Category: Post

MINTURN CEMETERY DISTRICT
REGULAR MEETING MINUTES
April 11, 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 March 14, 2016 and Art seconded. Mike and Art were in favor and the minutes were approved.

DISCUSSION
A. Sidney gave an Administrator report:

Sidney presented further information about the veteran’s memorial to finalize the order for the memorial. The title of the memorial was discussed again with the Board and Staff. All agreed that the title should be “Minturn Cemetery Veterans’ Memorial”. Plaque verbiage was finalized as well as the total price for the memorial stone. The contract with Snyder Grand Valley Memorials was approved. Mike motioned to approve the contract at a price not to exceed $14,895.00. Art seconded and all were in favor to move forward with the contract. A deposit check of $7447.00 to begin the production will be signed at this meeting and mailed this week.

Sidney reported to the Board that First Call of Colorado has returned an executed contract for ossuary interments per the contract terms of $5 per cremains.

B. Ray gave a Property Manager report:

Ray reported that there will be a landscaping spring clean-up scheduled for the middle of May. Due to the melting, we have already started cleaning up and Ray has noticed a few areas where burials have sunk resulting in significant ground caving.

Ray wanted to point out to the Board and Staff that there was over $5,000 worth of irrigation put in last year and that the landscaping expenses for 2015 were not just for flowers but for irrigation, sod and gabled rock to support drainage.

Furthermore, discussion ensued regarding Fitz Landscaping and whether or not we will work extensively with them for the 2016 summer. Dick commented on the appropriate billing leverage for landscaping subcontractors. Ray would like to keep the Fitz irrigation team and grounds/sod crew. The flower crew is the most challenging to manage. Ray recommends that we continue our contract for weekly lawn mowing with Rocky Mountain Custom Landscapes and believes they are the best team for the job because they consistently take care to mind the memorials and carefully mow around memorials. Ray stated that keeping Fitz for the sake of “flower warranty & knowledge” is preferable. He would like to obtain a formal proposal from Fitz Landscaping to review with the Board at the next meeting.

Dick requested that we have a billing line item for grave maintenance as it relates to new burials including labor hours (filling in dirt, compacting, sodding). Sidney will speak to Kathy at Marchetti & Weaver about adding this to our account list.

The shed building project / land lease with the Town of Minturn was also discussed. Sidney asked Matt Mire to initiate the conversation with the Town’s attorney. The approximate amount of land in question is 1000 square feet. Ray has been in communication with Jim McNeil and Burke Harrington to further assess the project details as they continue to develop. It was determined that a 50 ft. x 18 ft. building is an appropriate size for the ATV, the mini excavator, the Bobcat, and the truck to be stored inside. Also inside the building will be ground burial platform materials. The addition of an extra three feet to the new building has a cost affect that will need to be assessed by the Board. Will the plan for the retaining wall and structural plan change? We are in a “holding pattern” until we hear from the Town of Minturn.

BILL PAYING
The following electronic funds transfers were made:

EFT 4/11/2016 Century Link 259.30

EFT 4/4/2016 Vail Honeywagon 30.00

EFT 4/22/2016 ERWSD 0.00

The following checks were signed:

4/11/2016 1979 A4S 800.00

4/11/2016          Firstbank 0.00

4/11/2016 1977 Hoffmann, Parker, Wilson & Carberry 185.00

4/11/2016         The Home Depot 0.00

4/11/2016 1980 MW Window Cleaning Inc. 175.00

4/11/2016 1981 Sforzo Enterprises, Inc. 5,820.00

4/11/2016 1982 Sidney Harrington 2,000.00

4/11/2016 1983 Snyder Grand Valley Memorials  7,447.00

4/11/2016 1978 Xcel Energy 1,043.61

FUTURE AGENDA ITEMS
Audit, shed building, landscape proposals

ADJOURNMENT

Mike motioned to adjourn the regular meeting at 5:45 p.m., Art seconded and all were in favor.

The next regular board meeting is scheduled for Monday, May 9, 2016, 5:00 p.m., at the Minturn Riverview Cemetery Mausoleum, Minturn, CO.

ATTEST:

______________________

Art Chavez
Minturn Cemetery District Secretary/Treasurer

Respectfully Submitted:

Sidney Harrington

Administrator

MINTURN CEMETERY DISTRICT
REGULAR MEETING MINUTES
March 14, 2016

Members Present:

Mike Martinez
Art Chavez

Members Absent:

Dick Cleveland

Staff:
Sidney Harrington

Ray Sforzo

CALL TO ORDER

Mike Martinez called the regular meeting to order at approximately 4:56 p.m. at the Riverview Cemetery Mausoleum, Minturn, CO.

ROLL CALL
Mike, Art, Ray and Sidney were present. Dick was out of town and did not attend the meeting.

PUBLIC COMMENTS
n/a

APPROVAL OF MEETING MINUTES
Art motioned to approve the meeting minutes from the February 8, 2016 and Mike seconded. All were in favor.

DISCUSSION
A. Sidney gave an Administrator report:

Sidney presented more information about the veteran’s memorial including color photos of the rose granite boulder samples from the quarry as well as a memorial/plaque design mock-up. Board and staff agreed that the granite is nice looking and we should keep moving forward in this direction. Pricing for the delivered memorial stone is $11,228 for the 3×3 boulder and $14,895 for the 4×4 boulder. Included in this pricing are the following items:

–  Custom boulder in rose granite

–  Sand-blasted title “Minturn Cemetery District Veteran’s Memorial”

– Mounted bronze plaque – Concrete base
– Delivery and setting

The Board further reviewed the suggested verbiage layout and agrees with the wording as presented. Mike and Art prefer we move forward with the larger, 4×4 boulder monument and agree that it will make more of a statement. As for timing, we are looking at end of May, possibly by Memorial Day (weather pending) and at the latest, July 4. Final approval for the memorial will be addressed at the April meeting.

