MEETING MINUTES – January 9, 2017

MINTURN CEMETERY DISTRICT
REGULAR MEETING MINUTES
January 9, 2017

Members Present:

Dick Cleveland

Mike Martinez

Art Chavez

 

Members Absent:

n/a

 

Staff:

Ray Sforzo

Sidney Harrington

 

I           CALL TO ORDER

 

Dick Cleveland called the regular meeting to order at approximately 4:00 p.m. at the Riverview Cemetery Mausoleum, Minturn, CO.

 

II          ROLL CALL

 

Dick, Mike, Art, Ray and Sidney were present.

 

III         PUBLIC COMMENTS

n/a

 

IV         APPROVAL OF MEETING MINUTES

 

Mike motioned to approve the meeting minutes from the December 12, 2016 regular meeting and Art seconded. All were in favor and the minutes were approved.

 

  1. DISCUSSION

 

  1. Sidney gave an Administrator report:

 

The January meeting of each year requires District Board members to have an election of officers. Mike nominated Dick to be President, Art seconded the motion and all were in favor. Dick nominated Mike to be Vice President. Art seconded the motion. All were in favor. Finally, Dick nominated Art to be re-appointed to Secretary/Treasurer and Mike seconded the motion. All were in favor and the election of officers is complete for the year 2017.

 

Sidney presented standard forms to confirm bank cash account balances for the purpose of authorizing access to the accounts for the 2016 audit.

 

Sidney reported some web site corruption and failures that required fixing. At the same time updated meeting minutes were added to the site.

 

  1. Ray gave a Property Management report:

 

No burials to report. Ray has been trying to keep the snow maintenance and storage manageable.

 

Jim McNiel’s plaque came in and it will be installed on the memorial wall when we get a break in the weather.

 

VII.     BILL PAYING

 

The following electronic funds transfers were made:

EFT     1/3/2017                    Vail Honeywagon    46.00

EFT     1/9/2017                    Centurylink    188.55

 

The following checks were signed:

1/9/2017        2112   A4S Construction    900.00

1/9/2017        2113   Firstbank       896.84

1/9/2017        2114   The Home Depot     254.23

1/9/2017        2116   Meridian Intermountain/Vail Electronics 407.00

1/9/2017        2115   Mobloggy       447.75

1/9/2017        2117   MW Window Cleaning, Inc.            175.00

1/9/2017        2118   Peggy Peters, HT    390.00

1/9/2017        2119   Sforzo Enterprises, Inc.      4,480.00

1/9/2017        2120   Sidney Harrington   1,920.00

1/9/2017        2121   Xcel Energy   1,388.47

 

  1. FUTURE AGENDA ITEMS

Revisions to District Bylaws regarding term limitations

 

X.         ADJOURNMENT

 

Art motioned to adjourn the regular meeting at 4:15 p.m., Mike seconded and all were in favor.

 

The next regular board meeting is scheduled for Monday, December 12, 2016, 4:00 p.m., at the Minturn Riverview Cemetery Mausoleum, Minturn, CO.

 

Respectfully Submitted:

Sidney Harrington

Administrator

ATTEST:

 

______________________

Art Chavez

Minturn Cemetery District

Secretary/Treasurer

MEETING MINUTES – December 12, 2016

MINTURN CEMETERY DISTRICT
REGULAR MEETING MINUTES
December 12, 2016

Members Present:

Dick Cleveland

Mike Martinez

Art Chavez

 

Members Absent:

n/a

 

Staff:

Ray Sforzo

Sidney Harrington

 

I           CALL TO ORDER

Dick Cleveland called the regular meeting to order at approximately 4:00 p.m. at the Riverview Cemetery Mausoleum, Minturn, CO.

 

II          ROLL CALL

Dick, Mike, Art, Ray and Sidney were present.

 

III         PUBLIC COMMENTS

n/a

 

IV         APPROVAL OF MEETING MINUTES

 

Mike motioned to approve the meeting minutes from the November 14, 2016 regular meeting and Art seconded. All were in favor and the minutes were approved.

 

  1. DISCUSSION

 

  1. Sidney gave an Administrator report:

 

Sidney recently distributed District files via email to the Board regarding the history of correspondence with Vail Memorial Park and passed out copies for Board member binders to keep on hand for reference if needed in the future.

 

A 2015 Assessed Value by Area chart was distributed to Board members. The chart itemizes an updated listing of tax distribution dollar amounts and percentages as it relates to Minturn, Vail and parts of Eagle-Vail.

 

Matt Mire was not in attendance; however, Sidney reported that Matt has advised us to the process of amending the Bylaws to exclude the 4 year “cooling off” period (term limitation) for appointed board members. It simply requires an amendment and public hearing process. Mike said he would like to address this item while Dick commented that we do not have an overwhelming amount of people who desire to serve on the Board of Directors for the Cemetery District. Sidney will add this process to the agenda during the winter of 2017.

 

  1. Ray gave a Property Management report:

 

Snow removal has been steady and heavy. The plowing kinks have been worked out and we have been successfully keeping it clear in case we have a winter burial. Ray has seen several inquiries for burial spaces and cremains interments this winter.

