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HomeMy WebLinkAbout01/20/2009 Lebanon Cemetery Advisory Minutes 1-20-2009 Page 1 of 6 MINUTES OF LEBANON CEMETERY ADVISORY COMMITTEE MEETING January 20, 2009 - 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 Brueshoff, 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 -October 21, 2008 MOTION of Wagner, seconded by Moore, approving the minutes of the October 21, 2009, meeting, as written. Motion passed unanimously NEW/CONTINUED BUSINESS Cemetery Advisory Committee Term Expirations -March 1, 2009 Chair Kohls noted that the terms of Committee Members Kemp and Wagner expire this year He inquired if they desire to remain on the committee. Both members responded they would like to continue to serve. They will send letters to the Crty so the City Council can consider reappomtinent. Chair Kohls thanked them for their service. Election of Officers Chair Kohls asked for nominations for the office of Chair Committee Member Wagner nominated Dave Kemp Committee Member Anderson nominated Alan Kohls. Both were willing to serve as Chair Committee Member Kemp said he would step aside if Chair Kohls wished to chair the committee for another year Chair Kohls responded he would like to MOTION of Wagner, seconded by Moore, to appoint Alan Kohls as Chair Motion passed http.//www ci.apple-valley.mn.us/Minutes/Cemetery/2009/01-20-09.htm1 4/28/2009 Lebanon Cemetery Advisory Minutes 1-20-2009 Page 2 of 6 unanimously Chair Kohls asked for nominations for the office of Secretary Committee Member Kemp nominated Paula Moore. There were no other nominations. Committee Member Moore accepted. MOTION of Kemp, seconded by Brueshoff, to appoint Paula Moore as Secretary Motion passed unanimously Update Committee Member Addresses and Phone Numbers Committee members reviewed the information and indicated there were no changes. Update Informed Consent and Release Form Committee members had no changes to the information made public. Activity Report Ms. Bryant reviewed the Lebanon Cemetery Activity Report for fourth quarter and 2008 There were 19 lot sales m the fourth quarter 13 to residents and 6 to non-residents, 9 sales were preneed and 10 were at need. There were no niche or boulder sales. There were 12 bunals, of which 8 were traditional and 4 were cremations. There was 1 return of a lot to the Cemetery For 2008 there were 591ot, niche, and boulder sales, 36 to residents and 23 to non-residents, 33 sales were preneed and 26 at need. There were 40 burials, 22 were traditional and 18 were cremations. There were 4 transfers of ownership and 4 returns to the Cemetery Looking at the Quarter Activity Comparison, the fourth quarter's 19 sales were far above the last two years' of 6 and 8 Fourth quarter burials were about the same as 2007 The Lot Sales Since 1990 shows our 2008 sales total of 59 ties with 2004 for the most sales in one year The number of burials, 40, is the most m one year Committee Member Kemp noted that 2008 had the highest number of sales and burials on record. This indicates we are doing something right as many cemeteries are having problems obtaining sales, and burials are an option when there are cremations. Maintenance and Grounds Mr Glewwe reported cemetery maintenance consisted of pulling the flowers out of the beds, tilling the beds, and wrapping the trees in preparation for winter Winter has seen a lot of plowing and salting the parking lot and roads, and shoveling by the memorials. Trails have been made for access to grave sites at the times of bunals. The flags were replaced, new rope needs to be installed m the sprang. Committee Member Moore asked if snowmobiles have been on the grounds this winter Mr Glewwe has seen tracks on the south and east but not in the developed areas. Approval of Cemetery Regulations Mr Blomstrom updated the Committee on the cemetery regulation changes they recommended in http.