Category: Post

Members Present: Mike Martinez John Sheehan

Members Absent: Dick Cleveland

Staff:

Sidney Harrington, Ray Sforzo

MINTURN CEMETERY DISTRICT REGULAR MEETING MINUTES September 8, 2014

 

I           CALL TO ORDER

John Sheehan called the regular meeting to order at approximately 4:12 p.m. at the Riverview

Cemetery Mausoleum, Minturn, CO.

 

II          ROLL CALL

John, Mike, Ray and Sidney were all present. Dick was absent.

 

III         PUBLIC COMMENTS

n/a

 

IV         APPROVAL OF MEETING MINUTES

John motioned to approve the meeting minutes from August 18, 2014. John seconded the motion and all were in favor.

 

STAFF DISCUSSION

1. A. Ray reported that all of the scheduled landscaping improvements were installed including trees to the south of the property and the new flower bed in the area just below the bathroom.

 

Ray is collecting building bids for the shed extension. Ways to minimize costs of the building is to utilize the existing asphalt. The bid that we have received thus far is for approximately $27,000. Ray will gather more bids and report back. We may want to call a special meeting to move forward.

 

Minturn is selling their old Police truck. It is a white extended-cab automatic vehicle. TOM would like to sell it for $5,000. It has approximately 60,000 miles on it. It is a nicer truck that looks a lot better than the Ranger. Board agreed that it is a good price and our new logo on the white truck would be more professional looking than the old truck.

 

Ray has been struggling to get our excavator to fall in line with our expectations that include protection of the lawn and clean up. Ray believes Robert Martinez has been given several chances; however, when Ray was out of town, he really disappointed staff. He only performs the tasks that were added to the sub-contract when being supervised resulting in extra hours for cemetery staff. Other times a mess is left beyond resulting in staff clean-up hours. Ray would like to put Robert on notice (to end his contract) and obtain a couple of other excavators to have on hand. John suggested Joe Smith. We are also seeking alternative snow removal bids to consider. Ray has been coaching Martinez to

 

improvement in both excavating and snow removal and it is not working out. Board and staff believe that some of “the old ways” of cemetery operations are lingering with subs. Now that we have a lot of capital invested in this property, we need to protect it and work with professional sub-contractors who are motivated to perform.

 

Protection of the landscaping and grounds was further addressed and John motioned to purchase MUD-TRAKS lawn mats for the heavy machinery to protect the lawn at a price not to exceed $5200 (includes shipping). Mike seconded and all were in favor.

 

Snow removal was discussed including obtaining several bids for per plow service. Sidney commented that plowing last year was under-bid as Ray confirmed it takes 2 hours to plow the cemetery thoroughly. Perhaps we obtain bids based on a 2 hour plow service.

 

1. B. Sidney gave an Administrator report:

 

We had a burial on August 28 in the upper cemetery. It rained and 3 tents were set up for the burial service and all went very well. Mike commented that a tent is very important even in the heat as he recently experienced. Ray used 2 of his own tents to pull it off. John motioned to approve the purchase of 2 three-sided tents for this purpose and Mike seconded. Family of the deceased also observed the grave site closing excavation from inside the mausoleum while it rained.

 

The credit card payment system is up and running and there will be a monthly electronic funds transfer of $60/mo.

 

The Cemetery Tour was well attended and we had over 200 people come through the tour. It was a beautiful day and everything went smoothly. Attendees said it was highly entertaining.

 

Sidney reported that Benjamin Linscott with the Eagle County Coronors office has inquired about burying the “unknown” human remains that were found in Vail here in Minturn. Because this is an ongoing investigation, the Coroner is not going to cremate the remains, rather, bury the remains. Benjamin was directed to the web site for pricing, and Sidney said that we could customize an excavation price based his unique needs (2×3 box vs. a casket, no need for lowering device). The question also came up regarding storing the bones in a crypt space for a few months until they are ready to put him into the ground. Board and staff discussed and agreed that the District would not allow something like this.

 

Board and staff discussed potential 2015 capital expenditures (projects and improvements). John commented how nice the cemetery looks and that we are on the right track. Landscaping looks really good. The following projects were suggested:

 

1. 1. Exterior front gate paving: pending TOM intergovernmental agreement, it would be nice to replace the gravel with asphalt directly outside the three front gates.
2. 2. Lawn-friendly vehicle for turf maintenance: Ray would like a machine that is suitable for driving on grass (something that has a dump bed and something for spreading gravel in winter). John suggested the Kubota ATV 1100. Mike concurred that this would be a good asse
3. 3. Continued landscape improvements
4. 4. Stucco replacement for exterior wall at mausoleum
5. Board and staff toured the cemetery grounds to view potential improvement projects for the immediate future and for 2015. The drainage issue by the public restroom will be fixed as soon as possible. John motioned to move forward with building the staircase up to the bathroom at a price not to exceed $3500 (including iron railing).

 

 

VI         BILL PAYING

The following electronic funds transfers were made:

EFT     9/8/2014                    Century Link   260.01

EFT     9/1/2014                    First Bank      60.00

EFT     9/2/2014                    Vail Honeywagon    31.15

EFT     9/1/2014                    Waste Management           50.00

EFT     9/5/2014                    Waste Management   50.00

 

The following checks were signed:

 

9/8/2014	1733	Avignon Stone & Outdoor Living 2,500.00
9/8/2014	1734	Chase Ink     792.63
9/8/2014	1735	Great Divide Construction, Inc.     397.00
9/8/2014	1736	Hayes, Phillips, Hoffmann & Carberry    1,202.50
9/8/2014	1737	Home Depot 489.69
9/8/2014	1738	Martinez Trucking, Inc.        400.00
9/8/2014	1739	Mountain Valley Ventures, Inc.      2,300.00
9/8/2014	1731	Robertson & Marchetti, P.C.          262.45
9/8/2014	1732	Orkin Pest Control 500.00
9/8/2014	1742	Sforzo Enterprises, Inc.      5,862.50
9/8/2014	1741	Ray Sforzo    34.34
9/8/2014	1743	Sidney Harrington   1,680.00
9/8/2014	1740	Xcel Energy 171.03

 

IX         FUTURE AGENDA ITEMS Snow removal contract Excavation contract

Maintenance building expansion bids

2015 budget

 

IX      ADJOURNMENT

John motioned to adjourn the regular meeting and Mike seconded at approximately 6:35 PM.

