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HomeMy WebLinkAbout10/16/2001 . � MINUTES OF LEBANON CEMETERY ADVISORY COMMITTEE MEETING October 16,2001 -2:00 p.m. Apple Va}ley Municipal Center COMMITTEE MEMBERS PRESENT: Wilt Anderson, Ranee Hadley, David Kemp, Reid Koepp, John Raiche, and Gary Wagner COMMITTEE MEMBERS ABSENT: Gary Humphrey OTHERS PRESENT: Public Works Director Neal Heuer, Administrative Assistant to the City Administrator Andy Pederson, Public Works Supervisor Pat Flanders, and Public Works Administrative Manager Pamela Gackstetter Chair Anderson called the meeting to order at 2:05 p.m. APPROVAL OF AGENDA Chair Anderson requested that under 5. Other Business,B. Landscape Fund be added to the agenda. MOTION: of Koepp, seconded by Hadley, approving the agenda for today's meeting with the addition of item S.B. Landscape Fund. Motion passed unanimously. � APPROVAL OF MINUTES MOTION: of Kemp, seconded by Hadley, approving the minutes of the regular meeting of July 17, 2001, as written. Motion passed unanimously. MOTION: of Koepp, seconded by Kemp, approving the minutes of the special meeting of September 5,2001, as written. Motion passed unanimously. NEW BUSINESS Activity Report Pamela Gackstetter reviewed the Lebanon Cemetery Activity Report, noting that third quarter activity consisted of 191ot/niche sales, 1 return, and 5 burials. Of the 19 lot/niche sales, 13 were residential and 6 were non-residential; and 14 were purchased preneed and 5 were purchased at the time of need. A115 of the burials were traditional. • • ' Total 2001 activity through the third quarter includes 34 lot/niche sales, 2 transfers, 1 return,and 16 burials. Budget Update Andy Pederson provided an update regarding the cemetery bond and regular cemetery accounts, stating that a11 funds in the cemetery bond account have now been exhausted. As of October 4, 2001, there was $155,499.52 in the regular cemetery account, of which $45,187.97 will be used to fund the remaining portion of the sign and fence project. Chair Anderson questioned if 2002 revenue has been projected. Mr. Heuer responded that Finance Director George Ballenger projects the revenue based on past history. 2002 Meeting Schedule Pamela Gackstetter presented the tentative 2002 meeting schedule of the Cemetery Advisory Committee for 2002. MOTION: of Raiche, seconded by Koepp, approving the tenta.tive regular meeting schedule of the Cemetery Advisory Committee for 2002, with meetings scheduled at 2:00 p.m., in the Regent Conference Room at the Municipal Center on January 15, April 16, July 16, and October 15. Motion passed unanimously. Cemetery Upkeep Andy Pederson began by complimenting the Streets Division for its care of the cemetery. In light of the Phase I area opening and the fact that the newly planted and proposed landscaping will require more time to maintain, staff questioned the amount of staffing necessary to properly maintain the cemetery grounds. Items to factor in include: customer expectations that grounds be well manicured; existing plantings; new plantings; mowing; trimming; watering; fertilizing; litter cleanup; number of interments; sod replacement; winter rut repair; plowing; boulevard winter kill; monument straightening; and repair and maintenance of new amenities including the sign, fence, decorative columns, flagpoles, and columbarium. To assist in assessing the situation, staff conducted a survey of inetro cemeteries and, in part, questioned them regarding staffing and ground maintenance. The findings indicate approximately 1 full-time maintenance employee per 100 interments. However, several cemeteries with less than 100 interments per year employ a full-time maintenance worker during the summer months. Based on this, Mr. Pederson suggested the Committee may want to begin thinking about the issue of maintenance and long-term staffing for Lebanon Cemetery. PAGE 2 _ � • Mr. Pederson stated that lot sales can be time consuming as well. An average sale takes an hour, including the first point of contact, meeting with the customer, showing the lot, if requested, and finalizing the paperwork. Receipting and coding the money, preparing the certificate of sale, recording information, entering the data into the computer, mapping sales, copying staff, filing, and coordinating the burial and installation of the monument, marker, or niche plate requires additional time. The City of Bloomington, which also runs a public cemetery, assigns one full time maintenance employee as well as several seasonal employees to maintenance and grounds during the summer months. In Bloomington, lot sales are the responsibility of the City Clerk who utilizes the assistance of additional administrative staff. Mr. Pederson said it is reasonable to expect that maintenance issues will continue to increase as the cemetery becomes more full and improvements and/or amenities are added and become older. Chair Anderson said he also believes it is important the cemetery be properly maintained, and recently had the opportunity to express his views to the City Council at an informal work session. Chair Anderson stated he is committed to doing what he can to keep the cemetery looking good and questioned if there was anything he or the Committee could do to help, even if it was removing trash. Committee Member Raiche asked if the City currently provides avenues for volunteers willing to help. He then recommended implementing a program similar to adopt-a-highway and suggested soliciting community service organizations such as the Dptimist Club or the Seniors. Chair Anderson questioned