VII.     BILL PAYING

The following electronic funds transfers were made:

EFT     11/20/2016               ERWSD         149.49

EFT     12/5/2016                  Vail Honeywagon    30.00

EFT     12/6/2016                  Vail Honeywagon    46.00

EFT     12/9/2016                  Centurylink    188.55

 

The following checks were signed:

12/9/2016      2107   A4S Construction    900.00

12/9/2016      2101   ABC Parts, Inc.         251.74

12/9/2016      2102   Firstbank       1,760.02

12/9/2016      2103   Hoffman, Parker, Wilson & Carberry, P.C.          203.50

12/9/2016      2104   The Home Depot     439.01

12/9/2016      2015   Marchetti& Weaver, LLC     752.10

12/12/2016   2110   Peggy Peters, HT    390.00

12/9/2016      2100   Rocky Mountain Custom Landscapes    1,615.00

12/12/2016   2111   Sforzo Enterprises, Inc.      5,260.00

12/9/2016      2108   Sidney Harrington   2,560.00

12/9/2016      2109   Vail Valley ACE         13.28

12/9/2016      2106   Xcel Energy   1,194.40

 

  1. FUTURE AGENDA ITEMS

Revisions to District Bylaws regarding term limitations and 2016 budget audit

 

X.         ADJOURNMENT

 

Art motioned to adjourn the regular meeting at 4:23 p.m., Mike seconded and all were in favor.

 

The next regular board meeting is scheduled for Monday, December 12, 2016, 4:00 p.m., at the Minturn Riverview Cemetery Mausoleum, Minturn, CO.

Respectfully Submitted:

Sidney Harrington

Administrator

ATTEST:

 

______________________

Art Chavez

Minturn Cemetery District

Secretary/Treasurer

MEETING MINUTES – November 14, 2016

MINTURN CEMETERY DISTRICT
REGULAR MEETING MINUTES
November 14, 2016

Members Present:

Dick Cleveland

Mike Martinez

Art Chavez

 

Members Absent:

n/a

 

Staff:

Ray Sforzo

Sidney Harrington

 

I           CALL TO ORDER

Dick Cleveland called the regular meeting to order at approximately 4:00 p.m. at the Riverview Cemetery Mausoleum, Minturn, CO.

 

II          ROLL CALL

Dick, Mike, Art, Ray and Sidney were present.

 

III         PUBLIC COMMENTS

 

IV         APPROVAL OF MEETING MINUTES

 

Mike motioned to approve the meeting minutes from the October 10,

2016 regular meeting and Art seconded. All were in favor and the minutes were approved.

 

  1. DISCUSSION

 

  1. Sidney gave an Administrator report:

 

Ann McNeil has approved the bronze memorial plaque for Jim McNeil and it will soon be poured and shipped to the cemetery.

 

The Veterans memorial stone commemoration has been postponed to a more appropriate date; Memorial Day, 2017.

 

Sidney contacted Matt Mire with regards to Board member terms and appointments. Matt reviewed the District bylaws as well as some other District documents regarding appointments of past Board members and advised that 2 six-year consecutive terms is the maximum amount of service and then there must be a four-year waiting period before being appointed again. Six year terms of appointment are currently in place for Mike and for Art. Dick’s term is a “partial” term filling in for Jay Raiola’s 6 year term. Mike commented that “six years is a long time” and the Board all agreed that we may want to have a future discussion about changing the term limitations.

 

  1. Ray gave a Property Management report:

 

Ray reported that the driveway drain was repaired and is now recessed into the ground as it should be.

 

Soil prep was completed for the area below the upper rock foundation wall where staff planted many tulip bulbs for the spring. Peggy and Ray are just about finished with cutting down and fall clean up.

 

We had a cremains burial in the upper cemetery that required extra work to break through the ground. Unfortunately, the soil in the upper cemetery has a lot of rock

imbedded

in the soil (about 70%). Digging casket burials we run into the same problem but they are less hassle due to the size of the digging area. Ray recommends that a

jack hammer

 

be

used to dig some of the cremains burials and says there is an appropriate attachment that we might purchase for the machine. The price is roughly $10,000 and the Board is not certain of the positive ROI (return on investment) for this piece of equipment.

VII.     BILL PAYING

The following electronic funds transfers were made:

 

EFT     10/22/2016               ERWSD         1,517.55

EFT     10/18/2016               Vail Honeywagon    30.00

EFT     11/3/2016                  Vail Honeywagon    46.00

EFT     11/14/2016               Centurylink    188.55

 

The following checks were signed:

 

11/14/2016   2093   A4S Construction    795.31

11/14/2016   2020   ABC Parts, Inc.         40.99

11/14/2016   1997   Eager Beaver Tree Service            500.00

11/14/2016   2086   Eagle County Historical Society   300.00

11/14/2016   1998   Fitz Landscaping     994.40

11/14/2016   2087   Firstbank       1,580.59

11/14/2016   2088   Hoffman, Parker, Wilson & Carberry, P.C.          111.00

11/14/2016   2089   The Home Depot     63.93

11/14/2016   1996   Marchetti& Weaver, LLC     400.16

11/14/2016   2099   MW Window Cleaning        175.00

11/14/2016   2096   Peggy Peters, HT    1,530.00

11/14/2016   1984   Rocky Mountain Custom Landscapes    1,220.00

11/14/2016   2092   Saint Patrick Catholic Church       490.00

11/14/2016   2090   Sforzo Enterprises, Inc.      6,000.00

11/14/2016   2097   Sidney Harrington   2,560.00

11/14/2016   2098   WindFire, Inc.           492.00

11/14/2016   2091   Xcel Energy   654.45

 

  1. FUTURE AGENDA ITEMS

n/a

 

X.         ADJOURNMENT

 

Art motioned to adjourn the regular meeting at 4:38 p.m., Mike seconded and all were in favor.

