Cemetery Board

City of Roswell Cemetery Board Tuesday, July 15, 2014 South Park Cemetery Conference Room Committee Members Present: Jake Trujillo, President Jack Ferguson, Vice President Rita Kane- Doerhoefer, Secretary Tommy Weathers, Member Committee Members Absent: Bob Wooley, Member Other Elected Official Present: None Staff Present: Mike Kirk, Cemetery Sexton Dena Flores, Cemetery Bookkeeper Others Present: Gabriel Casaus The meeting was called to order at 4:04 pm by President, Jake Trujillo. Committee Members, Trujillo, Ferguson, Kane-Doerhoefer, and Weathers were present, representing a quorum. Committee Member Wooley was absent. Mr. Ferguson moved to approve the agenda as presented. Mr. Weathers was the second. A voice vote was unanimous, and the motion carried. Mr. Ferguson moved to approve the June 17, 2014 minutes. Mr. Weathers was the second. A voice vote was unanimous and the motion carried. Public Participation on Agenda Items: No public Participation Sextons Report: Sexton Kirk reported there were twenty-two internments for the month of June. As of July 15 the Cemetery has had thirteen internments, which include four more scheduled for the week as of July 15. Sexton Kirk also discussed the re-work of the Rules and Regulations for the General McBride VA Cemetery. He informed the Cemetery Board that Open and Close fees for the VA Cemetery will remain the same as what is currently charged for South Park Cemetery. Mr. Kirk also stated that he has some concerns with who is qualified to be buried within the VA Cemetery. The DD 214 will need to be verified through Richard Moncrief, which may take some time, so he is requesting Veterans to Pre-Register. Mr. Kirk would also like to get clarification on whether or not Veterans dependents are eligible to be buried within the VA Cemetery, and what determines the eligibility. Another item brought up by Sexton Kirk is whether we will require concrete burial vaults, who will pay for them, and if so, additional equipment would be required to handle that. As of now, we can do double depth if Polyguard Vaults are required. Mr. Weathers asked if additional help had been discussed being that South Park Cemetery will be taking care of the General McBride VA Cemetery. Mr. Kirk stated that nothing had been discussed yet, but he would be going to Larry Fry, City Manager next week to make this request. A quick discussion was also held regarding the building and location of the Pavilion for the VA Cemetery Services. Mr. Kirk also stated that we updated the Open and Close form specifically for the VA Cemetery. There are three Open and Close forms depending on how the Veteran will be interred. South Park Cemetery’s form remained without any changes. Bookkeeper’s Report: Dena Flores, Cemetery Bookkeeper informed the board that instead of Leases it will now be doing Contracts. Ms. Flores stated that any individual that has a lease will need to be contacted so that they can be put on a contract instead. This is something she will be working on for the next few months to ensure everything is updated. Also discussed were the Statements for the Contracts. Statements have been updated and July 7, 2014 43 Statements and 18 Collection Letters had been mailed out. Ms. Flores also informed the board that she will be working on new forms for record keeping for the VA Cemetery. Regular Items: A) Discussion of Term Limits Ms. Kane-Doerhoefer stated that she has re-vised the bylaws, and now the Board is comprised of five members no longer seven. Also, instead of two ex-official members there will now only be one, and only one individual from a funeral home is allowed on the board instead of three. Ms. Kane-Doerhoefer also discussed that herself and Vice President, Jack Ferguson will have 2 year terms. B) Elect Officers Mr. Weathers nominated Jake Trujillo for President, Ms. Kane-Doerhoefer was the second. A voice vote was unanimous and the motion carried. Mr. Weathers nominated Jack Ferguson for Vice President, Ms. Kane-Doerhoefer was the second. A voice vote was unanimous and the motion carried. Old Business: None New Business: A) Roadways Rita Kane-Doerhoefer stated the roadways need to be addressed due to the condition of them. Mr. Trujillo agreed and a discussion ensued as to who they need to speak with regarding this. Mr. Ferguson stated he discussed the road condition with Jason Perry, City Councilor, and Dennis Kintigh, Mayor. The decision was made to have Mr. Ferguson, Vice President, to gather information as to who this matter needs to be taken to, and then discuss at the next Cemetery Board Meeting. Public Participation of Non-Agenda Items: None Next Meeting Date: The next meeting will be held August 19, 2014 at 4:00 pm. The meeting adjourned at 4:59 pm.