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HomeMy WebLinkAbout04/15/2003 i i MINUTES OF LEBANON CEMETERY ADVISORY COMMITTEE MEETING April 15,2003-2:00 p.m. Apple Valley Municipal Center COMMITTEE MEMBERS PRESENT: Wilt Anderson, Ranee Hadley, Gary Humphrey,Dave Kemp,Reid Koepp,John Raiche, and Gary Wagner COMMITTEE MEMBERS ABSENT: None OTHERS PRESENT: Public Works Director Neal Heuer,Acting Public Works Supervisar Rod Rippentrop,Public Works Administrative Manager Pamela Gackstetter, and Brett Andersen of ThisWeek News�aper Chair Anderson called the meeting to order at 2:02 p.m. APPROVAL OF AGENDA MOTION: of Kemp, seconded by Hadley, approving the agenda for today's meeting as written. Motion passed unanimously. APPROVAL OF MINUTES MOTION: of Koepp, seconded by Hadley, approving the minutes of the January 21, 2003, meeting, as written. Committee Members Humphrey and Raiche abstained, motion passed. NEW BUSINESS Activity Report Ms. Gackstetter reviewed the Lebanon Cemetery Activity Report, noting that first quarter activity included 81ot sales and 4 burials. Of the 81ots sold, 4 were preneed and 4 were at need sales. Of the 4 burials, 3 were traditional and 1 was cremation. Ms. Gackstetter noted this was a much better start than first quarter last year, in which there were only 2 sales and 2 burials. After reviewing the report, the Committee requested future activity reports include the total number of columbarium niches sold and available traditional and cremation lots. Ms. Gackstetter said she would include the requested data�n future reports. Cemetery Committee Member Update Chair Anderson informed the Committee that at its regular meeting on February 13, 2003, the City Council reappointed Dave Kemp and Gary Wagner to the Cemetery Advisory Committee far terms expiring March 1, 2006. Chair Anderson expressed his thanks to Committee Members Kemp and Wagner for their service to the Cemetery Advisory Committee in the past and their interest in continuing to serve another term. � • Ms. Gackstetter stated that an updated list of Council, Commission, and Committee Member names,terms, addresses, and phone numbers is included in the packet. 2002 Accomplishments Mr. Heuer recapped for the Committee the accomplishments highlighted in the 2002 Cemetery Report included in the packet. Major accomplishments included: creating a cemetery brochure, installing an informational sign at the cemetery, publishing articles in the City Newsletter, presenting information to the Apple Valley Seniors, establishing a Cemetery Volunteer Program; and adding garden names to the additions. Improvements included installing a spotlight to light the United States flag, constructing a keystone retaining bed at the corner of County Road 42 and Pilot Knob Road, and planting 30 trees and more than 100 shrubs and plants throughout the cemetery. The City also purchased and installed a monument memorializing the historic portion of the cemetery, and continued building the electronic database of sales and burials. In addition to another year of strong sales, the City continued to receive positive feedback from the community regarding improvements. Mr. Heuer reminded the Committee that submitting this report to the City Council is an annual requirement of the Lebanon Cemetery Advisory Committee. 2003 Goals Mr. Heuer said the City Administrator recently requested staff to prepare and submit Depa.rtment/Division goals for 2003. Included in the packet is a memo summarizing the 2003 Cemetery Goals as submitted by staff. Mr. Heuer said staff will continue to focus on marketing in 2003 by placing additional articles in the City Newsletter,posting information on the website, and possibly shooting a segment for the "Apple Valley Today" cable program. Other improvements will be minimal, but will include the removal of the large Scotch pine tree, placing flowers at the main entrance and in front of the corner sign on County Road 42 and Pilot Knob Road, and rough grading and seeding the eastern and southern sections of the expansion area. Chair Anderson asked if a new tree will be planted in the space left open after removing the Scotch pine. Mr. Rippentrop said staff will consider that area when placing additional trees. Committee Member Humphrey left the meeting at 2:25 p.m. Grounds Mowing Contract Mr. Rippentrop said staff is in the process of reviewing quotes received for mowing the cemetery. Based upon initial review and contingent upon acceptance by the City Council, it is likely Michael's Lawn Service will be awarded the mowing contract for 2003. Michael's Lawn Service is the same company that performed the mowing last year. Committee Member Humphrey returned at 2:28 p.m. Removal of Tree Mr. Rippentrop stated the large Scotch pine tree was removed from the cemetery. Although some minor repair will need to be made to the lawn, there was no damage to any of the monuments or markers. 