AGENDA Cemetery Board

Transcription

1 AGENDA Cemetery Board 6:30 PM - Thursday, April 6, 2017 Issaquah Trails Center, 110 SE Bush St, Issaquah WA Page 1. CALL TO ORDER 6:30 PM 3 a) Board Membership 2. APPROVAL OF MINUTES 6:31 PM 5-6 a) Minutes of March 2, b) Minutes of March 23, 2017 Rules and Regulations Sub-Committee 9-11 c) Approved Minutes of January 5, AUDIENCE COMMENTS 6:35 PM 4. REPORTS / REQUESTS 6:40 PM a) Cemetery Partner Allen Flintoft, Flintoft Representative b) Monthly Staff Inspection Myron Clinton, Parks Maintenance Supervisor 5. AGENDA ITEMS 6:50 PM a) Rules and Regulations Sub-Committee Update (I/D) Randy Darst, Board Member b) Future Expansion and Opening Section 2 at the Upper Cemetery (I/D) David Waggoner, Chair Page 1 of 11

2 c) GIS Sub-Committee Update (I) Randy Darst, Board Member d) Letter to the Mayor about Issaquah Press Books (A) David Waggoner, Chair e) Cemetery History (I) Linda Hjelm, Board Member f) Annual Cemetery Walk-Through (I) David Waggoner, Chair 6. OTHER BUSINESS / ANNOUNCEMENTS 7:30 PM 7. ADJOURNMENT 7:40 PM a) Next meeting is currently scheduled for May 4, b) Cemetery Board to elect Chair and Vice Chair at its May 4th meeting. INQUIRIES Please contact Myron Clinton (425) or myronc@issaquahwa.gov Meeting room is wheelchair accessible. American Disability Act (ADA) accommodations available upon request. Please phone (425) at least two business days in advance. Note: Times listed for meeting topics are approximate and items are subject to being shifted from the original order. Page 2 of 11

3 CALL TO ORDER a) Cemetery Board About Created in 1983, this board advises the Mayor in connection with the management and control of the City-owned cemetery, including perpetual care, improvements and expansion. Membership The Cemetery Board is comprised of five regular members, with four-year terms; and two alternates, with two-year terms. All members are appointed by the Mayor and subject to confirmation by the City Council. Terms expire April 30 of the year listed. For more information, see IMC Staff Liaison Jason Bond, Parks Maintenance Lead Regular Members Kenneth Helgeson David Waggoner Karen Luecking Randal Darst Linda Hjelm Alternate Members Barbara Wood Jon Tyler Malmberg Meetings Unless otherwise posted: When 6:30 p.m. the first Thursday of each month Where Trails Center, 110 SE Bush Street Page 3 of 11

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5 APPROVAL OF MINUTES a) 1. CALL TO ORDER Meeting called to order at 6:30 PM by David Waggoner, Thursday, March 2, In Attendance: Cemetery Board Parks Staff David Waggoner Jason Bond Linda Hjelm Brian Berntsen Karen Luecking Myron Clinton Barbara Wood Cemetery Partner Tyler Malmberg Allen Flintoft - Absent Ken Helgeson - ABSENT Randal Darst 2. APPROVAL OF MINUTES a) Minutes from the January 5, Motion to approve by Hjelm, 2 nd by Darst, passed unanimously. 3. AUDIENCE COMMENTS- None 4. REEPORTS / REQUESTS A) Cemetery Partner None B) Monthly Staff Inspection 5. AGENDA ITEMS Jason Bond, Parks Maintenance Lead Staff inspections were mailed to members before the meeting. A) Rules and Regulations Sub-Committee Schedule Board members Darst, Hjelm, and Wood will serve on the subcommittee. Darst will be the chair of the committee. All meetings and minutes from the meetings will be posted for public notice. B) Future Expansion and Opening Section 2 at the Upper Cemetery Dave Waggoner, Chair No update. C) Gate Signs Update Dave Waggoner, Chair Rules and regulations signs have been repaired. Page 5 of 11

6 APPROVAL OF MINUTES a) Signs for exit gates to be discussed D) Survey update Presented by Jason Bond, Parks Maintenance Lead Bond brought survey maps for viewing, discussed doing one for upper cemetery. E) GIS Sub-Committee Update Presented by Randy Darst, Board Member Committee waiting on Flintoff s for information. F) Cemetery History Presented by Linda Hjelm, Board Member Hjelm gave a brief discussion of the cemetery history. Board will draft a letter asking for Issaquah press copies to remain in Issaquah. Board discussed the possibility of seeking funding to digitize and maintain an electronic copy of all copies of the Issaquah Press for future generations and historical record. Board member Luecking was asked to draft a letter to the Mayor and City Council asking for their assistance in possibly helping to fund the digitization process. The letter will be reviewed at the next Cemetery Board meeting. 6. OTHER BUSINESS/ANNOUNCEMENTS A) Budget Update Jason Bond, Parks Maintenance Lead Budget reports were distributed. B) Bills to be paid Jason Bond, Parks Maintenance Lead No bills to be paid 7. ADJOURNMENT- Darst moved to adjourn the meeting at 8:30 PM with Luecking 2nd. Motion passed unanimous. Meeting adjourned. Page 6 of 11