 

The next regular board meeting is scheduled for Monday, October 13, 4:00 p.m., at the Minturn

Riverview Cemetery Mausoleum, Minturn, CO.

 

ATTEST:

Respectfully Submitted: Sidney Harrington Administrator

Mike Martinez

Minturn Cemetery District

Secretary/Treasurer

MINTURN CEMETERY DISTRICT

REGULAR MEETING MINUTES
August 18, 2014
Members Present:
Dick Cleveland
Mike Martinez
John Sheehan

Members Absent:
n/a

Staff:
Sidney Harrington
Ray Sforzo
Matt Mire, Legal counsel

I CALL TO ORDER
John Sheehan called the regular meeting to order at approximately 4:05 p.m. at the Riverview Cemetery Mausoleum, Minturn, CO.

II ROLL CALL
John, Mike, Dick, Ray, Sidney and Matt were all present.

III PUBLIC COMMENTS
n/a

IV APPROVAL OF MEETING MINUTES
Dick motioned to approve the meeting minutes from July 14, 2014.  John seconded the motion and all were in favor.

STAFF DISCUSSION
A. Matt attended the meeting to re-visit the new interment right contract. Language that states the Board is not a dispute resolving body was added to the contract as well as an interment right transfer form. Board and staff members agreed to remove the language that refers to “two caskets” in one space and all sales from this point forward shall be for 1 coffin and up to 4 cremains burials. Thus Dick motioned to revise the rules and regulations and the interment agreement, John seconded and all were in favor.

Matt suggested that we add definitions to the Rules and Regulations. Secondly, Matt suggested adding liability language to both R&Rs and interment rights agreement.  Respective revisions to the number of caskets and interment rights shall be revised. Additionally, the Board and staff discussed the 3rd party sales of plots for a profit. Dick recommended that the District “stay out of it”. So long as the required transfer form is executed and filed with the District, it is not the District’s concern because we have been paid. Board and staff agreed. Matt will draft changes.

B. Sidney gave an Administrator report:

A burial for Patrick Fred took place here in the upper cemetery on July 19. The burial took place with a temporary grounds crew as Ray was out of town. We are happy to say everything went well.

All of the sprinkler reels have been sold and funds deposited in the bank.

Ray has been placing all of the new cemetery plot and section markers throughout the cemetery. Sidney is also assisting with this process. All of the cemetery files; old, new and GPR field data; is essential for placing these markers and making order of all the plots.

First Bank credit card processing paperwork is ready for Board signature.  John will stop in the Vail First Bank to sign it this week.

C. Ray gave a Property Manager report:

Maintenance items such as staining, irrigation, lawn care and flowers have been ongoing throughout the summer. Prepping for new tree beds and flower beds is taking place now.

Ray made a list of equipment that will be stored in the proposed new storage shed:

– Bobcat
– Mini excavator
– Shoring equipment
– Blower and mower
– Tools
Mike would like to see all of this equipment protected and under cover, especially during the snowy winter months. Discussion ensued and Board and staff agreed that Ray will move forward with obtaining “hard numbers” for a 15 by 20 foot pole-barn type building.

Board and staff toured the cemetery grounds to assess landscaping and various grounds improvements including:

– Spruce tree planting next to the TOM building
– New flower bed below public restroom
– Drainage pan at public restroom
– Snow gate paving/pan options
– Walk-in gate sandstone pavers

Upon completing the cemetery tour, Dick motioned to approve the following projects with prices not to exceed:

1. Entry gate walkway at $2,500
2. Extend plant beds at $3,127 and $2,000
3. Add spruce trees on south side at $6,700
John seconded and all were in favor.

D. Dick is unable to attend the next meeting due to a scheduling conflict.  The Minturn cemetery tour is taking place on September 6 from 9am – 4pm.

VI BILL PAYING

The following electronic funds transfers were made:

EFT 8/18/2014  Century Link 258.08
EFT 8/4/2014  Vail Honeywagon 31.16
EFT 8/11/2014  Vail Honeywagon 27.24
EFT 8/1/2014  Waste Management    50.00
EFT 8/5/2014  Waste Management    50.00

The following checks were signed:

8/18/2014 1711 Andover Marker Company 6,820.16
8/18/2014 1712 Avignon Stone & Outdoor Living 3,850.00
8/18/2014 1713 Home Depot 273.99
8/18/2014 1714 Chase Ink 156.32
8/18/2014 1715 ERWSD 574.56
8/18/2014 1716 Hayes, Phillips, Hoffmann & Carberry 980.35
8/18/2014 1717 Industrial Chem Lab  206.76
8/18/2014 1718 MW Window Cleaning, Inc. 175.00
8/18/2014 1719 Orkin Pest Control 1,000.00
8/18/2014 1720 Sforzo Enterprises, Inc. 5,460.00
8/18/2014 1721 Sidney Harrington 2,485.00
8/18/2014 1722 The Paint Bucket 192.15
8/18/2014 1723 Vail Cleaning Machine 300.00
8/18/2014 1724 Vail Lock & Key 22.41
8/18/2014 1725 Xcel Energy 180.47
8/18/2014 1726 Mountain Striping 385.00
8/18/2014 1727 Rocky Mtn. Custom Landscaping  3,073.13
8/18/2014 1728 Mountain Valley Ventures 575.00
8/18/2014 1729 Defina Construction  2,000.00
8/18/2014 1790 Fitz Landscaping 8,896.60

IX FUTURE AGENDA ITEMS
Snow removal contract
Excavation contract

IX ADJOURNMENT
John motioned to adjourn the regular meeting and Mike seconded at approximately 6:08 PM.

