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HomeMy WebLinkAbout10/21/2008 Cemetery Advisory Minutes 10-21-2008 Page 1 of 5 MINUTES OF LEBANON CEMETERY ADVISORY COMMITTEE MEETING October 21, 2008 - 2.00 p.m. Apple Valley Municipal Center COMMITTEE MEMBERS PRESENT Nancy Anderson, David Brueshoff, Dave Kemp, Alan Kohls, Paula Moore, Gary Wagner COMMITTEE MEMBERS ABSENT Bob Harvey OTHERS PRESENT Public Works Director Todd Blomstrom Public Works Superintendent Mike Glewwe Cemetery/Public Works Coordinator Jean Bryant Chair Kohls called the meeting to order at 2 03 p.m. APPROVAL OF AGENDA MOTION of Kemp, seconded by Moore, 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. Chair Kohls introduced Todd Blomstrom, the new Public Works Director APPROVAL OF MINUTES - 3uly 15, 2008 MOTION of Kemp, seconded by Wagner, approving the minutes of the July 15, 2008, meeting, as written. Motion passed unanimously NEW/CONTINUED BUSINESS Activity Report Ms. Bryant reviewed the Lebanon Cemetery Activity Report for third quarter There were 141ot, niche, and boulder sales in the third quarter 10 to residents and 4 to non-residents, 9 sales were preneed and 5 were at need. The niche and boulder sales were both doubles, for two burials. There were 10 burials, of which 6 were traditional and 4 were cremation. There was 1 transfer of ownership and no returns. Committee Member Kemp asked if the columbarium Niche Sold figure was dust the first columbarium. Ms. Bryant responded it is. Committee Member Wagner asked if the corner inches were doubles or singles. Mr Glewwe said they are single niches. Committee Member Moore asked how many inches the columbarium has. Ms. Bryant said rt has 76 niches, for 124 burials. Maintenance and Grounds http.//www ci.apple-valley.mn.us/Minutes/Cemetery/2008/10-21-08.htm1 4/14/2009 Cemetery Advisory Minutes 10-21-2008 Page 2 of 5 Mr Glewwe reported cemetery maintenance consisted of regular mowing, watering of trees and flowers, weeding and trimming the plantings, and removal or unapproved memorials on a monthly basis. When the drought was over, fertilizer and broadleaf herbicide were applied. Topdressing and hydroseeding were performed on the settled graves and the areas that did not survive the drought. One monument had to be repaired after it was hit by the mowing contractor The City is seeking reimbursement from the contractor for the repair expenses. Mr Glewwe said the landscaping around the new columbanum was not completed due to lack of time. Therefore, gravel was placed in the columbana area to provide a walking surface and keep the area from being muddy Landscaping will be done in the spring. Crews are preparing for winter by pulling the flowers from flower beds, tilting the beds, and wrapping the trees. Committee Member Moore wondered if all planting is done in the boulder area. Mr Glewwe said more will be done next year Ms. Bryant added that one section has already been planted. Mr Glewwe noted the columbanum landscaping will be done next year Committee Member Brueshoff asked if the City plants trees. Mr Glewwe responded trees have been planted already according to the original design plan. Committee Member Moore asked if irrigation is planned. Mr Glewwe said it would be nice, but spotting of monuments and markers from hard water is a concern. Chair Kohls commented people frequently comment on how good the cemetery looks. Review Changes to the Cemetery Regulations Mr Blomstrom presented the proposed changes to the Cemetery Regulations. Under Definitions, "Overtime" is added to Required Fees. Item ILE. The combinations fist is a structural change with the addition of possibilities not fisted before. Item II.G allows second burials in a single cremation lot or columbanum niche with the right of second burial fee Item II.I addresses burial hours and overtime fee Mr Blomstrom noted the City incurs some overtime costs when employees are needed after 3 00 In response to a question from Chair Kohls, Mr Glewwe said the number of burials after 3 00 has not increased but often a number of them occur within a short time span. Committee Member Kemp said most cemeteries charge some kind of fee. Committee Member Wagner added that 4.30 is a good time due to daylight hours. Mr Blomstrom stated that the hours of 8.00 to 4.30 are based on the City's standard business hours. Item IILA.S requires design review of marker size and design to verify the size conforms to requirements and the design is not offensive. Item III.A.8 limits the size of the concrete border around markers on cremation lots This is to allow enough room to dig the next grave when the marker has already been installed. Item IILB.S requires pre-approval of monument size and design to verify the size conforms to requirements and the design is not offensive. http.