 

The next regular board meeting is scheduled for Monday, December 12, 2016, 4:00 p.m., at the Minturn Riverview Cemetery Mausoleum, Minturn, CO.

 

Respectfully Submitted:

Sidney Harrington

Administrator

ATTEST:

 

______________________

Art Chavez

Minturn Cemetery District

Secretary/Treasurer

MEETING MINUTES – October 10, 2016

MINTURN CEMETERY DISTRICT

REGULAR MEETING MINUTES

October 10, 2016

 

Members Present:

Dick Cleveland

Mike Martinez

Art Chavez

 

Members Absent:

n/a

 

Staff:

Ray Sforzo

Sidney Harrington

 

CALL TO ORDER

 

Dick Cleveland called the regular meeting to order at approximately 4:00 p.m. at the

Riverview Cemetery Mausoleum, Minturn, CO.

 

ROLL CALL

 

Dick, Mike, Art, Ray and Sidney were present.

 

PUBLIC COMMENTS

 

John Sheehan, of Vail, attended the meeting to discuss the idea of placing a plaque on

the memorial wall for Jim McNeill of Alpine Engineering. John stated that Jim was a very

hard working and dedicated partner in completing the cemetery mausoleum project. He

went on to say that Jim’s sudden and untimely death has been devastating to Anne

McNeill, Jim’s wife.

 

Sidney had a plaque proof mocked up for Board approval. John will take a copy and present it to Anne for approval of spelling.

 

APPROVAL OF MEETING MINUTES

 

Mike motioned to approve the meeting minutes from the September 12, 2016 regular meeting and Art seconded. All were in favor and the minutes were approved.

 

DISCUSSION

 

Ken Marchetti presented the 2017 preliminary budget and conducted the public hearing as required by Colorado law. Ken reported that the District Revenue has remained flat in comparison to 2016 which is not uncommon for a non-assessment year. Board and staff reviewed the line items and discussion ensued regarding appropriate budgeting for 2017.

 

Ken reported that most of the budget items are holding steady from this year to last. There will be minor capital items added to 2017 including $10,000 for operable windows in the mausoleum as well as $10,000 for new flower beds in the cemetery. The $65,000 for the shed building that was budgeted for 2016 will also remain as a capital item. For operations we will add a budget maintenance line item for “Roadway Maintenance” and plan for $12,000 for seal-coating the cemetery roadway.

 

Mike motioned to approve RESOLUTION 1-2016 to adopt the 2017 District budget and RESOLUTION 2-2016 to set the tax mil levy at 0.540 mils. Art seconded and all were in favor. Lastly, Art motioned to approve RESOLUTION 3-2016 to appropriate sums of money as discussed in this meeting, and Mike seconded. All were in favor. President Dick Cleveland signed the resolutions as well as the required paperwork to engage McMahon and Associates to conduct the 2016 audit for the Cemetery District.

 

 

Sidney gave an Administrator report:

 

Sidney discussed the Veterans memorial stone dedication ceremony and has been in communication with Pat Hammon. Board and staff discussed ideas for a brief dedication ceremony. A short dedication speech, local Minturn veterans, and a simple ceremony will be planned for Veterans’ Day. Mike knows a veteran who would be a good person to include. Dick recommended that we look to Pat Hammon for logistics and coordination efforts with Veterans.

 

Sidney presented the St. Patrick’s Parish bulletin advertisement renewal and Board agreed to renew the ad at the Bronze Sponsor level of $490. This year Sidney will add the local phone number to the ad.

 

Ray gave a Property Management report:

 

Ray is looking for direction for keeping the shed building on our radar screen. Ray has spoken with Alpine Engineering’s Matt Wadey, who is a new partner in Alpine Engineering but has worked at the firm for nearly 20 years under Jim McNeill. Dick does not want to move forward with any work and says it would be premature to do so since we do not know what direction we are moving in with the building. Sidney reported that the TOM annexing the land is still on hold.

 

Ray is looking to renewing the snow removal contract with A4S, the same provider as last year. Dick suggested that we engage in a two-year contract so that we can lock in our price.

 

Ray reported that there will be two more cremation interments this month.

 

Sidney presented the fuel log and inventory book.

 

 

BILL PAYING

 

The following electronic funds transfers were made:

 

EFT 9/23/2016 ERWSD 2,994.33

EFT 10/3/2016 Vail Honeywagon 46.00

EFT 10/10/2016 Centurylink 188.83

 

The following checks were signed:

 

10/10/2016 2075 ABC Parts, Inc. 154.97

10/10/2016 2076 Defina Construction, Inc. 400.00

10/10/2016 2077 Firstbank 951.44

10/10/2016 2078 The Home Depot 222.18

10/10/2016 2073 Marchetti& Weaver, LLC 385.00

10/10/2016 2079 Mountain Valley Ventures 250.00

10/10/2016 2080 MW Window Cleaning 350.00

10/10/2016 2084 Peggy Peters, HT 1,140.00

10/10/2016 2074 Rocky Mountain Custom Landscapes 1,525.00

10/10/2016 2081 Sforzo Enterprises, Inc. 6,680.00

10/10/2016 2085 Sidney Harrington 2,560.00

10/10/2016 2082 Colorado Mountain News Media 19.76

10/10/2016 2083 Xcel Energy 131.22

 

FUTURE AGENDA ITEMS

 

n/a

 

ADJOURNMENT

 

Mike motioned to adjourn the regular meeting at 5:09 p.m., Art seconded and all were in favor.