Secondly, Board and Staff reviewed Fitz Landscaping invoices and Sidney reported the following:

2015 Fitz Landscaping Items

1. 7/31/2015 Invoice #6009 $4213.50 total amount needs to be changed to a capital improvement expense
2. 7/31/2015 Invoice #6155 $3447.15 of $4548.75 is an expense that will occur every 3 years

3. 9/30/2015 Invoice #6292 $4000.00 is an expense for 4 new tree plantings
4. 9/30/2015 Invoice #6206 $177.95 total amount needs to be changed to a capital improvement expense

2015 Landscape Maintenance ACTUAL will be revised:

$51,470.25
-$4,391.45 re-classed to Landscape Capital Improvements $47,078.80

2015 Landscape Capital Improvements ACTUAL will be revised:

$27,773.62
$4,391.45 re-classed from Landscape Maintenance $32,165.07

Discussion ensued regarding the 2015 Landscape Maintenance budget for the District and it was noted that the amount budgeted for this line item is only $12,000 which happens to be significantly lower than the actual for 2014. Sidney also discovered about $2700 worth of Fitz landscaping paid in 2015 was for work performed in 2014. Upon reviewing the invoice details, Mike and Art stated that they believe all of them are legitimate and further noted gabion rock, several new flower beds, and sod being significant expenses. Sidney will keep these invoices on-hand for Dick to review at the next meeting.

B. Ray gave a Property Manager report:

Ray recently met with Jim McNeil and has a topo drawing for Board and Staff to review before we begin the process to get approval from the Town of Minturn for obtaining approximately 1000 square feet to complete the building. Earlier in the fall

   

season, Dick met with the Minturn Town Manager and Public Works Manager and received a favorable response.

Ray reiterated the need for the building to store machinery, equipment and supplies. Mike commented on the importance of maintaining the equipment that is currently exposed to the elements of Colorado weather and recalled a 2014 winter burial whereby he noticed how much snow had to be dug out to access equipment. He would like to see the District take full advantage of any space the Town might give to the District. Ray said we are doing are best with using tarps and tents; however, it’s desirable to put everything including plywood for casket set-up inside a building.

Board and Staff agreed that it is time to involve Matt Mire to initiate the discussion of the land with the Town of Minturn. Mike motioned to present the preliminary concept topo plan of the building for the purpose of a land acquisition to the Town of Minturn via the District attorney. Art seconded. All were in favor. Sidney will discuss with Matt as soon as possible.

BILL PAYING
The following electronic funds transfers were made:

EFT 2/8/2016 Century Link 268.60

EFT 3/4/2016 Vail Honeywagon 30.00

EFT 2/20/2016 ERWSD 0.00

The following checks were signed:

3/14/2016 2000 A4S 900.00

3/14/2016 2001 Firstbank 309.06

3/14/2016 2002 Hoffmann, Parker, Wilson & Carberry  148.00

3/14/2016 2003 The Home Depot 29.96

3/14/2016 2004 Liberty Mutual Insurance 4,711.00

3/14/2016 1999 Marchetti & Weaver, LLC 1,453.81

3/14/2016 1976 Peggy Peters, HT 360.00

3/14/2016 2005 Ramaker & Associates, Inc. 450.00

3/14/2016 2007 MW Window Cleaning Inc. 175.00

3/14/2016 2008 Sforzo Enterprises, Inc. 5,780.00

3/14/2016 2006 Sidney Harrington 2,400.00

3/14/2016 2009 Xcel Energy 1,073.54

FUTURE AGENDA ITEMS
Veteren’s memorial approval, shed building

1. ADJOURNMENT
   
2. Mike motioned to adjourn the regular meeting at 5:45 p.m., Art seconded
3. and all were in favor.

The next regular board meeting is scheduled for Monday, April 11, 2016, 5:00 p.m., at the Minturn Riverview Cemetery Mausoleum, Minturn, CO.

ATTEST:

______________________

Art Chavez
Minturn Cemetery District Secretary/Treasurer

Respectfully Submitted:

Sidney Harrington
Administrator

MINTURN CEMETERY DISTRICT
REGULAR MEETING MINUTES
February 8, 2016

Members Present:

Dick Clevelend
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 5:01 p.m. at the Riverview Cemetery Mausoleum, Minturn, CO.

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

PUBLIC COMMENTS
n/a

APPROVAL OF MEETING MINUTES
Mike motioned to approve the meeting minutes from the January 11, 2016 as well as the REVISED minutes (to correct clerical errors relating to the check numbering) from December 14, 2015 meeting and Art seconded. All were in favor.

DISCUSSION

Board and Staff reviewed itemized budget line item spreadsheets prepared by Marchetti & Weaver for cemetery operations landscape maintenance and landscape capital improvements. Both line items were over-budget for the year 2015 and we need to have an understanding of why. There was a significant amount of money spent with Fitz Landscaping. Sidney commented that it is quite possible that some of the expenses are in fact from 2014 but were paid for in the year 2015 due to untimely billing practices by Fitz Landscaping. Board and staff continued to scrutinize the spreadsheets and it was determined that due to the significant amount of money in question we need to pull together all of the Fitz Landscaping invoices for further review of the details.

Sidney will pick up the invoices from the accounting office for further review at the March board meeting.

