Meeting Minutes – May 2014

minutes-iconMINTURN 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

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