7 APPROVAL OF MINUTES b) DRAFT 3/25/17 Hillside Cemetery Board Regulation Review Sub-Committee Meeting Minutes from March 23, CALL TO ORDER Meeting called to order at 3:40 PM by Randy Darst, Thursday, March 23, In Attendance: Cemetery Board Members: Linda Helm, Barbara Wood, Randy Darst. City Staff: Brian Berntsen. Cemetery Partner: Allen Flintoft 2. REGULATION REVIEW SUBCOMMITTEE SPECIAL MEETING a. Participants reviewed history of draft cemetery regulation and discussed process for going forward. b. It was noted that in 2015 the Board had decided to separate rules on how the Cemetery Board operates from the Regulations on operation and management of the Cemetery. c. Cemetery Board By-Laws were then completed in 2016 so now the regulation revision review will focus on Cemetery management and operations. d. It was decided to initially focus on general cemetery regulations that address issues and activities that touch on the public s interaction with the Cemetery such as care, improvements, decorations, visiting hours, and miscellaneous restrictions. e. Secondary focus will look at regulations and guidance focused on activities associated closely with work performed in cooperation and coordination with the Cemetery Partner such as interment sales, interment rights and regulations, burial containers, markers, etc. The City will begin working with the Cemetery Partner to draft a document addressing these issues that will be reviewed by the Cemetery Board. f. It was suggested that the document define Cemetery as Upper and Lower Hillside Cemetery. g. A draft general regulation document will be presented at the next Cemetery Board meeting. 3. ADJOURNMENT The meeting was adjourned at 4:45 PM Notes prepared by R Darst Page 7 of 11

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9 APPROVAL OF MINUTES c) 1. CALL TO ORDER Meeting called to order at 6:30 PM by David Waggoner, Thursday, January 5, In Attendance: Cemetery Board Parks Staff David Waggoner Jason Bond Linda Hjelm Brian Berntsen Karen Luecking Myron Clinton Barbara Wood-ABSENT Cemetery Partner Tyler Malmberg-ABSENT Allen Flintoft Ken Helgeson Randal Darst 2. APPROVAL OF MINUTES a) Minutes from the December 1, Motion to approve by Hjelm, 2 nd by Darst, passed unanimous 3. AUDIENCE COMMENTS- None 4. REEPORTS / REQUESTS A) Cemetery Partner Allen Flintoft, Flintoft Representative Flintoft brought pictures seeking Board approval of an upright headstone in Section 1 of the Lower Cemetery. Motion to approve upright headstone by Helgeson, 2 nd by Hjelm, passed unanimous. Flintoft passed out comparison pricing from five different Cemeteries from around the area. He presented recommended charges as well. Flintoft also informed the Board of a client willing to pay for 10 test graves w/ drainage. B) Monthly Staff Inspection Jason Bond, Parks Maintenance Lead Due to freezing temperatures the staff inspection will be done next week and sent out to the Board. 5. AGENDA ITEMS A) By-Laws Subcommittee Update Dave Waggoner, Subcommittee Page 9 of 11

10 APPROVAL OF MINUTES c) City Clerk Tina Eggers spoke regarding the changes that the Clerk s office made to the bylaws from the subcommittee. Motion to approve bylaws as written with additions by Hjelm, 2 nd by Darst, passed unanimous B) Rules and Regulations Sub-Committee Schedule A subcommittee was formed to begin updating the rules and regulations. Board members Darst and Hjelm will serve on the subcommittee. C) Future Expansion and Opening Section 2 at the Upper Cemetery Dave Waggoner, Chair Discussion of columbarium being allowed at the Upper Cemetery. The need for an agenda bill for section 2 fee increases was brought up. The need for a conceptual design for the Upper Cemetery expansion was also discussed. D) Gate Signs Update Dave Waggoner, Chair New sign at Upper Cemetery was installed. Gate signs will be discussed after the Rules and Regulation signs are repaired by FastSigns. E) Applications for the Cemetery Board Dave Waggoner, Chair Reminder to those whose term is up to turn in applications if they are interested in returning. F) GIS Sub-Committee Update Presented by Randy Darst Still waiting to get Flintofts to provide the missing information from spreadsheet that was provided. 6. OTHER BUSINESS/ANNOUNCEMENTS a) Budget Update Jason Bond, Parks Maintenance Lead Budget reports were distributed. Page 10 of 11

11 APPROVAL OF MINUTES c) Motion to approve the Lower Cemetery partial survey by Hjelm, 2 nd by Darst, motion passed unanimous. Bond said the final part of the survey will be done by the end of the month. b) Bills to be paid Jason Bond, Parks Maintenance Lead No bills to be paid 7. ADJOURNMENT- Helgeson moved to adjourn the meeting at 7:54 PM with Darst 2nd. Motion passed unanimous. Meeting adjourned. Page 11 of 11