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HomeMy WebLinkAbout07/17/2001 . � � MINUTES OF LEBANON CEMETERY ADVISORY COMMITTEE MEETING July 17,2001 -2:00 p.m. Apple Valley City Hall COMMITTEE MEMBERS PRESENT: Wilt Anderson, Ranee Hadley, Gary Humphrey, Reid Koepp, John Raiche, and Gary Wagner COMMITTEE MEMBERS ABSENT: David Kemp OTHERS PRESENT: 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 2:00 p.m. APPROVAL OF AGENDA MOTION: of Koepp, seconded by Wagner, approving the agenda for today's meeting as written. Motion passed unanimously. APPROVAL OF MINUTES MOTION: of Koepp, seconded by Wagner, approving the minutes of the April 17, 2001, meeting, as written. Ayes — 4, Nays — 0, Abstained — Hadley and Humphrey. Motion passed. NEW BUSINESS Activity Report Pamela Gackstetter reviewed the Lebanon Cemetery Activity Report, noting that second quarter activity consisted of 61ot sales, 2 transfers, and 4 burials. Of the 61ot sales, 4 were residential and 2 were nonresidential; and 5 were purchased preneed and 1 was purchased at time of need. Of the 4 burials, 2 were traditional and 2 were cremain. Ms. Gackstetter recapped the data presented at the April 17 meeting relative to the number of lot sales to Dakota County residents versus non-Dakota County residents. The total activity showed that out of 76 lot sales, 66 were to Dakota County residents and 10 were to non-Dakota County residents. Of the 10, 4 had family members with prior purchases and 3 had family members from Dakota County with prior purchases. In other words, only 3 out of the 76 total lot sales from December 10, 1998, to March 31, 2001, were made to individuals outside of Dakota County with no prior affiliation with Lebanon Cemetery. • � • . Budget Update Andy Pederson stated there is $129,189.15 remaining in the cemetery bond fund, of which approximately $114,513.02 is already committed to cover expenses associated with the columbarium, lot survey, etc. There is $152,140.17 in the regular cemetery fund. The amount remaining in the regular fund is contingent upon future activities. For example,Mr. Pederson said, the cost of installing the columbarium footings ranges between $5,000 and $19,000 depending upon the number of footings installed. Chair Anderson questioned whether there may be some cost savings realized if the City were to contract with the Catholic Cemeteries to assist in installing the columbarium, as was mentioned at a previous meeting, and/or its footings. Mr. Pederson responded that staff felt it best to contract the installation of at least the first columbarium with Granit Bronz,the manufacturer, so they maintained liability until the columbarium was set. Mr. Pederson further said it is stafPs intent to have City employees available to view the process should the City wish to rent a crane and install the next columbarium on its own. As far the footings, that was not something with which the Catholic Cemeteries would have been able to assist the City. Chair Anderson said his main concern is that there is enough money left to install the amenities needed for the cemetery to market itself. Mr. Pederson further stated staff has completed its proposed 2002 cemetery budget. The 2001 approved cemetery budget is $32,030 while the 2002 proposed budget is $49,280. Mr. Pederson stated the reason for the increase is due to engineering costs, landscape improvements, pass through digging fees, etc. Of course, staff's proposed budget will be reviewed by Finance, Administration, and the City Council. The City Council make any changes it recommends and will approve the final 2002 City budget, which includes the cemetery portion, sometime in December. Cemetery Address Andy Pederson said staff had requested an official address from the County for the cemetery. The City has received said address which is 5450— 150�' Street West. Although most people were fine with being told the cemetery was located°on the southeast quadrant of County Road 42 and Pilot Knob Road, Ms. Gackstetter said others insisted on being given a numbered address. Construction/Expansion Update Sign and Fence Andy Pederson reported that the sign and fence project is almost complete. At this time, the City's engineers have provided the contractor with a punch list of items remaining to be completed or needing repair. Some of those items include missing caps, restoration along County Road 42, and rough spots on the back of the main sign which need to be smoothed out. When the sign is completed,the graffiti protectant will be applied. Mr. Pederson noted that the contour of the ground along the exterior roadways as well as the changing right of way made it difficult to install the fence perfectly straight. In an effort to minimize the efFect, the contractor was instructed to install the fence at a level different than the grade