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HomeMy WebLinkAbout07/18/2000 , , • :� MINUTES OF LEBANON CEMETERY AI)VISORY COMMITTEE MEETING July 18,2000-2:00 p.m. Apple Valley Caty Hall COMMITTEE MEMBERS PRESENT: Wilt Anderson, David Kemp, Reid Koepp, John Raiche, and Gary Wagner COMMITTEE MEMBERS ABSENT: Math Fischer and David Quarberg OTHERS PRESENT: Acting 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 Tom � Holten of Corinthians Cemetery, �'armington,MN Chair Anderson called the meeting to order at 2:13 p.m. APPROVAL OF AGENDA MOTION: of Wagner, seconded by Kemp, 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 July 18 included 15 lot sales, 8 returns, and 10 burials. Ms. Gackstetter reminded the Committee that this information was requested at the last meeting and said that a quarterly activity report will be submitted as a regular agenda item for a11 future meetings. Budget Update Neal Heuer said there is approximately $127,000 remaining from the bond referendum money and $26,000 in the cemetery fund. It is staf�s intention to utilize this money to complete the sign and fence project and install the flagpoles. Mr. Heuer reported the estimated costs for the sign and fence, as well as the total project costs after the addition of engineering fees. � • . . The installation of flagpoles was originally included in Phase I of the project. Staff is proposing installing a 30-foot pole for the United States flag, and two 25-feet poles, for the State of Minnesota.and City of Apple Valley flags. Mr. �-Ieuer said the cost of the poles and installation is approximately$3,000. Mr. Heuer said the 2001 Cemetery Operating Budget was prepared and submitted to the City Administrator. He stated the proposed budget of approximately $30,000 includes a11 regular maintenance and activity such as lawn care, weed control, grave digging fees, and materials. Although the proposed budget is relatively small, future budgets will fluctuate according to activity and sales. Chair Anderson asked what items have already been paid. Mr. Heuer said the items already purchased out of the bond referendum money includes the eight additional acres; the engineer's design; the installation of utilities, curb, gutter, road, and parking lot; the fill, grading, rock picking, and seeding; as well as the computerized cemetery data base. � Committee Member Raiche arrived at 2:21 p.m. Chair Anderson questioned whether Phase I included the planting of trees and shrubs. Mr. Heuer responded that it did. At this time, staff is investigating whether we may be able to purchase some of the landscape plantings through grant dollars. He further said he believed we are financially on target to complete most of the items under Phase I. Committee Member Koepp asked if a water spigot will be available. Mr. Heuer indicated it could be added or attached to the existing fire hydrant. Chair Anderson inquired when lots would be available for sale in the expansion area. Mr. Heuer said staff is currently planning the opening for Spring of 2001. Andy Pederson said staff is considering a ribbon cutting ceremony in late Spring or early Summer of 2001, and that burials in that area prior to that time may become a hindrance. Chair Anderson asked what work is being done on the columbarium. Mr. Heuer said staff plans to work on it this fall and winter, with a proposed installation sometime next spring or summer. Construction/Expansion Update New Road Completed Mr. Heuer informed the Committee that the road, curb, and gutter are complete. The contractor was required to remove and repair portions of road because it did not meet the City's standards. The engineers have since reported they are satisfied with the work and the road system is complete. 2 . • • Seedin Neal Heuer reported that the grass seed has come along fairly well. This fall the expansion area will be treated for broadleaf�veeds and the bare spots will be top dressed with additional seed. Raising of Monuments/Markers Mr. Heuer reported that the monuments and markers in the low area were to be raised after the Fourth of July holiday. However, due to the July storms and flooding, the project was postponed. Pat Flanders said that Committee Member Kemp provided invaluable expertise. A total of 2 monuments and 3 markers were raised. Committee Member Koepp inquired as to the method used to determine the proper location for replacing the monuments. Mr. Flanders said that with the guidance and assistance from the City's engineering staff, a total station was used to anark the 4 corners of each headstone prior to ' removal. This technology allows the crew to virtually identify the exact location from which the headstone was removed. He stated the City used every precaution throughout this pracess recognizing that accuracy in restoring the site, with the headstones placed in their original location,would be important to family members. Removal of Existing Road Mr. Flanders estimated it will take 3 to 5 people approximately 7 to 8 work days to remove the road, fill the area with black dirt, and rock pick. Some areas will need to be hand dug due to recently installed fiber optics. Staff is in the process of receiving quotes on hydroseeding the raised area. Plywood bridges will be placed in a few areas until the grass comes in. Chair Anderson questioned how visitors will access the historic portion of the cemetery. Mr. Heuer stated they would enter via the new road and cross the seeded area by way of one of the plywood bridges. Committee Member Kemp suggested using cocomatting instead of the plywood bridges. This type of rnatting can also be used at gravesites at the time of the service if the area is wet or muddy. He recommended cocomat, which is made from heavy twine, as a preferred alternative to plywood, and suggested Mr. Flanders contact him for more information regarding it. Fencing and Signage Andy Pederson said the plans and specs for the fencing and signage will go before the City Council on August 10. City staff and the engineers are currently reviewing the plans and specs very carefully and finalizing the details. And that this process will tie in nicely as the Pilot Knob Road project draws to an end. Committee Member Koepp asked if the fence project was held up due to the Pilot Knob Road Project. Mr. Heuer answered