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HomeMy WebLinkAbout04/17/2001 • , MINUTES OF LEBANON CEMETERY ADVISORY COMIVIITTEE MEETING I� Apri117,2001 -2:00 p.m. Apple Valley City Hall CONIlVIITTEE MEMBERS PRESENT: Wilt Anderson, David Kemp, Reid Koepp, John Raiche,and Gary Wagner COMMITTEE MEMBERS ABSENT: Ranee Hadley and Gary Humphrey OTHERS PRESENT: Public Works Director Neal Heuer, Administrative Assistant to the City Administrator Andy Pederson, Public Works Supervisor Pat Flanders, Public Works Administrative Manager Pamela Gackstetter, and - Brett Anderson of ThisWeek Newspaper Chair�inderson called the meeting to order at 2:08 p.m. APPROVAL OF AGENDA MOTION: of Raiche, seconded by Wagner, approving the agenda. for toda.y's meeting as written. Motion passed unanimously. APPROVAL OF MINU�E� MOTION: of Kemp, seconded by Raiche, approving the minutes of the January 16, 2001,meeting,as written. Motion passed unanimously. NEW BUSINESS Activity Report Pamela Gackstetter reviewed the Lebanon Cemetery Activity Report, noting that first quarter activity included 9 lot sales and 7 burials. Per the respective requests of Committee Members Kemp and Humphrey at the last meeting, Ms. Gackstetter also presented sales data relative to pre-need versus at-need and Dakota County residents versus non-Dakota County residents. Ms. Gackstetter reviewed the details of pre-need versus at-need sales for 1999, 2000, and total activity through March 31,2001. Total activiTy for 1999, 2�00, and through the end of first quarter showed that out of 76 lots sold, 46 were pre-need and 30 were at-need. Ms. • • . Gackstetter stated that pre-need versus at-need statistics will be included in all future activity reports. Ms. Gackstetter then reviewed the data. as it rela�es to Dakota County resident sales. The 2000 activity showed that 341ot sales were to Dakota County residents, while six were to individuals residing outside of Dakota County. However, three of the six non-Dakota County sales had family members who had made prior purchases within Lebanon Cemetery; and the other three had family members who were from Dakota County and had made prior purchases. Ms. Gackstetter then reviewed the details of the 1999 activity and total activity through March 31, 2001. The total activity showed that out of 76 lot sales, 66 were to Dakota County residents and ten were to non-Dakota County residents. Of the ten, four had family members with prior purchases and three had family members from Dakota. County with �� prior purchases. In other words, only three 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. A question arose regarding family lots and whether the numbers reported reflected sales or burials. Ms. Gackstetter was asked to bring further clarification to the next meeting. Budget Update Andy Pederson stated there is approximately $156,000 left from the cemetery bond referendum and $135,000 in the regular cemetery fund. All of the bond money will be . exhausted as well as a portion of the regular fund on tha sign and fenee project, the survey, the flag poles, the columbarium, the historical marker, landscaping, lighting, and engineering costs. The Committee questioned if the regular cemetery fund was separate from the perpetual care fund. Mr. Pederson said the perpetual care fund and the regular cemetery fund are one in the same. The Committee further questioned if the City was legally responsible to separate these funds. Mr. Pederson said that this concern was brought to the attention of the Finance Director and the City Attorney. Both individuals believe the City is in compliance with a11 requirements and is permitted to utilize its regular fund for cemetery improvements and/or upkeep. Chair Anderson asked who sets the law regarding perpetual care and Committee Member Wagner asked if the City was allowed to set the dollar amounts. Committee Member Kemp said it is a State law and the State sets the percentages to be earmarked perpeival care. Mr. Kemp was then asked what portion of sales the Catholic cemeteries placed in perpetual care. He stated that the Catholic cemeteries aze different because they aze privately run and suggested staff contact Ron Gjerde at Lakewood Cemetery if they have questions regarding perpetual care. 2 � • • Chair Anderson asked Mr. Pederson if he had any concerns regarding the City's perpetual care/regular fund. Mr. Pederson said he did not. Cemetery Advisory Committee Appointments Chair Anderson informed the Committee that at its regular meeting on February 22, 2001, the Apple Valley City Council reappointed Ranee Hadley and Reid Koepp to the Cemetery Advisory Committee for terms expiring on or about Mazch 1, 2004. An updated list with the current terms of all commission and committee members is included in your packet. Chair Anderson further reminded the Committee Members to forward any address or phone number corrections or changes to Pam Gackstetter. Construction/Expansion Upd�te Sign and Fence Andy Pederson said the tentative schedule for delivery of the precast sections of the columns and the corner sign are the weeks of May 14 and May 21 respectively. Staff has been viewing samples of various color and texture of the precast concrete in order to make a recommendation. Staff has also been looking at the choice of font,the cut or molding of the lettering, as well as the coloring of the letters. The Committee viewed the latest samples. Mr.Pederson invited Committee Members to voice their opinion regarding the samples. He further stated stafFwill be making its final decision as soon as possible so that the contractor may begin fabrication of the stone. - The contractor may begin digging the holes for the fence �ext w�r;ek. Tfie fence installation is scheduled to begin May 28 or 29. Committee Member Koepp arrived the meeting at 2:40 p.m. Survey Andy Pederson said the City has contracted with Del Mar Schwanz out of Rosemount to survey