Oakland Cemetery Commission

Russellville Oakland Cemetery Commission Minutes September 15, 2015 The Russellville Oakland Cemetery Commission met on Tuesday, September 15, 2015, at 5:30 p.m. in the Council Chambers Conference Room on the second floor for the regular monthly meeting. Attending: Director Stephanie Warwick, the Director's Assistant Joy Smolinski, City Attorney Trey Smith, Chairman Garland Steuber, Commissioner Anna Fields, Commissioner/Secretary Mindy Hudson, Commissioner Patricia Petray, Commissioner Rebecca Howell, City Liaison Robert Wiley, and visitor Sean Ingram from the Courier. Absent: Commissioner Donna Eubanks, Finance Director Jerry McKaughan and Vice- Chairman/Commissioner David Lee. The meeting was called to order at 5:30 p.m. by Chairman Garland Steuber. Old Business: The First Order of Business was approving the minutes from the August 18, 2015, Cemetery Regular Meeting. Commissioner Anna Fields made a motion to accept the minutes. The motion was seconded by Commissioner Howell and was passed unanimously. The Second Order of Business was a review of the monthly financial report. City Attorney Trey Smith presented the report in the absence of Finance Director McKaughan. The Schwab report showed the fund to be down a bit from last month in worth but still had an ending balance of $121, 290.18. The Third Order of Business was to go over the Overall Operations Report which was presented by Trey Smith. Director Warwick was delayed because of attending to arrangements for a funeral. First, the cemetery operations have been normal for the last month. Secondly, the fence panels at 11th Street and Detroit have been replaced with the insurance funds from the driver who did the damage. Thirdly, two plots were purchased. Fourth, the contract for the Columbarium has been signed, and the funding has been allocated. The next step is for Public Works to pour the foundation before delivery arrangements are made. The pouring date has not yet been set since surveyors still must set the pins. There was some discussion about the roads. Public Works will do this as well. A turn-around is planned near the end of the cemetery addition that is nearest to the apartments. Mr. Kurt Jones has the layout.  The Fourth Order of Business was to review and approve the certificate of inurnment rights, the certificate of perpetual lease, and the Columbarium rules and regulations. City Attorney Trey Smith reviewed each of these with the commission. Before this review, Commissioner Mindy Hudson requested a discussion about naming the new section. After discussion, Commissioner Hudson made a motion to simply call the Columbarium the Memorial Garden Columbarium. Liaison Wiley seconded the motion, which carried unanimously. Commissioner Petray made a motion that we name the new section the Memorial Garden Addition. The motion was seconded and was passed unanimously. City Attorney Smith discussed the rights for the purchaser of a niche in the Columbarium. There will be no transfer of ownership. There is a perpetual lease, but it would be non-transferable. In the discussion, it was noted that a certificate could be surrendered for a partial refund. It was also noted that after twenty-five years, if the niche has not been used and the holder of the certificate cannot be located, this abandonment will render the certificate null and void. Commissioner Howell brought up concerns with some language used in the materials we reviewed with regards to the commission being referred to as a board and the surrender of rights forms being delivered to the Director of Finance rather than to the Director of the Cemetery. The discussion was concluded, and the approval of the documents was tabled until next month. The First Order of New Business was a request by Chairman Steuber that exactly what is included in the lettering for the niche be specifically stated for the purchaser. He also requested a plot plan for the commissioners to look at again at next month's meeting. Director Warwick said she would provide the plans at the next meeting. She told the commission, as well, that the Columbarium will be on the east side rather than the west side of the new addition since time is needed for the process of abandoning a sewer line. Director Warwick noted that she is still receiving calls about and has started a waiting list for niches in the Columbarium. Liaison Wiley complimented Director Warwick on the job she is doing. The meeting was adjourned at 6:30 PM.