 

The next regular board meeting is scheduled for Monday, November 14, 2016, 4:00 p.m., at the Minturn Riverview Cemetery Mausoleum, Minturn, CO.

 

Respectfully Submitted:

Sidney Harrington

Administrator

 

ATTEST:

______________________

Art Chavez

Minturn Cemetery District

Secretary/Treasurer

 

 

 

 

 

 

 

 

 

 

MEETING MINUTES September – 12, 2016

MINTURN CEMETERY DISTRICT

REGULAR MEETING MINUTES

September 12, 2016

 

Members Present:

Dick Cleveland

Mike Martinez

Art Chavez

 

Members Absent:

n/a

 

 

Staff:

Ray Sforzo

Sidney Harrington

 

CALL TO ORDER

 

Dick Cleveland called the regular meeting to order at approximately 4:00 p.m. at the

Riverview Cemetery Mausoleum, Minturn, CO.

 

ROLL CALL

 

Dick, Art, Mike, Ray and Sidney were present..

 

PUBLIC COMMENTS

 

n/a

 

APPROVAL OF MEETING MINUTES

 

Dick motioned to approve the meeting minutes from the August 8, 2016 regular meeting and Art seconded. All were in favor and the minutes were approved.

 

DISCUSSION

 

Ray brought up the recent news that Jim McNeil of Alpine Engineering passed away suddenly a few weeks ago. Ray suggested that the Cemetery honor his commitment and professional contributions to many cemetery building projects by placing a plaque on the memorial wall. Dick motioned to place a plaque in his name to recognize his work for the Cemetery at the expense of the District. Art seconded and all were in favor.

 

Sidney gave an Administrator report:

 

It’s that time of year to discuss ideas for potential capital improvement projects for the Cemetery in preparation for the October meeting where a public hearing will be held to discuss the 2017 budget for the District. Dick asked Board and Staff for suggestions for Capital items. Sidney recommended that we keep the shed building

 

on the list at $65,000 and discussion ensued with regards to building size as it may relate to adjusting the budget for this item. Ray reminded the Board and Staff that we need to accommodate coverage for four vehicles/machinery inside the building. The shed building will remain on the capital list but is on hold until Town of Minturn has authority to rule on the request for a land-extension.

 

Ray mentioned improving the landscaping along the hardscape areas with flowers/plantings in the cemetery, and Dick reminded everyone that landscaping is not labeled as “capital” improvements.

 

Staff recommended that the fixed window in the office be replaced with a window that opens and discussion ensued. Cross ventilation, awnings and screens were discussed with regards to multiple windows in the building. Further exploration is required.

 

Sidney suggested seal coating or re-paving the cemetery drive and Dick reminded everyone that a capital expense is a specific item with a specific life span and seal coating is a maintenance item. Dick suggested getting a price quote from Mountain Maintenance as well as from Bruce Yankee. Ray will pursue.

 

Other discussion items included bike ride events that convene at Little Beach Park and fill up Cemetery Road. Art suggested having signage made to place in the area. Sidney will coordinate with the Town of Minturn.

 

An inventory list was presented to the Board and Sidney will add serial numbers where applicable. Logo’d stickers were added to all tools and equipment to identify cemetery property. Art inquired about viewing log books/mileage and machine hours. Dick requested that this become part of the monthly report.

 

Ray gave a Property Management report:

 

Ray reported on burials and interments. We had a cremains interment at the exterior niche wall in the mausoleum for James Feldhaus and a ground cremains interment for Shirley Lopez. An infant burial for a Burmese family from Vail also took place in the upper cemetery. Sidney added that we will have two more cremains interments upcoming in the next couple of weeks pending contract execution and payment.

 

Ray presented photos and pricing for approval of a forklift extension for the Bobcat loader for the purpose of safely moving the dirt box and ease of use vs. the track hoe. Ray further explained to Art and the Board the multiple use situations that are ideal for this attachment including attachment mechanisms. Mike commented that he agrees that the machine is slow and cumbersome to work with and supports the purchase to assist with ease of burial operations. Art supports the purchase and the Board unanimously agreed to buy a new one (vs. a used one).

 

Board noted a missing cover for the safety valve and Ray said that the snow plow damaged it. Ray will ensure it is replaced.

 

Sidney commented that perhaps we consider fencing the backside of the storage fence area along the south side of the drive now that the new trail has been installed behind the property. Dick and Art did not feel this was necessary because the Town of Minturn shop is such an eyesore anyway.

 

The flagpole for the veterans’ memorial has arrived as discussed in previous meetings (anodized aluminum, 15’ pole w/ solar light). Staff is waiting for an alternate pole cap to arrive and Ray will install the pole in a poured concrete base. We will have the pole placed and the monument ready to go for the Veterans’ Day commemorative ceremony. Mike asked Sidney to notify veterans’ from Minturn that have moved away.

 

In other news, Shannon with Baily-Kent Funeral Home has purchased the funeral home in Gypsum and is looking for staff.

 

In closing Sidney stated that all future meeting reports will contain copies of credit card receipts as well as itemized fuel logs/machine hours.