1. Sidney gave an Administrator report:
   Sidney has been working on the veteran’s memorial plaque verbiage with Pat Hammon and there are some minor revisions to our suggested verbiage. Furthermore, Snyder Grand Valley Memorials is assisting with pricing out a monument grade, custom boulder. The boulder will be approximately 3×3 or similar in size in a Colorado rose granite. In keeping with the organic look, the boulder will have a rough look. Once the snow melts, we can pin-point exactly where we would like to place the memorial at the entry of the Cemetery.
   Secondly, Sidney asked the Board to discuss whether or not we allow patrons to inter pet cremains alongside them in the mausoleum niche spaces. Discussion ensued about the current rules & regulations and interment rights contract. Currently there is no specific verbiage as it relates to burying pets in the cemetery; however, the interment rights contract specifies human remains. The Board decided that it’s okay to place or co-inter ashes of pets at the same time ashes of humans are interred in the niche wall or the ground. Pets may not go in separately or prior to any human interment in any space (niche or ground). Memorializing the pet on the plaque shall also be allowed. Perhaps a “pet section” in the Cemetery is a topic for future discussion.
   
2. Ray gave a Property Manager report:
   Ray reported that snow removal is ongoing and we have successfully maintained driveway clearing and positioning. Ray is personally doing the push backs. We have had 220 inches of snow this season.
   

BILL PAYING
The following electronic funds transfers were made:

EFT 2/8/2016 Century Link 264.19

EFT 2/3/2016 Vail Honeywagon 30.00

EFT 1/22/2015 ERWSD 0.00

The following checks were signed:

2/8/2016 1986 A4S 900.00

2/8/2016 1987 ABC Auto Parts 11.99

2/8/2016 1988 Firstbank 538.57

2/8/2016 1989 The Home Depot 1,271.43

2/8/2016 1985 Marchetti & Weaver, LLC 362.00

2/8/2016 1990 Meridian Intermountain/Vail Electronics 407.00

2/8/2016 1992 MW Window Cleaning Inc. 175.00

2/8/2016 1993 Sforzo Enterprises, Inc. 5,400.00

2/8/2016 1920 Sidney Harrington 1,920.00

2/8/2016 1995 Xcel Energy 1,214.51

2/8/2016 1991 Vail Valley ACE Hardware 73.13

FUTURE
Board and Staff review of Fitz Landscaping invoice details from 2015

ADJOURNMENT

Art motioned to adjourn the regular meeting at 6:04 p.m., Mike seconded and all were in favor.

The next regular board meeting is scheduled for Monday, March 14, 5:00 p.m., at the Minturn Riverview Cemetery Mausoleum, Minturn, CO.

ATTEST:

______________________

Art Chavez
Minturn Cemetery District Secretary/Treasurer

Respectfully Submitted:

Sidney Harrington

Administrator

MINTURN CEMETERY DISTRICT
REGULAR MEETING MINUTES
January 11, 2016

Members Present:

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

PUBLIC COMMENTS
n/a

APPROVAL OF MEETING MINUTES
Mike motioned to approve the meeting minutes from the December 14, 2015 meeting and Dick seconded. All were in favor.

BOARD OF DIRECTORS ELECTION

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, Mike nominated Art to be Secretary/Treasurer and Dick seconded the motion. All were in favor and the election of officers is complete for the year 2016.

DISCUSSION

A. Sidney gave an Administrator report:

Sidney presented some ideas for the veteran’s memorial that the Board is considering for the Cemetery. Several memorial stone photo images of various memorials along with suggested verbiage were presented and discussed by Board and Staff. Sidney spoke with Pat Hammon regarding the verbiage and will forward the suggestions along so that she and her fellow VFW members can review and approve.

After discussing, the Board gave direction to move forward with sourcing a nice, natural looking stone with the following elements: rough cut stone with a smooth face; granite or indigenous natural Colorado stone; engraved namesake; sandblasted inset to hold the bronze plaque; secured to a concrete base; approximately 3-4 feet high; simple in design; imperfect edging. Furthermore, discussion about placement ensued and there are several areas to consider including the gazebo area, the entry, the mausoleum area and one of the existing garden beds. All agreed the entry of the cemetery is the ideal place for the memorial to reside.

Sidney distributed the revised Fee Schedule for the cemetery as well as the 2015 tax collection statement from Eagle County.

Sidney is also working on audit preparations and asked Dick to sign documents for the purpose of confirming end-of-year bank statements

B. Ray gave a Property Manager report:

Ray reported that all is quiet with not burials. Snow has been coming on strong and snow removal has been going well.

Ray reported that he has been in communication with Jim McNeil and Jim will come up with a site plan drawing for the purpose of presenting to the Town of Minturn for review. Ray will follow up.

Board and Staff also discussed the trouble with cancelling the Waste Management contract. Sidney will work with Matt to ensure that the existing contract is cancelled per the executed contract terms.

VI. BILL PAYING
The following electronic funds transfers were made:

EFT  1/11/2016 Century Link  263.75

EFT  1/6/2015 Vail Honeywagon  30.74

EFT  12/22/2015  ERWSD 233.84

The following checks were signed:

1/11/2016  1969 A4S 1,545.00

1/11/2016  1948 Edwards Building Center 39.12

1/11/2016  1949 Firstbank 2,386.89

1/11/2016  1950 Hoffmann, Parker, Wilson & Carberry, P.C.  203.50

1/11/2016  1951 The Home Depot 310.91

1/11/2016  1952 Mobloggy 110.00

1/11/2016  1970 MW Window Cleaning Inc. 175.00

1/11/2016  1971 Peggy Peters, HT 360.00

1/11/2016  1972 Sforzo Enterprises, Inc. 5,940.00

1/11/2016  1953 Ray Sforzo 645.00

1/11/2016  1973 Sidney Harrington 1,920.00

1/11/2016  1974 Xcel Energy 1,444.31

1/11/2016  1954 Vail Valley ACE Hardware 26.59

1/11/2016   1968 Zee Medical, Inc. 465.37

FUTURE AGENDA ITEMS
2015 Landscape Maintenance line item over-budget in 2015

ADJOURNMENT
Dick motioned to adjourn the regular meeting at 5:47 p.m., Art seconded and all were in favor.