in PAGE 2 . . � some areas. When the contractor is done, the Streets Division will go back to those areas and regrade them to better match the grade of the fence. Committee Member Raiche asked if the City planned to install fencing along the east side of the cemetery. Mr. Pederson said that the east and southern sections of fence are planned as part of future phases. The reason the east section was not included in Phase I was the possibility of expansion as identified in the Master Development Plan. Committee Member Raiche asked if there was concern over vandals being able to enter through the unfenced sections. Mr. Pederson responded that the installation of the light poles along the internal roadway as well as the police officers who regularly roam the area should help discourage vandalism. However, it is almost impossible to protect against individuals determined to commit vandalism. Survev Andy Pederson said the surveying and installation of lot markers throughout Phase I and the southern and eastern areas of the historic cemetery was completed approximately one month ago. Committee Member Koepp asked if the markers included lot identification numbers. Mr. Pederson said that almost all of the markers in the expansion area were engraved with the specific lot identification number to which the marker corresponded. A small number of blank markers were installed in the expansion area for control points. Approximately 125 blank markers were installed in the historic section at the corners of the Blocks and Additions in the areas with open lots. Electric Mr. Pederson presented electronic pictures of the four light poles Dakota Electric installed on the corners of the interiar roadway as well as the transformer located in the northern portion of the parking island. Mr. Pederson said the lighting for the main sign, the center column, and the lead for the maintenance building will be installed at a later date. Committee Member Humphrey asked staff to have Dakota Electric eliminate the shield within the lamp of the light poles so the light is not defused. Dakota Electric often places these shields in residential areas to block light which may be disturbing to neighboring homeowners. Fl�oles Andy Pederson said the three flagpoles were installed just after the Fourth of July. The total cost for the poles was approximately $3,800.00, of which the Apple Valley American Legion Post 1776 donated $1,400.00. Ms. Gackstetter said she has ordered a sma11 plaque which will be placed on the United States flagpole recognizing the Legion for its generous contribution. Trees Ms. Gackstetter reported that 11 little leaf Linden trees were purchased and planted along the perimeter of the parking lot. Mr. Pederson said heavy rains following the planting caused the newly planted trees to lean. The Streets Division straightened them, but PAGE 3 i • � . � additional rains caused them to become unstable and lean again. The maintenance crews then staked the trees upright. At this point, the weather turned very dry. Mr. Flanders said the maintenance crews spent a lot of time watering the trees trying to keep them alive. Although the trees have suffered substantially due to the weather, Mr. Flanders indicated he is hopeful the trees will recover. Those that don't make it can be replaced next spring. Mr. Pederson said staff would like to plant additional trees this fall or next spring and will make a determination as far as what will be planted within the next few months. Andy Pederson said the spring storms also took a tree in the historic portion of the cemetery. Corrunittee Member Koepp said he noted the tree was down and removed but , questioned if the stump would also be removed. Mr. Flanders indicated it would be � removed shortly. � Committee Member Koepp questioned whether the City would be placing additional curbing along the roadway. Mr. Pederson stated the existing curb was strategically placed to assist in directing water to the storm sewer system. With only 12 stalls in the parking lot, less curbing is desirable because it permits vehicles to partially pull off the roadway and park, allowing others to pass. Mr. Pederson further stated the City is aware of low spots in the cemetery that may need to be elevated to assist with the runoff. Mr. Flanders confirmed that maintenance crews will be working on some of these low areas within the next month. Columbarium Andy Pederson said the construction of the columbarium is on schedule and the tentative delivery date from the manufacturer is August 20. The grading work still must be done. Because of the high and low elevations in the area, grading and placement of the columbarium far water runoff is a bit more difficult. Mr. Pederson indicated that staff has been working for several weeks on a master design for the placement of the columbariums