Oakland Cemetery Commission

Russellville Oakland Cemetery Commission Minutes September 17, 2019 The Russellville Oakland Cemetery Commission met for the regular meeting on Tuesday, September 17, 2019, 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 Cindy Hlass, Commissioner Kenneth Startup, and City Council Liaison Phyllis Carruth Absent: Commissioner Rebecca Howell, Commissioner Cecelia Slone, City Council Liaison Justin Keller, Mayor Richard Harris, and visitor Sean Ingram from The Courier Chairwoman Hudson called the meeting to order at 5:30 p.m. and welcomed those in attendance. The Board welcomes visitor Erin Michaels from the Mayor’s Office. Old Business: The First Order of Business was to review and approve the minutes from the August 20, 2019, Cemetery Regular Meeting. The motion to approve the minutes was made by Vice-Chairman Lee and seconded by Commissioner Startup. The minutes were unanimously approved. The Second Order of Business was a reading of the August 2019 Financial Report by Director Stephanie Warwick on behalf of the City Finance Director Robin Johnson. Balances at 8/31/19 were Bank OZK C.D. $148.724.38 and Bank account (Russellville Fund 24) $79,862.52. Liaison Carruth asked if we could find a better interest yielding account than what we have at OKZ. Director Warwick said she would ask the Financial Director if it is possible. Commissioner Startup asked if this was some kind of safety net for the cemetery. Director Warwick said that this is the trust account, so yes, in essence it is. It is funds that should ever there is a time the city can no longer care for the cemetery, the state would have the funds to step in and do so. Director Warwick said that she would pass the questions on to the Finance Director and ask for her to come give the board some advice. The report was approved. The Third Order of Business was not addressed. Director Warwick and Commission members did not have any concerns from the public. The Fourth Order of Business was further discussion/submission of ideas for fall activities for Sunday, November 3rd, between 1:00 and 5:00 p.m. Chairwoman Hudson and Commissioner Startup expressed they felt only two or three areas could be cleaned up by everyone. It was suggested in East C Addition, Plot 51 would be an area to repair. Also suggested was an area near the large magnolia on Drive #1 near 8th street. Director Warwick reminded them that was an area they intended to approve and hire public works to repair as the work for that area really required professionals, and not novices. The commissioners agreed. Director Warwick suggested areas in the northern portion of Center B, between Drive 1 and 2. Plot numbers 2, 8, 11, 14, 18 and 21. She said these are stack stone areas, not more than 2 feet tall. She indicated most of the work needed is under the top layer (some areas the top stone has fallen off the wall) of stones need to be straightened, dirt removed and stones returned to their original positions. She stated that the board and volunteers would not work any areas that have concrete as that is work she felt for professionals only. It was suggested that the commissioners go to the cemetery and walk the areas suggested by the Director and to then bring their notes to the next meeting of the board to make a final decision. The commissioners agreed. Director Warwick reiterated that other activities may include self-guided tours, genealogy booth, and information booth. All final decisions need to be made at the October 2019 meeting of the cemetery board so that the event can be advertised. Suggestions were made to visit with the radio station, placing information on social media and on the city’s website. Chairwoman Hudson asked if there was anything else to discuss about the fall event. Director Warwick made a suggestion to obtain professional yard signs (similar to campaign signs) to replace the handmade touring signs. She stated that there was $250 in the budget for promotion and office supplies and that the signs would fall under both, and would be reusable for other events. After further discussion, a motion was made by Commissioner Startup to have the Director purchase the signs as needed for the cemetery tours, and it was Seconded by Commissioner Hlass. The motion was unanimously approved. The Fifth Order of Business was further discussion about strategic fall planting of trees and shrubs within the cemetery and along its borders. Commissioner Lee suggested a Live Oak for replacement of the 61 foot Oak lost in a storm a few years ago. Chairwoman Hudson made a suggestion of a Willow Oak (sometimes confused as a Pin Oak). Commissioner Lee also suggested an Elm tree. There was discussion on the pros and cons of each type of tree. The Commissioners agreed a Live Oak or Willow Oak would be of preference to be planted. Chairwoman Hudson suggested the planting of two Maple trees on either side of Drive 1 and possibly Drive #3. It was suggested if we do, that we should start with trees that are approximately 10 feet tall as they would be more likely to thrive going into the winter months. Another area of interest and discussion was along the east line of the cemetery along Detroit Avenue. Strategic planting of shrubs and placement of post and chain fencing is needed to complete the look of the cemetery’s borders, especially on that side of the cemetery. Chairwoman Hudson expressed concern that the cemetery budget may not allow for both the planting and post and chain fencing for this year, so the fencing may need to be approved and completed next year. Chairwoman Hudson will get pricing on the planting of an old fashioned shrub called Abelia. It is low maintenance and has tiny white flowers in the blooming seasons. Director Warwick suggested that the Commissioners continue to gather information concerning the shrubs and trees (cost and labor estimates) and bring it to the next meeting for a discussion and decision. The Commissioners agreed and will bring their information to the next cemetery board meeting in October. Director Warwick will obtain information on cost of purchase and labor of break-away post and chain fencing, and will present it to the Board at the next meeting. New Business: The First Order of New Business Commissioner Lee had been asked questions about the cemetery on south Englewood. He stated that he was asked what it would take to have the city to come in and take care of it. Discussion of the matter was held. Chairwoman Hudson asked if it was privately owned. Commissioner Lee said that a family taking care of it had posed the question to him. Chairwoman Hudson suggested it might be best to find out who owns the cemetery, and who is paying the taxes on it, as that would be the responsible party to care for that cemetery. Director Warwick suggested that the people who are caring for it, or those who own it, might check into the possibility of it being a historical cemetery. Director Warwick wanted it to be very clear that the City nor the cemetery board is offering anything other than information, that this board does not have the authority to do anything with or about the cemetery on Englewood. Commissioner Lee asked what could he tell these people. Director Warwick stated that the people are welcome to call and she can give them some names of people they might talk to and gather information for help. Director Warwick asked the City Attorney if she was on the right track with this matter. The City Attorney, Trey Smith stated that if they are wanting the city to just take it over for maintenance purposes that it would be a city council question. Not a question for this board. Commissioner Lee stated he will find out who owns it and let them know that we can only offer information. We have no authority to do anything beyond that. Commissioner Lee inquired about personal photographs of our people in Oakland. Director Warwick stated that while we would like to have personal photos of them, we currently only have photos of the headstones. There have been a couple personal photos submitted by families. Granted obituaries are out there as public information, but we hold our families in high esteem and will not pull and use those photos without permission from the families. Any personal photos should come from them. The Commissioners agreed completely. The Second Order of New Business was not addressed as there were no new Items. Chairwoman Hudson declared the meeting adjourned at about 6:28 p.m.