The next regular board meeting is scheduled for Monday, October 13, 4:00 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
June 9, 2014
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 4:02 p.m. at the Riverview Cemetery Mausoleum, Minturn, CO.

II ROLL CALL
John, Mike and Dick, Ray and Sidney were all present.

III PUBLIC COMMENTS
n/a

IV APPROVAL OF MEETING MINUTES
Dick motioned to approve the meeting minutes from May 12, 2014.  John seconded the motion and all were in favor.

STAFF DISCUSSION

A. Ray gave a property management report:

Ray reported an irrigation problem at the vault. Rocky Mountain Custom Landscapes is in charge of irrigation meter maintenance – they turn on the system in the spring and turn it off in the fall. Meter was left on all winter and pipes froze. RMCL made the repairs and it failed after about a week. The water meter and pipe required repair and a backflow preventer was added.

Eager Beaver Tree Trimming Services completed tree trimming on the Cottonwoods to remove dead branches in the lower cemetery. Mike commented how nice the cemetery looked on Memorial Day.

Ray would like to move forward with purchasing a 30 gallon, rectangular fuel tank with pump. Ray will ensure the small truck can handle the fuel weight. The Board agreed and John motioned to approve the purchase not to exceed $850.  Dick seconded and all were in favor.

B.  Sidney gave an Administrator report:

Sidney presented the newly printed Cemetery brochure.  500 brochures have been printed and will be available for distribution.

Secondly, a postcard mock-up was presented along with verbiage. Sidney will move forward with printing and mailer facilitation with a mailing service.

A new Board & Staff contact list was distributed to Board and Staff which includes Matt Mire contact information. Sidney will invite Matt Mire to attend the next regular Board meeting so that we all can meet him and discuss expectations.

Board and Staff discussed Cemetery sales and bill collections.  All agreed the District is not in the business of financing services as we are not staffed for that. Offering credit card acceptance to customers as an alternative to cash payments in full at time of service is something Sidney will look into at First Bank.

C. Cost of irrigation for new plantings did not exceed $4,000. Board and Staff walked outside to view the new trees and do a property tour and resulted in the following discussion items:

– Newly planted trees, additional trees to be added
– Cemetery gate access next to TOM building
– Drain at public restroom
– Irrigation vault improvements
– Covered storage at maintenance building for Bobcat and shoring equip.
– Replace “unknown” crosses that were built by Mike’s woodshop class 10 yrs. Ago
– Hoses that are unused should be placed on craigslist.com for sale

VI BILL PAYING

The following electronic funds transfers were made:
EFT 6/9/2014  Century Link 253.14
EFT 5/20/2014  Vail Honeywagon 350.00
EFT 5/22/2014  Vail Honeywagon 500.00
EFT 5/28/2014  Vail Honeywagon 1,125.00
EFT 6/4/2014  Vail Honeywagon 31.19
EFT 6/6/2014  Vail Honeywagon 375.00
EFT 6/5/2014  Waste Management  100.00

The following checks were signed:
6/9/2014 1678 ABC Parts, Inc 47.96
6/9/2014 1679 Bobcast of the Rockies 1,475.34
6/9/2014 1684 Chase Ink 969.90
6/9/2014 1681 Eager Beaver Tree Service 1,025.00
6/9/2014 1682 Fitz Landscaping 2,885.55
6/9/2014 1683 Guida Building Co. 255.00
6/9/2014 1680 Home Depot 1,130.12
6/9/2014 1685 Mobloggy 225.00
6/9/2014 1686 Orkin Pest Control 500.00
6/9/2014 1687 Roberston & Marchetti, P.C. 698.45
6/9/2014 1688 Rocky Mountain Custome Landscapes 2,142.80
6/9/2014 1690 Sforzo Enterprises, Inc. 5,442.50
6/9/2014 1689 Ray Sforzo – reimbursables 32.00
6/9/2014 1693 Sidney Harrington 1,400.00
6/9/2014 1694 Town of Minturn 2,791.32
6/9/2014 1691 Xcel Energy 324.88
6/9/2014 1692 Zurich 20.00

IX FUTURE AGENDA ITEMS
Refer to STAFF DISCUSSION C.

IX ADJOURNMENT
John motioned to adjourn the regular meeting and Mike seconded at approximately 6:10 PM.

The next regular board meeting is scheduled for Monday, July 14, 4:00 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
June 9, 2014
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 4:02 p.m. at the Riverview Cemetery Mausoleum, Minturn, CO.

II ROLL CALL
John, Mike and Dick, Ray and Sidney were all present.

III PUBLIC COMMENTS
n/a

IV APPROVAL OF MEETING MINUTES
Dick motioned to approve the meeting minutes from May 12, 2014.  John seconded the motion and all were in favor.

STAFF DISCUSSION

A. Ray gave a property management report:

Ray reported an irrigation problem at the vault. Rocky Mountain Custom Landscapes is in charge of irrigation meter maintenance – they turn on the system in the spring and turn it off in the fall. Meter was left on all winter and pipes froze. RMCL made the repairs and it failed after about a week. The water meter and pipe required repair and a backflow preventer was added.

Eager Beaver Tree Trimming Services completed tree trimming on the Cottonwoods to remove dead branches in the lower cemetery. Mike commented how nice the cemetery looked on Memorial Day.

