COMMITTEE MEMBERS PRESENT: David Brueshoff, Dave Kemp, Alan Kohls, Gary Wagner

COMMITTEE MEMBERS ABSENT: Bob Harvey, Paula Moore, Harry Wolter

OTHERS PRESENT: Public Works Director Neal Heuer
Public Works Superintendent Carol Blommel Johnson
City Clerk Pamela Gackstetter
Public Works Assistant Jean Bryant

Chair Wagner called the meeting to order at 2:03 p.m.

City Clerk Pamela Gackstetter swore in David Brueshoff to the Cemetery Advisory Committee. He was appointed by the City Council October 11.

Ms. Gackstetter left the meeting.

APPROVAL OF AGENDA

MOTION: of Kemp, seconded by Brueshoff, approving the agenda for today's meeting as written. Motion passed unanimously.

AUDIENCE - 10 MINUTES TOTAL TIME LIMIT FOR ITEMS NOT ON THIS AGENDA

There was no one present to speak.

APPROVAL OF MINUTES

MOTION: of Kohls, seconded by Kemp, approving the minutes of the July 17, 2007, meeting, as written. Motion passed unanimously.

NEW, CONTINUED BUSINESS

Activity Report

Ms. Bryant reviewed the Lebanon Cemetery Activity Report for third quarter. There were 15 lot/niche sales in the third quarter: 10 to residents and 5 to non-residents; no niche sales; 2 boulder sales, 1 double and 1 single, to the same family; 7 sales was preneed and 8 were at need. There were 10 burials, of which 7 were traditional and 3 were cremations. There were no transfers.

Maintenance and Grounds

Ms. Bryant read the report submitted by Public Works Superintendent Mike Glewwe. Cemetery maintenance consisted of regular mowing, watering of trees and flowers, weeding and trimming the plantings, and the removal of unapproved memorials on a monthly basis. After the drought was over, fertilizer and broadleaf herbicide were applied. Topdressing and hydro-seeding was performed on the settled graves and the areas that did not survive the drought.

STS (Sentence to Serve) crews assisted with the topdressing and over-seeding of the boulevards on Pilot Knob Road and County Road 42. This is where the utility company performed maintenance leaving the boulevard in much needed repair.

Work resumed on the "Back to Nature" boulder area by planting some of the shrubs and plants. Crews are now preparing for winter by pulling the flowers out of the flower beds and tilling them, as well as wrapping the trees.

Committee Vacancy

Mr. Heuer stated the City Council acted October 11 to fill the vacant Committee position. Mr. David Brueshoff was appointed to complete the term previously held by Wilton Anderson which expires March 1, 2008.

2008 Meeting Schedule

Mr. Heuer directed members to the 2008 meeting schedule included in the agenda packet. The meetings are the third Tuesdays of the months. The tentative schedule is January 15, April 15, July 15, and October 21.

MOTION: of Kohls, seconded by Brueshoff, approving the 2008 Meeting Schedule. Motion passed unanimously.

General Price List Changes

General Price List changes were presented by Mr. Heuer. The proposed increases in Interment/Opening Fees and the Columbarium Vase are due to increases in costs to the City. The Monument and Marker Locating Fee is proposed to be standardized at $100 as it takes the same resources to locate for a monument or a marker.

Since preparing the agenda packet, Mr. Heuer said staff has questioned the prices for traditional lots in Additions 11 and 12. Addition 12 traditional lots are $50 more than in Addition 11. Is there a difference in value, or should Addition 11 prices be the same as Addition 12? The cremation lots in those sections are the same price. Mr. Heuer asked Committee members for discussion and recommendation.

Committee Member Kemp suggested as Addition 12 is closer to the proposed pond, it could have been priced higher. However, there is no pond at this time. Committee Member Brueshoff asked what the costs would be for the undeveloped areas to the east that mirror Additions 11 and 12. Mr. Heuer answered they would be the same as Additions 11 and 12. Chair Wagner inquired whether Mr. Heuer had spoken with the City Council yet. Mr. Heuer said changes will be presented as part of the general ordinance changes done in December.

MOTION: of Kemp, seconded by Brueshoff, recommending that prices for traditional lots in Additions 11 and 12 be the same at $1,000 for marker privileges and $1,300 for monument privileges. Motion passed unanimously.

