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HomeMy WebLinkAbout01/15/2002 • • MINUTES OF LEBANON CEMETERY ADVISORY COMMITTEE MEETING January 15,2002-2:00 p.m. Apple Valley Municipal Center COMMITTEE MEMBER5 PRESENT: Wilt Anderson, Ranee Hadley, Gary Humphrey; Dave Kemp, Reid Koepp, and Gary Wagner COMMITTEE MEMBERS ABSENT: John Raiche OTHERS PRESENT: Public Works Director Neal Heuer, Public Works Supervisor Pat Flanders, and Public Works Administrative Manager Pamela Gackstetter Chair Anderson called the meeting to order at 2:10 p.m. APPROVAL OF AGENDA MOTION: of Koepp, seconded by Humphrey, approving the agenda for today's meeting as written. Motion passed unanimously. APPROVAL OF MINUTES MOTION: of Kemp, seconded by Hadley, approving the minutes of the October 16, 2001, meeting, as written. Humphrey abstained,motion passed. NEW BUSINESS Election of 2002 Officers MOTION: of Wagner, seconded by Hadley, opening the nomination for officers. Motion passed unanimously. Chair Anderson asked for nominations far Chair. Committee Member Humphrey nominated Mr. Anderson and Committee Member Koepp nominated Mr. Kemp. Hearing no others, Chair Anderson asked for nominations for Secretary. Committee Mernber Wagner nominated Mr. Keopp. There were no further nominations. MOTION: of Humphrey, seconded by Kemp, closing the nomination for the election of officers. Motion passed unanimously. The Cemetery Advisory Committee held a secret vote for the officer to be elected Chair. Committee Member Anderson received five votes; Committee Member Kemp received 1 vote. • � MOTION: of Wagner, seconded by Humphrey, appointing Mr. Anderson Chair and Mr. Koepp Secretary of the Lebanon Cemetery Advisory Committee for 2002. Motion passed unanimously. Receive Regular Meeting Schedule for 2002 Chair Anderson stated the packet contained the Cemetery Advisory Committee's tentative meeting schedule for 2002 as approved at its meeting of October 16, 2001, and emphasized the importance of ineeting attendance. Cemetery Advisory Committee Term Expirations Chair Anderson informed the Committee that Gary Humphrey's, John Raiche's, and his term would expire March 1, 2002. He suggested Committee Members wishing to be reappointed prepare a letter to the City Council stating said request. Letters requesting reappointment should be submitted to Ms. Gackstetter,who will forward them to the City Council for consideration. Update Committee Member Addresses and Phone Numbers Chair Anderson requested members review the information contained on the Council, Commission, and Committee Member list which was also included in the packet and inform Ms. Gackstetter of any changes of address, home phone, and/or business phone. Ms. Gackstetter will forward all changes to the City Clerk who will update the list and redistribute it following approval of the appointments by the City Council. Activity Report Ms. Gackstetter reviewed the Lebanon Cemetery Activity Report, noting that fourth quarter activity included 20 lot/niche sales, 1 transfer, and 7 burials. Total activity for 2001 included 54 lot/niche sales, 3 transfers, 1 return, and 23 burials. Although burials remained relatively constant,there was a 35 percent increase in sales compared to 2000. Committee Member Kemp requested future Activity Reports include a breakdown of niche sales. Ms. Gackstetter acknowledged his request and said she would include the data on future reports. She added that a total of six columbarium niches were sold in 200L Ms. Gackstetter further went on to say that since the City took over the cemetery in December of 1998,it has sold 121 lots and has conducted 60 burials. Committee Member Humphrey asked if staff knew what percentage of the 2001 burials were cremation. Ms. Gackstetter said 35 percent of the burials were cremation last year. Budget Update Mr. Heuer presented the cemetery fund balance information. He indicated the bond account has been totally e�chausted. In fact, an additional $17,640 was transferred from the General Fund to the Bond Fund to complete Phase I improvements. Mr. Heuer said that according to the Finance Director, after expenses, tke fund balance as of December 31, 2001, was $121,110. Committee Member Humphrey questioned what kinds of 2 � • expenditures the cemetery incurs. Mr. Heuer stated 2001 expenses include items such as the purchase of the columbarium,hydrant installation, electric, and grave digging. Chair Anderson asked Mr. Heuer if he felt the budget was adequate for 2002. Mr. Heuer responded affirmatively. Committee Member Wagner asked if the City allowed customers to prepay opening fees. Ms. Gackstetter stated the City does not allow prepayment of interment/opening fees. Committee Member Kemp added that even cemeteries which use to allow prepayment far openings