el reno cemetery board minutes 4-09-2015 page 4 city of el reno cemetery board minutes of the regular meeting held thursday, april

El Reno Cemetery Board
Minutes 4-09-2015
Page 4
CITY OF EL RENO CEMETERY BOARD
Minutes of the Regular Meeting Held Thursday, April 9, 2015
Pursuant to the legal notice as is required by the Oklahoma Open
Meeting Act, including the posting of the notice and agenda, the El
Reno Cemetery Board met in Regular Session Thursday, April 9, 2015, at
4:00 P.M. in the City Hall Conference Room in the El Reno Municipal
Building, 101 North Choctaw Avenue, El Reno, Oklahoma. Said notice and
agenda were posted on the bulletin board in the Lobby of the El Reno
Municipal Building, on Tuesday April 7, at 3:00 P.M.
Members Present: Craig Huber, Chairman
Scott Ryan, Vice-Chairman
Bert Allen, Member
Linda Moore, Member
Members Absent: Carolyn Barker, Member
Staff Present: Jeff Culpepper, Cemetery Sexton
Matt Sandidge, Community Services Director
Ed Stanton, Assistant City Manager
Matt White, Mayor
Marsha Leck, City Treasurer
Vera Mae Morse, Recording Secretary/Cemetery Records Clerk
Item No. 1 – Call Meeting to Order. Chairman Huber called the meeting
to order at 4:00 p.m., declaring a quorum of four members were
present. Member Barker was absent.
Item No. 2 – Consider Approval or Amendment to the Minutes of the
Regular Quarterly Meeting held January 8, 2015. Member Ryan moved,
Member Allen seconded, to approve the minutes of January 8, 2015, as
written. Votes were AYE: Allen, Huber, Moore, and Ryan. NAY: None.
Chairman Huber declared the motion carried 4-0 with one absentee.
Item No. 3 – Presentation and Discussion of Cemetery Financial Reports
for FY2014-15 (7/01/14 thru 3/31/15). City Treasurer Marsha Leck
presented the following reports:
Cemetery Care fund has balance of $163,232.72 (including $3,156
reserved funds). Report of revenues and expenses are on the
attachments in packet. Discussion concerned budget for renovation of
building: $10,000 set aside for renovation and furniture.
Perpetual Care has balance of $159,133.83 ($151,888.80 reserved, with
only $7,250.03 spendable funds).
Everlasting Care has total balance of $104,661.30 (including $6,926.63
interest).
[This item was created by Ordinance in 2005 to set aside $100 of each
gravesite sale for future maintenance
of the cemetery when all available gravesites have been sold. The
ultimate goal is $1.2 million;
then the interest should assist the City with future maintenance.]
Chairman Huber commented that only revenue is from cemetery sales with
approx. 12,000 gravesites available at the time of the Cemetery
Board’s foresighted decision to add $100 ELC fee to help fund
cemetery’s future maintenance. When the cemetery is full, city will
still maintain. If we get more land to sell, it will be okay.
Maintenance is obligation of the city, whether or not city buys more
cemetery property. Treasurer Leck invited Members to come visit with
her whenever they have financial questions.
Item No. 4 – Discussion, Consideration, Report, and/or appropriate
action on the Shop Addition and Office Remodel Project in Cemetery
Building. CS Director Sandidge advised the shop is nearly complete;
two doors ordered for renovation, which has not started. Discussion
concerned Cemetery Care Fund FY14-15 budgeted $30,000; FY14-15 spent
$25,000 on project to-date. Estimate $63,000 total for renovation
cost. Member Allen moved, Member Moore seconded, to recommend to
Council to budget additional $15,000 for building remodel in FY15-16.
Votes were AYE: Allen, Huber, Moore, and Ryan. NAY: none. Chairman
Huber declared the motion carried 4-0 with one absentee.