//www ci.apple-valley.mn.us/Minutes/Cemetery/2009/01-20-09.htm1 4/28/2009 Lebanon Cemetery Advisory Minutes 1-20-2009 Page 3 of 6 October The regulations were sent to the attorney prior to submittal to the City Council. The attorney noted concerns with two items, both seen as possibly opening the City to liability One item was allowing food under certain conditions. The attorney's suggestion was to require a permit. The second item was requiring pre-approval to prevent offensive monuments and markers. Staff worked at defining "offensive" but was unable to find a suitable definition. As staff needed to prepare the regulations for City Council approval, modifications were made as shown in the Council-approved document included m the agenda packet. Staff can revisit these two items with the Committee at a future meeting. Committee Member Kemp said size and dimension problems are most often the problem with markers and monuments. Staff has notified monument companies about the new requirements. Chair Kohls saw a monument had been set with snow on the ground and questioned if the cemetery should have a regulation addressing setting of monuments m winter Committee Member Kemp replied regulating installation of the foundation is more common. The monument can be set any time Committee Member Wagner suggested staff consult the attorney on possible City liability if something happens and we had allowed the setting. Committee Member Kemp mentioned that companies don't like setting them late in the season, often they get caught in a weather change Chair Kohls asked if there were more questions on the regulation changes. Committee Member Brueshoff asked if families bring m food. Committee Member Kemp responded some Asian cultures include food as part of the burial ceremony His cemeteries have had no problem with the families cleaning up afterwards. Committee members discussed the need to allow for different cultures and practices. Mr Blomstrom said staff can bring suggestions for wording to the next meeting. MOTION of Moore, seconded by Brueshoff, to accept the changes to the Cemetery Regulations. Motion passed unanimously Committee Member Brueshoff inquired what happens this year if someone wants to have food. Mr Blomstrom replied staff may need to discuss a possible waiver with the City Council. Approval of General Price List Mr Blomstrom reported the Committee's suggestions for changes to the General Price List were taken to the City Council for approval. He recapped the changes minor adjustments in traditional lot prices, restructuring of niche prices, a $50 increase m the traditional opening fee, and addition of the $100 overtime fee. Committee Member Kemp informed the committee that state law requires the general price list to be the first piece of information given to customers. Future Prod ects Mr Blomstrom introduced the discussion with a review of items m the current CIP columbana, expansion of the cemetery, a maintenance building, fencing around the remainder of the cemetery, and development of the south entrance. He stressed the importance of looking ahead at projects so we can plan according to revenue generated and fund balance. Mr Blomstrom reminded the Committee of discussion at the last meeting regarding cemetery projects and that staff was tasked with bringing costs back to the Committee. Staff feels more guidance is needed before preparing estimate costs. http.//www ci.apple-valley.mn.us/Minutes/Cemetery/2009/01-20-09.htm1 4/28/2009 Lebanon Cemetery Advisory Minutes 1-20-2009 Page 4 of 6 Mr Blomstrom addressed expansion of the cemetery first as many costs vary according to the size of the cemetery There are approximately 2.1 acres between the cemetery and the future Embry Path east of the cemetery South of the cemetery is a large area still to be developed, and water and sewer structures are already m place along the south border Mr Blomstrom explained to the Committee that the land to the east is owned by Fischers. If the City desires to purchase the 2 1 acres, it can be discussed with representatives of Fischers. Mr Blomstrom said staff has prepared land consumption projections for the cemetery as an aid m deciding on expanding the cemetery Estimates are based on lots currently available, those in the master plan, and what could be accommodated in an additional 2 1 acres. Only traditional and cremation lots were counted. No above-ground options were included. Based on 53 sales per year (the average sales of the past five years), there would be space for 145 years. At 65 sales per year (average of estimates for 2004 through 2095), there would be space for 118 years. If the City acquires the 2.1 acres, the cemetery would be a total of 12 acres. Twelve draft CIP items were presented by Mr Blomstrom for the Committee's consideration, assuming 12 acres as the final size of Lebanon Cemetery 1 Revise/LJpdate Cemetery Master Plan 2. Landscape