Oakland Cemetery Commission

Russellville Oakland Cemetery Commission Minutes October 20, 2015 The Russellville Oakland Cemetery Commission met on Tuesday, October 20, 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, City Attorney Trey Smith, Commissioner Anna Fields, Commissioner/Secretary Mindy Hudson, Commissioner Patricia Petray, Commissioner Rebecca Howell, City Liaison Robert Wiley, Mayor Randy Horton, and visitor Sean Ingram from the Courier. Absent: Chairman Garland Steuber, Commissioner Donna Eubanks, Finance Director Jerry McKaughan and Vice-Chairman/Commissioner David Lee. The meeting was called to order at 5:35 p.m. by Director Stephanie Warwick. Old Business: The First Order of Business was approving the minutes from the September 15, 2015, Cemetery Regular Meeting. Liaison Wiley stated that last month, he did not second the motion that the new section be named Memorial Garden Addition. The suggestion was made that the minutes be amended to show that the motion was seconded but to remove Mr. Wiley's name. Commissioner/Secretary Mindy Hudson made a motion to accept the minutes with this correction. Commissioner Petray seconded the motion, which was passed unanimously. The Second Order of Business was a review of the monthly financial report. Finance Director McKaughan was absent, so Director Warwick presented the report. She brought the commission's attention to the “Total Change in Account Value,” shown on the Schwab report. The amount was amended to show $123,062.05 as of October 20, 2015. The commission was also informed that enough remained in the budget for four more mowings. If the cemetery needs to be mowed a fifth time, the funds can be procured. Finance Director Jerry McKaughan will return next month to give the annual report. The Third Order of Business was to go over the Overall Operations Report which was presented by Director Warwick. The Director first stated that operations ran smoothly during the month. Director Warwick received some calls and complaints about the mowing, but she contacted the grounds crew, and the work has since improved. Secondly, several families will be doing research in the cemetery during the next thirty to sixty days. There will also be some Russellville school students doing some research at the cemetery in the near future. Director Warwick reported that the work on updating databases with information is almost finished. This includes an ongoing project to photograph markers/stones and to have this available online for the public. Thirdly, there were two burials in the last thirty days. The Fourth Order of Business was a request for a second review and approval the Certificate of Inurnment Rights, the Certificate of Perpetual Lease, and the Columbarium Rules and Regulations, as well as the Rules and Regulations – Garden Burials (cremains only). Director Warwick reviewed the paperwork with the Commission, noting editing marks made by Secretary Mindy Hudson. Two or three further corrections were suggested by Commissioner Howell and City Attorney Smith and then made during the review. The motion to approve the content of each of these documents, with the corrections noted, was made by Commissioner Petray. The motion was seconded by Commissioner Fields and passed unanimously. The First Order of New Business was a request from Director Warwick that the Commission consider having a “Dumpster Cove” built to surround and improve the look of the dumpster and to deter unauthorized individuals from using the unit. Liaison Wiley felt that this would not necessarily correct the problem. There was a suggestion made that the Director look into the cost for a cove and look into a new placement for the dumpster. Mr. Wiley volunteered to build the wooden structure if we decide to have this done. There were also suggestions made that another camera and posted warnings might help stop the unauthorized use. The Second Order of New Business was Liaison Wiley's request for the naming of the new addition, the columbarium, and the garden. He felt the original name should not have been changed, partly because of possible future land acquisition. He noted that more than one person he talked to agreed. Commissioner Anna Fields pointed out that a decision on the name had been made and passed unanimously last month and should stand. Director Warwick stated that although she had no vote, she felt it might be an advantage for future land purchases to change back to the original name. Commissioners Petray and Fields felt this to not be the case. City Attorney Smith felt the name “Memorial” might be confusing, and as Director Warwick mentioned, might be confused as designating an area for veterans. Secretary Hudson stated that there was no evidence that the majority of commissioners had changed minds over the issue, but requested the Commission table the discussion until the next month to allow time for less heated dialogue. This was seconded by Mr. Wiley. The meeting was adjourned at 6:45 PM.