Ray would like to move forward with purchasing a 30 gallon, rectangular fuel tank with pump. Ray will ensure the small truck can handle the fuel weight. The Board agreed and John motioned to approve the purchase not to exceed $850.  Dick seconded and all were in favor.

B.  Sidney gave an Administrator report:

Sidney presented the newly printed Cemetery brochure.  500 brochures have been printed and will be available for distribution.

Secondly, a postcard mock-up was presented along with verbiage. Sidney will move forward with printing and mailer facilitation with a mailing service.

A new Board & Staff contact list was distributed to Board and Staff which includes Matt Mire contact information. Sidney will invite Matt Mire to attend the next regular Board meeting so that we all can meet him and discuss expectations.

Board and Staff discussed Cemetery sales and bill collections.  All agreed the District is not in the business of financing services as we are not staffed for that. Offering credit card acceptance to customers as an alternative to cash payments in full at time of service is something Sidney will look into at First Bank.

C. Cost of irrigation for new plantings did not exceed $4,000. Board and Staff walked outside to view the new trees and do a property tour and resulted in the following discussion items:

– Newly planted trees, additional trees to be added
– Cemetery gate access next to TOM building
– Drain at public restroom
– Irrigation vault improvements
– Covered storage at maintenance building for Bobcat and shoring equip.
– Replace “unknown” crosses that were built by Mike’s woodshop class 10 yrs. Ago
– Hoses that are unused should be placed on craigslist.com for sale

VI BILL PAYING

The following electronic funds transfers were made:
EFT 6/9/2014  Century Link 253.14
EFT 5/20/2014  Vail Honeywagon 350.00
EFT 5/22/2014  Vail Honeywagon 500.00
EFT 5/28/2014  Vail Honeywagon 1,125.00
EFT 6/4/2014  Vail Honeywagon 31.19
EFT 6/6/2014  Vail Honeywagon 375.00
EFT 6/5/2014  Waste Management  100.00

The following checks were signed:
6/9/2014 1678 ABC Parts, Inc 47.96
6/9/2014 1679 Bobcast of the Rockies 1,475.34
6/9/2014 1684 Chase Ink 969.90
6/9/2014 1681 Eager Beaver Tree Service 1,025.00
6/9/2014 1682 Fitz Landscaping 2,885.55
6/9/2014 1683 Guida Building Co. 255.00
6/9/2014 1680 Home Depot 1,130.12
6/9/2014 1685 Mobloggy 225.00
6/9/2014 1686 Orkin Pest Control 500.00
6/9/2014 1687 Roberston & Marchetti, P.C. 698.45
6/9/2014 1688 Rocky Mountain Custome Landscapes 2,142.80
6/9/2014 1690 Sforzo Enterprises, Inc. 5,442.50
6/9/2014 1689 Ray Sforzo – reimbursables 32.00
6/9/2014 1693 Sidney Harrington 1,400.00
6/9/2014 1694 Town of Minturn 2,791.32
6/9/2014 1691 Xcel Energy 324.88
6/9/2014 1692 Zurich 20.00

IX FUTURE AGENDA ITEMS
Refer to STAFF DISCUSSION C.

IX ADJOURNMENT
John motioned to adjourn the regular meeting and Mike seconded at approximately 6:10 PM.

The next regular board meeting is scheduled for Monday, July 14, 4:00 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
May 12, 2014
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 4:00 p.m. at the Riverview Cemetery Mausoleum, Minturn, CO.

II ROLL CALL
John and Mike were present at the beginning of the meeting and Dick arrived a few minutes later.

III PUBLIC COMMENTS
n/a

IV APPROVAL OF MEETING MINUTES
John motioned to approve the meeting minutes from April 14, 2014.  Mike seconded the motion and all were in favor.

STAFF DISCUSSION

A. Ray gave a property management report:

Ray reported that sod will be added between the bathroom and gazebo.  There used to be natural grass in this location.

Tree trimming of Cottonwoods will take place this month.

Jim McNeil and Ray met recently to discuss the water system and Aquatec’s recommendation for troubleshooting our water/chlorine issue. Ray consulted with John Volk of Water Quality Control Professionals to seek an alternate course of action.  Plumbing Systems Inc. recently determined that our water pressure was too low down the hill at 20lbs. and that we should be operating at 40lbs. To accommodate the 80 ft. rise up the hill the pressure should be set at about 60lbs. Once the pressure was turned up, we reached an above-normal reading for chlorine immediately resulting in an adjustment to the chlorine input to the system.

Additionally, our sewer is full and requires pumping.  This seems odd based on our lack of usage and a tank leak should be ruled out.  After looking through past meeting minutes, Ray discovered that Jim McNeil estimated based on usage of 5 employees that our tank
would require pumping two times per year. When we pump it this time we will keep an eye on things as the tank fills.

Ray would like to recommend using John Volk.  Dick motioned to terminate the Aquatec services and move forward with Water Quality Control Professionals to manage the water system. John seconded and all were in favor.

Lastly, a proposal for planting a flower bed above the mausoleum rock wall as well as some trees along the south fence was discussed by Board and Staff including location of trees, quantity of plantings, irrigation/ water and pricing.  The idea is to provide a natural visual barrier to the Town of Minturn yard next door with trees. John motioned to approve 4 trees in the upper area and 2 below, at the south side along the drive. Trees will be 4 ten-footers and 2 eight-footers. Mike asked if work by Fitz Landscaping was satisfactory and Ray and Sidney agreed that they do a good job at a fair price. Dick then motioned to plant in the upper bed utilizing perennial flowers that will produce a blooming mix that looks good throughout the seasons. John seconded and all were in favor. Ray will firm up an irrigation expense prior to moving forward.