Non-Resident Fee

Mr. Heuer explained that at the last meeting the Committee had discussion and concerns on the non-resident fee, and requested responses. He said the City Council has made it clear their intention is to look out for citizens of Apple Valley. They want a definite majority of lots sold to residents. Their purpose is to serve residents, and they encouraged a non-resident fee to accomplish their goal. Over the years, the differential has been increased until last year it reached a three-to-one ratio, which seems to be comfortable for the City Council. When the annual report was submitted in May, Councilmember Grendahl questioned why the columbarium ratio was so low at two-to-one. So we need to keep the differential.

Most people coming to the cemetery do have some connection to family buried in Lebanon. However, the City Council wants the life of the cemetery extended 100, 200, even 400 years. In the future, people will say the Council was looking ahead. If there is need, the Council feels other communities should develop cemeteries for their residents. Most cities don't want that because of the high cost. Lakeville doesn't want one. Minnetonka took over a cemetery and agreed to sell lots for one year and then shut it down. Hutchinson makes no difference between residents and non-residents. Bloomington sells only to residents and certain relatives. Regardless of what other cities do, the City Council has discretion to do as they wish with Lebanon Cemetery.

Mr. Heuer said at one point there had been thoughts to keep the cemetery for residents only. Committee Member Brueshoff asked if a person had to be a resident for a certain length of time before being eligible to purchase as a resident. Mr. Heuer said no, and sometimes long-time residents move out and then must purchase as non-residents.

Where are we financially? The City Council knew the cemetery wouldn't make a profit. A referendum paid for an additional eight acres and improvements. Money from sales will probably be enough for completion of development. Ongoing maintenance is funded through the general fund. Grave openings, lawn mowing, and weed control are funded through the cemetery fund. Most support comes from taxes. He added that rates are set to be comparable to other cemeteries.

Chair Wagner asked if the cemetery would be expanding to the south. Mr. Heuer answered it would depend on Fischer's development of the area, possibly in 2009 or 2010. He has suggested the City look into purchasing more land. Chair Wagner asked if a referendum is necessary. Mr. Heuer believes the City Council has to make the decision as current residents probably wouldn't see the benefit of expanding the cemetery.

Chair Wagner said with 50 to 60 percent of burials being cremations and room for 8,000 burials, why is more land needed? If it is expanded, then it should be opened up for the general public or it will last for 200 years. Mr. Heuer responded some policies (the right of second or third burial) were brought to the Committee to extend the cemetery. Cremations have increased dramatically since the City took over. The columbarium uses little ground space. In the pool area, columbaria could be built. Options for cremation can expand the life of the cemetery, but traditional burials will determine it. Committee Member Kemp said with the completion of the anticipated 16 columbaria, there will be burial space for 2,500 cremations. There is full body space for 258 years at the current burial rate. The cemetery looks attractive so people will want to come. He agrees with Chair Wagner to charge the same amount to residents and non-residents and give residents a discount. More money can be made for the City that way. Mr. Heuer said the money brought in covers capital costs. Chair Wagner asked about doing double-depth burials. Ms. Bryant said other cemeterians say to avoid it. Mr. Heuer said we are doing two or three burials on a lot, maybe even four. Committee Member Kohls added this is a good option. He thinks it's the language of non-resident and not the prices that need to change. Many people buried at Lebanon are from outside the City. Chair Wagner agreed the non-resident fee should be charged. Mr. Heuer said if a person purchases when a non-resident and then moves into Apple Valley, they can sell back the lot and re-purchase at resident rates. Mr. Heuer spoke with the City Attorney about a resident discount and was advised against doing it. The City needs to be clear on prices and state them as they are. Could we create two rate sheets? Committee Member Kemp doesn't think the State would approve of that.

Mr. Heuer mentioned the Committee in the past had considered limiting sales to only residents and certain of their relatives. Determining eligibility would be difficult. Now everyone is eligible.

Committee Member Kemp said Mr. Heuer has done what the Committee asked, explaining the Council's position and addressing Committee members' concerns about the non-resident fee. The Committee may not be happy with the response, but it is what it is. Members concurred there are cost differences depending on what you do in other areas, also. Some people are willing to pay the cost, but the Council wants a differential so some do turn away. People need to realize the lot they purchase will be taken care of forever.