 

BILL PAYING

 

The following electronic funds transfers were made:

 

EFT 9/6/2016 Vail Honeywagon 46.00

EFT 8/20/2016 ERWSD 1,141.56

 

The following checks were signed:

 

9/12/2016 2068 Firstbank 529.62

9/12/2016 2064 Fitz Landscaping 855.08

9/12/2016 2094 Fitz Landscaping 771.74

9/12/2016 2069 The Home Depot 91.14

9/12/2016 2065 Marchetti& Weaver, LLC 110.00

9/12/2016 2071 Peggy Peters, HT 1,710.00

9/12/2016 2070 Mountain Valley Ventures 1,104.00

9/12/2016 2066 Rocky Mountain Custom Landscapes 1,220.00

9/12/2016 2067 Sforzo Enterprises, Inc. 6,360.00

9/12/2016 2072 Sidney Harrington 2,560.00

9/12/2016 2095 Xcel Energy 122.05

 

FUTURE AGENDA ITEMS

 

Memorial plaque for Jim McNeil, 2017 District budget hearing, Memorial stone commemoration

 

ADJOURNMENT

 

Art motioned to adjourn the regular meeting at 5:06 p.m., Mike seconded the motion and all were in favor.

 

The next regular board meeting is scheduled for Monday, October 10, 2016, 4:00 p.m., at the Minturn Riverview Cemetery Mausoleum, Minturn, CO.

 

Respectfully Submitted:

 

Sidney Harrington

Administrator

 

ATTEST:

 

______________________

Art Chavez

Minturn Cemetery District

Secretary/Treasurer

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

MEETING MINUTES – August 8, 2016

MINTURN CEMETERY DISTRICT

REGULAR MEETING MINUTES

August 8, 2016

 

Members Present:

Dick Cleveland

Mike Martinez

Art Chavez

 

Members Absent:

n/a

 

 

Staff:

Ray Sforzo

Sidney Harrington

 

CALL TO ORDER

 

Dick Cleveland called the regular meeting to order at approximately 4:00 p.m. at the

Riverview Cemetery Mausoleum, Minturn, CO.

 

ROLL CALL

 

Dick, Art, Ray and Sidney were present. Mike is out of town on vacation.

 

PUBLIC COMMENTS

 

John Sheehan, of Vail, attended the meeting to discuss the idea of placing a plaque on

the memorial wall for Jim McNeill of Alpine Engineering. John stated that Jim was a very

hard working and dedicated partner in completing the cemetery mausoleum project. He

went on to say that Jim’s sudden and untimely death has been devastating to Anne

McNeill, Jim’s wife.

 

Sidney had a plaque proof mocked up for Board approval. John will take a copy and present it to Anne for approval of spelling.

 

APPROVAL OF MEETING MINUTES

 

Mike motioned to approve the meeting minutes from the September 12, 2016 regular meeting and Art seconded. All were in favor and the minutes were approved.

 

DISCUSSION

 

Ken Marchetti presented the 2017 preliminary budget and conducted the public hearing as required by Colorado law. Ken reported that the District Revenue has remained flat in comparison to 2016 which is not uncommon for a non-assessmen

 

year. Board and staff reviewed the line items and discussion ensued regarding appropriate budgeting for 2017.

 

Ken reported that most of the budget items are holding steady from this year to last. There will be a minor capital items added to 2017 including $10,000 for operable windows in the mausoleum as well as $10,000 for new flower beds in the cemetery. The $65,000 for the shed building will also remain as a capital item. For operations we will add a budget maintenance line item for “Roadway Maintenance” and plan for $12,000 for seal-coating the cemetery roadway.

Mike motioned to approve RESOLUTION 1-2016 to adopt the 2017 District budget and RESOLUTION 2-2016 to set the tax mil levy at 0.540 mils. Art seconded and all were in favor. Lastly, Art motioned to approve RESOLUTION 3-2016 to appropriate sums of money as discussed in this meeting, and Mike seconded. All were in favor. President Dick Cleveland signed the resolutions as well as the required paperwork to engage McMahon and Associates to conduct the 2016 audit for the Cemetery District.

 

Sidney gave an Administrator report:

 

Sidney discussed the Veterans memorial stone dedication ceremony and has been in communication with Pat Hammon. Board and staff discussed ideas for a short dedication ceremony. A short dedication speech, local Minturn veterans and a simple ceremony will be planned for Veterans’ Day. Mike knows a veteran who would be a good person to include. Dick recommended that we look to Pat Hammon for logistics and coordination efforts with Veterans.

 

Sidney presented the St. Patrick’s Parish bulletin advertisement renewal and Board agreed to renew the ad at the Bronze Sponsor level of $490. This year Sidney will add the local phone number to the ad.

 

Ray gave a Property Management report: Ray is looking for direction for keeping the shed building on our radar screen. Ray has spoken with Alpine Engineering’s Matt Wadey, who is a new partner in Alpine Engineering. Dick does not want to move forward with any work and says it would be premature to do so since we do not know what direction we are moving in with the building. Sidney reported that the TOM annexing the land is still on hold. Ray is looking to renewing the snow removal contract with A4S, the same provider as last year. Dick suggested that we engage in a two-year contract so that we can lock in our price. Ray reported that there will be two more cremation interments this month. Sidney presented the fuel log and inventory book.

