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HomeMy WebLinkAbout10/17/2000 � . � MINUTES OF LEBANON CEMETERY ADVISORY COMMITTEE MEETING October 17,2000-2:00 p.m. Apple Valley City Hall COMMITTEE MEMBERS PRESENT: Wilt Anderson, David Kemp, Reid Koepp, and Gary Wagner COMMITTEE MEMBERS ABSENT: David Quarberg and John Raiche OTHERS PRESENT: Public Works Director Neal Heuer, Administrative Assistant to the City Administrator Andy Pederson, Public Works Supervisor Pat Flanders, Public Works Administrative Secretary Pamela Gackstetter, and Streets Division Employees Jeff Kehrer and Mazk Weimelt Chair Anderson called the meeting to order at 2:20 p.m. APPROVAL OF AGENDA MOTION: of Kemp, seconded by Wagner, approving the agenda for today's meeting as written. Motion passed unanimously. APPROVAL OF MINUTES MOTION: of Kemp, seconded by Koepp, approving the minutes of the July 18, 2000, meeting, as written. Motion passed unanimously. NEW BUSINESS Activity Report Pamela Gackstetter reviewed the Lebanon Cemetery Activity Report, noting that 2000 activity through October 17 included 331ot sales, 8 returns, and 17 burials. Ms. Gackstetter stated she has received numerous inquiries from callers citing interest in the cemetery as well as compliments on what the City has done as far as improvements related to the expansion. Construction/Expansion Update Seeding Neal Heuer recapped the planting of grass seed in the expansion area. He sta.ted that heavy rains following the first seeding washed away or displaced much of the seed, resulting in sparse grass and numerous weeds. The area was treated for broadleaf weeds and re-seeded in September. However, the unusually dry weather following the second application did not allow for full � • ' . germination. Consequently, City staff will re-seed as necessary in spring. Mr. Heuer also reported on the hydroseeding of the swale area,where it appears that the seed is growing well. Existing Road Removed Mr. Heuer reported that the existing road was removed and filled with black dirt. It was sloped to tie into the area where maintenance personnel had recently raised 5 headstones and to provide adequate drainage. A contractor was hired to hydroseed the existing road and swale area. Chair Anderson asked where the swale was located. Mr. Heuer said there was a low spot near the exit onto Pilot Knob Road. The swale runs east to west, with a one-percent grade flowing to the east, which helps to avoid ponding. Mr. Heuer further said there is a potential during Phase II to add storm sewer and tie it into the catch basin, in order to eliminate the swale altogether and provide for more desirable lots. Southeast Corner Graded Andy Pederson said Streets Division employees graded the small cliff on the southeast corner if the existing cemetery and replaced it with a gentle slope. This area was hydroseeded along with the existing road and swale. Mr. Pederson stated that this work has made a notable improvement in the appearance in the southeast corner. Fencing and Signage Andy Pederson said that bids for the fencing and signage were received. The lowest bid was $101,000 and included all the decorative columns, the sign for the northwest corner of the cemetery, and the fencing. The bidding climate at this time allowed the City to receive a better price. The bid was written with all work scheduled for completion by June 1, 2001. The City Council awarded the fencing and signage contract at its regular meeting on September 28. Chair Anderson asked if any work would begin this year. Mr. Pederson said it is unlikely that much visible work would be done this fall. The contractor may install some footings or relocate some of the fiber optics. However, a11 work must be completed by June 1, 2001. Lot Survey/Lot Markers Mr. Pederson said that one of the first steps in developing Phase I of the expansion area involves the surveying and marking of the lots. To that end, Pam Gackstetter has coordinated the entering of information in a database to determine the identification numbers for each lot. Ms. Gackstetter will proof the data and prepare lists of lots requiring survey markers. Upon completion, steel markers will be purchased and engraved with the appropriate lot identification numbers. Then, the City will hire an engineering firm to survey the lots and stake them with the steel markers. Depending on the length of time required for engraving and the weather conditions this falUwinter, the surveying may be able to be completed this year. However, it is more likely the work will be completed next spring. 2 � • • Committee Member Kemp suggested the City hire a surveyor with experience in surveying cemetery lots. Chair Anderson asked if Mr. Kemp had any recommendations. Committee Member Kemp said he would be happy to share the information he has on file. Chair Anderson asked whether the City would be able to complete a11 the projects necessary to open Phase I of the expansion area in June of 2001. Mr. Pederson said he believed it was possible. Chair Anderson further asked if the necessary funding was available for the projects mentioned. Mr. Pederson said that the estimates and quotes received tlius far for the projects planned in Phase I are in line with current fund balances. Cemetery Committee Member Replacement Chair Anderson sadly informed the Committee that Math Fischer lost his battle with cancer and recognized the devastating loss. Committee Member Fischer was a valuable member of the Cemetery Committee who gave generously of his time and resources. He will be greatly missed and will be hard to replace. Mr. Pederson said that if any Committee Members know of someone interested in serving on the Cemetery Committee, the interested party should contact the City Clerk's office to obtain an application. The City Council will appoint Math Fischer's replacement. Chair Anderson said he would prefer a candidate with experience or interest in the cemetery industry, in that it is likely he or she would be more valuable to the Committee. And he encouraged Committee Members to forward any suggestions