The next regular board meeting is scheduled for Monday, February 8, 5:00 p.m., at the Minturn Riverview Cemetery Mausoleum, Minturn, CO.

ATTEST:

______________________

Art Chavez
Minturn Cemetery District Secretary/Treasurer

Respectfully Submitted:
Sidney Harrington
Administrator

MINTURN CEMETERY DISTRICT
REGULAR MEETING MINUTES
December 14, 2015

Members Present:

Dick Clevelend
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

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

PUBLIC COMMENTS

n/a

APPROVAL OF MEETING MINUTES

Mike motioned to approve the meeting minutes from the November 9, 2015 meeting and Art seconded. All were in favor.

DISCUSSION

A. Sidney gave an Administrator report:

Sidney distributed updated Cemetery Rules & Regulations and Fee Schedule for the District. Upon review, Dick pointed out the “Former In-District” pricing for patrons and inquired about the burden of providing proof to obtain this pricing as it begs the question of how one would prove such a thing? The Board agreed that the “former-in-district” language cannot be upheld as being a legitimate basis for pricing interment rights. Sidney will revise the existing Fee Schedule to include only two price parameters: In-District and Out-of- District.

Ideas for memorializing Minturn Cemetery veterans were discussed by Board and Staff. An entry marker, made of natural stone and a bronze plaque, is an ideal and appropriate way to honor all veterans that are currently buried at River View Cemetery as well as all future veterans that will be buried here regardless of District boundaries and origin of military service. Sidney will reach out to the VFW for appropriate verbiage ideas as well as source materials necessary.

B. Ray gave a Property Manager report:

Ray reported that snow removal is going well and that we received the necessary contract revisions from A4S that include a damage/liability clause as well as the required proof of liability insurance.

Ray conducted the burial of James Hoza which took place around Thanksgiving time and there was a large turn-out of attendees. It was a cremains burial with a military/taps service.

VI. BILL PAYING

The following electronic funds transfers were made:

EFT 12/7/2015    Century Link 264.31
EFT 12/3/2015    Vail Honeywagon 30.73
EFT 11/21/2015   ERWSD 976.44
EFT 12/3/2015    Xcel Energy 989.76

The following checks were signed:

12/14/2015  1962   A4S   2,058.21
12/14/2015  1959   Eagle County Historical Society  300.00
12/14/2015  1956   Fitz Landscaping   2,028.75
12/14/2015  1960   Hoffmann, Parker, Wilson & Carberry, P.C.  129.50
12/14/2015              Firstbank   0.00
12/14/2015   1961   The Home Depot   312.27
12/14/2015   1957   Marchetti & Weaver, LLC   1,145.16
12/14/2015   1963  MW Window Cleaning Inc.  350.00
12/14/2015   1964  Peggy Peters, HT   540.00
12/14/2015   1955  Plumbing Systems, Inc. 1,140.00
12/14/2015   1958  Rocky Mountain Custom Landscapes  1,530.34
12/14/2015   1965  Sforzo Enterprises, Inc.   7,320.00
12/14/2015   1966  Sidney Harrington   2,560.00
12/14/2015   1967  Xcel Energy   989.76

VII. FUTURE AGENDA ITEMS

n/a

VIII. ADJOURNMENT
Dick motioned to adjourn the regular meeting at 5:37 p.m., Art seconded and all were in favor.

The next regular board meeting is scheduled for Monday, January 11, 5:00 p.m., at the Minturn Riverview Cemetery Mausoleum, Minturn, CO.

ATTEST:

______________________
Art Chavez
Minturn Cemetery District Secretary/Treasurer

Respectfully Submitted:
Sidney Harrington
Administrator

MINTURN CEMETERY DISTRICT

REGULAR MEETING MINUTES

November 9, 2015

Members Present:

Dick Clevelend

Mike Martinez

Art Chavez

 

Members Absent:

n/a

 

Staff:

Sidney Harrington

Ray Sforzo

 

I           CALL TO ORDER

 

Dick Cleveland called the regular meeting to order at approximately 5:01 p.m. at the Riverview Cemetery Mausoleum, Minturn, CO.

 

II          ROLL CALL

 

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

 

III         PUBLIC COMMENTS

 

n/a     

 

IV         APPROVAL OF MEETING MINUTES

 

Mike motioned to approve the meeting minutes from the October 12, 2015 meeting and Art seconded. All were in favor.

 

V.           DISCUSSION

 

A.   Sidney gave an Administrator report:

 

Sidney presented a red-lined Rules & Regulations document to the Board and staff with changes regarding required installation of headstones by professionals only. Cemetery staff continues to find patrons (who are on a budget) that come into the cemetery looking to personally install headstones without proper knowledge and adequate tools. Ray added that it is an unfair burden to put on people who cannot afford some of the monument company trip charges and fees that front-range companies charge and that he can personally assist. Sidney would like the Board to approve this new verbiage in the R&Rs as well as approve a pre-set installation fee (flat monument stones) of $100 for Ray’s time if/when patrons do not have a professional monument company employed to install their headstone. Mike motioned to approve the revised Rules & Regulations as presented in the red-line document and Art seconded. All were in favor.

