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HomeMy WebLinkAbout01/17/2006 • . MINUTES OF LEBANON CEMETERY ADVISORY COMIVIITTEE MEETING January 17,2006 -2:00 p.m. Apple Valley Municipal Center COMMITTEE MEMBERS PRESEN'T: Bob Harvey,Dave Kemp,Alan Kohls,Paula Moore, Gary Wagner,Harry Wolter COMMITTEE MEMBERS ABSENT: Wilton Anderson OTHERS PRESENT: Public Works Director Nea1 Heuer City Clerk Pamela Gackstetter Acting Superintendent Mike Glewwe Public Works Assistant Jean Bryant Secretary Harvey called the meeting to order at 2:10 p.m. SWEARING IN OF NEW MEMBERS . _ _ .--- - . . _ City Clerk Pamela Gackstetter swore in members Bob Harvey,Alan Kohls, and Paula Moore. APPROVAL OF AGENDA MOTION: of Kemp, seconded by Kohls, approving the agenda for today's meeting as written. Motion passed unanimously. � APPROVAL OF 11�IINUTES �� MOTION: of Wolter, seconded by Kemp, approving the minutes of the October 18, �, 2005,meeting,as written. Motion passed unanimously. I AUDIENCE-For Items Not on This Agenda Mr. Heuer updated the members on Wilton Anderson's recovery from a stroke, He is doing quite well,with a slow but continuous recovery. Mr. Heuer said Alan Kohls was appointed by the City Council to fill the position of Mike Gruber who passed away in October. NEW/CONTINUED BUSINESS Election of Officers Secretary Harvey asked for nominations for President. • • MOTION: of Harvey, seconded by Kemp,nominating Wilton Anderson for Chair. Motion passed unanimously. Secretary Harvey asked for nominations for Secretary. ' MOTION: of Kemp, seconded by Wolter,nominating Robert Harvey for Secretary. Motion passed unanimously. I Cemetery Advisory Committee Term Expirations i � Secretary Harvey noted two members' terms will expire March 1: Mr. Kemp and Mr. �� Wagner. If the members are interested in serving on the committee again,they should send a letter of interest to the City Council. Mr. Kemp indicated he will do that. Mr. I Wagner was not present at this time. Update Committee Member Addresses and Phone Numbers Ms. Bryant asked members to verify their contact information and let her know of any changes. Informed Consent and Release Form Ms.Bryant explained the need for committee members to decide which of their contact ' information may be released to the public. Members were asked to complete the Informed Consent and Release Form which will be forwarded to the City Clerk. 2006 Meeting Schedule Secretary Harvey presented the 2006 meeting schedule. Meeting dates are January 17, April 18,July 18, and October 17. MOTION: by Kemp, seconded by Wolter, to approve the 2006 meeting schedule. Motion passed unanimously. Optional Meeting with City Council Mr. Heuer explained the City Council is interested in occasionally meeting directly with committees to get a general idea of how things are going and to receive direct feedback rather than through staff. Committee members expressed interest in meeting with the City Council some time after March. Mr. Heuer said staff will look at some options for an April meeting and will coordinate the time with coxrunittee members. Activity Report Ms. Bryant reviewed the Lebanon Cemetery Activity Report for fourth quarter and the year-end reports. There were 16 lotlniche sales in the fourth quarter: 11 to residents and 5 to non-residents;there was one double niche sale; 9 sales were preneed and 7 were at need. • � There were 10 burials, of which 7 were traditional and 3 were cremations. There were no transfers. The Quarter Activity Comparison shows sales were slightly ahead of 4th quarter of 2004, and burials more than doubled. In 2005 there were 581ot/niche sales: 35 to residents and 23 to non-residents; 39 sales were preneed and 19 were at need. There were 29 burials: 21 traditional and 8 cremations. The Sa1es and Burial Comparison by Year includes statistics from 1999 through 2005. Since 2000, sales to residents and non-residents have remained close to the same ratio as have preneed and at need sales. Mr. Kemp expressed appreciation of the activity reports and the value of being able to compare statistics over the years. He thanked Ms. Bryant for the reports. Maintenance and Grounds Mr. Glewwe reported maintenance of the cemetery since the October meeting included the last two mowings of the year. Sentence-to-Serve crew wrapped a11 trees under four inches in diameter. Markers and monuments in Sections W and X were straightened and aligned_ .._ _ . _ so there would be adequate space if a winter burial was needed. A few other markers and monuments were aligned or straightened. Top dressing and dormant seeding was done on graves needing it and by the firefighters memorial. Mr. Glewwe stated volunteers and staff worked on the fa11 cleanup pulling dead flowers and weeds, trimming plantings, and picking up trash. Routine winter maintenance consists of plowing and salting cemetery roads and parking lots and removing dead flowers and unapproved decorations. 