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HomeMy WebLinkAbout10/15/2002 • � � MINUTES OF LEBANON CEMETERY ADVISORY COMMITTEE MEETING October 15,2002-2:00 p.m. Apple Valley Municipal Center COMMITTEE MEMBERS PRESENT: Wilt Anderson,Ranee Hadley,Reid Koepp,John Raiche, and Gary Wagner COMMITTEE MEMBERS ABSENT: Gary Humphrey and Dave Kemp OTHERS PRESENT: Public Works Director Neal Heuer,Fire Chief Keith Wassmund,Fire Captain Stew Shephard, and Public Works Administrative Manager Pamela Gackstetter Chair Anderson called the meeting to order at 2:05 p.m. APPROVAL OF AGENDA MOTION: of Koepp, seconded by Hadley, approving the agenda for today's meeting as written. Motion passed unanimously. APPROVAL OF MINUTES MOTION: of Raiche, seconded by Koepp, approving the minutes of the July 16, 2002, meeting, as written. Motion passed unanimously. NEW BUSINESS Activity Report Ms. Gackstetter reviewed the third quarter activity report for 2002. There were 14 lot sales, 8 burials, 1 transfer, and 3 returns. Of the 141ot sales, 8 were to residential customers and 6 were to non-residents. One of the 14 was a niche sale. Of the 8 burials, 6 were traditional and 2 were cremation. Totals through September are 31 sales and 19 burials. Fire Department Proposal for Feature Area Fire Chief Keith Wassmund and Fire Captain Stew Shephard said they wished to address the Committee today to learn what expectations, requirements, and/or conditions, if any, the Cemetery Board has regarding the development of a feature area. T'hey also hoped to glean ideas the Committee may have regarding development of a fire fighter memorial feature area. The Fire Department currently has approximately $6,500 and will continue to solicit donations for this project. Chief Wassmund said it is likely the Fire Departrnent will also contact the Apple Valley American Legion to see if they would like to contribute to the memoriaL � � Captain Shephard said the Fire Departrnent is just in the infancy stages of discussing and discovering options for a memorial. A variety of possibilities have been discussed, including a granite slab containing the Apple Valley fire patch, a bronze plaque inscribed with the fire fighters' prayer, and a small statute of a fire fighter holding a child. However, whatever the recommendation is, it will also need to be presented to and approved by the Fire membership as we1L Committee Member Wagner arrived at 2:20 p.m. Chair Anderson said he was happy to learn the Fire Department wished to sponsor a feature area, and questioned stafF as to what requirements or plans were already in place. Ms. Gackstetter said nothing is definite at this time. However, the original intent of feature areas was to provide a peaceful place of reflection, an area which could be prepared for a memorial service should a graveside service be less desirable (for example, during times of heavy snowfall or inclement weather or when families have burial attendees who would not be able to ambulate the terrain), or simply at the request of a family for any reason. The original thought was that feature areas would be likely places to focus on beautification and landscaping as well as with some type of seating or benches. Ms. Gackstetter said at one time the Landscape Task Force also discussed the possibility of designing each feature area around a season (spring, summer, fall, and winter) and then landscape with flowers, shrubs, and trees that coordinate with the designated season. Committee Member Koepp said he would definitely like to see benches, preferably made of granite, incorporated into the design. Committee Member Hadley agreed that it would be nice to have a bench or two within the feature area. Chair Anderson said, whatever the design, he would hope there would be some continuity between the four feature areas. Captain Shephard passed around some photos of a bronze statue of a fire fighter the Fire Department received from a local manufacturer. The Committee viewed the photos and discussed with the Fire Department representatives various possibilities, including incorporating a place to engrave names of retirees or fire chiefs, as well as the likely addition of benches and landscaping. Captain Shephard said the design will be directly related to available funds for the project. It is too early at this time to detennine what funds will be available and what the associated costs for sponsoring a feature area may be. Committee Member Raiche said although the initial statue or center atCraction purchased by the Fire Department would obviously be contingent on current dollars available, perhaps the feature area could be designed for expansion or with thought for something even more grand in the future. The Fire Department questioned the exact space available for the feature area. Mr. Heuer said staff mapped out the approximate area but he would have the area surveyed for the exact dimensions. After further discussion by the Committee and an indication that there are no set expectations for the feature area at this time, Ms. Gackstetter suggested Public Works staff ineet with or assist the Fire Department as requested regarding the preparation of a preliminary design. Captain 2 � � Shephard said the Fire and Public Works Departments will work together to