on to Ms. Gackstetter or Mr. Pederson. Committee Member Koepp asked if it was necessary for the candidate to be an Apple Valley resident. Mr. Pederson said no. Landscaping Update Andy Pederson said the Cemetery Landscape Committee has been working on the master landscape design since December 16, 1999. In particular, he recognized and thanked Streets Division employees Jeff Kehrer and Mark Weimelt and Natural Resources Coordinator Jo Colleran, stating that this project would not have been possible without their help and guidance. Pamela Gackstetter, Pat Flanders, and Andy Pederson were also members of the Cemetery Landscape Committee. Mr. Pederson said there were many issues to consider as the master landscape design was put together, including the function of the land, the maintainability, aesthetics, and risk management. Aesthetics being the most important to the customer and for lot sales, and yet the least important relative to development. When selecting species and placement, the Landscape Committee considered salt, snow, and drought tolerance; soil and p.h. tolerance and adaptability; sun and shade adaptability; size of specie and area to mature; function of spaces; pathways and parking concerns; and machinery. Also considered were known tree diseases such as Dutch elm and oak wilt. 3 . • ' . Committee Member Wagner asked if the root systems would be a hindrance in the cemetery. Mr. Pederson said root systems were considered and that the majority of roots lie within the top one to one and one-half feet. Mr. Pederson presented the master landscape design in detail, along with pictures of the various species. The Cemetery Committee discussed the sections as presented. Mr. Kehrer and Mr. Wiemelt provided answers to technical questions and assisted with explanations regarding the Landscape Committee's recommendations. Committee Member Kemp described an area at Resurrection Cemetery that utilizes cremation rocks for clientele whom desire a more natural setting. Chair Anderson questioned when the plantings would be ordered. Mr. Pederson said the Landscape Committee wanted to wait on developing a purchasing scheduled until it received approval on the design from the Cemetery Committee. However, the intention is that the plantings will be done incrementally according to the phases of development. In addition, it may be necessary to order and purchase different species at different times. Quality of stock, availability, and recommended times for transplanting will also be considered. In addition, plantings in some areas are contingent on other work being completed first. For example, the trees around the perimeter of the cemetery would not be planted until the fence was completed so as not to damage the root systems during the fence installation. Chair Anderson asked whether the trees around the perimeter would be planted inside or outside of the fence. Mr. Pederson said they would be planted within the fence. Committee Member Koepp questioned whether there was adequate room inside the fence in the historical portion of the cemetery for plantings. Mr. Pederson said the Landscape Committee had considered burials during its design process; and that once areas are marked for planting, maintenance personnel will probe the area due to the potential for unmarked graves. Chair Anderson asked if any of the landscaping would be installed by June 1,2001. Mr. Pederson said it would be very limited, with the possible exception of some plantings being installed in or azound the center island of the parking lot. Committee Member Wagner complimented the Landscape Committee on the design. Mr. Pederson thanked the Committee for its efforts in putting together the master plan. Chair Anderson asked if the City Council had seen this plan. Mr. Pederson said they have not. Chair Anderson said he would recommend staff present the plan to the City Council as well. Committee Member Anderson complimented staff on the nice job it was doing on maintaining the cemetery. Mr. Pederson said Streets Division personnel were largely to thank for those efforts. 4 ` � • • OTHER BUSINESS Minnesota Association of Cemeteries Annual Conference Pamela Gackstetter informed the Committee that she had recently attended the Minnesota Association of Cemeteries (MAC) Annual Conference in St. Cloud on behalf of the Lebanon Cemetery of Apple Valley. Committee Member Kemp was also in attendance on behalf of the Catholic Cemeteries. Ms. Gackstetter stated this is the third conference she has attended and has found each one to be of value. The conferences are very educational and provide an excellent opportunity to network with other cemeterians, from whom invaluable insight may be gleaned �, relative to policies, procedures, and operations. This year's conference attendees also enjoyed a I tour of a quarry,production plant, and the viewing of a granite blast. I Ms. Gackstetter and Committee Member Kemp briefly described some of the recent changes in Minnesota Law relative to cemeteries as discussed at the conference. Committee Member Kemp stated that MAC actively participated in helping to develop language for these changes. Chair Anderson said he was glad Ms. Gackstetter was able to attend the conference on the City's behalf and felt that the information gained was valuable. Disinter and Re-interment Ms. Gackstetter stated she recently had a family indicate they may be interested in disinterring and re-interring a loved one from the historic portion of the cemetery into the expansion area. The family asked if the City might consider reducing its rates so that a burial transfer would be more economically feasible. The Committee discussed various possibilities of making a burial transfer more affordable. Chair Anderson stated whatever the policy, it must be consistent for all. The Committee asked staff to further investigate the matter and make a recommendation to the Committee regarding burial transfers. ADJOURN MOTION: of Kemp, seconded by Koepp, to adjourn the meeting. Motion passed unanimously. Meeting adjourned at 4:25 p.m. Approved: 5