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HomeMy WebLinkAbout04/18/2000 • � MINUTES OF LEBANON CEMETERY ADVISORY COMMITTEE MEETING Apri118,2000-2:00 p.m. Apple Valley City Hall COMMITTEE MEMBERS PRESENT: Wilt Anderson, David Kemp, David Quarberg, John Raiche, and Gary Wagner COMMITTEE MEMBERS ABSENT: Math Fischer and Reid Koepp OTHERS PRESENT: Acting Public Works Director Neal Heuer, Administrative Assistant to the Ciiy Administrator Andy Pederson, Public _ Works Supervisor Pat Flanders, Public Works Administrative Secretary Pamela Gackstetter, Marge Hegland,and Marcella Schindeldecker. Chair Anderson called the meeting to order at 2:07 p.m. APPROVAL OF AGENDA MOTION: of Raiche, seconded by Kemp, approving the agenda for today's meeting as written. Motion passed unanimously. APPROVAL OF MINUTES MOTION: of Kemp, seconded by Raiche, approving the minutes of the January 18, 2000, meeting, with the correction of contacts to contracts in the fourth sentence of the fifth paragraph on the fifth page. Motion passed unanimously. NEW BUSINESS Committee Members Kemp and Wagner Approved Chair Anderson congratulated Committee Members Kemp and Wagner on their three-year term approved by the City Council at its regular meeting on March 2000. Rate and Fee Structure Approved Andy Pederson informed the Cornmittee that the City Council approved the ordinance amending the section of the City Code which adjusts the cemetery rate and fee structure. Regarding the amendment, the City Council requested the following: first, that the Cemetery Committee review the rate and fee structure annually at its October meeting and bring any recommended changes to the City Clerk who will incorporate the changes into the ordinance which is amended annually in � • . December; and second, that staff monitor the resident/non-resident distinction and make a recommendation when appropriate. Database Contract Approved Nea1 Heuer said the City has contracted with Bonestroo, Rosene, Anderlik and Associates to develop a web-based geographical information system (GIS) which would make computer aided design (CAD) drawings of the cemetery available� on the web. Initially the data would be available only to City staff. However, in the future,the public would be able to access portions of the data. Mr. Heuer stated the City would proceed slowly, ensuring the accuracy of the data prior to releasing it to the public. He further said staff will carefully consider the type of data it makes available so as not to create a simple marketing tool for vendors. Chair Anderson cited he had recently read an article in the Pioneer Press which stated some cities are not complying with the Right to Know Act and cautioned staff not to make this mistake. Mr. Heuer said staff would look _ to the City Attorney and City Clerk for guidance regarding which data would be protected under data privacy and which data would be considered public. New Mowing Company Contracted Neal Heuer said the Public Works Departrnent received quotes for mowing and trimming the cemetery. The company with the lowest quote was Michael's Lawn Service and came highly recommended. The price dropped to $175 per time versus $225 per time last year. Pat Flanders said last year the cemetery was mowed 19 times, which means it is mowed almost weekly. In addition to the services provided under the mowing contract, Mr. Flanders said the Streets crew provides grounds maintenance and cleanup as necessary. Construction/Expansion Update Road Because of the current road weight restrictions, the contractor has not been able to complete the interior road. Mr. Heuer stated that if the weather cooperates,the road should be in by mid-May. However, he reminded the Committee that the road was scheduled to be installed last fall but was postponed due to the rain. Grading/Fill Mr. Heuer said the Streets crew will be picking rocks in the expansion area the week of Apri124, weather permitting. Public Works is working with members of the Parks Department who will seed the cemetery after the road is installed. Following completion of the road, the area abutting the road will be graded. Then, the existing road will be removed. Neal Heuer said staff thought it would be best to wait until after Memorial Day to raise the markers and monuments and fill in the low spots on the west side of the existing road. Mr. Heuer said it is likely the raised area in the existing cemetery will by hydro-seeded. A plywood walkway will also be placed so people can move around. Once the grass is established, there may need to be some additional touchup. Committee Member Quarberg asked who would 2 . • � mow the newly seeded area. Mr. Heuer responded that the Public Works Department would be responsible for mowing the expansion area. Flag Lighting Mr. Heuer said he was told the United States flag is to be illuminated during the hours of darkness, but questioned whether the cemetery was exempt. Currently there is no power at the cemetery. Initial conversations with Dakota Electric indicate it would cost approximately $30,000 to bring electric to the site. Mr. Heuer stated this would not be feasible considering the cemetery's budget. Ms. Gackstetter said the information she found on the internet indicated the flag must be illuminated so as to correctly decipher each color in the flag. She questioned whether the amount of light on County Road 42 would be enough to satisfy this requirement. Chair Anderson said the cemetery has been in existence since the 1800s and has always flown the United States flag without a light. He speculated that it should be okay to continue to do so until such