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HomeMy WebLinkAbout07/15/2008 Cemetery Advisory Minutes 7-15-2008 Page 1 of 4 MINUTES OF LEBANON CEMETERY ADVISORY COMMITTEE MEETING July 15, 2008 - 2 00 p.m. Apple Valley Municipal Center COMMITTEE MEMBERS PRESENT Nancy Anderson, Dave Kemp, Alan Kohls, Gary Wagner COMMITTEE MEMBERS ABSENT David Brueshoff, Bob Harvey, Paula Moore OTHERS PRESENT Acting Public Works Director Carol Blommel Johnson Public Works Superintendent Mike Glewwe Cemetery/Public Works Coordinator Jean Bryant Crty Clerk Pamela Gackstetter swore in Nancy Anderson, who was appointed by the City Council on April 24 to a term on the Cemetery Advisory Committee expiring March 1, 2011 Chair Kohls called the meeting to order at 2 03 p.m. APPROVAL OF AGENDA MOTION of Kemp, seconded by Wagner, approving the agenda for today's meeting as written. Motion passed unanimously AUDIENCE - 10 MINUTES TOTAL TIME LIMIT FOR ITEMS NOT ON THIS AGENDA There was no one present to speak. APPROVAL OF MINUTES -April 15, 2008 MOTION of Wagner, seconded by Anderson, approving the minutes of the April 15, 2008, meeting, as written. Motion passed unanimously NEW/CONTINUED BUSINESS Activity Report Ms. Bryant reviewed the Lebanon Cemetery Activity Report for second quarter There were 11 lot, niche, and boulder sales m the 2nd quarter 8 to residents and 3 to non-residents, 5 sales were preneed and 6 were at need. There were 11 burials, of which 4 were traditional and 7 were cremation. There were 3 transfers and 1 return. Committee Member Wagner asked whether transfer meant of the burial or the lot, and what the return was from. Ms. Bryant responded a transfer is of the lot to a new owner, and the return was after a disinterment. Maintenance and Grounds http.//www ci.apple-valley.mn.us/Minutes/Cemetery/2008/07-15-08.htm1 4/14/2009 Cemetery Advisory Minutes 7-15-2008 Page 2 of 4 Mr Glewwe reported maintenance consisted of regular mowing and fertilizing the grass, watenng of the trees and flowers, weeding and tnmming the plantings, and the removal of unapproved memonals on a monthly basis. Top dressing and hydro-seeding was performed on the settled graves from the winter Some of the seed came up fine, but much of it didn't and needs to be done again in the fall. Monuments and markers for one family m Section H were aligned with the other sections. The family appreciated it being done, it makes it easier for us to mow, and there is adequate space now for bunals. Chair Kohls added it looks very nice. He was glad to see the family transferred lots from the ownership of a deceased person and encourages other families to do the same. Aligning the grave stones makes the cemetery look nicer Mr Glewwe said when the stones are not m line, people think something is wrong, but that's just the way it was done. Mr Glewwe said the rope on the United States flag broke m the July 10 storm. It was not a quick fix and crews are busy picking up tree debris from the streets. When that work slows down a tittle, a crew with a bucket truck will make the repair All three flags need to be replaced, also The site for the new columbanum was rough graded and staked in preparation for the installation of footings and foundations. The work will be done by a contractor There is a small hill by the existing columbanum so a short retaining wall is needed. Committee members had vanous questions which Mr Glewwe answered. The columbarium comes in one piece except for the panels, which are put on after installation. Staff anticipates an August date for setting of the columbanum. A landscape plan needs to be designed by staff after the installation. It is a tight area, especially at the outer corners of the columbana. The center area maybe kept for a gathenng place during murnments. Chair Kohls was at the site and encouraged the other committee members to see it. Chair Kohls commended Mr Glewwe for the appearance of the cemetery It looked very good for Memorial Day There's a lot of work to keeping it up columbarium Update Ms. Blommel Johnson summanzed the upcoming process for the columbanum. The area has been prepared for installation of the footings and foundations, which will be done by Stellar Concrete & Masonry in the next couple of weeks. Granit Bronz has been notified the work is m progress. After the footings are installed, Gramt Bronz will be scheduled for installation of the columbanum itself. Then work can be done on the landscaping. A small retaining wall is needed on the south side. Discuss Possible Changes to the Cemetery Regulations Ms. Blommel Johnson explained these discussion items have come up during sales or at past meetings of the committee. Staff is requesting committee members' recommendations. The first item is Should we charge a fee for bunals held after a certain time, such as 4 00 p.m.? Currently, the City pays union employees overtime after 3.00 p.m. We do charge $300 for a weekend or holiday burial, but we don't charge anything for bunals after a certain time. Committee members discussed the question and responded we don't want to lose money so we should at least cover costs. Members suggested staff set hours for when bunals are accepted but have some leeway for the exceptions. Currently, bunals can be held during cemetery hours, which are daylight hours Therefore, burials are allowed late m the evening dunng summer and there could be bunals at 9.00 p.m. Members suggested we don't want to have such late times, and hours should be the same year around. The committee discussed hours burials are accepted by other cemeteries. Most do have some http.