B. Sidney gave an Administrator report:

Sidney presented a Cemetery brochure mock-up for the Board to review.  Printing costs are inexpensive through Vistaprint.  Sidney wanted to discuss mailing the brochure to residents that pay into the Cemetery District. The expense would be at least $6,000 after paying postage. Perhaps a less expensive post card that directs people to our website is a better way to go. The Board agreed that mailing a post card makes more sense. The message is “You pay taxes in the District, if you are interested, go to the website and see what you are paying for and what services are available to you”. We could set up the website so that people could request a brochure through the website.

Sidney recently met with Matt Mire to introduce herself and briefly discuss legal counsel services for the District.  An engagement letter was presented for the Board to sign.

GPR field data will be marked out with custom pins that were ordered. The markers consist of an 8-inch aluminum spike with a 5” x 5” plate numbering system so that each burial site canvbe marked. Every plot will have a marker. If the plot is empty, the marker will go in the center of the plot. If the plot has a burial, the marker will go directly on top of the burial/grave.

Finally, Sidney reminded the Board and staff about the upcoming Colorado Combined Convention in Estes Park.  Because the Cemetery liability seminar is not taking place this year, neither Ray nor Sidney will attend.

VI BILL PAYING

The following electronic funds transfers were made:
EFT 5/8/2014  Century Link 283.13
EFT 5/2/2014  Vail Honeywagon 31.21

The following checks were signed:
5/12/2014 1664 Chase Ink 301.73
5/12/2014 1665 Coldspring Memorial 644.00
5/12/2014 1666 Guida Building Co. LLC 255.00
5/12/2014 1667 Hayes, Phillips, Hoffmann & Carberry 314.50
5/12/2014 1668 Home Depot 164.41
5/12/2014 1669 McMahoan and Associates, LLC 4,500.00
5/12/2014 1670 Martinez Trucking, Inc. 140.00
5/12/2014 1671 Plumbing Systems Inc. 282.50
5/12/2014 1672 Roberston & Marchetti, P.C. 713.54
5/12/2014 1673 Sforzo Enterprises, Inc. 4,305.00
5/12/2014 1663 Sidney Harrington 2,240.00
5/12/2014 1674 Vail Daily 196.54
5/12/2014 1675 Vail Lock, Key & Safe 22.41
5/12/2014 1676 Xcel Energy 606.08

IX FUTURE AGENDA ITEMS

IX ADJOURNMENT
Dick motioned to adjourn the regular meeting and Mike seconded at approximately 5:38 PM.

The next regular board meeting is scheduled for Monday, July 14, 4:00 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

April 14, 2014

 

 

Members Present:

Dick Cleveland

Mike Martinez

John Sheehan

 

Members Absent:

n/a

 

Staff:

Sidney Harrington

Ray Sforzo

 

I CALL TO ORDER

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

 

II ROLL CALL

John, Dick and Mike were present.

 

III PUBLIC COMMENTS

n/a

 

IV APPROVAL OF MEETING MINUTES

Dick motioned to approve the meeting minutes from March 10, 2014. Mike seconded the motion and all were in favor.

 

2013 AUDIT PRESENTATION BY ROBERTSON MARCHETTI, P.C. AND MCMAHON & ASSOCIATES

Ken Marchetti and Dan Cudahy presented the 2013 Minturn Cemetery District audit report to the Board and staff. Dan reported that the audit went smoothly and there were no disagreements with management. Internal controls look good and there is adequate segregation of duties for a small organization like this. Financial statements were reviewed and the District is in excellent financial condition. An audit report doesn’t get any cleaner than this. Dick asked if we should be adjusting the budget to eliminate net expenditures over revenue. Dan advised that there is nothing wrong with tapping into reserves when you have them. Ken added that 2013 had larger than normal capital expenses.

 

John motioned to accept the audit, Dick seconded and all were in favor.

 

STAFF DISCUSSION

 

A. Ray gave a property management report:

 

 

Ray researched fuel tanks with Collette – they have a 300 gallon minimum tank order but would allow us 100 gallons at $3.60 per gallon (non-roadway. rate). Ray says winter and summer needs vary and we use about 75 gallons of fuel in the winter and about 25 gallons in the summer. Ray is also considering a 40 or 50 gallon tank that sits inside the bed of a truck. He will continue to do research to determine the best fit for our needs.

 

Additionally, Ray would like to explore a new, lighter machine for spreading gravel. The Town of Avon has one and so does Vail. It has a dump attachment, gravel spreader, and it can remove snow on walkways. The Bobcat is a heavier piece of equipment and can cause damage to the grass. Ray will do some capability and cost comparisons of equipment and report back at a later date.

 

Cemetery snow removal made out well financially by going with a per-plow contract; however, we still had to call for a plow instead of automatic plowing at 2 inches. It takes approximately 1.5 to 2 hours to plow the cemetery properly when there is 6 inches of snow. We supplemented outside contractor snow removal with our own efforts and it worked out well. It remains a little frustrating that we do not receive plow service first thing in the morning when the gates are opened. Dick commented that it may be unreasonable for us to expect this kind of service during a snow cycle or during the core winter months. Sidney suggested that the per-plow price may have been under-bid.

 

Spring landscaping and cleanup has begun with the thaw. Last year Rocky Mtn. Custom Landscapes did a good job moving the cemetery as long as Ray was keeping an eye on them. RMCL gives a fair price for mowing; however, their ornamental bed maintenance, irrigation services and scheduling practices do not meet our expectations. Ray recommends we continue to work with RMCL and ensure that our schedule is met and that no service is performed without notice. Furthermore, Ray recommends utilizing Fitz Landscaping for bed maintenance. Dick motioned to contract with RMCL for mowing and John seconded.

 

Ray would like to “critter-proof” and insulate the maintenance building in the lower cemetery to enhance our storage and use capability in all seasons, especially for staging winter burials. Discussion ensued regarding cost of enhancement and need for heat – propane is an option. Ray will continue to review heat options/critter-proofing and gather pricing for improvements.