//www ci.apple-valley.mn.us/Minutes/Cemetery/2008/10-21-08.htm1 4/14/2009 Cemetery Advisory Minutes 10-21-2008 Page 3 of 5 Committee Member Kemp suggested adding the sizes of niche and vault openings to Item II.G so the two cremain containers will fit m the opening. Other members agreed. Committee Member Kemp also commented on Item II.J which prohibits the serving of food or beverage m the cemetery Some cultures involve food m their burial ceremonies. Discussion ensued on other cultural or religious practices and members decided to add "Food and/or beverage use directly associated with a formal religious or cultural ceremony may be allowed upon prior written authorization by the Cemetery Supervisor or Designee." Chair Kohls requested clarification of Item VILD which prohibits attaching ropes or cables to trees or other objects m the cemetery It was explained this is directed at those installing markers and monuments. There was general discussion and questions on cemetery regulations, how they are established and what is allowed at Lebanon, that the City or monument company adjusts settling monuments, that Ms. Bryant and Mr Glewwe assist people with purchasing lots, arranging burials, and responding to concerns, and Mr Blomstrom is regularly consulted on cemetery issues. MOTION of Wagner, seconded by Moore, recommending changes to the Cemetery Regulations as presented and amended, and directing staff to submit them to the City Council for approval. Motion passed unanimously Review Changes to the General Price List Mr Blomstrom stated that staff has conducted a general rate study of cemetery prices. There is a broad range of prices and many different puce structures. Staff presented data related to the median of the surveyed paces. The proposed rates would bung Lebanon closer to the median. Committee Member Brueshoff asked about the variation m services for the comparable cemeteries. Committee Member Kemp stated that many are similar, but some cemeteries offer more amenities than others. Mr Blomstrom presented the proposed changes to the General Price List. Traditional lots in the Gardens of Remembrance and Hope would be raised to $1,600 for marker privileges and $2,200 for monument privileges. In the Garden of Serenity, the lots would be $2,100 for marker privileges and $2,700 for monument privileges. The resident rate is 50 percent of the lot cost. The price differential between the two areas is because of the distance from County Road 42 No changes are proposed for cremation lots. The recommended prices for cremation boulders reflect the City's anticipated increase m material cost. Single boulders increase to $3,150, and doubles to $3,800 Mr Blomstrom continued. Columbarium niche prices were difficult to compare to other cemeteries. Prices vary greatly The proposed change to cemetery regulations allowing two murnments m a single niche with the right of second burial fee would result m a higher price than that of a double niche. The proposed prices of double inches have been set at 50 percent more than a single niche Chair Kohls noted the cost of a niche may seem high, but it includes the cost usually spent on a vault, marker, and lot. Two more changes were noted by Mr Blomstrom. The Interment/Opening Fee would be $850 to reflect the City's increased cost. The Overtime Fee of $100 is a new fee dependent upon City Council approval of the revised Cemetery Regulations. Committee members expressed general agreement with the new format of the price list showing both the non-resident and resident paces. http.