//www ci.apple-valley.mn.us/Minutes/Cemetery/2008/07-15-08.htm1 4/14/2009 Cemetery Advisory Minutes 7-15-2008 Page 3 of 4 sort of after-hours charge. Members suggested some options for staff to consider Set hours of 8'00 a.m. to 4 00 p.m. and charge $300 after 4.00 p.m. Set hours of 8.00 a.m. to 2 30 or 3.00 p.m. to follow crews' shift end Set hours of 9.00 a.m. to 3 00 p.m. Exceptions could be made for 8 00 a.m. if it works with staff. Charge $100 after 3 00 p.m. Invoice for any time after 3.00 p.m. Inform the family first. Collection rate would probably be 80 percent. Members also suggested having the same hours on weekdays, weekends, and holidays. If we set hours and extra fees, the information should be sent to funeral directors. Members questioned whether we bury on Sundays and holidays. Maybe they should be excluded from burials. Mr Glewwe noted there have been a couple of recent bunals around 4.00 p.m. and overtime has been paid. Funds are set aside in the budget for the overtime pay but the money is not recouped. Staff would like input from the committee as to whether this should be presented to Council for consideration. It is not a problem to do, but it is a cost to the Crty that is not recouped. Ms. Blommel Johnson said 2.30 seems very early for a cutoff time. Setting even 4.00 would still allow the City to recoup some of the costs. Excluding holidays may not work well as some of the City's holidays are not holidays for everyone, such as the day after Thanksgiving. Also, there are times people need a Sunday burial. Most bunals do occur during the day She said staff will look at set hours and overtime charges to bang to the next meeting for the committee to review (Question 2, "Do we restrict the times bunals are allowed?" was discussed with Question 1 ) Ms. Blommel Johnson continued with Question 3 Should we allow more than one cremam m a cremation lot or columbanum mche? In certain circumstances, this would be possible The bunals would need to be done at the same time so both cremams are sealed in one vault. For the columbanum, cremams would need to be placed m the same urn or m small enough urns so they fit m one mche. In the past, three single inches have been sold for two cremams. Allowing two cremams would extend the life of the cemetery The Right of Second Burial fee would be charged. Committee Member Kemp asked how the plaque would be lettered. Is it the same as the single? Ms Bryant answered the names are done a little differently, but the plaques are the same size. Committee Member Wagner asked if two cremams would fit in a single mche. Committee Member Kemp replied they would if the urns are small. Two would fit in a cremation vault and would have to be burred at the same time as the vault is sealed. As long as the family understands the size limitations, he doesn't see a problem He recommended allowing two cremams m a single mche or cremation lot. Ms. Blommel Johnson said staff will bang rt back to the committee at the next meeting. Ms. Blommel Johnson said staff has identified more possible combinations when a traditional lot has multiple bunals 1 adult vault and 1 urn, 1 child vault and 1 urn, 1 child vault and 2 urns, and 1 infant cherub and 1 urn. She asked if committee members see any other possibilities. No one had additions. Committee Member Kemp suggested combining options such as "1 infant cherub and up to 2 urns" to simplify the list. Committee Member Wagner said we need to have a procedure for placing multiple bunals. Ms. Blommel Johnson said staff will bang the changes back to the committee. Chair Kohls asked if anyone had any other ideas for changes to the Cemetery Regulations. No one had any, and he suggested if they think of something they bung rt to the next meeting. http.//www ci.apple-valley.mn.us/Minutes/Cemetery/2008/07-15-08.htm1 4/14/2009 Cemetery Advisory Minutes 7-15-2008 Page 4 of 4 Committee Member Anderson said she and her husband bought eight lots m the original section of the cemetery They were told they were large lots and 12 could be burred there. She doesn't know that she wants 12, but could the 8 lots be made into 121ots? Ms. Bryant replied there is enough room to divide them into 12 Staff will look into it. Chair Kohls said Committee Member Moore called with her thoughts on the discussion items. Her comments agreed with the meeting discussion. OTHER BUSINESS CDA Housing Chair Kohls stated there is a proposal before the Planning Commission tomorrow for CDA housing north of the Cobblestone development. Five of the 25 acres composing the site, part of Traditions, would be used for 45 townhouse units. He will be at the meeting as a representative of the Cobblestone townhome association. Should he bring up a concern with vandalism at the cemetery from the family- affordable housing? Committee Member Wagner said he could bring up concerns if he's asked, but we probably can't do much about it. Committee Member Anderson asked, if the City is to purchase more land for the cemetery, would it extend to the proposed CDA units? Ms. Blommel Johnson said the CDA units are proposed for~ust north of the Target store so would not be adjacent to an expanded cemetery She added the Police Department likes CDA housing because there are fewer issues than with other rental properties. Chair Kohls thanked attendees for their input; he wants to get information and look at this objectively New Public Works Director Ms. Blommel Johnson announced the City hired a new Public Works Director, Todd Blomstrom, who will start July 28 He was previously the Public Works Director for Brooklyn Center City News Article Chair Kohls called on Ms. Bryant to talk about the article "Understanding cemetery cremation options " Ms. Bryant said the article explains four cremation options offered at Lebanon. bunal in a cremation lot or traditional lot, and inurnment in the columbanum or a boulder The article explains a little about each option. It includes the location and contact information. Chair Kohls said it's good to get information out there. ADJOURN MOTION of Wagner, seconded by Anderson, to adjourn the meeting. Motion passed unanimously Meeting adjourned at 3 15 p.m. Approved. October 21, 2008 http.//www ci.apple-valley.mn.us/Minutes/Cemetery/2008/07-15-08.html 4/14/2009