 

The public restroom thermostat required replacement last month. There is another building issue where the roof line is concerned. The freeze/thaw drip line causes water to drain at the bathroom entry and directly into the building. Ray would like to add heat tape and gutter to the roof to assist with water drainage. Ray will get pricing for this as well as for a slot drain.

 

 

B. Sidney gave an Administrator report:

 

 

Water update: Tom Platzer with Aquatec was here recently to test the water and we got a positive chlorine reading down in the new public restroom; however, there is still no positive chlorine reading up here in the mausoleum. When Sidney met with Jim McNeil and Tom, a reverse osmosis water purifying system was discussed to solve the problem of chlorine not circulating. Ray met with John Volk of Quality Control Professionals, to obtain a second opinion of our water system troubles. John works for the Town of Minturn. Is drinking water from the mausoleum a priority? We do not produce water for consumption so we do not have to adhere to state water requirements. The Board and staff agreed that offering drinking water to patrons is easily done via bottled drinking water. It is no longer necessary for us to carry on with Aquatec on a regular basis (other than regular maintenance) and we will explore alternatives and proposals from others.

 

A display ad that ran in the Vail Daily resulted in several resume submittals for District legal counsel. Sidney asked the Board for a recommendation of candidates for interviewing.

Discussion followed regarding attorney candidate qualifications. The Board determined that Hayes Phillips Hoffman and Carberry (HPHC) is well qualified in government legal counsel. The District has limited legal counsel needs and working with HPHC’s Matt Mire is likely a good choice. Dick added that HPHC’s range in experience is a benefit. John is also familiar with Matt. Sidney will arrange a meeting with Matt Mire.

 

Sidney presented the agreement for the Estate of Allen Christensen to the Board for acceptance and signature. A $3000 settlement payment will be sent to John Dunn, the attorney handling the estate.

 

Sidney reported that payment for the Lucero burials has been received in full.

 

Burial sites that have not been touched since 1939 are currently being reclaimed by the District per CO state laws for reclaiming graves. Sidney reported that she and Ray will continue to utilize the GPR study from Ramaker to properly mark burials in the cemetery.

 

Sidney asked about selling burial services pre-need. The Board confirmed that it is okay to sell all of the burial services (plot, excavation, lowering device, layout) pre-need and for future use. Sidney will keep appropriate records in CIMS.

 

The annual cemetery and funeral convention is taking place in June this year at Estes Park. Sidney passed out conference information to the Board and staff.

 

VI BILL PAYING

 

The following electronic funds transfers were made:

EFT 4/2/2014 Century Link 283.04

EFT 4/2/2014 Vail Honeywagon 31.19

 

The following checks were signed:

4/14/2014 1661 ABC Parts, Inc 182.08

4/14/2014 1660 Aqua Tec Stystems, Inc. 322.00

4/14/2014 1659 Beyond The Tree Woodworks 3,102.75

4/14/2014 1651 Chase Ink 536.05

4/14/2014 1658 Digital FX 500.00

4/14/2014 1662 The Estate of Allen Carl Christensen 3,000.00

4/14/2014 1657 Hayes, Phillips, Hoffmann & Carberry 314.50

4/14/2014 1656 Home Depot 29.40

4/14/2014 1655 Martinez Trucking, Inc. 2,940.00

4/14/2014 1654 Ramaker 1,200.00

4/14/2014 1653 Roberston & Marchetti, P.C. 583.99

4/14/2014 1650 Sforzo Enterprises, Inc. 4,305.00

4/14/2014 1634 Sidney Harrington 2,240.00

4/14/2014 1652 Vail Daily 1,085.61

4/14/2014 1633 Xcel Energy 807.75

 

IX FUTURE AGENDA ITEMS

Gutter

Legal counsel

 

IX ADJOURNMENT

Dick motioned to adjourn the regular meeting and Mike seconded at approximately 6:18 PM.

 

The next regular board meeting is scheduled for Monday, April 14, 4:00 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

March 10, 2014

 

 

 

Members Present:

Dick Cleveland

Mike Martinez

Members Absent:

John Sheehan

Staff:

Sidney Harrington

Ray Sforzo

I CALL TO ORDER

Dick Cleveland called the regular meeting to order at approximately 4:10 p.m. at the Riverview Cemetery Mausoleum, Minturn, CO.

II ROLL CALL

Dick and Mike were present. John was absent due to a family matter.

III PUBLIC COMMENTS

n/a

IV APPROVAL OF MEETING MINUTES

Dick motioned to approve the meeting minutes from February 10, 2014. Mike seconded the motion and all were in favor.

STAFF DISCUSSION

A. Ray gave a property management report

Ray wanted to discuss winter burial procedures and responsibilities for staff. Snow removal/site location and labor availability are our biggest winter burial obstacles. Ray would like to add cremains burial excavation to Robert Martinez’s contract. Ray confirmed with the Board that Cemetery staff needs to provide winter cremains burial services no matter what the circumstances are. The Board stated that any cremains burial request must be in advance and scheduled like an appointment – no patron can show up with cremains and expect to bury them on the spot. Payment shall also be in advance.

Additionally, Dick moved to approve the fee for winter cremains burial fee at $300. The fee for summer cremains burial is $100. This fee is equal to what Robert Martinez will charge for both winter and summer. Winter pricing may deter patrons from choosing to bury cremains in winter.

Ray would like to come up with a way to spread and store gravel and is continuing his research.

Ray stated that not having fuel on site is an obstacle and would like to have a minimized tank on hand. Dick would prefer if we had a fuel service company provide a fuel tank, like Collette out of Gypsum. Ray will look into it.