2005 Accomplishments Mr. Heuer presented the 2005 Accomplishments for approval by,the committee. City Ordinance requires an annual report. Mr. Heuer will send the report in a memo to the Council from the Cemetery Advisory Committee. Mr. Heuer sununarized the accomplishments for the committee. Marketing of the cemetery and promotion of the volunteer program continued in 2005 through the City web site and articles in the C� News. A couple of trees struggling to survive were watched, flowers were planted by the north entrance and by the corner of Pilot Knob Road and County Road 42, and the grass was aerated, fertilized, and sprayed for weeds. Monutnents and markers were leveled. Mr. Heuer noted that the fence and bollard damaged by a vehicle will be replaced in the spring. Mr. Wagner joined the meeting at 2:40 p.m. The first feature area to be developed since adopting the Feature Area Policy and Guidelines, the Firefighters Tribute and Memorial, is expected to be completed in the spring. The artist needed more time so it is now hoped dedication can take place near Memorial Day. � � Mr. Kemp stated he visited the artist. The 6 1/2 - foot statue is made of clay first, then granite. It is quite a delicate procedure. The artist didn't want to rush the job and risk making a mistake. Mr. Kemp has been assisting the firefighters association with the memorial and hopes to see and photograph the statue at various stages of completion. Mr. Heuer continued the accomplishments siunmary with the continuing development of the intranet GIS program. The Cemetery's price list and format had minor changes; effective January 1,the cost of a monument privileged lot increased$150. Mr. Heuer asked for any input or a recommendation to submit the report to the City CounciL MOTION: of Kemp, seconded by Wolter, recommending staff submit the report. Motion passed unanimously. Mr. Wolter left the meeting at 2:55 pm. OTHER BUSINESS _ Donation by South Dakota County Labor Gouncil . _ --_ . - - .- - . Mr. Heuer stated the South Dakota County Labor Council donated a tree each of the past four years. It is now being dissolved and wants to keep its commitment for ten trees. They want to donate $1,050 and a park bench. The bench is of a composite material and should hold up for quite a while. Staff requested Committee approval to recommend the City Council accept the donation. Staff will decide on appropriate locations and will remove the bench when that is needed. MOTION: of Kohls, seconded by Wagner, to approve acceptance of $1,050 and a bench from the South Dakota County Labor CounciL Motion passed unanimously. Benches Mr. Heuer explained there is no policy for benches. Staff wants input from the Committee members. Mr. Wagner said concrete costs too much, but it's not flimsy. Mr. Harvey suggested he and Mr. Kemp bring catalogs; there are many types of benches available. Mr. Kemp stated the bench needs to be of a permanent nature so there is not upkeep involved. The first choice for The Catholic Cemeteries is granite, not concrete. Concrete is susceptible to vandalism and damage from lawn mowers. Where to allow placement of benches needs to be decided. Mr. Heuer said there is a situation where a family member wants to have a bench and a monument on the lot. We need to call out � appropriate places, and the bench would not be personal property but be donated to the City. He requested committee members send him any information they have and staff will prepare a draft policy for the April meeting. , • � Other New Business Secretary Harvey asked for any other new business. Mr. Glewwe questioned how the pavers for the firefighters memorial will be removed for engraving as they are to be installed at once. Mr. Heuer said they will engrave the paver, then pull out a blank one and replace it with the engraved paver. Mr. Kemp stated the pavers will have foot tr�c only so won't be installed very deeply and should be easy to remove and replace. He also stated the Firefighters Relief Association hopes to have a11 pavers sold at the time of dedication. Mr. Glewwe stated the memorial ended up higher than expected and he thinks the walkway will be steeper than the Association wants. There is not space to make a gentle slope as room is needed for plowed snow. Mr. Heuer said the Association , was aware of the steepness of the slope. The issue will need to be addressed. ADJOURN MOTION: of Wagner, seconded by Kemp,to adjourn the meeting. The meeting was adjourned at 3:10 p.m.