2 . � � Tree Replacements The Streets Division picked up the replacement trees today with hopes of planting them tomorrow. Due to the fact that pin oaks cannot survive in the compact, clay soil in the expansion area,Mr. Rippentrop said alternate species will be planted. Bituminous Pathway Ed ig ng NIr. Rippentrop indicated the Streets Division is planning to edge, or straight cut, the bituminous pathway leading to the historic monument,which will give it a more finished look. Flower Plantin�s Mr. Rippentrop further said hardy annual flowers like petunias, marigolds, and geraniums will be planted at the front entrance and corner sign. The type of planting adjacent to the historic monument has not yet been decided,but is likely to be a perennial plant. Rou Grading and Seeding of Eastern and Southern Sections In addition to repairing damage caused from winter burials, Mr. Rippentrop said Streets Division personnel will be rough grading the eastern and southern portions of the expansion area. After which time, some type of ground cover or vegetation will be planted, allowing this area to be mowed. This will also give the cemetery a more finished appearance overalL Storage Box Mr. Rippentrop passed around a photo of the storage box recently placed at the cemetery for the purpose of storing a wheelbarrow, rakes, shovels, trash bags, litter pickers, safety vests, and other small tools and equipment necessary for maintenance at the cernetery, Chair Anderson asked if the plywood used by the grave digger may also be stared in the shed instead of having it lay around on the ground. Mr. Rippentrop indicated the storage shed was not large enough to accommodate the plywood as well as the tools. Committee Member Kemp suggested stacking the plywood in neat piles to give the grounds a tidier appearance. Chair Anderson inquired as to the purpose of the bungee cord running over the top of the shed. Mr. Rippentrop stated he was unaware of any cord running over or attached to the shed,but would be happy to investigate the matter. Mr. Rippentrop questioned Committee Member Kemp as to products and/or methods he has used when needing to dig graves in the winter. Committee Member Kemp said the cemeteries he manages have used a variety of things including thermal hoods, frost buckets, and jackhammers. Mr. Rippentrop then asked for ideas to minimized lawn damage when needing to dig graves when the ground is soft. Committee Member Kemp said although it is time consuming, when the ground is really soft it is best to lay down planks or plywood. Benches Ms. Gackstetter said she met with Committee Member Kemp to review and discuss the policy and procedures regarding installation of seating, memorial, and cremation benches utilized at the cemeteries Mr. Kemp manages. Following that meeting, she made additional calls to various sources to solicit additional information. Ms. Gackstetter said she has a better understanding of potential problem areas and issues in general regarding bench installation but has not yet formulated a draft bench policy. Chair Anderson questioned if the City has ever received a request from the public regarding installing a bench. Ms. Gackstetter said no requests have been received to date, but that staff decided to begin preparing for this issue should the question arise. After some discussion, the Committee recommended staff further investigate the matter as 3 � � . indicated and then use their best judgment to prepare whatever documents or policy staffbelieves will best serve the cemetery and staff when managing requests to place benches. Volunteer Update Mr. Rippentrop said to date four individuals have volunteered their services to the Lebanon Cemetery. If another individual expresses interest,he may be able to schedule one volunteer each day for litter pickup. Memorial Day Preparation Mr. Rippentrop stated the Streets Division will have the cemetery in tip top shape for Memorial Day. In addition to mowing, weed whipping, and removing litter, the street will be swept and the �lags will be replaced. OTHER BUSINESS Donations Ms. Gackstetter said the City has received two donations for use by the cemetery. The first was a donation to the Landscape Beautification Fund by Mr. and Mrs. Wilton Anderson; and the second was a donation of an evergreen by the Southern Dakota County Labor Council. Ms. Gackstetter reminded the Committee that the Southern Dakota County Labor Council made a commitrnent last year to place an evergreen tree in the cemetery for each of the next ten years in honor of Warkers Memorial Day. She further said the Southern Dakota County Labor Council invites the Lebanon Cemetery Advisory Committee Members to attend the ceremonial planting of the evergreen tree at the cemetery on Apri128 at 6:30 p.m. Publicity Chair Anderson reviewed articles recently appearing in the Star Tribune newspaper and C� Newsletter on Lebanon Cemetery. ADJOURN MOTION: of Humphrey, seconded by Hadley, to adjourn the meeting. Motion passed unanimously. Meeting was adjourned at 3:05 p.m. Approved: 4