Oakland Cemetery Commission

Russellville Oakland Cemetery Commission Minutes December 19, 2017 The Russellville Oakland Cemetery Commission met for the regular meeting on Tuesday, December 19, 2017, at 5:30 p.m. in the 1st Floor Conference Room. Attending: Assistant to the Director Joy Smolinski , City Attorney Trey Smith, Chairwoman/Commissioner Mindy Hudson, Vice Chairman/Commissioner David Lee, Commissioner/Secretary Rebecca Howell, Commissioner Cindy Hlass, City Council Liaison Eric Westcott, and visitor Sean Ingram from The Courier. Absent: Director Stephanie Warwick, City Finance Director Jerry McKaughan, Commissioner Patricia Petray, Commissioner Cecelia Slone, City Council Liaison Mark Tripp, and Mayor Randy Horton 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 October 17, 2017, Cemetery Regular Meeting. The motion to approve the minutes was made by Liaison Westcott and seconded by Vice Chairman Lee. The minutes were unanimously approved. For the record, no meeting was held on Tuesday, November 21, 2017, due to a medical emergency. The Second Order of Business was a presentation of the Financial Report. Finance Director McKaughan was unable to attend. City Attorney Smith noted the $815.26 increase in value of the Schwab account for November, giving an ending value of $141,931.08 at 11/30/17. For 2017, the increase in value has been $13,883.96. Mr. Smith advised that it has been a good year for the Schwab account due to good market conditions. Liaison Westcott made a motion to accept the report as read, Commissioner Hlass 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 prepared by Director Warwick and presented by Assistant to the Director Smolinski. 1. Overall operations have been normal for the month. 2. The Dia de los Muertos event with the Traveling Arts Fiesta group and the Chinelos Morelenses Unidos En Arkansas held October 28 was a success. In response to inquiries about future tours, Director Warwick looks forward to having several in 2018. Thanks go to Commissioners Hlass and Howell for attending, and a big thank you goes out to the students of ATU, The Traveling Arts Fiesta group, the Chinelos Morelenses, Jeannie Stone, and many others we have missed in this report. 3. Eleven traditional grave spaces have been sold in the period of September 15th to November 30, 2017, with as many services held. 4. Plans are beginning for the 175th Anniversary of Oakland Cemetery on Memorial Day. Also honored will be the Centennial of WW1 and the Veterans of Oakland. A motion to approve the Director's report was made by Mr. Westcott and seconded by Commissioner Howell. All voted in favor. The Fifth Order of Business was a discussion about the new fee structure proposed by City Council Liaison Westcott. A few Commissioners expressed their concern about increasing the price of traditional graves. Mr. Westcott reminded Commissioners that the proposed new fees apply only to the part of the cemetery that is yet to be developed, and there will be additional costs, including a road. He suggested that the larger fee for Memorial Addition may encourage purchases in the older section of the cemetery at the lower original price. City Attorney Trey Smith reviewed what is covered by perpetual care, should a city ever need to use it. Perpetual care keeps a cemetery in good condition, which includes roads, mowing, and gravesites. Chairwoman Hudson asked if the state would be ok with us using the $50.00 cost basis for the new Memorial Addition. Mr. Westcott answered that $10.44 per plot was the figure calculated by Mayor Horton based on purchase price. Mr. Westcott made a motion to approve the rate adjustments suggested by Mr. Westcott, and Commissioner Hlass seconded the motion. The motion passed unanimously. Chairwoman Hudson clarified that Oakland Cemetery will have a permanent fund for its own perpetual care as a result of the new fee structure for the Memorial Addition. New Business: The First Order of New Business was a request for Commissioner Hlass to remain as a Commissioner of the Cemetery Board and renew the three (3) year term. She said it would be an honor to continue to serve. City Council Liaisons Mark Tripp and Eric Westcott have one (1) year terms ending 12/31/17. Chairwoman Hudson expressed appreciation to them for their service. Each year Council members choose the committees on which they wish to serve. The Second Order of New Business was a request for discussion and approval for the implementation of six (6) month and one year installment agreements for purchases of grave spaces. This item was tabled for the next meeting. Following Liaison Westcott's motion to adjourn, seconded by Vice Chairman Lee, Chairwoman Hudson declared the meeting adjourned at about 5:55 p.m. Following Liaison Westcott's motion to adjourn, seconded by Commissioner Slone, Chairwoman Hudson declared the meeting adjourned at about 6:48 p.m.