develop a preliminary design. The Fire Department will try to work on this project over the winter; and when ready,will ask to present the design to the Cemetery Committee at a future meeting. Construction Update Historic Monument and Bituminous Pathwav Mr. Heuer informed the Committee that the historic monument located on the southeast corner of the original cemetery was installed in July as scheduled. After which time, the Streets Division installed an asphalt pathway from the road to the monument. Chair Anderson recommended the pathway be edged and landscaped. Ms. Gackstetter said flowers are scheduled to be planted around the monument and pathway next spring. Chair Anderson asked if it could be edged prior to planting the flowers. Mr. Heuer said he would request the Streets Division edge the pathway. Installation of Keystone Retaining Wall Mr. Heuer stated the Streets Division installed a retaining wall in front of the corner sign on County Road 42 and Pilot Knob Road for the purpose of creating a landscape planting bed. Chair Anderson said he is very pleased with the wall and the work done by the Streets Division, and feels it is a nice addition to the corner. Grounds Plantin�of Shrubs and Plants Mr. Heuer said copies of photos in the packet show the reeently planted shrubs and plants as well as the landscape rock placed within the retaining wall just mentioned, at the front entrance, and within the center island at the main entrance. This work was also done by Streets Division personnel. Committee Member Hadley indicated concern with the shrubbery planted at the corner and its potential for covering up the wording on the sign. Mr. Heuer said staff is aware of the increased attention which will be required in order to properly maintain the landscape. He also commented on the importance of properly grooming and maintaining the cemetery grounds and landscape. Ms. Gackstetter said the Landscape Task Force considered mature height and growth, as well as color, visual interest, and maintenance of the shrubs and plants when selecting species to be planted. MonumentlMarker Adjustrnents Mr. Heuer said Streets, Utilities, and Fleet Maintenance personnel have been working together to inspect, and adjust and level, as necessary, existing monuments and markers. Corner lot markers were also being located and raised in the inspected areas. Although these are time-consuming tasks, the result should prove beneficial when marking future lots for burials and/or monuments and markers. Chair Anderson asked if staff was able to complete this work. Mr. Heuer said with colder weather fast approaching it is most likely some areas will not be completed until next year. 3 � � Due to the time spent making these adjustments, seeding on the south side of the cemetery will not occur until next spring. Mr. Heuer said the dead trees would be replaced in spring also. Chair Anderson asked if the delays were related to limited resources. Mr. Heuer said the projects will be delayed until spring because of time conflicts in order to prepare for snowplow operations; spring is more ideal for successful planting of trees; and due to ground conditions, staff would like to rethink species of trees to be planted. Mr. Heuer further said the dead trees would not be noticed during the winter. Chair Anderson asked for confirmation that the City does intend to seed and replace the dead trees in the spring. Mr. Heuer confirmed. Removal of Tree Mr. Heuer said the City will contract the removal of the large pine tree from the cemetery. This work will not be done until the ground is frozen so that damage from the crane will be minunal. A crane will be used to lift and hold the tree from falling onto monuments/markers. The tree will be placed and cut up in an area without headstones. Chair Anderson said the last time he was at the cemetery there were many items decorating graves, including pumpkins and scarecrows, which are not permitted according to our decorating policy. Ms. Gackstetter said she would review the decorating policy with the individuals now responsible for cemetery cleanup. Benches Chair Anderson said this item was placed on the agenda at the recommendation of Committee Member Kemp. The reason being, should the City receive a request from an individual or organization who would like to donate dollars toward a bench purchase,the City would be better prepared to make a recommendation as to what style of bench would be permissible, as well as acceptable materials and location for placement. MOTION: of Hadley, seconded by Koepp,to table the discussion on benches until Committee Member Kemp is present. Motion passed unanimously. Grave Cover Ms. Gackstetter said a photo of the grave cover recently installed in the historic portion of the cemetery was included in the packet. The Committee requested an opportunity to see a picture of one prior to making a decision as to whether or not additional grave covers should be restricted from being placed within Lebanon Cemetery. Ms. Gackstetter reminded the Committee that under the current policies and definitions, the City would consider a grave cover a marker because it is installed flush with the ground. Currently, there are no restrictions as to a marker's size, except that the stone must be