time as electric is available. Flagpole Donation Mr. Heuer said he asked the American Legion whether they would be willing to provide the cemetery with a United States flag. The Legion said they would donate a flag to the City for use at the cemetery. Chair Anderson expressed concern that the flags are properly sized for the poles. Mr. Heuer said he will research the proper pole and flag size for the proposed area. Landscaping Update Andy Pederson updated the Committee as to the cemetery landscaping plan. Mr. Pederson stated that while aesthetics is one of the least most important components of developing a design, visitors view it as the most important. He said staff is trying to balance these competing concerns as it continues to work through the landscaping design. At this time, a sketch concept is being developed. The species will be selected later. Mr. Pederson said plant health and availability are being considered as to the timing of the planting. Some plantings may be placed this fall, but the inajority are likely to be planted next spring. Approve General Fencing Design Mr. Pederson described the proposed fence as a commercial grade, black aluminum picket fence that is supposed to be salt tolerant. He said it is the City's intention to install the fence along County Road 42 and the northern half of Pilot Knob Road this fall. Committee Member Kemp expressed concern with the liability of having a picket fence and asked if other designs were reviewed. Mr. Heuer replied that he believed the pickets to be blunt and that as long as the fence is manufactured for this type of installation and it is installed consistent with its intended use, the City should not be assuming any undue risk. However,he said staff can check with the League of Minnesota Cities Insurance Trust to verify it would not be increasing its liability. Mr. Pederson said staff did review other designs but chose this one because fancier pickets were more costly and the consensus was that this design created a stately image. 3 � • ' Committee Member Kemp asked if gates would be installed. Mr. Pederson responded that the gates presented in the preliminary plan were eliminated due to cost. MOTION: of Quarberg, seconded by Raiche, approving the general fence design and authorizing staff to prepare plans and specifications for City Council approval. Motion passed unanimously. Approve General Corner Sign Design Andy Pederson reviewed the proposed specifications for the corner sign, stating the sign would be 12.5 feet long and 5.5 feet high and made of cast stone with engraved letters. The columns would be made with the ring route brick. The Committee discussed details regaxding the proposed columns, including their size, the quantity, and location. _ MOTION: of Kemp, seconded by Quarberg, approving the general column and corner sign design and authorizing staff to prepare plans and specifications for City Council approval. Motion passed unanimously. Set Cleanup Dates Mr. Pederson said the City has received inquiries regarding the removal of decorations from the cemetery. Maintenance personnel remove unsightly items in an effort to keep the cemetery grounds well kept. However, in order to assist family members who wish to place and remove decorations from a grave prior to the City removing them, he said staff felt it would be beneficial to establish designated cleanup dates. In order to coincide with the holidays and keep the schedule simple, staff proposes scheduled cleanup dates on or about the first day of each month from March to December. Mr. Pederson said staff was also looking for direction regarding how long items removed from the cemetery should be retained prior to disposal. As the cemetery expands, this will become a greater issue. Staff is proposing holding items of significant value for a period of 30 days. Chair Anderson asked Committee Member Kemp his thoughts on this issue. Committee Member Kemp said this is a topic most cemeteries struggle with every day. Publicizing the policy as much as possible is helpful, but there will still be countless numbers of prohibited items placed on graves. Committee Member Kemp said he believed it was important to remove prohibited items immediately. The Committee continued to discuss the pros and cons of storing decorations for various lengths of time. There was also question as to the condition of items at the time they are removed and whether they would constitute significant value. Ms. Gackstetter said she will contact the City Attorney and City Clerk to get direction as to the City's legal requirements. 4 > . • � MOTION: of Quarberg, seconded by Wagner, directing staff to schedule cleanup dates on or about the first of each month from March to December. Motion passed unanimously. MOTION: of Quarberg, seconded by Wagner, directing maintenance personnel to hold items of value for a period of thirty (30)days. Motion passed unanimously. Discuss Urn Requirements Mr. Pederson described to the Committee staff's concerns regarding placing cremains in a vault without the aid of an urn or similar container. The Committee agreed that a container could be an urn,but could be as simple as a box or bag. MOTION: of Wagner, seconded by Kemp, requiring that cremains be contained in a separate container for placement in the vault. Motion passed unanimously. Discuss Web Site Possibilities Mr. Pederson distributed information regarding the City's newly developed web site. The Cemetery Advisory Committee and Lebanon Cemetery have their own page on the web. Mr. Pederson stated the internet is another way to gain exposure for the cemetery. Currently, the ' information is limited to Committee Member names, meeting schedules, and agendas; but will ' include the minutes in the near future. Mr. Pederson said he would like to gi�e the Committee a live demonstration at a future meeting. Chair Anderson suggested that the history of the cemetery be included, as the site is further developed. OLD BUSINESS Set Traditional and Cremation Lot Sizes Andy Pederson reviewed his memo regarding lot sizes. There were four primary objectives which dictated staf�s proposal of 3.5-foot wide by 10-foot long traditional lots and 3.5-foot square cremation lots. They were to maximize diversity and variety of burial types, maximize the available land, allow for the ability to change as trends change, and design current open areas and pathways so they can be reclaimed and used in the future. Committee Member Wagner questioned whether the 3.5-foot wide by 10-foot long traditional lots were for monuments only. Mr. Pederson responded no,that a11 traditional lots would be that size. MOTION: of Raiche, seconded by Kemp, approving the traditional burial lot size of 3.5 feet wide by 10 feet long, and a cremation lot size of 3.5 feet by 3.5 feet square. Motion passed unanimously. s � • ' . Approve Lot and Pathway Design Mr. Pederson reviewed stafPs proposal for the cemetery lot and pathway design. The lot layout was developed to m�imize the number of burials within the phase one expansion area. The pathway system was developed in order to maximize the number of burials in each addition as well as far the purpose of allowing people to move freely within the cemetery. The four-foot , pathways will be permanent and the seven-foot-pathways will be reclaimed as lots in the future. ' The central pathway to the future mausoleum and feature area will be eight to ten feet. I, MOTION: of Kemp, seconded by Wagner, approving the lot orientation for Phase I of the expansion area as depicted in the attachment to item S.B and S.0 of the agenda. Motion passed unanimously. MOTION: of Kemp, seconded by Wagner, approving the pathway system design for Phase I of the expansion area as depicted in the attachment to item S.B and S.0 of the agenda. Motion passed unanimously. Approve Monument and Marker Row Distinction Andy Pederson presented the Committee with staff's proposal defining the monument and marker rows. He said their goal was to achieve a ratio of two-thirds monument rows to one-third marker rows. According to City policy, a marker is set at "grade level" and a monument is anything above ground level. MOTION: of Wagner, seconded by Quarberg, approving the monument and marker row distinction for Phase I as depicted in the attachment to item S.B and S.C. Committee Member Kemp suggested placing the marker row between the two monument rows. This would allow more space between monuments for people to stand and view the monuments. The Committee discussed the advantages of switching a monument and marker row. MOTION: of Kemp, seconded by Quarberg, amending the foregoing motion by designating the center row as marker and the two exterior rows as monument, in sections where three consecutive rows exist. Motion passed unanimously. Vote was taken on the motion as amended. Motion passed unanimously. Adopt Monument Placement Policy Mr. Pederson reviewed the current monument placement policy which requires a minimum of two grave lots. Consideration was given to minimizing a solid wall of granite look and feel, maximizing the green space, minimizing maintenance issues relating to monuments, and ensuring monument stability to reduce liability. 6 e . � • Committee Member Wagner questioned whether a marker could be placed on a monument lot. Mr. Pederson said the purchase of a lot in a monument row allows the owner the privilege to place a monument,but does not require a monument be placed. A marker could also be placed. The Committee questioned whether the City should require two lots and if there should also be height and width restrictions. Mr. Pederson responded that whether a customer purchases one, two,or more lots,the City cannot force burials. In addition staff recommends that a monument be placed on a minimum of two lots with a maximum width of 60 percent of the purchased lot width, excluding the wash, unless otherwise approved by the Cemetery Supervisor. The Committee asked if the depth of the monument should also be restricted considering the size of the grave lots. After considerable discussion regarding monument size and placement, the Committee agreed the matter should be further investigated to ensure all aspects are considered. MOTION: of Kemp, seconded by Wagner,postponing the matter of the monument placement policy to the next Cemetery Committee meeting, allowing staff to further investigate the options. Motion passed unanimously. OTHER BUSINESS Committee Member Quarberg requested that information regarding lots sales be included in future �I meetings. ! Neal Heuer described the recent asbestos concern in Apple Valley. Dakota County Solid Waste Management, the City of Apple Valley Code Enforcement personnel, and the Minnesota Pollution Control Agency (PCA) have all been involved. The Metropolitan Airports Commission was responsible to check the material for asbestos prior to transporting it. The PCA will require all contaminated material be removed. Mr. Heuer assured the Committee that the soil brought into the cemetery site has nothing to do with the contaminated material that they may have read about in the news. ADJOURN MOTION: of Quarberg, seconded by Wagner, to adjourn the meeting. Motion passed unanimously. Meeting adjourned at 4:40 p.m. 7