MOTION: of Kemp, seconded by Kohls, accepting the General Price List as shown. Motion passed unanimously.

MAC Conference Update

Ms. Bryant reported on the Minnesota Association of Cemeteries' annual convention attended by Mr. Glewwe, Committee Member Kemp, and herself October 10 through 12, 2007. The convention is a great opportunity to talk with other cemeterians, getting new ideas. The three motivational speakers were excellent. Following is her summary.

Treating Your Customers Like Gold - Petra Marquart
When people are at their worst (it's the last straw), we need to be at our best.
When something is routine for us, remember it's the first time for others.

The A-B-PS of Personal Responsibility: How Attitudes Affect Behaviors which in turn Determine Performance at Home and on the Job - Dr. Zach Clements
Be passionate about what you do.
Remember those who came before (cemetery memorialization).
Why is our society like it is today? People not taking responsibility.
You can make a difference; speak up.
Love each other.

1. Don't give up on old values (like "Thou shall not kill.")
2. Keep your eye on the donut, not the hole. Appreciate what you have.
3. Laugh.
4. Never stop dreaming the impossible dream.

Priorities and Possibilities: A Lifetime of Choice - Bob Ash
We all have the same amount of time; how we use it is our choice.
What is our legacy? How do others talk of us? We can create it, change it.
We have 4 basic needs: To Live, To Love, To learn, and To Leave a Legacy.
Our lives need to be balanced with all four.
We need to set our priorities in each need: put it on our calendar first, before the small things.
Take care of ourselves! "To keep a lamp burning, we have to keep putting oil in it." - Mother Teresa

The speakers had similar messages:
You can make a difference.
Have integrity.
Laugh! Life is short; life is funny; most things are not that serious.

Tour of Glen Haven Memorial Garden (Washburn-McReavy Funeral Chapels)
All lawn burials (areas developed around a feature).
New funeral chapel; saw film on the company (it has 4 cemeteries and 16 chapels).
New veterans' memorial.

Tour of Gethsemane Cemetery with Dave Kemp
Mausoleum (many choices: single and double casket niches, cremation niches with some behind glass, indoors, outdoors).
Children's Memorial (still being built; donated by family; small area but effective), center small water feature, benches, granite pillars some with angels on them, capability of connecting walkway with future development.
Cremation Garden (the Sorrowful Mysteries of the Rosary) - 5 sections, granite center, granite by each Mystery, short curving walls with burials behind and names on top of wall, ground burials within curving walls, family estates next to each Mystery for 6-8 burials. Short columbarium walls behind each Mystery granite circle in the future.

Committee Member Kemp further described the features of the children's memorial. He then mentioned the convention offered a possible 21 CEUs for those in the industry who need them. Funeral directors were invited to the convention this year. Committee members would be welcome to take in a presentation on Thursday or Friday of the convention.

Committee Member Kemp reported on other sessions. Mark Stennes, of S & S Tree and Horticultural Specialists, presented information on the emerald ash borer. Tom Snook, of Lake Restoration, spoke on the care and maintenance of cemetery ponds and lakes. John Hopko, of Professional Turf and Renovation, is an expert on grass seed. He spoke of what to do and not do with seeding and what seeds to use. The closing banquet was Friday night, followed by entertainment. Committee Member Kemp said the MAC is one of the strongest cemetery associations in the country; 62 people were registered this year. Committee Member Kemp suggested inviting the City Council next year.

OTHER BUSINESS

City News Article

Chair Wagner noted the article from the City newsletter. It recognizes the volunteers for 2007 and thanks them for their efforts. He added it's nice to thank those who help out at the cemetery with all sorts of work.

Other

Committee Member Kohls announced he was interviewed for an article in the November/December issue of Apple Valley Magazine. It will include the cemetery and the Cobblestone development.

Chair Wagner said he was glad to have David Brueshoff on the Committee. He suggested the Committee meet with the City Council, and other members expressed interest. Mr. Heuer will look into it.

ADJOURN

MOTION: of Brueshoff, seconded by Kohls, to adjourn the meeting. Motion passed unanimously.

Meeting adjourned at 3:28 p.m.

Approved: January 15, 2008