proposed for this feature area. The goal of the design is to maximize the space and open feeling between the future columbariums, while emphasizing the beauty of the structures by the angle of their placement. Chair Anderson asked how many niches each columbarium had. Mr. Pederson responded that there are 124, with the majority being double-capacity niches and the remainder single niches. Grounds Update Yard Hydrant Pat Flanders informed the Committee that the Utilities Division installed a yard hydrant south of the roadway leading to Pilot Knob Road. Although it is not elaborate, it is operational. The Streets Division will install a sma11 bituminous pathway from the roadway, which will make it more accessible. In addition to the regrading along the fence and the filling of the low areas behind the interior road that hold water as was mentioned earlier, Mr. Flanders stated maintenance PAGE 4 . � employees will also be raising some markers. Mr. Flanders then recapped the efForts associated with the contractor hired to hydroseed portions of the cemetery. Many of the monuments and markers needed to be cleaned of the residue left from the hydroseeding. After two hydroseeding applications which were not successful, the City contracted with another seeding company. Unfortunately, the high heat and lack of rain made it nearly impossible for the seed to grow. The City watered the lawn with a water cannon between the hours of 6:30 a.m. and 3:00 p.m. as was permissible under the City's watering restriction, but it still suffered. Mr. Flanders said the grass may be starting to come back a bit now, but it too has been stressed; and the rate of success which was hoped for with the seed was not attained. The Streets Division will do what is necessary this fall and next spring to maintain the grounds and get the grass to grow. Columbarium Niche Plate Design The Committee looked at the sample niche plate designs presented by staff. Pamela Gackstetter presented the Committee with the information she received from Granit Bronz relative to pricing, shipping,plaque and lettering size, and o�dization or coloring. She also stated that the engraved lettering could take several months longer to produce than the raised bronze lettering. MOTION: of Hadley, seconded by Koepp, recommending the City only make one design available for purchase, that it choose the plate with the wreath backdrop, and that all niche plates are ordered with raised lettering. The Coinmittee discussed the coloring of the niche plate. MOTION: of Humphrey, seconded by Hadley, amending the foregoing motion to permit staff to further investigate oxidation and coloring options and select that which is the best match. Motion passed unanimously. Vote was taken on the amended motion. Motion passed unanimously. PAGE 5 i � � i Committee Member Humphrey asked if vase holders and/or other like attachments would be allowed on the face of the niches. Mr. Pederson said the manufacturer recommended disallowing such accessories. However, placing of flowers at the base of the columbarium is to be expected. Fee Schedule Double Burial '� Pamela Gackstetter stated she received a request from a customer who asked to have the Committee consider if it would recommend to the City Council reducing the current digging fee for interring cremains if both burials were to take place at the same time. MOTION: of Anderson, seconded by Humphrey, recommending each burial incur a digging fee regardless of whether the interment takes place at the same time or in the same lot. The Committee reviewed its current burial rates; and discussed the possible frequency of similar requests, the potential of any savings if the digging was done at the same time, and the likelihood of other requests for a reduction in fees to accommodate personal needs. Vote was taken on the motion. Ayes—6,Nays—1. Motion passed. Columbarium Niche Plate Mr. Pederson said the fee of$275.00 for opening and closing of a niche has been approved by the City Council; and staff is proposing $125.00 for an additional columbarium niche plate. With the first columbarium about to be installed, and the rates ultimately going into effect, staff wanted to review the rates to ensure they met with the Committee's approval. The Committee discussed the current rates and agreed they appeared to be in line with what would be appropriate. Transfer Fee Mr. Pederson said the City currently does not charge its customers for the administrative costs associated with the transferring of a cemetery lot. The State of Minnesota allows cemeteries to charge $15.00 per transfer. Staff recommends the Committee recommend to the City Council authorizing said charge. MOTION: of Humphrey, seconded by Anderson, recommending the City Council authorize a $15.00 Transfer Fee be included in the City's cemetery rate