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HomeMy WebLinkAboutCemetary Commission Minutes 08.01.2002 CEMETERY BOARD MINUTES August 1, 2002 5:00 P.M. CITY HALL MEMBERS PRESENT: Lauren VanRoekel, Chairman Mark Mace Dan Dart Steve Klotz Dick Fritzler Mike Nieskens Brace Lefler Cathy Gabrian Cathy explained the use of perpetual care funds. If the funds had been put in the actual 7000 fund number according to BARS Accounting Standards, by law, the principal amount could never be touched, only the interest could be used. The city has been putting these funds into a line item designated as Perpetual Care but they have not been in Fund 7000. Under these conditions, we are able to use these funds for land acquisition, improvement and maintenance of the cemetery. Since July 1, 2001, a portion of each sale has been going into Fund 7000 but it is up to the Cemetery Board whether they want to continue doing this. Discussion followed and it was the consensus of the members that we will never accumulate a large enough principal balance to where there would be substantial interest, so why not use this money for much needed improvements. According to the City Attorney, it is up to the city whether we put money into Fund 7000, but there is no obligation, by law, to do so. Steve reported that he spoke to Bob Schessler regarding land acquisition. His brother, Don Schessler, is in town and they are willing to sell us 8.4 acres at a cost of $2,500 per acre. This would include the following: Tract A - .26 acres, Tract B - 2.072 acres and approximated 1/3 of Tract C - 6.068 acres. Discussion followed and it was questioned whether we should try and buy the remaining portion of Tract C which would be approximately nine acres. Schesslers' recently sold the northeast portion of Tract C to the Masons for a new temple. More discussion regarding how far into the future this additional land would carry the city and how to handle the coulee that lies on this land. It was stated that if we acquire this land, we need to look at putting in roads. This additional land will allow us to install roads by which we can access current areas of the cemetery that are currently not being used. Steve explained that if we acquire land this year, it would give us time to construct future roads as we expand. We have a supply of road millings from the interstate project and gravel from the river projects. With these materials, our crew can do the work to install new roads at a very reasonable cost. Steve explained the process for building new roads and utilizing cold milling. We would install curb and gutter on these new roads and it would be better to do it before the road is put in. Mark thought this could be done for around $7.00 per foot. Steve said that he requested $25,000 in the budget for a sprinkler system. We would be looking at a system similar to the one that Rockvale Cemetery is using. This is a farm type system where the heads would be pulled and put in each time they are used. It would be installed in such a manner that it can be added onto in the future. Steve has an engineering colleague who would be willing to consult on this for a reasonable cost. Our crew would then do the constraction of the system. In regard to trees, Brace said we need to get the rest of the trees trimmed. Last year we contracted out and had half the cemetery trimmed but we need to follow up and get the rest of them done. It was stated that we need to get on a tree addition/replacement program. All of the trees in the cemetery are of the same variety and approximately the same age. We need to start replacing trees and adding new ones in areas where there are none. Steve said he has a list of trees that would be good to use in the cemetery. They are ones that are resistant to disease and have roots that tend to go down and would cause fewer problems with digging graves. It was mentioned that we still have our little nursery of evergreen trees beside the cemetery building and they are getting big enough to where we need to do something with them. It was stated that with the problems evergreens cause and the maintenance issues with them, we would not plant anymore in the cemetery. Cathy brought up the issue of signs for the cemetery. Every year after Memorial Day, we have people who are very upset because we have pulled their items to facilitate maintenance. Discussion followed regarding whether to put signs up with our regulations just around Memorial Day or whether to leave them up year around. It was suggested that we put a permanent sign, at least 4' x 8', along the south boulevard. This sign would list our regulations and would have a map of the cemetery showing the different sections. We could then use portable signs during Memorial Day. It was stated that these signs must be durable and well done. Motion by Dan to install a 4'x 8' permanent sign on the boulevard and have portable sandwich signs to be used before and after Memorial Day, seconded by Mark. Motion carried. Brace stated that in the past, water has been provided at the cemetery for visitors use during the Memorial Day period. This year Bruce was on vacation and this did not get done but the coramittee agreed that this is something we want to continue to provide. Discussion regarding aerating the cemetery and it was felt that this would be very beneficial. Mark stated that the City of Billings does a lot of aerating in different areas and he will check into the cost. Steve said we need to look at the cost of buying an aerator, which could be used throughout the city, verses renting one. The land issue was brought up again and it was the consensus of the committee to have Steve talk to Schesslers' regarding purchasing the entire area. The committee will meet again, after his meeting, if needed. Bruce and the crew were complimented for a job well done. Ray Lang of Lang's Cemetery Service stated our caretakers do the best job of anyone they work with. They do an excellent job of digging the graves and helping them out. Bruce mentioned the deteriorating condition of our cemetery gates. They are currently not being used, but he feels that if we did, it would cut down on the amount of vandalism. Discussion followed and Mark stated that Craig Whitley was contracted to do all the ironwork in Billings on Montana Avenue. We may want to check with him and get some ideas not only for the gates themselves but also for the area between the gates. The meeting adjourned at 6:43 p.m. Respectfully submitted, Cathy Gabrian Deputy Clerk