 

BILL PAYING

 

The following electronic funds transfers were made:

 

EFT 8/8/2016 Century Link 320.15

EFT 7/22/2016 Vail Honeywagon 80.00

EFT 8/3/2016 Vail Honeywagon 46.00

EFT 7/22/2016 ERWSD 1,725.93

 

The following checks were signed:

 

8/8/2016 2040 Firstbank 529.62

8/8/2016 2021 Fitz Landscaping 1,334.48

8/8/2016 2041 The Home Depot 311.92

8/8/2016 2045 MW Window Cleaning, Inc. 175.00

8/8/2016 2042 Peggy Peters, HT 1,612.00

8/8/2016 2044 Mountain Valley Ventures 662.00

8/8/2016 2022 Rocky Mountain Custom Landscapes 2,343.00

8/8/2016 2046 Sforzo Enterprises, Inc. 4,700.00

8/8/2016 2047 Sidney Harrington 2,560.00

8/8/2016 2043 Snyder Grand Valley Memorials, Inc. 7,598.00

8/8/2016 2048 Xcel Energy 120.87

 

FUTURE AGENDA ITEMS

n/a

 

ADJOURNMENT Mike motioned to adjourn the regular meeting at 5:09 p.m., Art seconded and all were in favor.

The next regular board meeting is scheduled for Monday, November 14, 2016, 4:00 p.m., at the Minturn Riverview Cemetery Mausoleum, Minturn, CO.

Respectfully Submitted:

Sidney Harrington

Administrator

 

ATTEST:

______________________

 

Art Chavez

Minturn Cemetery District

Secretary/Treasurer

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

MEETING MINUTES – July 11, 2016

MINTURN CEMETERY DISTRICT

REGULAR MEETING MINUTES

July 11, 2016

 

Members Present:

Dick Cleveland

Mike Martinez

Art Chavez

 

Members Absent:

n/a

 

Staff:

Sidney Harrington

 

CALL TO ORDER

 

Dick Cleveland called the regular meeting to order at approximately 4:00 p.m. at the Riverview Cemetery Mausoleum, Minturn, CO.

 

ROLL CALL

 

Dick, Mike, Art, and Sidney were present. Ray is out of town on vacation.

 

PUBLIC COMMENTS

 

n/a

 

APPROVAL OF MEETING MINUTES

 

Mike motioned to approve the meeting minutes from the June 13, 2016 regular meeting and Art seconded. All were in favor and the minutes were approved.

 

DISCUSSION

 

Sidney gave an Administrator report:

 

After speaking with the Town of Minturn, Sidney learned that there has been no progress made with regards to annexing the surrounding land and the cemetery property. The Town of Minturn has far too much going on to move this up on the priority list. Dick commented that this is out of our hands.

 

Sidney has executed her contract via a notary and now the Board must approve and the District President, Dick, will sign the document putting it into place for a term of one year. Sidney will provide proof of insurance at the next meeting.

 

Sidney reported that since the last meeting the cemetery performed two casket

burial services as well as a disinterment for Farnom-Holt Funeral home on behalf of

the Leslie Sukenick family. Sidney showed several photos of the disinterment

process to the Board. The headstone was removed and taken by the funeral home.

The three plots that belonged to the Sukenick family have been returned to the

cemetery.

 

The two casket burial services each had about 150 attendees.

 

Ray asked Sidney to inform the Board about a power line cut down by the pump room. Apparently, a few years ago, the wood fence installers nicked the line. The repair required a concrete cut to access the repair as well as services performed by an electrician.

 

The Veteran’s memorial stone will be installed during the week of July 18. Sidney will work with Pat Hammon to coordinate a dedication ceremony and press release.

 

BILL PAYING

 

The following electronic funds transfers were made:

 

EFT 7/11/2016 Century Link 197.49

EFT 7/5/2016 Vail Honeywagon 46.00

EFT 6/14/2016 Vail Honeywagon 30.00

EFT 6/20/2016 ERWSD 0.00

 

The following checks were signed:

 

7/11/2016 2051 Defina Construction, Inc. 1,800.00

7/11/2016 2052 F.D. Taylor Electrical Const. Co. 2,314.46

7/11/2016 2053 Firstbank 1,206.89

7/11/2016 2054 Fitz Landscaping 4,585.00

7/11/2016 2056 The Home Depot 489.09

7/11/2016 2055 Hoffmann, Parker, Wilson & Carberry 129.50

7/11/2016 2059 MW Window Cleaning, Inc. 175.00

7/11/2016 2061 Peggy Peters, HT 1,612.00

7/11/2016 2057 Mountain Striping 400.00

7/11/2016 2058 Mountain Valley Ventures 662.00

7/11/2016 2049 Rocky Mountain Custom Landscapes 2,343.00

7/11/2016 2062 Sforzo Enterprises, Inc. 5,860.00

7/11/2016 2063 Sidney Harrington 2,560.00

7/11/2016 2050 Vail Valley Ace 7.59

7/11/2016 2060 Xcel Energy 192.88

 

 

 

FUTURE AGENDA ITEMS

 

Ray’s contract

 

ADJOURNMENT

 

Dick motioned to adjourn the regular meeting at 4.38 p.m., Art seconded and all were in favor

 

 

The next regular board meeting is scheduled for Monday, August 8, 2016, 3:45 p.m., at the Minturn Riverview Cemetery Mausoleum, Minturn, CO.

