Meeting Minutes – October 2015
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
