08 12 2012 Board Meeting Minutes

MINTURN CEMETERY DISTRICT
REGULAR MEETING MINUTES
August 13, 2012
Members Present:
John Sheehan
Dick Cleveland
Ernie Chavez
Members Absent:
None
Staff:
Ray Sforzo
Sidney Harrington
Guests:
Jim McNeil, Alpine Engineering
Stan Hogfeldt, Eagle Valley Surveying, Inc.
I CALL TO ORDER
John Sheehan called the regular meeting to order at 4:00 p.m. at the Riverview Cemetery Mausoleum, Minturn, CO.
II ROLL CALL
III PUBLIC COMMENTS
None.
IV APPROVAL OF MINUTES
Dick Cleveland motioned to approve the July 9, 2012 Meeting Minutes and Ernie Chavez seconded. All board members unanimously approved.
V STAFF DISCUSSION
A. Discussion about the B & B Asphalt estimate for paving completion of the cemetery driveway took place. Dick Cleveland motioned to move forward with the project based upon a written work estimate not to exceed $6114.00. Ernie seconded the motion and the board approved the work unanimously.
B. The board, staff, and guests discussed the upper cemetery plot layout that was presented by Stan Hogfelt of Eagle Valley Surveying, including the placement of caps, sprinkler system, irrigation relocate,
plot lines in winter, and ease of measurement. It was decided that the project should move forward upon receiving a written proposal from Stan Hogfeldt. Ray will facilitate and obtain proposals for the relocation of the irrigation system in the upper cemetery.
C. Discussion about the memorial walkway cost, design, use, materials and aesthetics followed amongst all present. It was decided that Ray would move forward with finalizing a walkway plan and obtaining bids for a flagstone walkway (to include planting) to present to the board members.
D. John Sheehan motioned to complete headstone maintenance for an additional two days at the price of $6000.00 with Carlson Memorials. Ernie seconded the motion. Dick Cleveland voted against the motion; however, the motioned passed 2 to 1.
E. Discussion regarding a proactive approach to dealing with 167 gravesites that may contain pre-existing remains in unmarked graves. It was decided that the District would develop a mailing list of those names and try to make every effort to notify them in writing of the situation. Within 60 days a meeting will take place to collect community feedback. Only then, may we move forward with selling lower cemetery plots to anyone.
F. A motion to set the rate of the cremains burial fee at $100.00 was made by Dick Cleveland and was seconded by Ernie Chavez. It was decided that Sidney will research and provide options for the ossuary memorial plaque wall design
G. John motioned to approve the purchase of administration items: office refrigerator, fan, exterior brochure box, funeral folding chairs. Dick seconded the motion and items were unanimously approved.
H. An Open House event was discussed and approved to take place at the Mausoleum on Oct.3, 2012. An event budget was set not to exceed $3000.00. A guest list discussion followed.
I. All commented on how lovely the cemetery grounds look. John suggested lights on a timer in the Mausoleum and Ray will look into making that happen.
J. It was unanimously approved that Sidney, Ray and board members shall attend the CFDA & CAC combined convention. Dick suggested we follow county per diem travel expenditures guidelines.
VI BILL PAYING
The following checks were signed:
8/2/2012 1310 Janet Field 446.74
8/12/2012 1313 Rocky Mtn Custom Landscape 2951.57
8/12/2012 1314 Ray Sforzo 180.00
8/12/2012 1346 Stevens Home Care 1114.78
8/12/2012 1347 Robertson & Marchetti, P.C. 294.75
8/12/2012 1348 Sforzo Enterprises, Inc 4125.00
8/12/2012 1349 Sidney Harrington 1182.91
8/12/2012 1350 Mountain Valley Ventures 1600.00
8/2/2012 1312 Ray and Janet Shei 2000.00
VII CERTIFICATE SIGNGING
Ray and Janet Shei
Kathryn Margaret Shei
VIII FUTURE AGENDA ITEMS
No specific new items were mentioned.
IX ADJOURNMENT
A motion was made by Dick Cleveland and seconded by Ernie Chavez to adjourn the regular meeting at approximately 7 p.m. The motion passed unanimously.
The next meeting is scheduled for Monday, September 4, 2012, 4:00 p.m., at the Minturn Riverview Cemetery Mausoleum, Minturn, CO.
Respectfully Submitted:
Sidney Harrington
Administrator
ATTEST:
______________________
Ernie Chavez
Minturn Cemetery District
Secretary/Treasurer