(From previous meetings, Jeff Kouba advised the front existing office
will be separate with seating area to talk with family. Work from
original idea with open family area, and remodel existing into ADA
unisex restroom for public use. Rework plan to incorporate having two
restrooms by adding new one in shop for employees. We want to make
sure we get it right the first time. He will bring plot of front end
before we do it so Board can approve. Original plan for fascia was to
make the brick and new work appear to be one building when finished.
Item No. 5 – Discussion, Consideration, Report, and appropriate action
concerning Proposed Demolition of the Cemetery House. (Discussion from
a prior meeting: open another service entrance, reconstruct the
frontage to enclose the trash cans, and use as staging area to keep
trucks out of cemetery, which will protect our interior roads.)
(From the previous meeting, PW Director Jeff Kouba advised after house
is removed, we plan to place two roll-off dumpsters with area to store
stuff.) CS Director Sandidge advised the demolition was approved by
City Council, and City crews will do the work. It is on their “to do”
list.
Item No. 6 – Discussion, Consideration, and appropriate action
concerning the Halacka Family (Helene Higgins and Ruth Ann Ball)
request to exchange four graves in Lot 114, Block 23, Second Addition
for four graves in Lot 127 (the park area just East of their parents’
graves E-F in Lot 126). Sexton Culpepper advised there appears to be
enough room for four gravesites in the platted “Park” Lot 127 just
South of what they own in Lot 114. Clerk Morse advised the Lot is
already platted so it just needs paperwork to QCD Graves J-I-H-G in
Lot 114 to City and issue Deed for L-K-J-I in Lot 127 to Higgins.
Member Allen moved, Member Ryan seconded, to allow the trade from Lot
114 to Lot 127. Votes were AYE: Allen, Huber, Moore, and Ryan. NAY:
None. Chairman Huber declared the motion carried 4-0 with one
absentee.
Item No. 7 – Discussion, Consideration, and appropriate action
concerning Rquest by John Roberts to erect an upright stone on grave
D, Lot 159, Block 23A, Second Addition. Member Moore moved, Member
Allen seconded, to allow the upright monument for John Robert’s grave
in the single row lot created by Council in 1988. Votes were AYE:
Allen, Huber, Moore, and Ryan. NAY: None. Chairman Huber declared the
motion carried 4-0 with one absentee.
Item No. 8 – Discussion, Consideration, Report, and/or appropriate
action on Columbarium Interment Sealing Requirements and Columbarium
Indemnification Agreement form. (From previous meeting, PW Director
Jeff Kouba stated that Bob McCray is working on getting the right
combination of silicone to seal temporarily and get the right locking
nuts on stud with decorative knob for security issue. He will try
things until get right method.)
CS Director Sandidge advised staff still working to identify solutions
for sealing niches. Temporary silicone seal is in place now.
Combination locking nuts are still being researched. Sandidge
commented we may have to retrofit; some studs are showing rust. We
bought this through Arnold Monument. Matt White commented that old
cemeteries have two-prong key locking systems. This needs to be
priority. We’re been dragging our feet for four months, and it needs
to get done now. Jeff Culpepper volunteered to take it on and will
contact OKC cemeteries to get their solutions for consideration.
Chairman Huber and others always thought something else was behind the
doors. Thank you, Jeff C, for taking care of this.
Item No. 9 – Discussion, Consderatio, Report, and/or appropriate
action n Creation of Cremation Garden near Pavilion. Sexton Jeff
Culpepper advised that Bill Adams is willing to design a cremation
garden proposal for Board’s consideration. Discussion concerned
cremains not being pure ash, includes pulverized materials, with
surgical hardware removed prior to cremation. Scattering of ashes is
not allowed. This would be in-ground burials in 2’x2’ gravesites with
space sold and Deed issued. Designate universal standard stone
designed on 1’x1’ plaque. Perhaps have length of concrete to attach
plaques/low markers in a row. Ed Stanton will ask Bill Adams, City
Landscaper, to draw a proposal for cremation garden design, with
possible options, and have on the next meeting agenda for
consideration.
Further discussion concerned types of interment in-ground or in
premade cylinders with plaque covers.
Chairman Huber gets catalogs with various options and will bring for
consideration.
