09 04 2012 Board Meeting Minutes

MINTURN CEMETERY DISTRICT
REGULAR MEETING MINUTES
September 4, 2012
Members Present:
John Sheehan
Dick Cleveland
Ernie Chavez
Members Absent:
None
Staff:
Ray Sforzo
Sidney Harrington
Guests:
Jim McNeil, Alpine Engineering
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
Ernie Chavez motioned to approve the August 13, 2012 Meeting Minutes and Dick Cleveland seconded. All board members unanimously approved.
V STAFF DISCUSSION
A. Eagle Valley Surveying is moving forward with upper cemetery surveying.
B. The board, staff, and guests discussed RFP procedures for the memorial wall walkway. Jim McNeil is going to draw up a quick set of plans and put together a bid packet. Sidney will place the necessary public notices and a bid conference will take place at the cemetery for interested sub-contractors.
C. The board, staff and Jim McNeil discussed the role of Aquatec and the required duties of a water maintenance servicing contract including H2O sample analysis and electric control panel management. A motion was made by Dick Cleveland to continue utilizing Aquatec, Tom Platzer, for 1 year. An itemized list of duties needs to be put in writing and a 1 year contract put in place. Discussion concluded with Jim McNeil recommending that we need to find out the Town of Minturn’s water status.
D. A discussion took place amongst board members and staff regarding unmarked plot management and sonar interpretation. It was decided that a letter to jeopardized plot owners should simply inform people of the sonar findings and gather information in an effort to obtain public weigh in of the situation. Sidney will revise letter. Ray and Sidney will meet with Geophysical Investigations, Inc. to fully understand sonar findings.
E. Board members and staff discussed tombstone maintenance and leveling. A new proposal for leveling by Great Divide Concrete was discussed as an alternative to hiring Carlson Memorials for 2 more days at $6000.00. John Sheehan motioned to hire Great Divide Concrete to level the Koch memorial thus giving them a chance to meet performance standards and then the board can evaluate. Dick Cleveland seconded and Ernie Chavez voted no.
F. Sidney gave an update on the progress of the Mausoleum Open House event: catering, flowers, invitations, advertising and press release in place. Parking signs are needed. Sidney and Ray will pursue placement and design with Sign Design and Signature Signs.
G. A discussion about moving forward with proposed fencing inside the cemetery took place. Dick Cleveland motioned to approve the new fencing not to exceed proposed contract amount of $11,292.00. John Sheehan seconded the motion and all were in favor. Sidney will notify Kathy Lewenston at Robertson Marchetti to add cost to capital expenditure account.
H. Ray and Sidney shared materials from the Colorado Combined Convention (CFDA & CAC) in Black Hawk, Colorado.
I. Cemetery plot software is in development by Ramaker. Sidney will follow up with Jim McNeil so that the upper cemetery plot CAD files are delivered to Ramaker.
J. Ossuary memorial tree discussion ensued and Sidney will look into getting some more firm price estimates.
K. Ray and Sidney reported on how administrator and property maintenance and management roles have overlapped and a “team effort” is currently in place. The board suggested that we re-write the job description per our evolving shared responsibilities.
VI BILL PAYING
The following electronic funds transfers were made:
8/29/2012 Century Link $248.19
8/22/2012 Chase Ink (late fees) $41.85
8/22/2012 Vail Honeywagon $73.27
9/4/2012 Waste Management $59.14
8/21/2012 Xcel Energy $80.77
The following checks were signed:
8/31/2012 1354 CHASE Ink $934.73
8/31/2012 1355 ERWSD $908.96
8/31/2012 1356 Eagle Valley Surveying $490.00
8/31/2012 1357 Fitz Landscaping $8036.23
8/31/2012 1358 Sforzo Enterprises, Inc $3600.00
8/31/2012 1353 Stephens Home Care $769.38
9/4/2012 1359 Sidney Harrington $1620.00
VII FUTURE AGENDA ITEMS
Pricing for capping stone fence pillars
Historical plaque to mark the Mausoleum building
Mausoleum door signage
Parking curb stops, striping
Mausoleum venting
VIII ADJOURNMENT
John Sheehan motioned to adjourn the regular meeting at 6:41 PM. .
The next meeting is scheduled for Monday, October 8, 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