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HomeMy WebLinkAbout01/20/2004 ' • • MINUTES OF LEBANON CEMETERY ADVISORY COMMITTEE MEETING January 20,2004-2:00 p.m. Apple Valley Municipal Center COMMITTEE�MEMBERS PRESENT: Wilt Anderson, Ranee Hadley,Dave Kemp,John Raiche, and Gary Wagner COMMITTEE MEMBERS ABSENT: Gary Humphrey OTHERS PRESENT: Public Works Director Neal Heuer,Public Works Superintendent Rod Rippentrop, and Public Works Administrative Manager Pamela Gackstetter Chair Anderson called the meeting to order at 2:01 p.m. �� � APPROVAL OF AGENDA MOTION: of Hadley, seconded by Wagner, 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 October 21, 2003, meeting, as written. Motion passed unanimously. NEW BUSINESS Election of 2004 Officers MOTION: of Raiche, seconded by Hadley, opening the nomination for officers. Motion passed unanimously. Chair Anderson asked for nominations for Chair. Committee Member Hadley nominated Mr. Anderson. Hearing no others; Chair Anderson asked for nominations for Secretary. Committee Member Wagner nominated Ms. Hadley. There were no further nominations. MOTION: of Raiche, seconded by Kemp, closing the nomination for the election of officers. Motion passed unanimously. . MOTION: of Wagner, seconded by Kemp, appointing Mr. Anderson Chair and Ms. Hadley Secretary of the Lebanon Cemetery Advisory Committee far 2004. Motion passed unanimously. A • • � Cemetery Advisory Committee Term Expirations Mr. Heuer stated Committee Member Hadley's current term will expire on March 1, 2004. The City Council will be looking at reappointing Commissioners and Committee Members whose terms will be expiring. They are also in the process of filling the vacancy of Reid Koepp. Mr. Koepp's term was also to expire this year. Three applications to fill the vacancy were received. One of the three was ineligible due to residency. The City Council will be conducting phone interviews of the other two. The vacancy should be filled within the next several weeks. Mr. Heuer said he would expect the new Cemetery Advisory Committee Member will be attending the meeting in April. , Update Committee Member Addresses and Phone Numbers Ms. Gackstetter requested members review the information contained on the Council, Commission, and Committee Member list which was included in the packet and inform her of any changes of address, home phone, and/or business phone. She will forward all changes to the City Clerk who will update the list and redistribute it following approval of the appointments by the City Council. Activity Report Ms. Gackstetter reviewed the Lebanon Cemetery Activity Report, noting that fourth quarter activity included 81ot/niche sales and 7 burials. Total activity for 2003 included 41 lot/niche sales, 0 transfers, 0 returns, and 23 burials. Of the 41 I sales, 56 percent were to Apple Valley residents and 44 percent were to non-residents; and 54 percent were pre-need sales, while 46 percent were at need. Of the 23 burials, 65 percent were traditional and 35 percent were cremation. Both sales and burials were down from 2002. Ms. Gackstetter said it is her understanding from communications with other cemeteries and the Minnesota Association of Cemeteries that many cemeteries have experienced a decrease in sales. It is speculated the economy is a major factor, especially as it relates to pre-need sales. Ms. Gackstetter further went on to say that since the City took over the cemetery in December of 1998, its net lot sales are 200. The total number of burials conducted since the City began operations is 111. Grounds Mr. Rippentrop said the east and south sides of the cemetery were overseeded and the entire cemetery was fertilized in fall so it should be nice and green for Memorial Day. A gravel pad or holding area for the backhoe and vault equipment was installed. During the burial,this equipment is temporarily stored on the south side of the cemetery off the roadway and out of site. The holding area should help prevent mud from being dragged onto the roadway upon leaving the area. General decoration and litter cleanup is being conducted one to two times a week. Mr. Rippentrop further said that in addition to replacing the dead trees along the interior roadway, two Japanese lilac trees and one crabapple tree will be purchased and planted this spring. The two crabapple trees on the eastern side of the cemetery will be transplanted with the new crabapple tree to form a grouping of three across from the historic monument. The Japanese lilac trees will be planted on each end of the interior parking lot island. 