Oakland Cemetery Commission

K L A A N D Oakland Cemetery Commission Meeting Agenda Tuesday, August 7, at 4:00 p.m. in the Council Chambers Conference Room, 2nd Floor, 203 South Commerce, Russellville, AR 72801 Welcome Old Business: 1. Review and approve minutes of the July 10, 2012 Regular Meeting. 2. Financial Report – Finance Director Jerry McKaughan 3. Discuss the project list. New Business 1. Discuss items not on the agenda. 2. Prepare items for handoff to City Council for the August 16, 2012 meeting. Adjourn. Next Meeting – Tuesday, September 11, 2012 at 4:00 p.m. at Russellville City Hall, 203 South Commerce.  Cemetery Commission Minutes August 7, 2012 The Russellville Oakland Cemetery Commission met on August 7, 2012, at 4:00 p.m., in the City Hall 2nd-Floor Conference Room at 203 South Commerce, Russellville, Arkansas. Attending were Chairman Mike Roys, Vice-Chair Garland Steuber, Commissioner Bill Vaughn, Commissioner Paul Northcut, Commissioner Patricia Petray, Commissioner Anna Fields, Director Lequitta Jones, and Trevor Holbert of Merrill Lynch. Absent: Secretary Donna Eubanks, and Commissioner Bill Harmon. The meeting was called to order by Chairman Mike Roys at 4:00 p.m. Old Business: The First Order of Business was to review and approve minutes of the July 10, 2012 Regular Meeting. Commissioner Steuber made the motion to approve the minutes as written. The motion was seconded by Commissioner Vaughan and passed unanimously. The Second Order of Business was the Financial Reports. Mr. Trevor Holbert with Merrill Lynch (referring to the letter from Arkansas Securities Department) stated he had a call into his home office to see if the Cemetery had a Trust in place. Merrill Lynch said they did not have a Trust for the Russellville Oakland Cemetery, but did have a trust application on file. Mr. Holbort said he would check and see and report back to us. Mr. Holbert reviewed the Russellville Oakland Cemetery Account Portfolio and said much had not changed from last month. Mr. Holbert said Merrill Lynch was not going to handle public funds after October 19, 2012. Director Jones reported the Revenues and Expenditures were in order that the only change was to the contract labor and utilities. A motion was made to approve the report by Commissioner Vaughn. The motion was seconded by Commissioner Fields and passed unanimously. The Third Order of Business was to discuss the project list. No action was taken on the project list. New Business Old Business: First Order of Business was to discuss items not on the agenda. - None Second Order of Business was to prepare items for handoff to City Council for the August 16, 2012 meeting. - None Commission Vaughn made a motion to adjourn. The motion was seconded by Commissioner Northcut and passed unanimously. Adjourned. Lequitta A Jones Director  K L A A N D Oakland Cemetery Commission Meeting Chairman Mike Roys called a: Special Called Meeting Tuesday, August 28, at 4:00 p.m. in the Council Chambers Conference Room, 2nd Floor, 203 South Commerce, Russellville, AR 72801 Agenda 1. Welcome! 2. Discussion and make recommendation to the City Council to make application to the Arkansas Cemetery Board for a state license to operate Russellville Oakland Cemetery as a Perpetual Care Cemetery. 3. Discussion and make recommendation to the City Council that the funds established and designated as Perpetual Care should be used for payment of the fee to obtain the license. 4. Discussion and make recommendation to the City Council on raising current fees charged to offset future costs for the yearly renewal requirements. Next Meeting – Tuesday, September 11, 2012 at 4:00 p.m. at Russellville City Hall, 203 South Commerce.  Cemetery Commission Minutes Special Called Meeting August 28, 2012 The Russellville Oakland Cemetery Commission met on August 28, 2012, at 4:00 p.m., in the City Hall 2nd-Floor Conference Room at 203 South Commerce, Russellville, Arkansas. Attending were Chairman Mike Roys, Vice-Chair Garland Steuber, Secretary Donna Eubanks, Commissioner Bill Vaughn, Alderman Paul Northcut, Commissioner Patricia Petray, Commissioner Anna Fields, Director Lequitta Jones, City Attorney Trey Smith, H.R.Tracey Cline-Pew, Commissioner Bill Harmon, and Jim Bob Humphrey & Associate. The meeting was called to order by Chairman Mike Roys at 4:00 p.m. Chairman Roys welcomed the commissioners and guests. Chairman Roys asked City Attorney Smith what his recommendation was on obtaining the state license. Mr. Smith said that the City is caught under the Act due to collecting of perpetual care. It was Mr. Smith recommendation that we obtain the license, but whether it is fair I would say probably not. Commissioner Vaughn asked Mr. Smith what the options were. Mr. Smith said we have two options; (1) obtain the license from the state and; (2) do away with perpetual care and see what action the state take against us, if any. The commissioners discussed perpetual care, the cost of obtaining the license, and the dues. All the commissioners were in agreement that it didn’t seem fair, and could not understand why these guidelines are forced on them when Oakland Cemetery is running properly. Chairman Roys called for a motion (Agenda Item 2) to approve this request for recommendation to the City Council to make application to the Arkansas Cemetery Board for a state license to operate Russellville Oakland Cemetery as a Perpetual Care Cemetery. Died for lack of a motion. No action taken on (Agenda Item 3): Discussion and make recommendation to the City Council that the funds established and designated as Perpetual Care should be used for payment of the fee to obtain the license. No action taken on (Agenda Item 4): Discussion and make recommendation to the City Council on raising current fees charged to offset future costs for the yearly renewal requirements. Adjourned. Secretary Donna Eubanks.