//www ci.apple-valley.mn.us/Minutes/Cemetery/2008/10-21-08.htm1 4/14/2009 Cemetery Advisory Minutes 10-21-2008 Page 4 of 5 MOTION of Kemp, seconded by Wagner, recommending the City Council accept the proposed changes to the General Price List. Motion passed unanimously Columbarium Update Mr Blomstrom presented photographs of the new columbarium structure installed on September 24 The structure is in good condition except a few rocks and scratches, which are being repaired by the manufacturer Aggregate was placed in the area to prevent mud and provide a good walking surface. A short retaining wall is needed on the south, and the site needs landscaping. The costs for the columbarium and site include $40,900 for purchase and installation, $13,900 for foundation and footings, $4,800 for a landscape plan, and an estimated $10,000 for landscape materials. Mr Blomstrom presented a professional services proposal provided by Sanders Wacker Bergly Inc. for a landscape plan and specifications. The proposal was requested from Sanders Wacker Bergly Inc. due to their experience with cemetery planning projects. The proposed landscape design would set a pattern for other features and areas in the future to unify the cemetery Chair Kohls said it would be good to set a master plan as it would make future landscaping easier, and awell-landscaped area would market the cemetery Committee Member Moore questioned what would be done with the other footings areas. Mr Glewwe responded they will be worked into the landscape, maybe as gardens or for benches. Committee Member Kemp cautioned that whatever is done now is what people will expect, and they maybe concerned with future changes to the layout. He also stated that the ground to the south could potentially be tapered down to minimize the amount of retaining wall. Mr Glewwe liked the idea but did say drainage will have to be considered with whatever plan is implemented. MOTION of Moore, seconded by Brueshoff, recommending City Council contract with Sanders Wacker Bergly Inc. to consult on the columbarium landscape area. Motion passed unanimously Future Projects Mr Blomstrom reported that Public Works staff is working on the annual updates to the City's Capital Improvement Program (CIP) The CIP update process provides an opportunity to review future capital needs and reevaluate priorities for the cemetery A brief review of cemetery projects on the current CIP was presented to the Committee along with a list of other potential long-term projects for consideration. Committee members discussed boundary fencing and general landscaping needs. Chair Kohls asked how much land is available for further expansion based on plans for the future extension of Embry Path. Mr Glewwe stated if the City purchases more land, it would be towards the east based on the anticipated extension of 151st Street along the southern boundary of the cemetery property Committee Member Kemp suggested staff obtain estimated pricing for potential CIP items for review at the next meeting. Other Committee members concurred with this suggestion. Approve 2009 Meeting Schedule Chair Kohls presented the proposed meeting schedule for 2009 January 20, Apri121, July 21, and October 20 MOTION of Kemp, seconded by Moore, to accept the calendar as proposed. Motion passed unanimously MAC Conference Update http.//www ci.apple-valley.mn.us/Minutes/Cemetery/2008/10-21-08.htm1 4/14/2009 Cemetery Advisory Minutes 10-21-2008 Page 5 of 5 Committee Member Kemp and Ms. Bryant reported on the Minnesota Association of Cemetenes conference they and Mr Glewwe attended October 9 and 10 The conference centered on cremation. Joe Sehee, a representative from the Green Burial Council, was the main speaker He said green burials are now as cremation was 20 years ago It's coming and it's dust a matter of who does rt. Green burials use biodegradable caskets and no embalming. The Green Bunal Council was formed to set standards and assist cemetenes. A good example of where rt would be implemented is Lakewood Cemetery which is add acent to a natural area. A session on Emerald Ash Borer presented information on this devastating insect. There is a possibility rt is present m southern Minnesota. The insect came from China m pallets made of wood from infected ash trees. In one session, the cleaning of bronze was presented. Seed versus sod was the topic of another session. Testing of growing sod and seed m different soils will be done at Resurrection Cemetery next year MAC members can request that a certain test be performed. OTHER BUSINESS Volunteer Thank-You A thank-you card was circulated for committee members to sign. It will be sent to Jim Wick, who dedicated many hours to the Cemetery this summer ADJOURN MOTION of Wagner, seconded by Brueshoff, to adjourn the meeting. Motion passed unanimously Meeting adjourned at 3 40 p.m. Approved. January 20, 2009 http.//www ci.apple-valley.mn.us/Minutes/Cemetery/2008/10-21-08.html 4/14/2009