are no longer accepting it. Construction/Expansion Update Illumination of United States Fla� Mr. Flanders updated the Committee regarding the illumination of the United States flag. He stated that the City had hoped the interior roadway lighting would have been sufficient to light the flag during evening hours. Because the results were not satisfactory, Mr. Flanders requested quotes for direct lighting. The City received a quote of$1,900 to dig a trench, lay cable, and install a floodlight which will be directed at the United States flag. Mr. Flanders said the work is scheduled for completion January 18. Cemetery Information Si�n Mr. Flanders said an informational sign with a phone number was installed within the island near the entrance of County Road 42. Although two signs were ordered, only one was shipped. Mr. Flanders said they are currently waiting for the second sign. Chair Anderson requested the sign be lowered and be placed perpendicular to the entrance. Mr. Flanders said due to the frost in the ground, the sign was only temporarily placed. When it is permanently installed in the spring,he will see that it is lowered and straightened as requested. Proposed Landscape Plantings Mr. Flanders said the Landscape Task Force met last week to discuss 2002 tree plantings. The City intends to plant between 35 and 40 trees this year. Approximately 10 pin oaks, 12 hackberries, and l0 honey locust will be planted on the interior and exterior sides of the internal roadway. In addition, a number of the little leaf linden trees, which were planted last year around the parking area,will need to be replaced. Mr. Flanders further stated the Streets Division will probably plant the trees sometime in May or June. Chair Anderson asked if it was possible to have the plantings in prior to Memorial Day. Mr. Flanders said he believed that to be a realistic goal. Feasibility Study Presented at Informal Meeting of November 8,2001 Chair Anderson informed the Committee that Ms. Gackstetter presented the Feasibility Study far the Operations, Expansion, and Development of Lebanon Cemetery to the City Council at its informal meeting of November 8, 2001. This was the same information presented to the Cemetery Advisory Committee at its October meeting. Chair Anderson said he believes the City 3 • �. Council was impressed with the data collected, and the Committee has fulfilled its obligation at this time regarding the feasibility of expansion. Cemetery Expansion Mr. Heuer wished to clarify for the Committee that funds for a potential cemetery expansion would not appear in the adopted 2002 City Budget, but rather in the City's Capital Improvement Projects (CIP) budget. Mr. Heuer fuxther said he believes the City Council will look at the possibility of expanding the cemetery.more closely at its upcoming goal setting session. In addition, the urgency to make a decision has diminished somewhat due to a recent indication by the adjacent land owners that they may not be ready to develop the area unti12005 instead of 2003 as previously thought. 2002 Rate and Fee Schedule Approved December 27,2001 Mr. Heuer stated the packet contained the 2002 Rate and Fee Schedule/Price List as approved by the City Council at its regular meeting of December 27, 2001. The Price List incorporated all changes in their entirety as recommended by the Cemetery Advisory Committee at its October 16, 2001,meeting. Resident versus Non-Residential Rates Mr. Heuer added it is important to note that a concern was raised by Council Member Goodwin regarding the differential between resident and non-resident rates, and Council Member Goodwin requested greater separation in the future. Council Member Crrendahl concurred. Mr. Heuer said the City Council recognizes the cemetery as a limited asset, and potential expansion is also limited. As the City's governing body, the City Council is looking out for Apple Valley residents; and as such, wants to conserve this limited resource. Mr. Heuer said it was clear the City Council would like to see a greater separation between resident and non- resident rates; and if the difference is not greater the next time the Rate and Fee Schedule is presented to the City Council for approval,it is likely the item will be pulled. - Chair Anderson agreed this is a tough issue and acknowledged Council Member Goodwin's position. Committee Member Wagner said he is unsure if a higher rate will make that much of a difference. Mr. Heuer said the goal will be to find the breaking point where potential non-residential customers may choose to look elsewhere based on the cost. Mr. Koepp said he knows the City has a resident and non-residential rate but would prefer to see one rate. The reason being that at the time the City took over the cemetery a lot of the money