who would coordinate such activities. Pat Flanders said he would most likely be responsible. Mr. Heuer recommended staff check with the City Attorney regarding legal and insurance requirements prior to volunteer activities being scheduled. Chair Anderson suggested leaving the matter in the hands of Mr. Heuer who can investigate the matter and bring the information back to the Committee in January. Review Cemetery Surveys 1992, 1993,and 1997 Andy Pederson briefly reviewed the three surveys previously conducted on the cemetery. The first, titled "Municipal Cemeteries: Options for the City of Apple Va11ey" was completed in 1992 by Administrative Intern Zane Bail. The second, titled "Preliminary Report—Feasibility Study for the Expansion and Development of Lebanon Cemetery" was completed Apri19, 1993, by a study committee of 11 individuals. The third document, was a memo prepared by Public Works Director Dennis Miranowski titled"Lebanon Cemetery" and was completed on March 14, 1997. Mr. Pederson stated that the data presented was mainly provided for background information and that most of the criteria was replicated or updated in the new survey which will be discussed next. PAGE 3 � • ' Future Expansion Andy Pederson distributed a report titled "Feasibility Study for the Operations, Expansion, and Development of Lebanon Cemetery", dated October 16, 2001. The study and its findings were based on data collected from the State, County, Apple Valley census profile, Minnesota Cremation Society, and a staff survey of 12 metropolitan area cemeteries. The study was conducted at the request of the Committee at its special meeting of September 5, 2001. Staff was asked to gather information and present it to the Cemetery Advisory Committee to assist in future recommendations to the City Council regarding the cemetery expansion. Mr. Pederson reviewed the information of the report in detail. Contents included population and death statistics for Apple Valley and Dakota County; average live expectancy; total and undeveloped acreage, number of lot sales and burials, and dates of establishment of the surveyed cemeteries; impacts of cremation burials; estimated lot sales and burials at Lebanon Cemetery, and preserving it for Apple Va11ey residents; resident versus non-resident lot sales; acquiring additional land; future staffing; and costs associated with expansion. The Committee discussed the report. Chair Anderson commended staff for the work in preparing the report and recommended a similar presentation of the findings be made to the City Council. Mr. Pederson said Committee Member Humphrey contacted him stating he would not be able to attend the meeting, and requested his opinions regarding the expansion be shared with the Committee. Committee Member Humphrey asked Mr. Pederson to voice these three items on his behalf. He suggested expanding the cemetery to 25 acres, expanding to the south and east of the existing cemetery, and mowing all of the grounds so it visually appears to be a cemetery. Based on the report and economies of scale, Committee Member Koepp recommended expanding the cemetery to a total of 40 acres utilizing space both to the south and east. Committee Member Raiche stressed the importance of making the right decision now, recognizing that the land won't be available forever. Committee Member Kemp said he believes a cemetery between 40 and 60 acres is ideal to manage, and recommend the City look at an expansion in the neighborhood of 40 acres. He further recommended expanding to the south and possibly mirroring the entrance. Committee Member Raiche suggested expanding the cemetery to the south 30 acres and to the east 10 acres. PAGE 4 � ' • � MOTION: Wagner, seconded by Raiche, based on the Feasibility Study for the Operations, Expansion, and Development of Lebanon Cemetery dated October 16, 2001, the Cemetery Advisory Committee recommends the City Council expand the cemetery to a total of 25 to 40 acres, with a preference of 40 acres. The Committee fizrther discussed various options for expansion. Vote was taken on the motion. Motion passed unanimously. MOTION: Kemp, seconded by Raiche, the Cemetery Advisory Committee strongly prefers the expansion be to the south of the existing cemetery, but understands availability, cost, and other factors may require the City Council to purchase property to the east. Motion passed unanimously. Monuments in Lawn Cremation Burial Sections Pamela Gackstetter said that in order to better meet the requests of customers, staff would like the Committee to consider allowing monuments in designated areas in cremation sections. This option does not currently exist. Andy Pederson stated that, if allowed, installation of a monument in a cremation section would have the same requirements as in a traditional section with only one change. Instead of a 2-foot maximum depth, staff is recommending a maximum of 1 feet. This is due to the overall reduced size of a cremation lot which is 3 feet 6 inches. In addition, a $100 lot monument charge would be incorporated into the rate and fee schedule. MOTION: of Kemp, seconded by Hadley,accepting staf�s recommendation to permit a monument to be placed on two or more cremation lots, in designated monument rows, provided the following requirements are met: the maximum monument length allowed is 60 percent or 6 feet, whichever is less, of the total purchased lot width, excluding cement wash; and 1 foot in depth, including cement wash, unless otherwise approved by the Cemetery Supervisor; and recommending a policy permitting monuments in cremation sections