that the delay was only minimal. Mr. Pederson gave a brief over of the construction timeline. He cited projects remaining for 2000 include raising of the headstones in the low area, removal of the existin� road, filling and seeding 3 . • , ` of the low area and former roadbed, grading the southeast corner of the historic cemetery, and installing the flag poles, corner sign, and decorative columns. Projects slated for 2001 include surveying and installing the lot corner markers, purchasing and installing the columbarium, and planting the landscaping. He said funding should be available as previously discussed by Mr. Heuer. Landscaping Update Mr. Pederson said the Cemetery Landscape Committee is in the process of putting together a landscape design master plan. The Landscape Committee is comprised of the following City staff: Jeff Kehrer, Mark Weimelt, Jo Colleran, Andy Pederson, Pam Gackstetter, and Pat Flanders. There are many issues which need to be considered, including existing soil types, species which are tolerant to salt, compaction, and sun, not to mention aesthetics and maintenance issues. Mr. Pederson said a comprehensive proposal will be presented at the next meeting. He will also invite the Landscape Committee members to attend so they may receive recognition for their effort in this project. , Chair Anderson asked if staff has an idea of the costs associated with this project. Mr. Pederson � said cost estimates have not yet been put together. After staff obtains preliminary cost estimates, it may be necessary to schedule incremental planting. Chair Anderson further asked what the funding source would be. Mr. Pederson explained that there may be multiple sources including the regular cemetery fund,the landscape beautification fund, donations,and grant dollars. Flagpole Update Neal Heuer said after reviewing information sent from American Flagpole, he is recommending one 30-foot pole and two 25-foot poles. The list price to purchase and install the 30-foot pole is $1,200 and $850 for each 25-foot pole. The total will be less than $3,000. Mr. Heuer said he would ask the American Legion if they would be willing to continue to supply the United States flag and if they would be interested in donating any of the poles: Chair Anderson stressed to staff the importance of correctly sizing the flags to the poles. Mr. Heuer said it may make sense to wait to install the flags and flagpoles. They may look out of place due to the lack of mature trees or other nearby structures. Chair Anderson suggested the existing flagpole be placed at the Central Maintenance Facility. Approve General Columbarium Design and Materials Andy Pederson reviewed the general columbarium design, stating that the proposed columbarium contains 124 niches and is 6levels high. Mr. Pederson passed granite samples around stating that the black granite, called Academy Black Granite, would be used for the doors; and the marble gray granite, called Iridian Granite, would make up the remainder of the columbarium. The granite selections chosen were recommended for two reasons: first, because of the local availability the cost is lower; and second, because it is estimated the granite will continue to be available well into the future. It is estimated the cost would be under $50,000. The City would 4 � - • � not need to go out for bid on the columbarium, but rather could obtain two quotes to satisfy the requirements for this type of purchase. Mr. Pederson said the columbarium comes pre-assembled and is installed by a crane. A total of four columbariums could be placed on each feature area pad. The rate and fee structure is set up so that the revenue generated by sales of niches in this columbarium will fund future columbariums. MOTION: of Raiche, seconded by Koepp, approving the general columbarium design and authorizing staff to prepare plans and specifications for City Council approval. Motion passed unanimously. OLD I3USINESS IZeview Monument and Marker Row Distinction � Mr. Pederson reviewed the handout depicting the monument and marker row distinction. The handout was updated to correctly reflect the monumenf and marker row distinction as directed by the Committee at the last meeting. Adopt Monument Placement Policy Per the direction from the last Cemetery Committee meeting, Mr. Pederson said staff further investigated the issues surrounding monument placement. In addition, staff surveyed other cemeteries. There are four main reasons for requiring a two-lot minimum in order to place a monument: minimize the solid wall of granite, maximize the green space, minimize maintenance issues, and stabilize the monuments. Mr. Pederson said staff is proposing a two-lot minimum, a maximum monument width and depth, but no height restriction. Because manufacturers are required to produce stable monuments and greater heights may be cost prohibitive, staff determined height not to be an issue. Mr. Pederson also revisited the concern regarding "wasted land" by requiring the two-lot minimum. Based on information staff received, the likelihood of lots being unused due to the requirement for two lots in order to place a monument is minimal. Nor is there any guarantee that single lots being sold will not go unused. Burials cannot be guaranteed. The Committee reviewed and discussed staffls proposal. MOTION: of Kemp, seconded by Raiche, adopting the following monument placement policy: No Monument shall be placed on less than two (2) Grave Lots. The maximum monument size the City shall allow is sixty (60)percent, or six (6) feet, whichever is less, of the purchased lot width, excluding cement wash; and two (2) feet in depth, including cement wash; unless otherwise approved the by the Cemetery 5 I . • • ' � � ' Supervisor. The City may require the purchase of additional Grave Lots_ to I, accommadate a Monument. �� I Motion passed unanimously. OTHER BUSINESS Pamela Gackstetter updated the Committee as to the health of Committee Member Fischer. Committee Member Koepp asked if the maintenance building was still scheduled. Mr. Heuer said it is proposed to be built within Phase II. Chair Anderson welcomed Tom Holten,President of Corinthians Cemetery. ADJOURN � MOTION: of Wagner, seconded by Kemp, to adjourn the meeting. Motion passed unanimously. Meeting adjourned at 3:25 p.m. Approved: 6