Loading...
HomeMy WebLinkAbout04/16/2002 _ � . � MINUTES OF LEBANON CEMETERY ADVISORY COMMITTEE MEETING � April 16,2002 -2:00 p.m. � Apple Valley Central Maintenance Facility COMMITTEE MEMBERS PRESENT: Wilt Anderson, Ranee Hadley, Gary Humphrey, Da�e Kemp, Reid Koepp,John Raiche, and Gary Wagner COMMITTEE MEMBERS ABSENT: None OTHERS PRESENT: Public Works Director Neal Heuer and Public Works Administrative Manager Pamela Gackstetter Chair Anderson called the meeting to order at 2:05 p.m. APPROVAL OF AGENDA . � MOTION: of Koepp, seconded by Hadley, approving the agenda for today's meeting as written. Motion passed unanimously. Committee Member Humphrey arrived at 2:08 p.m. APPROVAL OF MINUTES MOTION: of Raiche, seconded by Kemp, approving the minutes of the January 15, 2002, meeting, as written. Raiche abstained,motion passed. NEW BUSINESS Activity Report Ms. Gackstetter said the current Activity Report is presented in a new format, which she developed to better define and report the various cemetery activities. Ms. Gackstetter reviewed the 2002 Activity Report noting that first quarter activity consisted of 2 at need lot sales with traditional burials. She believes the time of year as well as the current economy were factors in the disappointing numbers. Budget Update Mr. Heuer presented the cemetery budget including 2001 revenue, expenditures, and year-end fund balance information. Chair Anderson expressed his wish that in time the eemetery would be a self-supporting operation. Mr. Heuer said there are several soft costs, including wages, which . � ' are not calculated into the cemetery�budget. Committee Member Humphrey said that when the City took over the cemetery the City Council understood the cemetery would not be entirely self- supporting but considered the green space and park-like atmosphere the cemetery offers a City amenity. Committee Member Reappointments Chair Anderson informed the Committee that at its regular meeting on February 28, 2002, the Apple Valley City Council reappointed John Raiche, Gary Humphrey, and Wilton Anderson to the Lebanon Cemetery Advisory Committee for 3-year terms beginning March 1, 2002, and ending March 1, 2005. A copy of the resolution, list of Commission and Committee Members, and memo as prepared by City Clerk Mary Mueller to the City Council for the February 28 meeting are included in the packet for review. 2001 Cemetery Report Received by City Council Chair Anderson stated that at its regular meeting on February 14, 2002, the City Council received the Gemetery Advisory Committee's 2001 annual report as prepared by Ms. Gackstetter and previously presented to the Cemetery Committee by Mr. Heuer. The annual report is a requirement of the Cemetery Committee as directed by Ordinance 653, Chapter 22, Section 5. Construction Update Informational Sign Mr. Heuer reported that the informational sign with the City's phone number previously requested by the Committee is now permanently installed. Chair Anderson requested that the sign be lowered. Mr. Heuer said he was unsure of the sign's current height, but it may have been placed as such so as not to obstruct visibility. Chair Anderson suggested that if it is not possible to lower it due to visibility perhaps it could be moved so as not to destroy the ambience upon entering the cemetery. Mr. Heuer agreed. . Flag Illumination Mr. Heuer said the City contracted the installation of spot lighting to illuxninate the United States flag during periods of darkness. The light was installed and sufficiently illuminates all three flags. The cost was $1,900. Committee Member Humphrey asked if the Legion had been contacted to assist with the costs incurred by the City to install a light for the United States flag. Chair Anderson said he thought the Legion already contributed for this project. Mr. Heuer said the American Legion generously donated the pole and the United States flag, but was not requested to assist in the cost of lighting the flag. Committee Member Humphrey said he believed the Legion may be interested in helping share the cost of lighting the flag and ofFered to approach them on behalf of the Committee if the Committee so desired. 