and mark the cemetery. The contracting engineer estimates the project will take approximately one week. They are tentatively scheduled to begin May 1. They will be surveying and installing approximately 480 markers in Phase I and 125 in the historical portion of the cemetery. Electric Nea1 Heuer informed the Committee that he has been in contact with Dakota. Electric and has learned there aze two electrical service leads available to the cemetery. One is off of Pilot Knob Road near the proposed maintenance building; and the second one is off of County Road 42, east of the entrance road. Once all the frost is out of the ground, the electric can be installed. Mr. Heuer reviewed a map showing the proposed lighting. Staff 3 • • ` proposes placing the transformer in the center of the parking island; four carriage lights inside the road and directly across from each of the proposed feature areas; and spot lighting on the flagpoles, at the main entrance, and on the corner sign. The City will likely contract with Dakota Electric to install the transformer and carriage lights,but will need to obtain quotes and hire a subcontractor for the spot lighting. Mr. Heuer said that at tlus time staff does not recommend tapping into the electricallead off of Pilot Knob Road. He stated that the tie in at that location can wait until the time when the maintenance building is constructed. Mr. Heuer then asked the Committee for their recommendation. The Committee indicated it was in favor of staf�s lighting proposal. Chair Anderson asked whether the power to the corner sign would run over or underground. Mr. Heuer stated all electrical lines would be run underground. Mr. Heuer also informed the Committee that he is in the process of receiving quotes for the _ installation of a yazd hydrant at the cemetery. With summer fast approaching, the yard hydrant should greatly help visitors in maintaining live flowers and plants at the gravesite. Committee Member Koepp asked that the hydrant be placed so as to minimize vandalization. Mr. Heuer said that several City parks also have yard hydrants and, to the best of his knowledge,it has not been a problem there. Flagpoles Andy Pederson stated he placed the order for the flagpoles today. One 30-foot pole (for the United States flag)and two 25-f�et poles(for the State and local flags)were ordered: It will take approximately three weeks for delivery. Neal Heuer said he is scheduled to be on the agenda of the American Legion's Executive Board Meeting on April 30. He will ask the Board if they are interested in donating a11 or part of the costs associated with the 30-foot flagpole, since it will carry the United States flag. Mr. Heuer stated he would further use this opportunity to inquire as to whether or not the American Legion may be interested in funding or sponsoring one of the feature areas to honor veterans. Pat Flanders said the American Legion has already donated a new, properly sized United Sta.tes flag for the new flagpole. Trees Pam Gackstetter stated the City received a ca11 from a resident willing to donate to the cemetery several blue spruce trees. Ms. Gackstetter has asked one of the Streets Division's tree specialists to inspect the trees for health and overall condition to deternune whether it is reasonable to accept the donation. Based on the fmdings, stafF will act accordingly. 4 } + . .. � . � . , . . Ms. Gackstetter further stated she is coordinating the purchase and installation of several little leaf Linden trees around the outside of the parking area. Committee Member Ra.iche questioned what size the trees would be. Ms. Gackstetter said they would be 2-inch balled and burlapped trees. The remainder of the trees in Phase I will not be planted until Spring 2002. Committee Member Koepp asked if there will be many trees planted at that time. Mr. Pederson said although they are aesthetically pleasing, trees work against the cemetery business. It is the intention to beautify the cemetery with as many trees as possible accarding to the master landscaping plan devised by the Landscape Task Force. It was always intended that the master landscaping plan would be installed incrementally. Cost !, versus available funds will play a major role in the numbers of trees planted as well as the timing. Columbarium a. Granite Andy Pederson presented the latest rendition of the proposed columbarium. Mr. Pederson said that the original quote for the columbarium was obtained almost two years ago and was approximately $32,000. He recently received an upda.ted quote of$45,000. Based on the new price, staff went back to the drawing board to review its options. Based on price and future availability of material, staff is proposing changing the granite. Mr. Pederson presented samples of the new colors: Moonlight Gray and Academy Black. T'he quote on the new color selection was just a little over $30,000. Mr. Pederson asked for the Committee's opinion regarding the new selection. The Committee gave its approval of the new granite selections. Mr. Pederson said he must still obtaan a second quote on the columbarium. Hopefully, the order can be placed next week After which time, he will coordina.te the installation of the founda.tion. Committee Mernber Wagner asked how many niches the columbarium contained. Mr. Pederson stated there are 124, with the majority being double niches and the remainder being single niches. Committee Member Wagner questioned who would be installing the columbarium. Mr. Pederson responded that Cold Springs Granite will install the structure. Committee Member Kemp asked wha.t the cost would be to have the manufacturer install it. Mr. Pederson said it will cost $3,500. Committee Member Kemp said his staff ha.ve installed these structures before and the total set up time is only 20 minutes to one-half hour. Their cost is between$700 and $800. Perhaps the City may be able to contract with his staff in order to