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HomeMy WebLinkAbout01/16/2007 Cemetery Advisory Minutes 1-16-2007 Page 1 of 4 MINUTES OF LEBANON CEMETERY MEETING January 16, 2007 - 2.00 p.m. Apple Valley City Hall BOARD MEMBERS PRESENT Wilton Anderson, Robert Harvey, David Kemp, Alan Kohls, Paula Moore, and Gary Wagner BOARD MEMBERS ABSENT Harry Wolter OTHERS PRESENT Public Works Director Neal Heuer Public Works Superintendent Mike Glewwe Public Works Assistant Jean Bryant Chair Anderson called the meeting to order at 2.02 p.m. Committee Member Harvey arrived at 2.04 p.m. APPROVAL OF AGENDA MOTION of Wagner, seconded by Kohls, approving the agenda for today's meeting as written. Motion passed unanimously AUDIENCE There was no one present to speak. APPROVAL OF MINUTES MOTION of Kemp, seconded by Moore, approving the minutes of the October 17, 2006, meeting, as written. Motion passed unanimously NEW BUSINESS A. Election of Officers MOTION of Harvey, seconded by Kohls, opening the nominations for officers. Motion passed unanimously Committee Member Kohls nominated Chair Anderson for Chair Chair Anderson declined. Committee Member Kemp nominated Committee Member Wagner for Chair Committee Member Kemp nominated Committee Member Kohls for Secretary MOTION of Kemp, seconded by Moore, closing nominations. Motion passed unanimously MOTION of Moore, seconded by Harvey, accepting nominations. Motion passed unanimously http.//www ci.apple-valley.mn.us/Minutes/Cemetery/2007/01-16-07.htm 4/14/2009 Cemetery Advisory Minutes 1-16-2007 Page 2 of 4 Committee members unanimously approved the nominations. B Cemetery Advisory Committee Term Expirations The terms of Committee Members Harvey and Moore expire March 1 Committee Member Anderson explained they should send a letter to Ms. Bryant or the City Council expressing willingness to serve if they wish to continue on the committee. He expressed hope they will continue on the committee. C Update Committee Member Addresses and Phone Numbers Ms. Bryant asked members to look over their contact information on the Council, Commission and Committee Members form and let her know of any changes. D Informed Consent and Release Form Ms. Bryant asked members to review the information they have consented to be released to the public. If they wish to make changes, an Informed Consent and Release Form needs to be completed. E. 2007 Meeting Schedule MOTION of Kohls, seconded by Kemp, to accept the tentative 2007 meeting schedule. Motion passed unanimously F Activity Report Ms. Bryant reviewed the Lebanon Cemetery Activity Report for fourth quarter and the year-end reports. There were 61ot sales in the fourth quarter 5 to residents and 1 to non-residents, there were no niche sales, 4 sales were preneed and 2 were at need. There were 2 bunals no traditional and 2 cremations. There were 2 transfers. For 2006 there were 52 lot/niche sales. 39 to residents and 13 to non-residents, there were 5 double niche sales and 2 single; 32 sales were preneed and 20 at need. There were 31 burials 14 traditional and 17 cremations. There were 22 transfers. There are many situations where people are claiming lots purchased by relatives who are deceased. The Quarter Activity Comparison shows sales and burials were behind 4th quarter of 2005 Total sales for 2006 were slightly less than 2005 52 compared to 58 Burials were about the same 29 in 2005 and 31 in 2006 On the Lot Sales and Burials Since 1990 report we can see total sales for 2006 are fairly consistent with past years. Sales to residents are comparable to the previous two years, and there were fewer sales to non-residents. Preneed sales were down slightly from 2004 and 2005 At need sales remained close to the same as the past five years. Total bunals were m the same range as past years, however, there was a marked increase m the number of cremam bunals compared to traditional bunals. Committee Member Moore asked if 50 bunals is about what is to be expected. Mr Heuer said a study was done at the time the City took over the cemetery, and this is in line with the projections. The study was based on traditional and cremation popularity at the time We have had more cremations than predicted, but that means the life of the cemetery is extended. Committee Member Anderson noted the columbarium is popular Discussion ensued on the number of inches and bunals possible in the http.//www ci.apple-valley.mn.us/Minutes/Cemetery/2007/01-16-07.htm 4/14/2009 Cemetery Advisory Minutes 1-16-2007 Page 3 of 4 columbarium. G Maintenance and Grounds Mr Glewwe reported Cemetery maintenance included the last couple of mowmgs for the year Crty staff wrapped all the trees m the cemetery under five inches m diameter The graves that needed rt were top dressed and dormant seeded prior to winter Fall cleanup by volunteers and Crty staff consisted of pulling dead flowers and weeds, tilling flower beds, tramming plants, and picking up trash. While we were leveling and aligning a few monuments and markers, an accident occurred in~unng one of the City staff. The remaining monument work was put on hold until sprang allowing us to research and develop a better method of performing such tasks. Routine winter maintenance consists of plowing and salting cemetery roads and parking lots, and the removal of dead flowers and unapproved decorations. H. Approval of Revised Policies, Rules, and Regulations Ms. Bryant passed out copies of the revised Policies, Rules, and Regulations. Mr Heuer said they were approved by the City Council on November 21 and have been enacted. One revision was to increase the number of burials on a traditional lot from two to three. That revision was taken advantage of by a family this month. There were no lots available near the one lot purchased in the past. All three family members can now be buried together on the lot. I.2006 Accomplishments Mr Heuer stated the City Council requires an annual report. The accomplishments included in the packet summarize what staff has done m the past year Mr Heuer briefly went through the items. Staff will incorporate the accomplishments into a report and submit rt to the City Council. Committee members had no questions or additions to the 2006 Accomplishments. J 2007 Goals Mr Heuer said staff has been requested to submit goals to the Crty Administrator for presentation to the City Council. Staff compiled the included list of goals. Mr Heuer reviewed the goals, adding raising the flower pots at the corner so they are more visible. Looking to the future, a second columbanum will be installed, and completion of the fence surrounding the cemetery will be coordinated with development of the area to the south, potentially in 2009 Committee Member Wagner asked if the City will purchase more land south of the cemetery Mr Heuer answered it has to wait until the developer comes forward. It is difficult to know what will happen there. However, staff is looking at more cremations and more options which could double the life of the cemetery Traditional lots could run out, but cremation could easily last for 100 years so more land may not be needed. Committee Member Anderson asked for any suggestions. Committee Member Kemp strongly suggested changing "exploring" a lowering device to "purchasing" one. Committee Member Moore asked if, m the cemetery business, promoting sales is encouraged. Committee Member Harvey and Committee Member http.//www ci.apple-valley.mn.us/Minutes/Cemetery/2007/01-16-07.htm 4/14/2009 Cemetery Advisory Minutes 1-16-2007 Page 4 of 4 Kemp answered yes. Mr Heuer explained the City Council had a referendum to purchase the cemetery land. Lot sales pay for capital improvements. Regular maintenance is paid by residents through taxes. The City Council is concerned with how long the cemetery will serve residents and wants to see more resident than non-resident bunals. Mr Heuer said marketing to residents of Apple Valley is important. This is done through the quarterly newsletter and the web site. Committee Member Moore left the meeting at 2 53 There were no other additions or comments. OTHER BUSINESS There was no other business. ADJOURN MOTION of Wagner, seconded by Harvey, to adjourn the meeting. Motion passed unanimously Meeting adjourned at 3.00 p.in. Approved April 17, 2007 http.//www ci.apple-valley.mn.us/Minutes/Cemetery/2007/01-16-07.htm 4/14/2009