 

 

Respectfully Submitted:

Sidney Harrington

Administrator

ATTEST:

 

______________________

 

Art Chavez

Minturn Cemetery District

Secretary/Treasurer

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

REGULAR MEETING MINUTES – June 13, 2016

MINTURN CEMETERY DISTRICT

REGULAR MEETING MINUTES

June 13, 2016

 

Members Present:
Dick Cleveland

Mike Martinez

Art Chavez Members

 

Absent:

n/a

 

Staff:

Sidney Harrington

Ray Sforzo

 

CALL TO ORDER

 

Dick Cleveland called the regular meeting to order at approximately 5:00 p.m. at the

Riverview Cemetery Mausoleum, Minturn, CO.

 

ROLL CALL

 

Dick, Mike, Art, Ray and Sidney were present

 

PUBLIC COMMENTS

 

n/a

 

APPROVAL OF MEETING MINUTES

 

Mike motioned to approve the meeting minutes from the May 9, 2016 and Art seconded. All were in favor and the minutes were approved.

 

DISCUSSION

 

Art mentioned that he continues to receive compliments about the appearance of the cemetery, including people who have moved out of town and have returned to visit to find it looking its best ever.

 

Sidney gave an Administrator report:

 

Sidney recently met with Willy Powell, Town of Minturn (TOM) Town Manager, and

Mike Sawyer, TOM attorney, regarding the 1000 square foot parcel of land that the

District is interested in obtaining for the purpose of expanding the shed building. The

Town of Minturn recently discovered that the land upon which the cemetery lies and

the surrounding land has mistakenly never been annexed into the Town of Minturn.

The Town is working on annexing the surrounding areas and has stated that they

will re-draw the property lines per our request and in accordance with appropriate

TOM building/set-back codes. This process will likely require a survey, by which the

TOM will be required to perform in order to annex all of the land. Sidney consulted

with Matt Mire regarding annexation to the Town and Matt said that he does not see

any reason why we should not be annexed into Minturn and advised that we do so.

Sidney will contact the TOM for further annexation conditions, requirements and

expenses that the District might incur.

 

The independent contracts for Administrator and Property Manager are due to expire

and it is time for the members of the Board to review and discuss terms and

conditions. The Board and Staff ensued in discussion regarding several items

including perpetuating agreement terms. Dick pointed out that within the existing

contract language (item No.1 Term. and No.8.Termination) this subject has already

been addressed.

 

Ray gave a property manager report:

 

The shed building project is on hold indefinitely.

The Cemetery has been contacted regarding a disinterment for a burial from 1985. Leslie Ann Sukenick is buried in the lower cemetery and her family is working with a Glenwood Springs funeral home to execute the disinterment process. Ray has been working with the funeral director and our excavator to set a date and work out the details of exhumation. Sidney has also been working with the funeral director to acquire the appropriate paperwork and prepare an invoice. Sidney stated that the District Fee Schedule lists a price of $5000.00 for this service.

 

Ray continued to say that he has been investigating/probing the burial site and measuring in accordance with the GPR survey and we will be ready. Mike commented that we really do not know what we will find upon excavation. All agreed that we will not move forward without appropriate paperwork.

 

The Villeda casket burial took place on Wednesday, June 8. There were about 150 people who attended the burial service that lasted 3+ hours.

 

The Town of Minturn was a week late in turning on the water. Unfortunately it was hot and we had to go and buy hoses to hand water the flowers and grass. Dick commented that the property looks very nice.

 

Ray would like to purchase a boom crane attachment for the Bobcat forks. The crane will enable us to safely move the dirt box for casket burials. It would make things easier and costs $1500.00 + shipping. Ray will present a photo and cost estimate for the Board to review at the next meeting.

 

EXECUTIVE SESSION

 

Dick motioned to go into executive session pursuant to CRS 24-6-402(4)(B)(f) to receive legal advice on specific legal questions and to discuss personnel matters regarding contractor compensation. Mike seconded and all were in favor.

 

As a result of discussion amongst the Board of Directors, it is noted that the pay rate will remain at $40.00/hr. and further discussion regarding the daily expenses to operate the cemetery as it relates to the budget and job descriptions is required at a future meeting. Dick stated that though the cemetery looks better than ever and that staff is doing a great job, the Board is looking for input from staff on ways to “cut costs”. The Board has to consider whether or not the fulltime presence is worth the cost and/or is there a better way to manage it, i.e. fulltime vs. part-time. This is a dilemma that needs to be reviewed.

 

BILL PAYING

 

The following electronic funds transfers were made:

 

EFT 5/9/2016 Century Link 273.04

EFT 5/31/2016 Vail Honeywagon 28.96

EFT 6/2/2016 Vail Honeywagon 50.00

EFT 6/3/2016 Vail Honeywagon 46.00

EFT 5/20/2016 ERWSD 0.00

 

The following checks were signed:

 

6/13/2016 2025 Advanced Diesel Pro 668.50

6/13/2016 2026 Dafina Construction, inc. 500.00

6/13/2016 2027 Firstbank 761.03

6/13/2016 2028 Fitz Landscaping 4,585.00

6/13/2016 2029 The Home Depot 532.46

6/13/2016 2023 Marchetti & Weaver 827.10

6/13/2016 2030 Meridian Intermountain/Vail Electronics 217.50

6/13/2016 2037 Mobloggy 705.00

6/13/2016 2024 McMahan and Associates, LLC 4,500.00

6/13/2016 2031 Mountain Valley Ventures 2,852.00

6/13/2016 2032 Orkin Pest Control 2,500.00

6/13/2016 2038 Peggy Peters, HT 1,740.00

6/13/2016 2033 Plumbing systems, inc. 2,065.00

6/13/2016 2034 Sforzo Enterprises, Inc. 9,360.00

6/13/2016 2039 Sidney Harrington 3,280.00

6/13/2016 2035 Xcel Energy 750.33

6/13/2016 2036 Yunker Trucking 250.00

 

FUTURE AGENDA ITEMS

 

Ray & Sidney contract execution. Board/Staff discussion regarding property mgmt. tasks as it relates to budget and expense to operate the cemetery.