2 3 `Y . • Chair Anderson commented that the wreaths placed at the front entrance and the corner sign were a nice touch. Ms. Gackstetter said she spoke with Mr. Rippentrop about hanging them up annually. In the future,they will be installed and removed along with the ring route wreaths. Feature Area/Memorial Policy and Guidelines Draft Mr. Heuer said the copy of the Feature Area/Memorial Policy and Guidelines handed out at the meeting replaces the copy mailed with the packet. The newest draft includes revisions made by the City Attorney's office. Mr. Heuer said the purpose of the policy is to provide a standard by which feature areas and/or memorials located within the cemetery will be evaluated and approved. He then briefed the Committee on the various sections: Purpose; Policy Statement; Governance; Introduction; Administration; Guidelines; Conservation, Maintenance, and Repair; Documentation; and Removal Guidelines. Committee Member Kemp made several suggestions. Mr. Heuer clarified these items and made notes. Chair Anderson thanked Mr. Heuer for his work in drafting this policy. Committee Member Hadley said the guidelines will also be helpful for the donor, MOTION: of Hadley, seconded by Kemp, directing staff to review the suggestions made by Committee Member Kemp with the City Attorney and/or other personnel and incorporate those items which are appropriate into the final draft. Staffwas further directed to present the final draft of the Feature Area/Memorial Policy and Guidelines to the City Council for approval. Motion passed unanimously. 2003 Accomplishments Mr. Heuer reviewed the 2003 Accomplishments as described in the draft memo to the City Council entitled 2003 Cemetery Advisory Committee Annual Report. This report is required by Ordinance 653, Chapter 92, Section 2. As detailed in the memo,many things were accomplished last year, including marketing; the installation of two flowerbeds, a bituminous pathway leading to the historic monument, a holding area for the backhoe, and a storage shed; the removal of the large Scotch pine tree; rough grading and seeding of the eastern and southern sections; actively seeking participants for the Volunteer Program; and the creation of a Monuments and Markers Brochure. MOTION: of Hadley, seconded by Wagner, accepting the 2003 Cemetery Advisory Committee Annual Report as presented, and directing staff to forward it to the City Council far approval. Motion passed unanimously. Residential versus Non-Residential Rates Mr. Heuer said that on December 27, 2001, the City Council directed staff to monitor and review the number of non-residential sales as compared to residential sales on an annual basis. At the close of 2003, staff reviewed these numbers. Residential sales in 2003 reached an all time low of 56 percent. As the Cemetery Advisory Committee is aware, the City Council has expressed its intention that Apple Valley residents are to be the main benefactors of Lebanon Cemetery of Apple Valley. With that in mind, staff is proposing a price increase for non-residents in the hope of decreasing non-resident sales. The proposed rate represents a 50 percent increase or greater for each type sale. Staff believes the increase is warranted because of costs currently being borne solely by Apple Valley residents, including paying off the original bond, and equipment, maintenance, and administrative costs which come out of the general fund. 3 3 • • �• The Cemetery Advisory Committee discussed the potential impacts of raising the non-resident rate and meeting the goal of the City Council to achieve a sales ratio which predominately favors Apple Valley residents. MOTION: of Hadley, seconded by Raiche, approving the proposed price increases for non- residents as detailed in the memo from Mr. Heuer and directing staff to present the same to the City Council for approval. Motion passed unanimously. Committee Member Kemp said it may call less attention to the price differential if the price structure was changed to reflect a decrease for Apple Valley residents instead of an increase for non-residents. Staff said they will look at this option. OTHER BUSINESS Newsletter Articles Mr. Heuer said two articles have recently appeared in the newspaper highlighting the proposed firefighter memorial. While it is nice to have the publicity regarding the proposed feature area, there are two items which were incorrectly stated. First, the Fire Department is "not" currently selling the bricks. They are only developing a list of interested parties. Second, although the bricks will be engravable, a purchaser may not be able to have it engraved as he/she wishes. The City Attorneys will be working with the Fire Department to establish criteria. View"Apple Valley Today" Segment on the Columbarium Ms. Gackstetter said she worked with Denis LaComb to film a segment on the cemetery's columbarium for airing on the City's cable channel. The clip lasts approximately four minutes and will begin running this month. Ms. Gackstetter said she chose the columbarium as the subject matter because it still draws the most questions from people. The Committee viewed the segment. Chair Anderson complimented staff on the nice job. ADJOURN MOTION: of Hadley, seconded by Wagner, to adjourn the meeting. Motion passed unanimously. Meeting was adjourned at 3:50 p.m. Approved: 4