Columbaria Area 3 Complete Landscape Improvements for Boulder Area 4 Irrigation System for parking area, Co Rd. 42 entrance, and outer perimeter only 5 Visitor/Parking Area Landscaping 6 Repaint Existing Boundary Fencing 7 Cemetery Expansion (acquire 2.1 acres to the east) 8 Internal Roadway Improvements -Curb and Repave 9 Boundary Fence on South and East, and Construct South Entrance 10 Screening for Staging Area 11 Central Feature Area 12. Future Columbarium Structure Irrigation of the entire cemetery is probably not feasible due to challenges associated with existing markers and monuments. Committee members liked the items in the list and mentioned irrigation of the perimeter would provide curb appeal, which is desirable. Committee Member Brueshoff asked what the next steps are. Mr Blomstrom responded that staff will investigate potential land acquisition costs. Committee Member Wagner questioned whether more space is needed. Committee Member Kemp likes having the extra acres as rt squares up the cemetery and would minimize future development directly adjacent to the cemetery Other members agreed. Mr Blomstrom said staff would estimate costs and discuss the issue with the City Administrator and Finance Director Columbaria Landscaping Committee members viewed five concepts provided by Sanders Wacker Bergly Inc. Members liked the designs and think the area will be a nice focal point for marketing the cemetery The Committee discussed the retaining wall and plantings, pavers versus colored concrete, available space surrounding the site, drainage requirements, and expense of the different concepts. After further discussion, the Committee came to a consensus. Concept 5 was chosen but with the partial http.//www ci.apple-valley.mn.us/Minutes/Cemetery/2009/01-20-09.htm1 4/28/2009 Lebanon Cemetery Advisory Minutes 1-20-2009 Page 5 of 6 wall of Concept 2 and a different color concrete to be determined later MOTION by Moore, seconded by Brueshoff, to approve Concept 5 with modifications to minimize the perimeter wall and select concrete color at a later date. Motion passed unanimously Accept 2008 Cemetery Report Council members had no changes to make on the annual cemetery report. MOTION by Wagner, seconded by Anderson, to accept the 2008 Cemetery Report. Motion passed unanimously 2009 Goals Mr Blomstrom presented staff s ideas for 2009 goals. As in previous years, trees and plantings need to be monitored and maintained. Annual flowers would be planted. More monuments and markers need aligning or leveling. Mr Glewwe added this would be in the older area, some need to be moved to provide room for burials. Mr Blomstrom continued that the boulder area needs more landscaping. Drainage the is needed m Addition 10 so rainwater does not saturate the area. Staff would like high back curb m front of the Firefighters feature area to contain the decorative rock and protect rt from vehicles and during plowing. Other goals are completing the columbana landscaping, establishing a long range CIP, and updating the master plan. Committee Member Anderson said more trees should be planted in the newer areas so it doesn't look so bare. Committee Member Kemp suggested setting aside certain lots so trees can be planted, and it should be done now m the undeveloped areas. Mr Blomstrom said the suggestion could certainly be considered m updating the master plan. Committee Member Anderson asked if there is to be a central feature. Many people purchased lots because of the proximity to the proposed feature. She asked if there would be water included. Mr Glewwe responded that some kind of feature will be there, but it may not have water Committee members agreed with the goals outlined by staff. OTHER BUSINESS Winter 2009 City News Article Chair Kohls noted the article highlighted Jim Wick who volunteers his time and often is at the cemetery keeping rt looking good. Historic Photos Committee Member Anderson thanked Chair Kohls for the pictures m the packet. She enjoyed seeing them. Others agreed. Some reminiscing followed. ADJOURN MOTION of Anderson, seconded by Moore, to adjourn the meeting. Motion passed unanimously http.//www ci.apple-valley.mn.us/Minutes/Cemetery/2009/01-20-09.htm1 4/28/2009 Lebanon Cemetery Advisory Minutes 1-20-2009 Page 6 of 6 Meeting adjourned at 3 53 p.m. Approved. Apri121, 2009 http.//www ci.apple-valley.mn.us/Minutes/Cemetery/2009/01-20-09.htm1 4/28/2009