B. Sidney gave an Administrator report:

The Eagle County Historical Society’s Minturn Cemetery Tour will be scheduled for Saturday, September 6 – a date that coincides with the last day of the Minturn Market. The local theatre company will re-enact pioneer lifestyles as the tour attraction.

A public notice requesting special district legal counsel was placed in the Vail Daily for 2 weeks in the legal section resulting in no response. Dick suggested placing a display ad in the paper. Sidney will place the ad.

Sidney filed a probate claim against the Lucero Estate for the unpaid burial services incurred in July and November of 2013. The Board suggested that we move forward with a small claims case and serve a notice to all family members. Staff confirmed that there were several family members involved in making the burial arrangements. Small Claims will be less expensive than engaging with an attorney to pursue the probate claim.

Sidney reported that the lectern, table and burl wood pieces will be delivered by Beyond The Tree Woodworks within the week.

Rules and regulations revisions were reviewed in regards to allowing cemetery burial patrons to access the mausoleum chapel space should inclement weather occur during a scheduled, outdoor, burial service. Revisions were made and approved by Board and staff.

Sidney asked the Board about donating to the Minturn Community Fund. The Board agreed that it is not our job to donate tax-payer money to non-profit organizations when that organization is providing no service whatsoever.

Finally, Sidney is obtaining insurance quotes for “special occurrences” for the purpose of consideration due to the recent Lionshead rock fall.

VI BILL PAYING

The following electronic funds transfers were made:

EFT 3/5/2014 Century Link 283.04

EFT 3/3/2014 Vail Honeywagon 31.18

The following checks were signed:

3/10/2014 1637 ABC Parts, Inc 21.48

3/10/2014 1638 Aqua Tec Stystems, Inc. 151.37

3/10/2014 1639 Colorado Association of Cemeteries 75.00

3/10/2014 1640 Chase Ink 372.35

3/10/2014 1641 Coldspring Memorial 1,471.00

3/10/2014 1642 Hayes, Phillips, Hoffman & Carberry 203.50

3/10/2014 1643 Home Depot 299.33

3/10/2014 1649 Liberty Mutual 1,418.00

3/10/2014 1647 Ramaker 450.00

3/10/2014 1635 Roberston & Marchetti, P.C. 1,400.68

3/10/2014 1644 MW Window Cleaning 175.00

3/10/2014 1645 Sforzo Enterprises, Inc. 3,955.00

3/10/2014 1646 Sidney Harrington 1,836.08

3/10/2014 1636 Vail Electronics 24.00

3/10/2014 1648 Xcel Energy 1,150.54

IX FUTURE AGENDA ITEMS

Landscape proposals

IX ADJOURNMENT

Dick motioned to adjourn the regular meeting and Mike seconded at approximately 5:05 PM.

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

Respectfully Submitted:

Sidney Harrington

Administrator

ATTEST:

______________________

Mike Martinez

Minturn Cemetery District

Secretary/Treasurer

 

 

 

Mike Martinez

Minturn Cemetery District

Secretary/Treasurer

Members Present: John Sheehan Dick Cleveland Mike Martinez

Members Absent:
n/a

Staff:
Ray Sforzo
Sidney Harrington

 

MINTURN CEMETERY DISTRICT REGULAR MEETING MINUTES December 9, 2013

I CALL TO ORDER
John Sheehan called the regular meeting to order at approximately 4:05 p.m. at the Riverview
Cemetery Mausoleum, Minturn, CO.

II ROLL CALL
John, Dick, Mike were all present.

III PUBLIC COMMENTS
n/a

IV APPROVAL OF MEETING MINUTES
Dick motioned to approve the meeting minutes from November 12, 2013. John seconded the motion and all were in favor.

STAFF DISCUSSION
A. Property Manager Report

Ray reported that the snow removal on the new buildings is a necessary task. He says there is a little more hand shoveling to perform that will affect the snow removal budget. He recommends heat tape and gutter on the front edge of the restroom building, on just one side, to stop the water from dripping onto the pavement.

The mausoleum air system clock timer was installed successfully.

Lindsey Webbe is very interested in purchasing 6 plots in the upper cemetery. He inquired about the landscape master plan for the property. Mr. Webbe would like to have a bench and possibly trees/plantings in the upper cemetery. He is planning cremains burials. Dick commented that planting trees near the support wall will only damage it and that he does not approve of tree plantings. Tree roots are equally undesirable for digging purposes. John also agreed. Mike commented that tree roots will quickly damage the retaining wall. Dick thinks we should live with what we have now and get used to how the upper cemetery feels. This is a brand new cemetery and we need to “live with it” for a while to figure out if any changes or additions are necessary – for now we are not making landscape additions to the upper cemetery. The Board agreed.

Ray gave a response to the budget concerns for his duties here at the cemetery. Ray reported that casket burials add up to about 32 hours of labor per event. This is an average and incidental labor can add up with snow and trench boxing. Other unscheduled labor items, i.e., cremains burials, also contribute. Additionally, the capital improvement project resulted in more hours spent on site while accommodating the needs of the general contractor and sub-contractors.

B. Robertson Marchetti, PC, prepared the 2013 budget amendment resolution to account for capital spending. The Board was presented with the amendment for review, vote and signature. Dick motioned to approve, John seconded, and all were in favor.

C. Sidney gave an administrator report. The Bacas have agreed to pay their outstanding invoice in its entirety by the end of the year. Beyond The Tree Woodworking is moving forward with the table and lectern, and a deposit invoice is forthcoming. Logo and website are continuing to move forward. Sidney showed everyone the new photography that will be uploaded next. www.minturncemetery.org is the new web address and better suited than the old web address: www.minturnriverviewcemetery.com.