reduce costs. b. Pre-Construction Sa1es Andy Pederson stated staff would like to solicit the opinion of the Committee relati�e to pre-construction sales of columbarium niches. Mr. Pederson said that the money for the first coluxnbarium will come from the cemetery bond referendum, while it is the intent to fund future columbariums from niche profits as well as pre-construction sales. The 5 • � • Committee agreed that pre-construction sales was a good idea and suggested staff ftu�ther investigate the matter with the City Attorney. Mr. Pederson said it may be possible to generate additional sales by offering a reduced rate for pre-construction sales. Staff does not have a recommendation at this time as to the amount of reduction, but wanted to bring the idea to the Committee for discussion. After a lengthy discussion regarding the lowering the fees, the Committee decided not to recommend pre-construction sales at reduced rates. Grounds Update Mowing Contract Pat Flanders said the City received four quotes to mow and trim the cemetery. Last year this service was provided by Michael's Lawn Service at $165 per event. The total cost of mowing last year was $3,700. Again this yeaz the low quote was received from Michael's _ Lawn Service at a cost of $295 per event. Although this amount is up from 2000, the I contractor will be maintaining seven acres this year versus only two acres last year. Staff estimates 20 mowing events for a total of$5,900. The mowing contract will go before the City Council for a roval at its re ar meetin on A ri126. Pp � g P Chair Anderson questioned whether the contractor picks up debris. Mr. Flanders said yes. Chair Anderson further questioned if a dumpster was available on site for debris. Mr. Flanders said the City will be placing two 55-gallon drums on the grounds for this purpose within the next couple of weeks. Chair Anderson asked if the plywood and templates could be better hidden to keep the grounds looking better. Mr. Flanders said the Streets Division will clean up the cemetery grounds, including removing the plywood, templates, and excess dirt; and arranging for hydroseeding of the recent grave lots and damaged areas. Seed and Fertilizer Pat Flanders said that with the help of the Parks Maintenance Division he has identified a contractor who will reseed the five acres in Phase I for $300 to $400. Following the reseeding, the Streets Division will fertilize the grounds. In late summer, broad leaf control will be applied. Chair Anderson requested the road be swept. Mr. Flanders said it is scheduled to be swept next week. Committee Member Ra.iche thanked the Streets Division for a job well done. Mr. Flanders said he would be sure to forward the compliment on to his staff. 6 e ' • . Resalution Update Andy Pederson briefly reviewed the two handouts revising Resolution 1998-224, the Cemetery Policies, Rules, and Regulations. In the first copy, the additions aze underlined and the deletions are represented by strikethrough, making the changes very apparent. The second copy is simply a cleaned-up copy of the revised Cemetery Policies, Rules, and Regulations as adopted by the City Council on Februaiy 22, 2001, under Resolution 2001- 32. Mr. Pederson said that stafF worked diligently to incorporate all the recommenda.tions and changes requested by the Committee and staff, necessary for the anticipated opening of Phase I, or practical considering current knowledge and experience. This is more or less a housekeeping item that staff will update annually and present to the City Council for adoption. Expansion Area Ribbon Cutting Ceremony Mr. Pederson requested input from the Committee as to its ideas for a dedication ceremony for the opening of the expansion area. Mr. Pederson said that staff could begin selling lots in the expansion area as soon as the surveying and internal procedures are completed. However, staff thought it may be appropriate to wait until fa11 when the Cemetery Advisory Committee, the City Council, and other interested parties could attend a ribbon cutting/dedication ceremony. By delaying the dedication ceremony which will heighten exposure, staff can ease into Phase I sales, work out issues that may be encountered, and more importantly, improvements including the sign, fence, and columbarium will be completed and installed providing more of a visual impact. Mr. Pederson suggesYed a ientative date for the ribbon cutting/dedication ceremony sometime during the second week in September, perhaps in the eazly evening. Chair Anderson said he believes as many improvements as possible should be completed prior to the grand opening/dedication ceremony, especially if there would be much publicity. Chair Anderson questioned how the City will advertise. Mr. Pederson said at a minimum staff will advertise the ribbon cutting/dedication ceremony on the City's web site, the cable channel,and in the newspaper. The Committee agreed to a mid-September ribbon cutting/dedication ceremony. Mr. Pederson suggested the date can be pinpointed at the meeting in July. OTHER BUSINESS Operations&Development Presentation—by Dave Kemp Committee Member Kemp gave a presentation and handout to the Committee and staff on cemetery operations and development. This is the same presentation he gave during the breakout session at the 2000 Minnesota. Association of Cemeteries Convention held in St. Cloud, Minnesota. In particulaz, Committee Member Kemp provided insight regarding 7 � . e • issues related to buildings, equipment, grounds, standard of care, employees, and development. Chair Anderson thanked Committee Member Kemp for making the presentation and sharing his knowledge and experience in managing the operations of the Catholic Cemeteries with the Committee and staff of the Lebanon Cemetery. ADJOURN MOTION: of Wagner, seconded by Kemp, to adjourn the meeting. Motion passed unanimously. The meeting was adjourned at 4:15 p.m. Approved: 8