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HomeMy WebLinkAbout01/21/2003 � � • MINUTES OF LEBANON CEMETERY ADVISORY COMMITTEE MEETING January 21,2003-2:00 p.m. Apple Valley Municipal Center � COMMITTEE MEMBERS PRESENT: Wilt Anderson,Ranee Hadley,Dave Kemp, Reid Koepp, and Gary Wagner COMMITTEE MEMBERS ABSENT: John Raiche and Gary Humphrey OTHERS PRESENT: Public Works Director Neal Heuer,Acting Public Works Supervisor Rod Rippentrop,Public Works Administrative Manager Pamela Gackstetter, Councilmember John Bergman, and Planning Commissioner Jim Hadley Chair Anderson called the meeting to order at 2:10 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 Hadley, approving the minutes of the October 15, 2002, meeting, as written. Kemp abstained,motion passed. NEW BUSINESS Election of 2003 Officers MOTION: of Hadley, seconded by Koepp, 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 Wagner, seconded by Kemp, closing the nomination for the election of officers. Motion passed unanimously. MOTION: of Kemp, seconded by Wagner, appointing Mr. Anderson Chair and Ms. Hadley Secretary of the Lebanon Cemetery Advisory Committee for 2003. Motion passed unanimously. • • " Receive Regular Meeting Schedule for 2003 MOTION: of Koepp, seconded by Hadley, approving the tentative regular meeting schedule of the Cemetery Advisory Committee for 2003, with meetings scheduled at 2:00 p.m., in the Regent Conference Room, at the Municipal Center, on Tuesday, January 21,April 15,July 15, and October 21. Motion passed unanimously. Chair Anderson emphasized the importance of ineeting attendance. Cemetery Advisory Committee Term Expirations Chair Anderson informed the Committee that Dave Kemp's and Gary Wagner's terms would expire March l, 2003. He recommended Cemetery Advisory Committee Members wishing to be reappointed prepare a letter to the City Council stating said request. Letters requesting reappointment should be submitted to Ms. Gackstetter,who will forward them to the City Council for consideration. Update Committee Member Addresses and Phone Numbers Chair Anderson requested members review the information contained on the Council, Commission, and Committee Member list which was included in the packet and inform Ms. Gackstetter of any changes of address, home phone, and/or business phone. Ms. Gackstetter will forward a11 changes to the City Clerk who will update the list and redistribute it following approval of the appointrnents by the City Council. Activity Report Ms. Gackstetter reviewed the Lebanon Cemetery Activity Report, noting that fourth quarter activity included 21 lot/niche sales, 9 transfers, and 9 burials. Total activity for 2002 included 52 lotlniche sales, 10 transfers, 3 returns, and 28 burials. Of the 52 sales, 67 percent were to Apple Valley residents and 69 percent were pre-need sales. Of the 28 burials, 64 percent were traditional and 36 percent were cremation. Although total sales fell by 2, there was a 22 percent increase in burials in 2002. Ms. Gackstetter further went on to say that since the City took over the cemetery in December of 1998, its net lot sales are 159. The total number of burials conducted since the City began operations is 88. Fire Department Proposal for Feature Area Mr. Heuer said the Fire Department is currently looking at options for developing a feature area at the cemetery. The bronze fire fighter's sculpture that the Fire Department had pictures of and presented to the Committee at the last meeting cost $46,000. The Fire Department would like to pull together a volunteer group to steer a fire fighter memorial efFort as well as work on fund xaising for the project. The Fire Department may also ask the Apple Valley American Legion for assistance on this project. Mr. Heuer said he had the northwest feature area surveyed. That information was forwarded to the Fire Deparirnent to assist them as they begin initial plans and designs for this project. 2 . . � • Chair Anderson questioned if there was anything the Committee needed to do to further assist the Fire Department on this project. Mr. Heuer said there is nothing else to be done at this time. Staff has offered to meet with and/or help Fire Department representatives as well as respond to any other requests they may have as they progress with this project. Grounds Mr. Rippentrop said the City has contracted the removal of the large Scotch pine tree at the cemetery. Weather permitting,the work should be completed next week. As far general decoration/memorialization cleanup, Mr. Rippentrop said all items disallowed under the current decorating policy were removed from the cemetery in November. This strict adherence to the current policy generated a couple of calls. However, these families were satisfied after having the policy explained to them. Mr. Rippentrop also said he has had two