contained within the size of the lot. Ms. Gackstetter sta.ted the size of grave cover in the photo was 7 feet long by 3 feet wide, and fit well within the boundaries of the lot. The Committee Members indicated the grave cover/marker was nice looking. They also agreed that requests for grave cover installations would most likely be minimal due to cost. With no obvious reason to restrict such a marker, the Committee agreed grave covers/markers were a non- 4 � N issue and should continue to be permitted under the existing policy. In addition, the Committee cited value in permitting families to memorialize their loved ones in ways that are meaningful to them. Placing More than One Cremated Remain in a Single Niche Ms. Gackstetter said this item was placed on the agenda because she has had inquiries as to whether the City would allow multiple cremains to be placed within a single niche. The Committee discussed the idea of allowing more than one cremated remains to be interred in a single niche. They pointed out the size of the niche itself may be a possible restriction. They also commented that allowing multiple cremains to be interred in one niche keeps with the City Council's desire to maximize burial space. Mr. Heuer asked the Committee for clarification as to whether the ashes of multiple cremains interred in a single niche would be required to be placed within a single urn or container. Committee Member Wagner said he felt multiple urns or containers would be permissible provided they fit within the dimensions of the niche. The Committee further discussed this matter and agreed with Mr. Wagner that it made sense to permit multiple cremains within multiple containers to be interred within a single niche, contingent on the condition that the urns/containers meet the City's standards, and a11 other aspects of the purchase and burial are in compliance with City policy. Chair Anderson suggested City staff be granted the flexibility to make the decisions in the best interest of the cemetery and City as they occur. The Committee agreed. Resident versus Non-Residential Rates Mr. Heuer recounted the City Council's expectation that the primary benefactors of Lebanon Cemetery are Apple Valley residents. With that in mind and as directed by both the City Council and the Cemetery Advisory Committee last year, staff reviewed resident and non-resident sales for 2002 and compared them to sales activity for previous years. Non-residential sales were up slightly over previous years. Total sales through September 30, 2002, were 31, of wluch 55 percent were residential, and 45 percent were non-residential. However, the smaller the number of total sales,the greater each sale impacts the percentage. In an effort to further deter lot sales to customers who do not live in App1e Valley, Mr. Heuer said staff proposes the supplementary fee for non-residents be increased to the amounts indicated in the memo titled Cemetery Lot Sales. The increase represents a minimum 50 percent increase over the current differential for non-residents for each type sale (i.e., traditional lot, cremation lot, single niche, and double niche). Mr. Heuer sta.ted staff will continue to monitor activity and report trends to the Committee, and additional changes to the non-residential rate schedule can be recommended as necessary. Chair Anderson called for a motion to adopt the proposed rates listed in the memo by Mr. Heuer and Ms. Gackstetter titled Cemetery Lot Sales. Committee Member Raiche made a motion to accept the rates proposed by staff with a recommendation to forward the proposed increases to the City Council for official action. Chair Anderson called for a second, Hearing none, Chair Anderson called for a second again. Hearing none,the motion died. 5 � � Chair Anderson asked Mr. Heuer what he would do now considering the Cemetery Advisory Committee took no action. Mr. Heuer said he will inform the City Council of the Committee's response, but will not recommend an increase in non-residential rates at this time. Chair Anderson stated he views the cemetery as still being in the infancy stage of development; and until sales and activity can be monitored for a few more years, he believes an increase in non- residential rates is premature. OTHER BUSINESS Miscellaneous Articles Ms. Gackstetter said she included several articles in the packet regarding cemeteries and the cemetery industry which she thought may be of interest. Minnesota Association of Cemeteries Ms. Gackstetter said she found the Minnesota Association of Cemeteries (MAC) Annual Convention she attended earlier this month very interesting and informative. She shared new concepts and ideas to which she was exposed including the practice of remote and communal memorialization, family-style pier niches, engraved granite promenades, and scattering gardens. Ms. Gackstetter said she was also elected as a member of MAC's Board of Directors. Chair Anderson congratulated Ms. Gackstetter on her new assignment and cited the value of having a staffmember closely connected to this organization. Committee Member Wagner left the meeting at 4:11 p.m. ADJOURN MOTION: of Hadley, seconded by Koepp, to adjourn the meeting. Motion passed unanimously. Meeting was adjourned at 4:25 p.m. Approved: January 21, 2003 6