 

Sidney consolidated itemized burial fees into one line item on the Cemetery District Fee Schedule that shall list lump-sum burial services instead of itemized. Casket burial service and cremains burial service will replace individual fees. Mike motioned to approve the revised fees schedule, Art seconded and all were in favor.

A.      Pat Hammon with Eagle County Veterans Services/Chairman of the Board for Edwards Memorial Park attended the meeting upon the request of the District to discuss ideas for a veteran memorial here at the Cemetery. Pat opened the discussion by stating that she would hate to see this District spend money on a redundant memorial in Eagle County. The memorial in Edwards honors Eagle County residents who have perished in the line of duty. Pat advised the Board and staff about appropriate parameters for memorializing veterans and planning accordingly for enough room to honor everyone. Dick asked Pat if there is a memorial that is missing from the mountains and Pat advised that there is not. Pat brought up the idea of donating funds to support a clean-up effort for veteran monuments at the unmaintained Red Cliff Cemetery. Other ideas discussed include: an Eagle Scout project that identifies veteran monuments for a directory here at the Cemetery and an entry plaque that recognizes all veterans buried here. The Board will discuss further at the next meeting.

A.      Ray gave a Property Manager report:

 

Snow removal contract negotiation is underway. We are looking at a contract with A4S to commence this season at a price of $4500.00 from Nov.15 – April 15 (5 months). Contract is based on 9 plows per month or $150 per plow. If the plowing exceeds 9, it will cost us $100 per plow. Loader work is typically performed by Staff. Art motioned to approve the contract, Mike seconded and all were in favor.

 

Dick reported on the shed building. Minturn cannot sell any property without voter approval. Willy Powell and Arnold with the Town of Minturn met Dick to discuss the property that we need to acquire in order to expand our shed building. The District needs to provide drawings/topo map of the suggested land/improvements so that Willy can present it to the Town Council to determine if there is any interest in exploring the idea of renting land (long-term lease) to the District for this purpose. The next step is gathering the documents for presenting to the Minturn Town Council as well as flagging and staking property for a site visit from the Council. Ray will contact Jim McNiel to obtain the documents.

 

A.     In closing, Board and Staff discussed supporting the Eagle County Historical Society as they have been a strong partner in promoting the Cemetery’s history. As a member we may also have an opportunity to work with them to identify veterans that are buried here. Sidney will move forward with a donation as we have done the last two years.

 

VI.        BILL PAYING

 

The following electronic funds transfers were made:

EFT     10/19/2015               Vail Honeywagon    25.00

EFT     11/4/2015                  Vail Honeywagon    30.73

EFT     11/9/2015                  Century Link 264.03

EFT     10/19/2015               ERWSD         976.44

EFT     11/5/2015                  Waste Management              105.00

 

The following checks were signed:

 

11/9/2015      1936   ABC Parts, Inc.         67.13

11/9/2015      1937   Defina Construction            400.00

11/9/2015      1934   Fitz Landscaping     6,500.00

11/9/2015                  Hoffmann, Parker, Wilson & Carberry, P.C.       0.00

11/9/2015      1938   Firstbank       1,222.10

11/9/2015      1939   The Home Depot     444.26

11/9/2015      1933   Meridian Intermountain/Vail Electronics 150.00

11/9/2015      1943   Mobloggy       274.50

11/9/2015      1940   MW Window Cleaning Inc. 175.00

11/9/2015      1941   Saint Patrick Catholic Church       490.00

11/9/2015      1944   Peggy Peters, HT    570.00

11/9/2015      1935   Rocky Mountain Custom Landscapes    1,313.65

11/9/2015      1945   Sforzo Enterprises, Inc.      7,460.00

11/9/2015      1946   Sidney Harrington   1,920.00

11/9/2015      1947   Vail Valley ACE Hardware  37.98

11/9/2015      1942   Xcel Energy   167.49

 

VII.       FUTURE AGENDA ITEMS

Veterans memorial project, holiday refreshments

 

VIII.      ADJOURNMENT

Mike motioned to adjourn the regular meeting at 6:08 p.m., Art seconded and all were in favor.

 

The next regular board meeting is scheduled for Monday, December 14, 5:00 p.m., at the Minturn Riverview Cemetery Mausoleum, Minturn, CO.

 

Respectfully Submitted:

Sidney Harrington

Administrator

ATTEST:

 

______________________

Art Chavez

Minturn Cemetery District

Secretary/Treasurer

MINTURN CEMETERY DISTRICT

REGULAR MEETING MINUTES

October 12, 2015

Members Present:

Dick Clevelend

Mike Martinez

Art Chavez

 

Members Absent:

n/a

 

Staff:

Ken Marchetti

Sidney Harrington

Ray Sforzo

 

I           CALL TO ORDER

 

Dick Cleveland called the regular meeting to order at approximately 5:00 p.m. at the Riverview Cemetery Mausoleum, Minturn, CO.

 

II          ROLL CALL

 

Mike, Art, Ray, Sidney and Ken Marchetti were present.

 

III         PUBLIC COMMENTS

 

n/a     

 

IV         APPROVAL OF MEETING MINUTES

 

Mike and Dick noted a correction on the minutes from the October meeting that which Sidney corrected prior to the start of the meeting. Mike motioned to approve the meeting minutes from September 14, 2015 and Art seconded the motion. Dick abstained from voting as he did not attend the last meeting.

V.          DISCUSSION

A.    Ken Marchetti presented the 2016 preliminary budget and conducted the public hearing as required by Colorado law. Ken reported that District Revenue has increased about $50,000 from last year due to increased property values. Board and staff reviewed line items and discussion ensued regarding appropriate budgeting for 2016.

