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Home My WebLink About05-31-12 Cemetery Advisory Board Minutes so titi � 5 LINKED MINUTES OF THE MEETING OF THE SUNSET HILLS CEMETERY ADVISORY BOARD MAY 31, 2012 88o?� 1:00 PM CITY HALL MADISON ROOM 121 N. ROUSE AVENUE BOARD MEMBERS PRESENT: Russ Tuckerman, Chairperson Katherine Ball Gene Brooks Don Derby Lowell Springer David Cook, Park& Recreation Board Liais Absent: Karlina Popwell Cyndy Andrus, Commission Liaiso CITY STAFF N;ijjjjjjjjjkh' Ron Dingman, Director of Parks & Cemetery Thom White, Park&Cemetery Superintenden Shane Surber, Cemetery Foreman Michelle Dipzinski, Cemetery Board Secretary GUEST PRESENTE None COPIES OF THE RECORDING ARE AVAILABLE UPON REQUEST. 0:00:00- Item #1—Call the meeting to order: • Chairperson Tuckerman called the meeting to order at 1:02pm. 0:00:18- Item #2— Public Comment Period, limit 3 minutes per speaker: • No members of the public were present Linked Minutes of the Sunset Hills Cemetery Advisory Board Meeting,May 31,2012 0:00:31 - Item #3—Approve February 9, 2012 meeting minutes—Action Item: • Public Comment for this action item closed Motion: Boardmember Derby motioned to approve the February 9, 2012 minutes as presented. Boardmember Springer seconded the motion. The motion passed unanimously. 0:01:32— Item #4— Board Vacancy—Carl Craft resignation'. • Members were asked to get the word out that there is a position available • Chairperson Tuckerman will talk to past alumni members to see ' they are interested • The Board thanks Carl Craft for his servi 0:02:59— Item #5— Memorial Garden update: • One of the Park Departments seasonal workers is a graduate student from Harvard doing design work and she is working on the Memorial Garden design • A black granite slab has been ordered for the base • The irrigation system will be in next week ,ii� • There is$10,000 allocated for the project but the cost will be hig er, Superintendent is working on getting more money for the project • 18 pickup loads of tree branches s been disposed of from the area 0:07:43—Item #6— BSF User Fee update. • The User Fee assessment was presented and approved by the Commission on May 7 • Youth based activity will pay 25%of the cost of their program • Adult based activity will pay 50%of the cost • Festivals or Markets pay 100%of the cost • The minimum fee is$500, BSF falls into this group because they have both youth and adult programs • Out of the 12 groups BSF was the only group that didn't like the fee schedule • The new schedule starts in 2013 • The formula can be easily changed if the Commission chooses to do so 00:11:38— Item #7—Veterans Wall update: • There is $9,756.33 in the account • There are 5 or 6 plagues that need to go up on the wall • The Kiosk quotes range from $9,000 to $11,000 Linked Minutes of the Sunset Hills Cemetery Advisory Board Meeting,May 31,2012 • A computer may be purchased without a kiosk but it not advised because of the kiosk is weather and vandal proof • Superintendent White has photos of the kiosks and will forward the information to anyone that is interested • There were discussion about the computers, keyboards, and the building itself;there is a possibility that the computer warranty would not cover if the kiosk is not part of the package • Boardmember Derby will start working on a fund raiser for the project • Once the quotes come in Boardmember Springer offered to help go thru the bids,they want to make sure the kiosk would be able to handle -50° weather 0:25:26—Item #8— Request for deviations—Thom White and/or Shane Surber: • No requests were received 0:25:36—Item #9—Superintendent/Foreman° 't�date -Thom White and/or Shane Surber: • Used the bidding process for weed eating services; a new company was hired and it took a little longer than usual • Sprayed herbicide and fertilizing treatment,the job took about 5 hours and crews have noticed a change in the dandelions • Hired 2 new seasonal this year • The columbarium purchase is moving along,the notice of award to an Ohio company was sent on March 26, they have 180 days from date of winning the bid to deliver • The growth regulator will be applied again • Some research was done on kiosks but what was found was higher than what was presented in the Veterans Update • CIP has not gone in front of the Commission yet, budgets were discussed and planning ahead for what would be needed later in the year • The Tree Donation brochure is in the kiosk at the cemetery's east entrance,funeral homes and city buildings • Board member recruitment was discussed; having a person from a funeral home was discussed,the Legal Department would need to be asked if there would be a conflict of interest 0:39:32—Item #10—Commission Report—Cvndv Andrus: • Commissioner Andrus was not present at the meeting 0:39:38—Item #11— Recreation & Park Board Update— David Cook: • The S. Church property was not purchased because after the information was printed in the paper the owners received other offers 3 Linked Minutes of the Sunset Hills Cemetery Advisory Board Meeting,May 31,2012 0:42:41—Item 12—Confirm next meeting date—August 30, 2012: • The next meeting is scheduled for August 30 at the Lindley Center from 1:OOpm to 3:OOpm 0:43:10— Item 14—Other Business: • Director position update: • Preferred date is April 13 • There were 120 applications, the company hired had reviewed the applications and completed site interviews to narrow the applicants; interviews start next week • Dan McCarthy has been promoted to Aquatics Superintendent and Jamie Saitta has been promoted to Recreation Superintendent; these are temporary promotions that will end in June 2013 • It has been requested that the area at the corner of the hospital land and the BSF well be sprayed for weeds Now o Superintendent White and/or Fo rber will ver it is cemetery land and not public right of way • Chairperson Tuckerman has reached out to the new hospital director meet and greet and has not received a response yet • The board thanks Director Ding for his year. f :. ice,this is his last meeting 0:47:47—Item #15—Adjournment: Motion: Chairperson Derby motioned to adjourn the meeting Boardmember Ball seconded the motion. The motion passe �urianimous Y The meetiNadjo ned at 1:51p Michelle Dipzinski,the recording secretary,will contact Chairperson Tuckerman, Superintendent White, and Foreman Surber approxima - eeks prior to the next meeting to set up the agenda. Russ Tuckerman, Chairperson ATTEST: Michelle Dipzinski, Board Secretary Linked Minutes of the Sunset Hills Cemetery Advisory Board Meeting,May 31,2012 PREPARED BY: Michelle Dipzinski, Board Secretary Approved on �5