Oakland Cemetery Commission

Russellville Oakland Cemetery Commission Minutes October 15, 2019 The Russellville Oakland Cemetery Commission met for the regular meeting on Tuesday, October 15, 2019, at 5:30 p.m. in the 1st Floor Conference Room. Attending: Director Stephanie Warwick, City, Chairwoman/Commissioner Mindy Hudson, Commissioner Cindy Hlass, Commissioner Kenneth Startup, City Council Liaison Justin Keller, and City Council Liaison Phyllis Carruth Absent: Vice-Chairman/Commissioner David Lee, Secretary/Commissioner Rebecca Howell, Attorney Trey Smith, Commissioner Cecelia Slone, Mayor Richard Harris, City Finance Director Robin Johnson, and visitor Sean Ingram from The Courier Chairwoman Hudson called the meeting to order at 5:45 p.m. (the board had waited for any late arrivals) 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 September 17, 2019, Cemetery Regular Meeting. The motion to approve the minutes was made by Commissioner Hlass and seconded by Commissioner Startup. The minutes were unanimously approved. The Second Order of Business was a reading of the September 2019 Financial Report by Director Stephanie Warwick on behalf of the City Finance Director Robin Johnson. Balances at 9/31/19 were Bank account (Russellville Fund 24) $80,892.83. Expenditures for the year $14,684.15 Bank OZK C.D. $148,994.35 (perpetual care) with an interest of 206.27. Question from Chairwoman Hudson was if we are able to utilize the interest portion of this account. Director Warwick said that she would ask the Finance Director if it was possible. 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 the finalization of the fall activities for Sunday, November 3rd, between 1:00 and 4:30 p.m. The Colors of Autumn – Russellville Oakland Cemetery. A workshop/Decoration Day 2019. Chairwoman Hudson and Director Warwick had opportunity to go to the cemetery and look at the areas suggested. They found that the areas in northern portion of Center B, between Drive 1 and 2, Plot numbers 2, 8, 11, 14, 18 and 21 would be the areas worked during the event. These are stack stone areas, not more than 2 feet tall. Commissioner Startup also had visited the areas suggested and found these to be really good areas for the workshop. There was some discussion and agreement to hold the workshop in this area. Volunteers would need to bring shovels, gloves, trash bags and pry/crowbars and wear appropriate clothing. Director Warwick reiterated that activities will include self-guided tours. There will be professionally made signs to replace the homemade sign we currently have for the tours. Director Warwick read the Fall Flyer for the event, Commissioners requested a couple amendments. Commissioners Startup and Hudson approved the flyer. Commissioner Startup asked about Junior High students with their instructor being able to be out to volunteer to work at the cemetery. Director Warwick said that yes they can participate and can receive a letter of community service if needed. Commissioners requested copies so they could be distributed around town. Maybe the radio could mention our event on the radio. We will have our information booth and Commissioner Hlass has volunteered to work that station. Visitor Erin Michaels said that she could get a group together for face-painting, and she will also do face painting so it will be available for any children attending with parents/guardians. Each Commissioner will be distributing the flyers about town. A question of a raincheck date was proposed by Commissioner Startup. We could roll the event to the following Sunday if needed. The Fifth Order of Business Commissioner Hudson suggested that the board is busy with the preparing for the Fall Event that perhaps we should take a few moments during the event on November 3rd, to stake out the areas we are looking to plant trees, shrubs and the installation of post and chain fencing along Detroit. Chairwoman Hudson suggested we move this item of discussion to next month’s meeting for further discussion and planning for a project for the 2020 session. Commissioner motioned to table the item to next month’s meeting. Commissioner Hlass second the motion. Approved and tabled to the December 2019 meeting. NEW BUSINESS: The First Order of New Business – Director Warwick started a dialogue for the creation of an area within Oakland, possibly near the Memorial Garden, for still-born and infants up to one year of age for parent in need at a more reasonable rate. While in agreement for the idea, more research and presentation of information was requested for future meetings before anything can be approved. The Second Order of New Business Other Items not on the Agenda - Discussion concerning the wall near the Hlass family. Liaison Carruth inquired about the work. Director Warwick stated that Public Works will be doing the rebuild and is soon to start in November. The area around the Magnolia, a suggestion from Public Works was that we have the wall shored up and then re- grading the land (bringing in more dirt). The wall itself cannot be removed and replaced without killing the magnolia tree in the area. The better suggestion is to bring in tons of dirt and earth, either put it to seed or sod the area. It’s more cost effective and in the case of the tree, environmentally safe. Commissioner Hudson stated that the area near the Hlass family was of urgency to repair. Then the Magnolia. During the workshop we will do the stackstone areas which are areas that amateurs and volunteers can repair. Other discussion included the need for a replacement of Commissioners soon leaving the Board. David Lee is leaving the board at the end of the year. We do need suggestions of names for replacement. We open a dialogue with Cecilia Slone concerning her seat on the Board. If any Commissioner has a suggestion for someone they know to serve on the Board. Commissioner Hudson asked if we can advertise for a seat on the Board. Director Warwick said she would make inquires for such. There were no other items for discussion. Chairwoman Hudson declared the meeting adjourned at about 6:25 p.m.