structure. Motion passed unanimously. PAGE 6 � . • � � Expansion Area Declare Phase I Open for Sales MOTION: of Humphrey, seconded by Hadley, declaring Phase I open for lot sales effective August 1,2001. Motion passed unanimously. Ribbon Cuttin�/Dedication Ceremony Mr. Pederson said staff would like to hold a dedication ceremony sometime this fall to recognize and honor those who had the vision to expand the cemetery and those who have worked so tirelessly to see it come to fruition. At this time, a tentative date and time have been set for Thursday, September 13, at 6:00 p.m. This time would nicely accommodate the City Council who have an informal and regular meeting scheduled that evening. Staff's plans include invitations to the public, City stafF, the Mayor and City Council, former board members and their families, and the media. Ms. Gackstetter said she will place a ribbon so the City Council may ceremoniously cut it, recognizing the expansion area's official opening. She will have punch and cookies far the guests and perhaps some sort of dedication wreath and/or flowers. Mr. Pederson stated that the columbarium will be set and the finishing touches on the sign and fence project will be complete. Mr. Pederson asked the Committee if it had any other suggestions for the ceremony. Committee Member Humphrey said perhaps the American Legion's Color Guard would be willing to take part in the ceremony. Ms. Gackstetter said she would see that they were invited to participate. Historic Cemetery Memorial As part of the dedication ceremony, staff would like to purchase and have installed the historic cemetery memorial as directed by the Board of Directors before it transferred the cemetery to the City of Apple Valley. Ms. Gackstetter said she requested updated quotes for the memorial. Staff is proposing a pedestal structure with a slant face constructed of the same polished Academy Black granite as will be used on the columbarium. The proposed pedestal is 2-foot,4-inches wide by 1-foot, 10-inches deep, and 30 inches high. The face of the pedestal will have a beveled edge and contain a bronze marker with the verbiage as proposed by the Board of Directors of the Lebanon Cemetery, Inc., with the addition of the transfer date and the Board of Directors' names listed in alphabetical order. Ms. Gackstetter said thus far she has received two quotes with the lowest quote coming from Fred Mangano of Monumental Expressions. Mr. Pederson said staff recommends placing the structure on the southeast corner of the historic cemetery. The Committee reviewed the verbiage of the plaque as well as the proposed design and placement of the structure. The Committee agreed that the proposed verbiage, design, and placement of the structure was acceptable. Committee Member Humphrey requested his then title of "Mayor" be added to his name, and "Council Member" be added to Ginny Sterling's name. He then requested staff check with Council Member Sterling to determine how she wanted her name to read. Chair Anderson asked that his name be changed to PAGE 7 � . • - "Wilton". Ms. Gackstetter said this discussion reminded her there may have been discussion from the former Board of Directors to include officers' titles. The Committee � agreed that Chair Anderson's name should carry his then title of "President". Ms. Gackstetter said she would review the former Board of Directors' directives to determine if any other changes were to be made. Ms. Gackstetter said she would also double check with all the individuals whose names are to appear on the plaque to ensure they appear in the manner they would prefer. Committee Member Humphrey left the meeting at 4:15 p.m. Receive Direction on Marketing Andy Pederson asked the Committee if it had any suggestions or ideas regarding marketing and where it would like to see staff concentrate its efforts. Committee Member Raiche said he would recommend the talking to the media, placing information on cable TV, and , including articles or information in County publications. Chair Anderson said he would I like staff to create a brochure and include an article and/ar information in the next two City Newsletters. The Committee also discussed the option of putting an ad in the newspaper. Mr. Pederson thanked the Committee for its suggestions. He also said staff will put together a press release for the dedication ceremony and should have information available on the website sometime mid-August. Cemetery Records Computer Demonstration Staff was unable to provide the Committee with the GIS demonstration due to a connectivity issue. Considering the time, the Committee agreed to hold the demonstration until the next meeting. ADJOURN MOTION: of Raiche, seconded by Wagner, to adjourn the meeting. Motion passed unanimously. The meeting was adjourned at 4:30 p.m. Approved: PAGE 8