 

ADJOURNMENT

 

Art motioned to adjourn the regular meeting at 6:18 p.m., Mike seconded and all were in favor.

 

 

The next regular board meeting is scheduled for Monday, August 8, 2016, 4:00 p.m., at the Minturn Riverview Cemetery Mausoleum, Minturn, CO

 

 

Respectfully Submitted:

Sidney Harrington

Administrator

 

ATTEST:

______________________

Art Chavez

Minturn Cemetery District

Secretary/Treasurer

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

MEETING MINUTES – May 9, 2016

MINTURN CEMETERY DISTRICT

REGULAR MEETING MINUTES

May 9, 2016

 

Members Present:

Dick Cleveland

Mike Martinez

Art Chavez

 

Members Absent:

n/a

 

Staff:

Sidney Harrington

Ray Sforzo

 

 

CALL TO ORDER

 

Dick Cleveland called the regular meeting to order at approximately 4:10 p.m. at the

Riverview Cemetery Mausoleum, Minturn, CO.

 

ROLL CALL

 

Dick, Mike, Art, Ray and Sidney were present.

 

PUBLIC COMMENTS

 

n/a

 

APPROVAL OF MEETING MINUTES

 

Mike motioned to approve the meeting minutes from the April 11, 2016 and Art seconded. All were in favor and the minutes were approved.

 

DISCUSSION

 

  • Dan Cudahy with McMahon & Associates attended the meeting to present the 2015 preliminary draft audit to the Board and Staff. Dan reported that the audit went well and they did not find any disappointments with management and the financial outlook for the District looks good. The District’s income increased overall by about $30,000. Dan reported that it is a really good report and there are no notes and no recommendations for improvement.
  • Art made a motion to accept the audit as submitted. Mike seconded the motion and all were in favor.

 

  • Sidney gave an Administrator report:

 

  • Board and Staff discussed future meeting times for the summer season. All agreed to change the meeting time to 4:00 instead of 5:00. Sidney reported that a preliminary meeting for the purpose of approving a land easement for 1000 sq. ft. has been scheduled for Wednesday, May 18 to discuss with the Town of Minturn attorney, Mike Sawyer and Town Manager, Willy Powell. We had a Saturday burial with some ground-collapse challenges; however, it was effectively managed with the shoring equipment. We would like to place the veterans’ memorial where the three-sided information sign is currently placed in the lower cemetery. It will be easy enough to relocate the sign. Board and Staff will walk down at the end of the meeting to review the placement options.

 

  • Ray gave a Property Manager report: Ray distributed two estimates from Fitz Landscaping: (1) Annual planting proposal at $9,170.00; (2) Monthly maintenance at $2,000 per month. The first will include planting annual flowers into appropriate beds and includes the cost of flowers, labor and delivery. The second includes spring flowerbed clean up, monthly maintenance and fall cut down. Ray is very happy with the quality of flowers (color and variety) and would like to proceed with the first proposal only. Ray does not believe we need the second option and thinks will get more value by managing flower bed maintenance ourselves by utilizing Peggy Peters at $30 per hour or by calling in the Fitz crew on an “as needed” basis. Mike commented that he is pleased with the appearance of the cemetery flowers by Fitz. Mike motioned to accept the Fitz Landscaping contract for $9170.00, Art seconded and all were in favor.

 

  • There are not updates on the building. We are in a holding pattern. We will need to consider our options with regards to the shed building build-out. Dick commented that the District will likely have to obtain all-inclusive bids from several general contractors to ensure accountability vs. sub-contracting the project with various providers.

 

BILL PAYING

The following electronic funds transfers were made:

EFT 5/9/2016 Century Link 267.58

EFT 5/9/2016 Vail Honeywagon 30.00

EFT 5/9/2016 ERWSD 0.00

 

The following checks were signed:

5/9/2016 2014 Alpine Insurance Agency 4,310.00

5/9/2016 2011 Firstbank 1,806.99

5/9/2016 2012 Fitz Landscaping 3,551.64

5/9/2016 2013 The Home Depot 161.63

5/9/2016 2015 MW Window Cleaning Inc. 110.00

5/9/2016 2010 Marchetti & Weaver 233.25

5/9/2016 2016 Peggy Peters, HT 990.00

5/9/2016 2017 Sforzo Enterprises, Inc. 4,760.00

5/9/2016 2018 Sidney Harrington 1,920.00

5/9/2016 2019 Xcel Energy 880.08

 

FUTURE AGENDA ITEMS

 

Shed building – have Jim McNeil attend next meeting Ray & Sidney contract review

 

 

ADJOURNMENT

 

Mike motioned to adjourn the regular meeting at 4:49 p.m., Art seconded and all were in favor.

 

The next regular board meeting is scheduled for Monday, June 13, 2016, 4:00 p.m., at the Minturn Riverview Cemetery Mausoleum, Minturn, CO.

Respectfully Submitted:

Sidney Harrington

Administrator

 

ATTEST: ______________________

Art Chavez Minturn Cemetery District

Secretary/Treasurer