Item No. 10 – Discussion, Consideration, Report, and/or appropriate
action on Marker violations and Maintenance of Items on Gravesites,
including the gravesites of Smith/Keena and Simmons.
Sexton Jeff Culpepper advised the Smith/Keena gravesite over a weekend
showed up with brick around the stones and filled in with decorative
white rock. Vera drafted a letter and sent to Jeff Kouba for approval,
but it has not been mailed to owner. After heavy rains caught up dead
grass, Smith pulled up the brick today, but he did not remove the
white rocks. He has four more graves with the same border and pea
gravel. New trees and shrubs are also appearing, and this needs to
stop. Discussion concerned: Rock needs to be taken up; anything that
impedes mowing needs to be removed. Graves are so cluttered with too
much stuff for staff’s safety. Any tree has to be approved by Sexton,
and City has right to remove if in way of digging grave. Chairman
Huber suggested sending certified letter stating violation, giving 30
days to remove. Sexton Jeff Culpepper suggested signage at entrances.
Most of this happens after hours. There is so much clutter on infant
graves in Block 29 that we can only weed-eat. It’s unreal. Some
suggestions were to run ad, put on city’s facebook page and on TV
Channel 20, signs at entrance with simple rules. Asst. City Manager Ed
Stanton suggested making courtesy call concerning violation, asking
that it be removed per request of Cemetery Board to comply with Rules
and Regulations. City has to take steps in maintaining cemetery.
Sexton Jeff Culpepper commented he does his best to take care of
people; however, it’s not the cemetery’s responsibility to level up
stones. City has liability if staff breaks something. Someone erected
a flag pole on the O’Neal grave, and this morning the square plate and
3 bolts were pulled loose from the strong winds. He didn’t know if he
should take it down. Vera will call the family to remove it. Mrs.
Bruce complained about a bronze vase being gone. No evidence of
damage, so it could have been removed. There have been some bronze
thefts reported in OKC area.
Item No. 11 – Discussion, Consideration, and appropriate action
concerning Cemetery Equipment and Heater for Pavilion. (From previous
meeting, PW Director Kouba suggested consider placing into budget the
installation of a couple infrared heaters in pavilion with a control
lock-box. Chairman Huber suggested finishing the underside of the
pavilion to prevent the bird problem.)
Sexton Jeff Culpepper commented about working a mini excavator with 0’
tail spin on rubber track, but it still tears up ground. Good idea for
heater in pavilion; curtain in sad shape. Pulley ropes are sad. Metal
roll up doors are option. Several suggestions were discussed
concerning roof panel and valley, insulating, gas line or propane tank
for heater, roll-in-and-out heaters, and check price to enclose
ceiling to keep birds out.
Item No. 12 – Report from Community Services Director Matt Sandidge.
C.S. Director Sandidge had nothing else to report.
Item No. 13 – Report from Cemetery Sexton Jeff Culpepper. Sexton
Culpepper used Stop Kill on the dandelions. Vice-Chairman Scott Ryan
commented: “You’re doing good job out there now, in my opinion. It
looks better than last year”.
Item No. 14 – Consider Communications from the Public. There were
none.
Item No. 15 – Consider New Business of an Emergency Nature that had
not been contemplated at the time of the agenda preparation. Chairman
Huber commented that Carolyn Barker is not running for another term,
so we need somebody to replace her position. Thank about someone who
would like to serve. Also at a Council meeting, would like to present
a certificate or plaque for Carolyn’s service to the Cemetery and the
City. It would be appropriate as she has given a lot of time to the
city as a Volunteer.
Item No. 16– Consider Motion for Adjournment. Member Allen moved,
Member Ryan seconded, that the meeting be adjourned. Votes were AYE:
Allen, Moore, Huber, and Ryan. NAY: None. Chairman Huber declared the
motion carried 4-0, and the meeting was adjourned at 5:34 p.m.
Respectfully submitted,
Vera Mae Morse, Cemetery Records Clerk Next regular meeting: July 9,
2015

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