be forwarded to the City Council for adoption. Motion passed unanimously. Fee Schedule Survey Andy Pederson reviewed staff's proposed changes to the rate and fee schedule for 2002. Ms. Gackstetter said the proposed changes are a result of sales history, changes necessary due to the expansion, and the market survey. PAGE 5 � � • . Original Cemetery Rates Mr. Pederson said staff recommends the rate for lots within the historic cemetery be raised from $500 to $750 to more accurately represent the market cost of such a lot and better fit the overall rate structure of the cemetery. Staff also recommends a monument fee of$150 per lot, similar to the expansion area,be instituted in the historic cemetery. Expansion Cemetery Rates Staff recommends the current rate structure be maintained within the expansion area except as they relate to non-resident distinction. Non-Residential Rates Staff recommends the non-resident distinction, which is currently $150, be raised to $200 for traditionallots and columbarium niches, and cremation lots be raised from $75 to $100. Ms. Gackstetter said she is concerned that a difference higher than this may deter Apple Valley residents as well. The reason being, often times families will come in to purchase lots together. Some family members may be from Apple Valley and others may not. If the rate is too high for non-residents, it may encourage the whole family to look elsewhere. Committee Member Kemp agreed that the City needs to look at the big picture to ensure its policies don't hurt business and marketing. Burial Rates Mr. Pederson said staff recommends the interment/opening fee be raised from $550 to $650 for a traditional adult burial, and reduce the fees for children and infants to $450 and $275 respectively. Transfer Fee As mentioned at the last meeting and as allowed per State statute, staff recommends incorporating a new transfer fee of $15 to help offset the administrative costs associated with lot transfers. Columbarium Niche Plate Staff recommends another new fee be added to the rate and fee schedule to cover the cost of an additional columbarium niche name plate or a second inscription on a previously purchased niche plate. The proposed fee is$125. MOTION: of Raiche, seconded by Hadley, accepting the rate and fee schedule changes as proposed by staff and recommending they be forwarded on to the City Council for adoption. Motion passed unanimously. PAGE 6 . , � . Marketing Efforts Recap Ribbon Cutting/Dedication Ceremony Chair Anderson briefly recapped the events of the Ribbon Cutting/Dedication Ceremony of September 13, 2001, and thanked staff for the excellent job in coordinating and setting up the event. Media Coverage, Cable, Web Page,Brochure,Newsletter Mr. Pederson summarized some of the marketing efforts staff has been working on, including a redesigned web site, which includes cemetery agendas, minutes, and rates; the "Apple Valley Today" cable program, which will include information on the cemetery in an upcoming segment; forthcoming City Newsletter articles; as well as plans to create a brochure. Also mentioned were the two newspaper articles recently printed in local papers. Ms. Gackstetter stated the improvements at the cemetery have also greatly assisted in marketing. The majority of customers she has spoken with in the recent past have indicated their interest was generated or renewed due to recent improvements. Historic Cemetery Memorial As a follow-up to the discussion at the Cemetery Advisory Committee meeting of July 17 regarding the historic cemetery memorial, Andy Pederson presented information from the files pertaining to the memorial. The 1998 Cemetery Board and City Council approved the verbiage at that time. Outside of the request to alphabetize the Board Members' names, make some minar changes to names,and include the titles of officers and list them first,Mr. Pederson said any other changes would require additional City Council approval. MOTION: of Keopp, seconded by Kemp, to order the historic monument as was previously approved with the changes noted in the memo from Andy Pederson dated October 8, 2001, regarding the Commemorative Plaque. Motion passed unanimously. Cemetery Records Computer Demonstration Ms. Gackstetter and Mr. Pederson gave the Committee a brief demonstration of some of the capabilities and functionality of the GIS intranet cemetery program staff has worked on over the last year. Ms. Gackstetter said many hours have been dedicated to the program thus far,and when completed it should provide the City with a versatile tracking system. PAGE 7 . • , , OTHER BUSINESS Staff Andy Pederson informed the Committee that he has accepted a job in Whitewater, Wisconsin, and will be leaving the City of Apple Valley sometime before the end of the year. The Committee thanked Mr. Pederson for his work with the Committee and on the cemetery and wished him well in his new endeavor. Landscape Fund Chair Anderson said he hopes lot owners and/or families with loved ones at Lebanon Cemetery continue to support landscape improvements through donations to the City for landscape beautification. To further emphasize his support, Chair Anderson presented a personal check for $100.00 to be donated to the Cemetery Landscape Beautification Fund. Ms. Gackstetter thanked Chair Anderson for his generous donation and said she would gladly forward it on to the City Council in order to be officially accepted by the City. ADJOiJRN MOTION: of Kemp, seconded by Wagner, to adjourn the meeting. Motion passed unanimously. The meeting was adjourned at 5:02 p.m. Approved: PAGE 8