received was originally from Rosemount residents. Committee Member Kemp said either way at some point the cemetery will run out of space and residents may be upset when there is no longer space available. However, if the cemetery is well maintained and appealing, it will attract interest from outside Apple Valley. Mr. Heuer said it is likely the next request to revise the Rate and Fee Schedule will not go before the City Council until the end of the year. Perhaps staff and the Committee would like to monitor 4 � � the impact, if any, of the new rates. Then, decide what should be done. Chair Anderson said the Committee should recognize the City Council's position regarding the matter so it is aware of the issues it may be faced with at the end of the year. The Committee agreed. Cemetery Volunteer Program Mr. Heuer stated he put together a rough draft for the Cemetery Volunteer Program requested by the Committee at the last meeting. Mr. Heuer said he adapted the Parks and Recreation Department's Adopt-a-Park Program to the Cemetery's needs. As with the Adopt-a-Park Program, Mr. Heuer suggested recognition in the quarterly City newsletter, which will also provide additional publicity for the program and the cemetery. Coxrunittee Member Humphrey left the meeting at 3:25 p.m. Mr. Heuer stated it is important that the individual or group be suited to the task and that they exercise the utmost safety. Only those tasks that are beneficial to the City and are non-hazardous will be allowed. Mr. Heuer said he will continue to work out the details regarding the service agreement and disclaimer, and continue to clarify the program verbiage. Committee Member Humphrey returned at 3:27 p.m. Mr. Heuer further said he has asked for clarification from the City Attorney regarding who is authorized to sign the agreement. Mr. Heuer then asked the Committee Members to review the document and contact Ms. Gackstetter or himself within the next month regarding any suggestions or changes. MOTION: of Humphrey, seconded by Wagner, to accept the basic format and approach to establishing a Volunteer Program for the Cemetery, subject to approval by the City Attorney, and directing staff to further develop the program. Motion passed unanimously. Mr. Heuer said he will try to present the Cemetery Volunteer Program Guidelines in its final form at the next meeting. Accept Cemetery Report for 2001 Mr. Heuer said Ms. Gackstetter prepared the 2001 annual report as required by the by-laws. As is evidenced by the report, there was a tremendous amount of activity in 2001, including grading, leveling, and seeding; construction of the fence,brick columns, and center column; installation of the corner sign, flagpoles, and light poles; and the addition of a yard hydrant,just to name a few. The Committee discussed the report. Chair Anderson commended staff for everything that was accomplished. Ms. Gackstetter said the Cemetery Advisory Committee is also directed by Ordinance 653, Chapter 22, Section 5, to submit to the City Council an annual report on or before March 1 of each year. Mr. Heuer said staff will be forwarding this information to the City Administrator for inclusion in the City's 2001 Accomplishments, and with the Committee's permission, will forward the report to the City CounciL 5 � , _ � � MOTION: of Kemp, seconded by Hadley, to accept the 2001 Cemetery Advisory Committee annual report and request staff to forward it to the City Council. Motion passed unanimously. Naming of Additions Ms. Gackstetter said she wanted the Committee's opinion regarding calling the additions "gardens". Possible examples are Garden of Peace, Garden of Joy, Garden of Serenity, and Garden of Remembrance. Ms. Gackstetter said she believes naming the additions would give the areas a more personal feel. She said it may also be helpful in marketing. The Committee agreed the idea may prove beneficial and recommended staff submit its suggested names at the April meeting. OTHER BUSINESS Video Clips of Apple Valley Today and City Council Meeting of December 27, 2001, to follow Adjournment of Meeting Ms. Gackstetter informed the Committee that immediately following the meeting a brief clip of I the Apple Valley City Council meeting of December 27, 2001, will be shown. This may be helpful in more completely understanding the City Council's opinion regarding the cemetery's Rate and Fee Schedule. A video clip of the Apple Valle.y Today which spotlights the cemetery and includes portions of the Ribbon Cutting Dedication Ceremony will also be shown. Ms. Gackstetter stated the total running time of both clips is approximately ten minutes. ADJOURN MOTION: of Humphrey, seconded by Wagner, to adjourn the meeting. Motion passed unanimously. Meeting was adjourned at 4:07 p.m. Approved: April 16, 2002 6