2 , . � MOTION: of Koepp, seconded by Hadley, recommending Cornmittee Member Humphrey present a proposal to the Apple Valley American Legion requesting a donation of � $1,900, the cost of installing lighting for the United States flag in the Lehanon Cemetery. Motion passed unanimously. Plantmgs Mr. Heuer said the Landscape Task Force is recommending purchasing and planting approximately 32 trees this spring. Varieties will include pin oak, hackberrys, and honey locust. Mr. Heuer further said he is hopeful the plantings will take place prior to Memorial Day but stated it will be contingent upon weather and other required tasks. Committee Member Hadley noted several trees planted last year did not survive and questioned if the number of trees pre�iously mentioned included replacement trees. Mr. Heuer said 6 of the 32 will replace trees which were planted last year., Ms. Gackstetter said the Landscape Task Force is currently working on the design and plans for shrub and flower plantings to take place latet�this year. � In anticipation of the additional guests visiting the cemetery on and before Memorial Day, Chair Anderson requested the grounds be cleaned and tidied one week prior to the holiday. Chair Anderson said although it is important for the cemetery to look its very best alT the time, it is especially important on Memorial Day. Mr. Heuer agreed and said he would forward the request to Mr. Flanders. Committee Member Koepp asked to have the sand swept off of the boulevard along County Road 42 before it kills the grass. Mr. Heuer said he would follow up with the County. Cemetery Volunteer Program Mr. Heuer distributed a second draft of the Cemetery Volunteer Program,� which includes guidelines, a volunteer worksheet, and a service agreement. Due to concerns expressed by the City Attorney over City staff signing agreements on behalf of the City, this second draft is a simplified version of the agreement eliminating the need for a City signature. 'The Committee reviewed and discussed the program documents presented and made recommendations. Chair Anderson questioned how this program meshed with the existing Landscape Beautification Program. Mr. Heuer said it does not conflict with the existing program but it does provide another mechanism for individuals and organizations to contribute. Using the example of a bench, Committee Member Hadley asked who decides if the quality of materials or goods being donated is satisfactory and/or acceptable to the City. Mr. Heuer said acceptance of donations would be at the City's discretion, and materials and goods would be required to meet all guidelines and regulations as well as provide some sort of benefit. 3 • • MOTION: of Humphrey, seeonded by Wagner, directing staff to revise the Volunteer Program Guidelines and Worksheet to be consistent with the Committee's discussion at today's meeting. Motion passed unanimously. Naming of Additions Per the Committee's direction at the last meeting, Ms. Gackstetter made the following recommendation regarding naming the additions. She recommended naming the Original Cemetery and Addition 50 the Garden of Remembrance; Addition 10 and 30 the Garden of Hope; and Additions 11, 12, 31,and 32 the Garden of Serenity. MOTION: of Humphrey, seconded by Hadley, accepting staff's recommendation of garden names as presented by Ms. Gackstetter and depicted.on the map. Motion passed unanimously. Marketing Plans Newsletter Article Chair Anderson said that with the majority of the development of Phase I completed, marketing is the next major goal. To that end, staff put together the article included in the packet regarding preplanned lot purchases. This article will appear in the Spring City Newsletter. Brochure Chair Anderson further said staff prepared the draft brochure included in the packet and with the Committee's approval will have them printed. The Committee reviewed the brochure and authorized staff to proceed with printing. Senior Center Visit Chair Anderson stated that Ms. Gackstetter and he were discussing the possibility of visiting the Apple Valley Senior Center for the purpose of presenting information regarding the cemetery and asked the Committee their opinion regarding the value of doing so. The Committee discussed the matter and indicated they believed a visit would be valuable. Committee Member Humphrey left at 3:25 p.m. OTHER BUSINESS Committee Member Koepp asked the status of the City purchasing additional cemetery land. Mr. Heuer � said there had been no further action by the City Council due to recent information regarding the timing 4 , , � . of development and mining of adjacent land. Apparently, the land will not be devel'oped now unti12005. , This new information affords the City Council additional time to make a decision regarding expansion. ' Chair Anderson asked when the paver brick surrounding the columbarium would be installed. Mr. Heuer said it is more likely the City will pour concrete than install pavers. However, neither can be installed until the footings of the future columbariums within Addition 50 are poured. Chair Anderson said he would still like to see something around it and questioned if some shrubs or temporary pavement might be installed. Mr. Heuer said a temporary fix may be possible but that sta.ff would need to further assess it. ADJOURN MOTION: of Wagner, seconded by Hadley, to adjourn the meeting. Motion passed unanimously. Meeting was adjourned at 3:43 p.m. Approved: . 5