 

The topic of lowering the tax mil levy was perused with Ken and it was explained that the Board can temporarily lower the mil levy and then raise it back without going through an election. If the District permanently lowers the rate then to raise it, a taxpayer vote would have to take place. If any change to the mil levy takes place it must be on an annual basis.

 

Mike motioned to approve the resolutions, as revised in this meeting, to adopt the 2016 Budget, to set the mil levy at 0.540 mils, and to appropriate the funds as amended today. Art seconded the motion and all were in favor.

The Board approved and executed two engagement letters for accounting purposes. The first letter from Marchetti & Weaver, LLC includes minor accounting modifications with regards to Statement on Standards for Accounting and Review Services (SSARS). Secondly an engagement letter with McMahon & Associates, LLC to conduct the 2015 District financial audit was presented and discussed. Mike motioned to approve both engagement letters and Art seconded the motion. All were in favor.

 

A.     Sidney gave an Administrator report:

 

There was a large burial service here on October 6th for Rosa Cordova that hosted about 200 people resulting in several inquiries about cemetery availability. Mike commented how nice the set up was and that he noticed some elderly people really needed the chair service. Sidney asked the Board to consider changing some of the burial service verbiage so that it is inclusive of the entire burial service, i.e. lowering device is included in the burial service fee as well as chair set up. Furthermore, we recently purchased a large, sturdy tent and we would like to charge a fee for the tent. After Board and Staff discussion, a $200 tent fee (to cover labor expense) shall be offered to customers.

 

Secondly, Sidney discussed memorial plaque wall fees with the Board. The price of bronze changes and thus the price of our plaques change once a year. It takes about 2 hours to facilitate the order of the plaque with the customer and the bronze company. In addition, the plaque must be mounted. All agreed that a flat installation fee of $100 is appropriate for plaque sales.

 

Plot discrepancies throughout the cemetery were also discussed by Board and Staff. All agreed it is very important to match our plot map with cemetery records in the CIMS database. Staff will pursue an “as-built” survey of the cemetery as soon as possible to assist with this task.

 

A.     Ray gave a Property Manager report:

 

Approved landscaping was added this past month, i.e. new trees at the southeast end of the cemetery. Board agreed how nice things look for it being October.

 

Grave leveling and sodding continues through the fall. Mike commented on the value of the dirt box used at the Cordova burial and how great it is to have for grave excavation as it makes for less damage to the grass and provides an easy way to contain the dirt.

 

Art mentioned that he has heard some good commentary about Ray’s customer service here at the cemetery.

 

Ray would like to retain the same plow service company from last year as they performed well and showed up on time. The labor/time it takes to plow was contracted at $150 per time last year. We are still negotiating whether or not we will do a monthly plow service or engage in an agreement on a per plow basis. We received a bid from another party at $3,000 for 45 plows per season or 9 plows per month, which Ray believes is not enough money to cover the plow driver expense resulting in inadequate plowing and service. Ray will report at the next meeting.

 

 

 

VI.        BILL PAYING

 

The following electronic funds transfers were made:

EFT     10/5/2015                  Vail Honeywagon    30.75

EFT     10/12/2015               Century Link 264.47

EFT     9/20/2015                  ERWSD         771.04

 

The following checks were signed:

 

10/12/2015   1917   ABC Parts, Inc.         4.99

10/12/2015   1916   A4S Construction    2,726.43

10/12/2015   1918   Bobcat of the Rockies        355.20

10/12/2015   1932   Defina Construction            400.00

10/12/2015   1919   Firstbank       2,656.32

10/12/2015   1920   Hoffmann, Parker, Wilson & Carberry, P.C.       37.00

10/12/2015   1921   The Home Depot     781.20

10/12/2015   1922   Marchetti & Weaver, LLC    304.50

10/12/2015   1928   Mountain Valley Ventures, Inc.      150.00

10/12/2015   1923   MW Window Cleaning Inc. 175.00

10/12/2015   1924   Orkin  500.00

10/12/2015   1929   Peggy Peters, HT    1,650.00

10/12/2015   1925   The Paint Bucket     104.02

10/12/2015   1930   Sforzo Enterprises, Inc.      7,440.00

10/12/2015   1931   Sidney Harrington   2,880.00

10/12/2015   1926   Vail Daily       19.76

10/12/2015   1927   Xcel Energy   127.01

 

VII.       FUTURE AGENDA ITEMS

Shed building

 

VIII.      ADJOURNMENT

Dick motioned to adjourn the regular meeting at 6:39 p.m., Mike seconded and all were in favor.

 

The next regular board meeting is scheduled for Monday, December 14, 5:00 p.m., at the Minturn Riverview Cemetery Mausoleum, Minturn, CO.

 

Respectfully Submitted:

Sidney Harrington

Administrator

 

ATTEST:

______________________

Art Chavez

Minturn Cemetery District

Secretary/Treasurer

MINTURN CEMETERY DISTRICT

REGULAR MEETING MINUTES

September 14, 2015

Members Present:

Mike Martinez

Art Chavez

 

Members Absent:

Dick Cleveland

 

Staff:

Sidney Harrington

Ray Sforzo

 

I           CALL TO ORDER

Mike Martinez called the regular meeting to order at approximately 5:00 p.m. at the Riverview Cemetery Mausoleum, Minturn, CO.

II          ROLL CALL

Mike, Art, Ray and Sidney were all present.

III         PUBLIC COMMENTS

n/a     

IV         APPROVAL OF MEETING MINUTES

Art motioned to approve the meeting minutes from August 10, 2015 and Mike seconded the motion. All were in favor.

