Oakland Cemetery Commission

Russellville Oakland Cemetery Commission Minutes September 19, 2017 The Russellville Oakland Cemetery Commission met for the regular meeting on Tuesday, September 19, 2017, at 5:30 p.m. in the 1st Floor Conference Room. Attending: Director Stephanie Warwick, City Attorney Trey Smith, Chairwoman/Commissioner Mindy Hudson, Vice Chairman/Commissioner David Lee, Commissioner/Secretary Rebecca Howell, Commissioner Cindy Hlass, Commissioner Patricia Petray, Commissioner Cecelia Slone, Council Liaison Eric Westcott, Mayor Randy Horton, and visitor Sean Ingram from The Courier. Absent: City Finance Director Jerry McKaughan and City Council Liaison Mark Tripp. The meeting was called to order by Chairwoman Mindy Hudson at 5:30 p.m. Old Business: The First Order of Business was to review and approve the minutes from the August 15, 2017, Cemetery Regular Meeting. The motion to approve the minutes was made by Liaison Westcott and seconded by Commissioner Petray. The minutes were unanimously approved. The Second Order of Business was a presentation of the Financial Report. Finance Director McKaughan was unable to attend. Chairwoman Mindy Hudson read the 8/31/17 account balances, as follows: Schwab $138,956.24 and Total Liabilities and Fund Balance $57,321.45. The total dividends and interest received in the Schwab account between January 1 and August 31 of 2017 equaled $1927.16. Genworth balance at 8/31/17 was $96,360.00. The Schwab and Genworth accounts are the 'perpetual care' accounts for the cemetery. Liaison Westcott made a motion to accept the report as read, Secretary Howell seconded the motion, and it passed unanimously. The Third Order of Business was not addressed. This had been planned as a time to open the floor to the public to address concerns/suggestions; however, there were no visitors in attendance. The Fourth Order of Business was the monthly Operations Report given by Director Warwick. 1. Overall operations have been normal for the month. 2. The new flag was placed by Public Works. The Director and Commissioners thank everyone in that department for all help and support they give to our cemetery. 3. In the Cloud-base Grave Discover program, the Ed Oates Addition, Sections A - I, is almost finished. This includes about 2300 persons. Some photography work remains, and Commissioners are welcome to help with this. 4. The afternoon of October 28, in conjunction with Russellville Fall Fest, will be the 2nd annual Dia de los Muertos tour of our cemetery, and art and symbolism of headstones and other markers will be featured. Those who have questions or wish to volunteer may contact Jeannie Stone with the Traveling Arts Fiesta on Facebook. 5. Following a discussion of ways to inform citizens about the history of our cemetery, as well as activities taking place at the cemetery, Commissioner Hlass made a motion for Director Warwick to set up a Facebook page for the cemetery. Commissioner Slone seconded the motion, and it passed, but not unanimously. Chairwoman Hudson abstained from voting and Liaison Westcott voted 'No.' The Fifth Order of Business was a re-submission of estimate for the dead tree removal and trimming of trees along the creek. Director Warwick and Chairwoman Hudson determined that there is one dead tree and two others with some dead places. A revised estimate from Lynn's Tree Service came in at $700.00. Liaison Westcott made a motion to approve the $700.00 bid, Commissioner Petray seconded it, and it passed unanimously. The Sixth Order of Business was a discussion about the $750.00 that is charged for selling a cemetery plot, and what is included in the $750.00. Liaison Westcott guided this informational presentation, and hand-outs were prepared by both Director Warwick and Liaison Westcott. At issue is the $150.00 that currently goes to the state of Arkansas for 'perpetual care' for our cemetery. Commissioners were asked to think about an alternate way of calculating the amount that is spent for the perpetual care. City Attorney Trey Smith will also do some research. New Business: The First Order of New Business was a discussion and request from Director Warwick for approval of an estimated $450.00 (from cemetery improvement fund) to complete a sidewalk from the Garden to the roadway. The motion to approve the $450.00 was made by Liaison Westcott, seconded by Vice Chairman Lee, and passed unanimously. The Second Order of New Business was tabled for next month. It was planned as a discussion of fencing options along the east line of the cemetery along Detroit Avenue. The Third Order of New Business was a brief report from Director Warwick that, thanks to articles in The Courier and the traffic counters on Drive #3, the number of cars driving on Drive #3 has decreased. Following Liaison Westcott's motion to adjourn, seconded by Commissioner Hlass, Chairwoman Hudson declared the meeting adjourned at 6:40 p.m.