additional parties express interest in the Cemetery Volunteer Program. Although he has yet to meet with these individuals, they will likely assist with litter picking and flower planting. Chair Anderson complimented Mr. Rippentrop and the Streets Division for their efforts in maintaining the cemetery, citing the additional time spent on site and extra care are definitely noticed. Benches Chair Anderson deferred this item to Committee Member Kemp, who requested this item be placed on the agenda. Committee Member Kemp said he thought it may be prudent for the Committee to begin discussion on what it may like to see at the cemetery in the line of benches. Although there are no requests to place a bench at the cemetery at this time, it is very likely the cemetery will receive such a request in the future. In order to expedite such a request by a family, it may be beneficial to have a preexisting set of guidelines in place. Examples of things the Committee may wish to consider are the type of benches allowed within a feature area or as a monument,the material or color of granite to be used, and cost. Committee Member Koepp said he would strongly urge all benches be made of granite. Committee Member Hadley questioned who would be responsible for maintaining the benches. Committee Member Kemp said the City would likely be responsible for maintenance of benches donated to a feature area, while families would be responsible for benches placed on lots in lieu of a monument. The Committee discussed this and other issues relating to establishing bench guidelines. Ms. Gackstetter suggested she further investigate the issue by meeting with Committee Member Kemp outside of this meeting in order to come up with a preliminary set of guidelines regarding the type, style, and material for benches placed at the cemetery. Committee Member Kemp said he would be happy to help staff draft a recommendation. The Committee agreed that Ms. Gackstetter should solicit additional information from Committee Member Kemp, investigate other options, and present a recommendation regarding benches to the Committee at a future meeting. 3 • • ' ry' Resident versus Non-Resident Rates Memo to City Council Mr. Heuer said a copy of the memo and attachments he gave the Mayor, City Council, and City Administrator regarding the cemetery rate and fee schedule for non-residents is included in the packet. Due to the actions of this Committee, the recommendation was to maintain the e�sting non-resident rates for one more year. Following which time, staff will report to the City Council its findings. OTHER BUSINESS Donation by Apple Valley American Legion Post 1776 Mr. Heuer said the City received a donation of$2,000 from the Apple Valley American Legion for illuminating the United States flag at the cemetery. Per the Cemetery Advisory Committee's direction, Committee Member Humphrey approached the Legion to determine if they would be interested in making a charitable contribution to reimburse the amount previously expended by the City to light the flags at the cemetery. The Legion expressed interest. The copy of Resolution No. 2002-247, accepting the donation from the American Legion, was approved by the City Council at its regular meeting on December 20,2002. Chair Anderson expressed his thanks to Committee Member Humphrey for his efforts and the Apple Valley American Legion Post 1776 for their generous donation. Newsletter Articles Chair Anderson informed the Committee that the articles titled "Lebanon Cemetery of Apple Valley Serving the Community" and "Lebanon Cemetery Volunteer Program" included in the packet were copied from the Winter 2002 — 2003 Apple Valley City News. Chair Anderson encouraged stafF to continue to submit articles for the newsletter, stressing the importance of publicity and increasing the awareness of this community benefit. The Committee discussed a variety of publicity options including additional newsletter articles, contracting with Dennis LaComb to film a segment which could be ran on Apple Vallev Today, and rerunning the cemetery information previously taped. Council Member Bergman suggested the Committee consider advertising its cemetery rates on Channel 16. Ms. Gackstetter said staff intends to continue to focus on advertising in 2003. She further said staff is currently preparing the Cemetery Advisory Committee's 2002 accomplishments or summary report, and will begin working on the 2003 goals document soon thereafter. If the Committee has items it would like incorparated into the cemetery's 2003 goals, in addition to the increased advertising as stated earlier, she encouraged Committee Members to share them with her now or by contacting her later. ADJOURN MOTION: of Hadley, seconded by Koepp, to adjourn the meeting. Motion passed unanimously. Meeting was adjourned at 3:25 p.m. Approved: 4