V.         DISCUSSION

A.  Sidney gave an Administrator report:

 

It is time to begin discussions regarding 2016 budget planning that shall include suggestions for capital improvement spending. The October 12, 2015 meeting will host Ken Marchetti, District accountant, to hold the public hearing to address the budget for the upcoming year.

The Board and Staff agreed that the following items were appropriate for capital improvement suggestions. Mike & Art would like to further address when Dick returns.

 

• Shed Building $60,000
• Veteran’s Monument/Plaque TBD

 

A. Ray gave a Property Manager report:

Board and staff toured the cemetery grounds to peruse potential landscaping improvement areas.

Ray presented a landscaping improvement proposal for new perennial plantings at the lower bed directly to the left of the north entry gate. Mike motioned to approve the new bed at a price not to exceed $2500. Art seconded the motion and all were in favor.

Also proposed, new tree plantings at the top southwest perimeter of the property. Mike motioned to approve four new trees at a price not to exceed $4000 and Art seconded. All were in favor.

 

VI.        BILL PAYING

The following electronic funds transfers were made:

EFT     9/5/2015                    Waste Management              157.50

EFT     9/3/2015                    Vail Honeywagon    30.78

EFT     9/8/2015                    Vail Honeywagon    51.46

EFT     9/14/2015                  Century Link    266.39

EFT     8/22/2015                  ERWSD         982.76

 

The following checks were signed:

9/14/2015      1903   ABC Parts, Inc.         21.99

9/14/2015      1902   A-Peak, Inc.   12,200.00

9/14/2015      1904   Arnold Martinez        150.00

9/14/2015      1905   Firstbank       1,996.80

9/14/2015      1880   Fitz Landscaping     24,308.23

9/14/2015      1906   Hoffmann, Parker, Wilson & Carberry, P.C.       37.00

9/14/2015      1907   The Home Depot     486.22

9/14/2015      1908   Lynch Supply Comopany   154.37

9/14/2015      1881   Marchetti & Weaver, LLC    819.00

9/14/2015      1909   Mountain Striping, Inc.        485.00

9/14/2015      1910   Mountain Valley Ventures, Inc.      1,697.00

9/14/2015      1912   Orkin  500.00

9/14/2015      1913   Peggy Peters, HT    1,635.00

9/14/2015      1882   Rocky Mountain Custom Landscapes    2,101.84

9/14/2015      1914   Sforzo Enterprises, Inc.      7,680.00

9/14/2015      1901   Santa Fe Plastering   6,400.00

9/14/2015      1915   Sidney Harrington   2,880.00

9/14/2015      1911   Xcel Energy   112.34

 

VII.       FUTURE AGENDA ITEMS

2016 public budget hearing

Binder exchange

 

VIII.      ADJOURNMENT

Mike motioned to adjourn the regular meeting at 5:59 p.m., Art seconded and all were in favor.

The next regular board meeting is scheduled for Monday, October 12, 5:00 p.m., at the Minturn Riverview Cemetery Mausoleum, Minturn, CO.

 

Respectfully Submitted:

Sidney Harrington

Administrator

ATTEST:

______________________

Art Chavez

Minturn Cemetery District

Secretary/Treasurer

 

 

MINTURN CEMETERY DISTRICT
REGULAR MEETING MINUTES
August 10, 2015

Members
Present:
Dick Cleveland
Mike Martinez
Art Chavez Members

Absent: n/a

Staff:
Sidney Harrington
Ray Sforzo

I. CALL TO ORDER

Dick Cleveland called the regular meeting to order at approximately 5:01 p.m. at the Riverview Cemetery Mausoleum, Minturn, CO.

II ROLL CALL

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

III PUBLIC COMMENTS

n/a

IV APPROVAL OF MEETING MINUTES

Mike motioned to approve the meeting minutes from July 6, 2015 and Dick seconded the motion. All were in favor.

 

V. DISCUSSION

A. Sidney gave an Administrator report: The election of Officers of the Board of directors shall take place today by majority vote. Each officer so elected shall serve for a term of one year. Mike motioned to elect Dick Cleveland as President, Art seconded and all were in favor. Dick motioned to elect Mike Martinez as Vice President, Art seconded and all were in favor. Mike motioned that Art Chavez be named Secretary/Treasurer, Dick seconded and all were in favor. Sidney presented the Minturn Cemetery District policy for attendance at regular Board meetings by electronic means as drafted by District attorney, Matt Mire. The group went on to discuss how we execute a conference call and all agreed that a cell phone or a speakertype phone is appropriate. Mike motioned to approve the policy and amend the bylaws to include the policy. Art seconded the motion. All were in favor.

A. Ray gave a Property Manager report: The new paving along the entry gates was recently completed and everyone agrees how nice the apron makes the entry of the cemetery look next to the flowers along the fence. Recent landscape improvements include adding mulch which is something we do about every three years. The stucco wall is complete with a new rounded top to prevent the same failure from happening again. A darker color was selected for the stucco so that is contrasts the white concrete. The project took about six days. There is no shed building update. Willie with the Town of Minturn has been out of town and Dick will attempt to meet with him prior to leaving for his trip.

