Oakland Cemetery Commission

Russellville Oakland Cemetery Commission Minutes June 19, 2018 The Russellville Oakland Cemetery Commission met for the regular meeting on Tuesday, June 19, 2018, at 5:30 p.m. in the 1st Floor Conference Room. Attending: Director Stephanie Warwick, City Attorney Trey Smith, Chairman/Commissioner David Lee, Commissioner/Secretary Rebecca Howell, Commissioner Patricia Petray, Commissioner Cecelia Slone, City Council Liaison Phyllis Carruth, Mayor Randy Horton, and visitor Sean Ingram from The Courier Absent: City Finance Director Jerry McKaughan, Vice Chairwoman/Commissioner Mindy Hudson, Commissioner Cindy Hlass, and City Council Liaison Freddie Harris Chairman Lee called the meeting to order at 5:30 p.m. and welcomed those in attendance. Old Business: The First Order of Business was to review and approve the minutes from the May 15, 2018, Cemetery Regular Meeting. The motion to approve the minutes was made by Commissioner Petray and seconded by Commissioner Slone. The minutes were unanimously approved. The Second Order of Business was a presentation of the Financial Report by City Attorney Trey Smith. Balances at 5/31/18 were Bank of the Ozarks C.D. $143,681.28, Bank account (Russellville Fund 24) $47,553.83, and Genworth account $95,514.20. The total of the C.D. and Genworth make up the cemetery's perpetual care trust fund with the State, and this total is now $239,195.48. The Genworth account is a fixed annuity, and it may be a good idea to renew it for 5 years when this one ends. Secretary Howell made a motion to accept the Financial Report as presented, Commissioner Petray seconded it, and the motion 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 a discussion of shrubs or other "screening" to be placed along the west line of the cemetery, near the creek. This is to "screen" the cemetery creating a more peaceful and beautiful look to the cemetery. Director Warwick suggested placing about 150 plants in a zigzag pattern in the space that is about the length of a football field. Low maintenance, fast grow, depth, and color were mentioned. A drawing of the proposed planting was given to Commissioners, along with detailed descriptions, prices, and photos of certain plants available at Lowe's. Commissioners decided that it would be good for a local landscape company to do the plantings. Evergreens and azaleas were the favored plants, and Director Warwick will bring an estimate of cost to the July meeting. New Business: The First Order of New Business was a discussion about the mowing contract. The current contract expires December 30, 2018. It is a two-year contract, and a bid is required since the amount is more than $19,000.00. It is necessary to publish early, then open bids, and have City Council approve a bid at their November meeting. Bid packets must be carefully prepared, with correct insurance and copies. Director Warwick stated that All Seasons Lawn Care, our current contractor, has done a good job this year. The cemetery has almost thirty acres. Current spending is about $31,000 annually, up $3,000 in recent years. Commissioner Slone made a motion to move forward with placing for bid the cemetery grounds maintenance for two years. Commissioner Petray seconded the motion, and it passed unanimously. The Second Order of New Business was information from Director Warwick that Oakland's Facebook page will soon be launched. Another City employee is helping with this. Also, the new cemetery database is being updated, and there will be extra options on the administrative side that will make searches by customers easier. Following a motion by Secretary Howell, Chairman Lee declared the meeting adjourned at about 6:25 p.m.