D. Burke Harrington gave a building project update. Change orders on the project were minor and not significant enough to bill the District for. Burke said Ray helped a lot with logistics and there was enough workability with the project details to keep the things going smoothly. Minor adjustments were made as needed per the architecture plans to make everything fit accordingly. A little touch up painting and other minor items remain.

VI BILL PAYING
The following electronic funds transfers were made:
EFT 12/8/2013 Century Link 272.02
EFT 12/3/2013 Vail Honeywagon 31.18
EFT 12/1/2013 Waste Management 45.00

The following checks were signed:
12/9/2013 1602 Burke Harrington Construction 17,997.17
12/9/2013 1603 Chase Ink 368.42
12/9/2013 1594 Fitz Landscaping 2,151.15
12/9/2013 1595 The Home Depot 967.82
12/9/2013 1596 Plumbing Systems, Inc. 312.00
12/9/2013 1597 Roberston & Marchetti, P.C. 409.43
12/9/2013 1598 Rocky Mountain Custom Landscapes 607.28
12/9/2013 1604 Sforzo Enterprises, Inc. 4,305.00
12/9/2013 1605 Sidney Harrington 700.00
12/9/2013 1599 Vail Daily 19.00
12/9/2013 1600 Xcel Energy 867.24
12/9/2013 1601 Zee Medical, Inc. 220.00

VIII FUTURE AGENDA ITEMS

IX ADJOURNMENT
Dick motioned to adjourn the regular meeting at approximately 5:35 PM.

The next regular board meeting is scheduled for Monday, January 13, 2014, 4:00 p.m., at the
Minturn Riverview Cemetery Mausoleum, Minturn, CO.

ATTEST:
Respectfully Submitted: Sidney Harrington Administrator

Mike Martinez
Minturn Cemetery District
Secretary/Treasurer

MINTURN CEMETERY DISTRICT
REGULAR MEETING MINUTES
November 12, 2013
Members Present:
John Sheehan
Dick Cleveland
Mike Martinez
Members Absent:
n/a
Staff:
Ray Sforzo
Sidney Harrington
Jim McNeil, Alpine Engineering
I CALL TO ORDER
John Sheehan called the regular meeting to order at approximately 4:20 p.m. at the Riverview Cemetery Mausoleum, Minturn, CO.
II ROLL CALLJohn, Dick, Mike were all present.
III
PUBLIC COMMENTS
n/aIV APPROVAL OF MEETING MINUTESDick motioned to approve the meeting minutes from October 14, 2013. Mike seconded the motion. John abstained because he was not present at the October 14 meeting.
STAFF DISCUSSION
A. Everyone was surprised and saddened by the news that the Minturn Cemetery District attorney, Allen Christensen, passed away unexpectedly. Board and staff discussed the status of not currently having counsel for the District and all agreed to wait to find out who the Town of Minturn decides to hire and then go from there.
B. Ray gave a property manager report. The cemetery saw two burials in the first two weeks of November including our first burial in the new upper section of the cemetery. Both burials were military service. Secondly Ray reported that the mausoleum filtration system timer has been broken thus that is why the filtration fan/system has not been filtering the air. The fan is now in working order and a new timer has been ordered to replace the broken one. Additionally, the drain swell was cleaned out and spring bulbs were planted by Fitz Landscaping.
C. Sidney presented the recent revisions to the Rules and Regulations using “strikethroughs” so that changes are a little easier to recognize. Dick motioned to approve the revised rules and regulations, John seconded and all were in favor. Sidney reported that the Board of County Commissioners resolution to appoint Mike Martinez is in the process of being revised to correct the term year for Mike’s appointment from four years to six years.
Drawings for the lectern and urn table from Beyond the Tree were approved. Dick motioned to move forward with the furnishings at a price not to exceed $1327.50 for the lectern and $1548.00 for the table. Mike seconded and all were in favor. Finally new logo revisions were presented and Sidney will report back.
D. Dick commented that the line item budget for Ray’s contract labor is approximately 25% over budget and would like to call attention to this. Discussion ensued regarding options for how to manage the expense including amending the budget to account for the increased expense and the actual time it takes to perform burials and run the cemetery seven days a week.

VI BILL PAYING
The following electronic funds transfers were made:
EFT 11/12/2013 Century Link 273.62
EFT 11/5/2013 Waste Management 45.00
The following checks were signed:
11/12/2013 1586 A-Peak, Inc. 380.00
11/12/2013 1579 Aqua Tec Stystems, Inc. 740.74
11/12/2013 1587 Burke Harrington Construction 83,114.91
11/12/2013 1588 Chase Ink 243.82
11/12/2013 1589 Defina Construction, Inc. 6,000.00
11/12/2013 1580 Fitz Landscaping 7,000.16
11/12/2013 1581 The Home Depot 268.06
11/12/2013 1578 Integrated Technology & Consulting 925.03
11/12/2013 1590 Martinez Trucking, Inc. 1,000.00
11/12/2013 1577 Mountain Valley Ventures 750.00
11/12/2013 1582 Plumbing Systems, Inc. 282.50
11/12/2013 1583 Roberston & Marchetti, P.C. 679.87
11/12/2013 1591 Sforzo Enterprises, Inc. 7,630.00
11/12/2013 1592 Sidney Harrington 2,362.50
11/12/2013 1593 Vail’s Cleaning Machine 60.00
11/12/2013 1584 Vail Daily 22.04
11/12/2013 1585 Xcel Energy 608.87
VIII FUTURE AGENDA ITEMS
IX ADJOURNMENT
Dick motioned to adjourn the regular meeting at approximately 6:05 PM.
The next regular board meeting is scheduled for Monday, December, 2013, 4:00 p.m., at the Minturn Riverview Cemetery Mausoleum, Minturn, CO.
Respectfully Submitted:
Sidney Harrington
Administrator
ATTEST:
______________________
Mike Martinez
Minturn Cemetery District
Secretary/Treasurer