay moved that they be approved as presented, seconded by Terry Lay. Motion passed.

The financial report was presented. Patti Stickler asked about the mineral rights endowments and Fran Morris explained that Bob Lay had encouraged the children of Berta B. Lay to leave proceeds from mineral rights at the Bailey homestead site to the perpetual care fund for the OHCA. David Lay moved that the financial report be accepted as presented, seconded by Kathy Faulkner. The motion was passed.

Old Business: The secretary treasurer reported that she had made the decision not to proceed with investment of cemetery funds in the stock market due to the ongoing instability in financial markets. She also reported that on her investigation of management firms for possible future care of Olive Hill that at this time, such a strategy would be more costly than was practical, given that there are still family members willing to do those duties free of charge. The financial manager reported that Fran Morris had graciously agreed to oversee to the day to day care of the cemetery and that she herself would continue to manage the finances. Fran reported that she was confident that the new caretaker would do maintenance long term and that currently the management of the cemetery is adequate.

New Business: No new business was discussed.

The acting chair opened the floor for the nomination of officers. Patti Stickler moved that the current slate be reelected for another year. It was reported that Nina Lay wished to turn the duties of chair to another OHCA member. Patti Stickler nominated Peggy Hoshall for president and Linda B. Stabler for secretary-treasurer. There being no other nominees, Peggy and Linda were elected by acclamation.

Brooke Stabler commended the continuing dedication of Donna Hocking, OHCA historian, in her efforts on behalf of the cemetery association and thanked Fran Morris for her efforts in overseeing maintenance of the cemetery.

The meeting was adjourned at 10:46.

Respectfully submitted, Linda B. Stabler, Secretary