Oakland Cemetery Commission

K L A A N D Oakland Cemetery Commission Meeting Agenda Tuesday, September 11, 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 August 7, 2012 Regular Meeting. 2. Review and approve minutes of the Special Called Meeting on August 28, 2012. 3. Financial Report – Finance Director Jerry McKaughan 4. Review a letter drafted by Chairman Roys and Commissioner Harmon to the Arkansas Securities Department. New Business 1. Discuss items not on the agenda. 2. Prepare items for handoff to City Council for their September 20, 2012 meeting. Adjourn. Next Meeting – Tuesday, October 9, 2012 at 4:00 p.m. at Russellville City Hall, 203 South Commerce.  Cemetery Commission Minutes September 11, 2012 The Russellville Oakland Cemetery Commission met on Tuesday, September 11, 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, Commissioner Paul Northcut, Commissioner Patricia Petray, Commissioner Anna Fields, Commissioner Bill Harman, Mayor Bill Eaton, and Director Lequitta Jones. The meeting was called to order by Chairman Mike Roys at 4:00 p.m. Chairman Mike Roys welcomed all. Old Business The First Order of Business was to review and approve minutes of the August 7, 2012 Regular Meeting. Commissioner Vaughn moved to approve the minutes of the August 7, 2012 Regular Meeting as written. The motion was seconded by Commissioner Fields and passed unanimously. The Second Order of Business was to review and approve the minutes of the Special Called Meeting on August 28, 2012. Commissioner Vaughn made the motion to approve the minutes of the Special Called Meeting on August 28, 2012. The motion was seconded by Commissioner Fields and passed unanimously. The Third Order of Business was the Financial Report given by Finance Director Jerry McKaughan reporting the Revenues and Expenditures were in order. The balance of the Merrill Lynch/Russellville Oakland Cemetery Account net portfolio value is $188,035.98. Mr. McKaughan further stated that he would be working with Advisor Trevor Holbert on liquidating the account with Merrill Lynch, which October 19, 2012 is the date that Merrill Lynch has set they will no longer handle public funds. This account must be totally liquated by December 19, 2012. Commissioner Vaughn made the motion to approve the financial report. The motion was seconded by Commissioner Fields and passed unanimously. The Fourth Order of Business was to review a letter drafted by Chairman Roys and Commissioner Harmon to the Arkansas Securities Department. The Commission reviewed the letter correcting Paragraph 2.”loose” to “lose”. Alderman Steuber made the motion to approve the correction and the letter be sent to Senator Michael Lamoureaux, Representative Andrea Lea, Arkansas Cemetery Board Chairman Bill Booker, Senior Securities Amelia Vestal, Staff Attorney Karyn Tierney of the Arkansas Securities Department and all Members of the Arkansas Cemetery Board. The motion was seconded by Commissioner Vaughn and passed unanimously. Commissioner Harmon suggested that we add "prior to our consideration of compliance" in the last sentence of the letter. And Director Jones suggested we place the state statute number in (3) to read “Ann § 20-17-1027”, which would give the individuals receiving this letter a reference. Commissioner Vaughn moved to approve. The motion was seconded by Commissioner Petray and passed unanimously. Commissioner Fields made the motion to approve the letter as amended and send to individuals as approved. The motion was seconded Commissioner Vaughn and passed unanimously. New Business The First Order of Business to discuss items not on the agenda. Director Jones explained that she had called Albert’s Tree Service to get a bid to trim up the two magnolia trees because she had been getting calls requesting they be trimmed. Albert Tree Service representative explained that they needed cabling. After meeting with the representative at the cemetery he showed me the deterioration of the trees. I asked him to give me an estimated cost to trim, cable, and remove trees that needed it throughout the cemetery. He supplied pictures of all the trees that needed cabled, trimmed, and removed as noted on the pictures. The pictures were submitted to the Cemetery Commission and discussed. It was the opinion of some of the commissioners that we needed to take out all the trees and plant others. It was suggested that we get another bid. Chairman Jones said she would get another bid when the Commission decided the course of action. Commissioner Harmon said he would contact Dr Hoefler at Arkansas Tech University to see if we could get some assistance from the Horticulture Department. Also, he said we may want to consider another beautification project which includes new trees. Mr. Harmon gave an example of the recent extension of Phoenix to Tech. Commissioner Petray said the grass was unusually high. Director Jones said she would call Gregg Harris dba/All Seasons Lawn Care. The Second Order of Business to prepare items for handoff to City Council for their September 20, 2012 meeting. - None Commission Vaughn made a motion to adjourn. The motion was seconded by Commissioner Northcut and passed unanimously. Adjourned. Donna Eubanks Secretary