 

VI. BILL PAYING

The following electronic funds transfers were made:
EFT 8/5/2015 Vail Honeywagon 30.79
EFT 8/5/2015 Waste Management105.00
EFT 7/13/2015 Vail Honeywagon 26.54
EFT 8/10/2015 Century Link 266.39
EFT 7/20/2015
ERWSD 979.60

The following checks were signed:

8/10/2015 1885 Bobcat of the Rockies 1,683.64
8/10/2015 1878 Deck Enterprises, LLC 950.00
8/10/2015 1886 Eagle Valley Surveying, Inc 1,008.00
8/10/2015 1887 Firstbank 3,720.75
8/10/2015 1879 Fitz Landscaping 5,419.50
8/10/2015 1889 Hoffmann, Parker, Wilson & Carberry, P.C. 370.00
8/10/2015 1890 The Home Depot 486.22
8/10/2015 1891 Mobloggy 32.50
8/10/2015 1883 Marchetti & Weaver, LLC 182.00
8/10/2015 1892 Modernistic Cleaning Services, Inc. 494.28
8/10/2015 1893 Mountain Valley Ventures, Inc. 2,532.50
8/10/2015 1895 MW Window Cleaning 175.00
8/10/2015 1894 Orkin 500.00 8/10/2015 1896 Peggy Peters, HT 1,987.50
8/10/2015 1884 Rocky Mountain Custom Landscapes 1,313.65
8/10/2015 1897 Sforzo Enterprises, Inc. 7,500.00
8/10/2015 1898 Sidney Harrington 2,520.00
8/10/2015 1899 Steven Siska 720.00
8/10/2015 1900 Xcel Energy 274.29

VII. FUTURE AGENDA ITEMS

Shed building, binder exchange

VIII. ADJOURNMENT

Dick motioned to adjourn the regular meeting at 5:42 p.m., Art seconded and all were in favor. The next regular board meeting is scheduled for Monday, September 14, 5:00 p.m., at the Minturn Riverview Cemetery Mausoleum, Minturn, CO.

Respectfully Submitted:
Sidney Harrington
Administrator

ATTEST: ______________________
Mike Martinez
Minturn Cemetery District
Secretary/Treasurer

MINTURN CEMETERY DISTRICT

REGULAR MEETING MINUTES

July 6, 2015

Members Present:

Dick Cleveland

Mike Martinez

John Sheehan

 

Members Absent:

n/a

 

Staff:

Sidney Harrington

Ray Sforzo

 

I           CALL TO ORDER

John Sheehan called the regular meeting to order at approximately 4:01 p.m. at the Riverview Cemetery Mausoleum, Minturn, CO.

II          ROLL CALL

John, Mike, Ray and Sidney were all present. Dick was 10 minutes late to the meeting.

III         PUBLIC COMMENTS

n/a     

IV         APPROVAL OF MEETING MINUTES

Mike motioned to approve the meeting minutes from June 8, 2015 and John seconded the motion. All were in favor.

V           DISCUSSION

A. Sidney gave an Administrator report:

 

Independent contract drafts have been reviewed by both Board and Staff over the last three meetings. Attorney for the District, Matt Mire, has also reviewed and approved. Subcontracts for Ray and Sidney were executed.

 

The Board of County Commissioners has drafted a resolution to appoint Art Chavez to the Minturn Cemetery District Board of Directors. If there are no additional comments, changes, or additions, the resolution will move forward on the meeting docket and will be signed in the next few weeks. Board and Staff, including Matt Mire, have reviewed the draft and approve as is written.

 

A. Ray gave a Property Manager report:

 

Landscape updates: rain has put everything into vibrant bloom. New mulch was added towards the top of the property and flowers along the fence have been planted. Ray would like to finish planting flower bays along the front of the fence where we recently gabled the fence line for draining water/snow. John motioned to finish planting the fence line flower bays with 75% perennials and 25% annuals for a price not to exceed $3500. Mike seconded and all were in favor.

 

Board and staff reviewed the stucco repair bid that came in at a price of $6,400 which also includes diagnostic and preventative improvements to the wall. Two other stucco contractors did not respond to phone calls. Dick motioned to approve the stucco repairs at a  price not exceed $6,400 and John seconded. All were in favor.

 

Ray is working with Jim McNeil to determine TOM lot lines down by the shed. Ray would like to pursue trading 8 feet of land with the TOM. What is the next step to discuss options? Dick will contact the Town Manager to discuss ideas that may or may not include a joint  revocable lease for property or a land trade.

VI.        BILL PAYING

 

The following electronic funds transfers were made:

EFT     7/3/2015                    Vail Honeywagon    30.78

EFT     7/5/2015                    Waste Management           105.00

EFT     7/6/2015                    Century Link 256.14

 

The following checks were signed:

7/6/2015        1868   Defina Construction, Inc.   300.00

7/6/2015        1869   Firstbank       460.61

7/6/2015        1866   Fitz Landscaping     14,114.49

7/6/2015        1870   Hoffmann, Parker, Wilson & Carberry, P.C.       37.00

7/6/2015        1871   The Home Depot     331.30

7/6/2015        1872   Mountain Valley Ventures, Inc.      552.00

7/6/2015        1873   MW Window Cleaning, Inc.            350.00

7/6/2015        1874   Orkin  500.00

7/6/2015        1875   Peggy Peters, HT    727.50

7/6/2015        1867   Rocky Mountain Custom Landscapes    788.19

7/6/2015        1876   Sforzo Enterprises, Inc.      6,037.50

7/6/2015        1877   Sidney Harrington   2,170.00

 

VII.       FUTURE AGENDA ITEMS

Election of officers, shed building

 

VIII.      ADJOURNMENT

Dick motioned to adjourn the regular meeting at 5:00 p.m., John seconded and all were in favor.

 

The next regular board meeting is scheduled for Monday, August 10, 5:00 p.m., at the Minturn Riverview Cemetery Mausoleum, Minturn, CO.

 

Respectfully Submitted:

Sidney Harrington

Administrator

ATTEST:

 

______________________

Mike Martinez

Minturn Cemetery District

Secretary/Treasurer