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                                           GRANT COUNTY CEMETERY DISTRICT

PENDING BOARD APPROVAL                                                             MEETING MINUTES

                                                                  March 29, 2012


MEMBERS PRESENT: Members, Chairman Darrin Figgins, Cecil Simpson, Kathy Olson and Ronald Craft.




STAFF PRESENT: Sexton Robert Brown and Secretary Paula Shapland


PUBLIC PRESENT:  Cindy Borthwick, Molly Bergen, Shane Sullivan, Linda McHenry, Ann Papay, Collette Rheinheimer, and Pam Brockbank.


Chairman Darrin Figgins called the Annual Meeting to order in the Conference Room of the Grant County Court House at 12:00 noon.


Chairman Darrin Figgins asked for nominations to fill the position of Kathy Olson for a 4-year term on the board.  Darrin Figgins nominated Kathy Olson and moved that the nominations cease.  Cecil Simpson seconded the motion.   Chairman Figgins called for the vote which was unopposed.


Chairman Darrin Figgins asked for nominations for the position of Chairman.  Kathy Olson nominated Darrin Figgins as the Chairman, Cecil Simpson seconded the motion.  There were no further nominations.  Vote was unanimous.  Ronald Craft moved, Kathy Olson seconded, that Cecil Simpson be nominated as Vice-Chairman.  There were no further nominations.  Vote was unanimous.  


Chairman Darrin Figgins resumed the regular business meeting. Cecil Simpson moved, Ronald Craft seconded, that the minutes of January 13, 2012 be approved.  Carried unanimously. 


The Financial Reports and Check Register for the 1st quarter were reviewed and approved upon motion by Kathy Olson and second by Cecil Simpson.


Audit Proposals.  Chairman Figgins opened the sole bid for the 2011 audit of the cemetery records.  The bid from Dirks, Anthony, and Duncan of $2,300 was reviewed and the board discussed whether to continue to have the audit completed.  The audit is not required by state statute; however, it was considered to be a safeguard for the board and the employees, also the public should be protected. Kathy Olson moved, Cecil Simpson seconded, to accept the bid of $2,300 for the 2011 audit from Dirks, Anthony and Duncan.  Carried unanimously.



Sexton Report:  Leonard Oxford will return and work as needed; however the sexton continues to look for one person to work all summer.  Bernie LaFever has also been working.


He has notified Collectia to reduce the number of trash pickups at the cemetery so our monthly bill should be reduced. 


The fire plug is pending approval by the state.  The city has already requested use of water two times this year.  Water coverage of the grounds is excellent in low wind conditions.


He discussed waiting another year to replace the mower and it was decided to go ahead and get bids for the next meeting to avoid needing to replace two in one year later.


They are currently digging out old water lines and replacing old valves.


Damage at Cemeteries:  Chairman Figgins reported that they receive phone calls at Garnand's asking that vases and stones be fixed under warranty due to damage.  A general discussion was held about what damages occur and the appropriate action for each.  The sexton reported that he mowed the cemetery recently and said it is not an easy task.  There are so many obstacles.  He said their general action is to fix any damage immediately.  He said he has damaged light strings when he weedeats and it is impossible to avoid that.  He doesn't replace lights.  The monument companies work with him and give him good prices for that type of repairs.  He said the workers don't always realize when they hit a stone and so all damage isn't reported.  The insurance coverage is $300,000 with no deduction for property damage or personal injury; however, it doesn't cover damage that the cemetery workers didn't cause.  Homeowners insurance may cover damage.  A concern about open gravesites was addressed and it was agreed that all gravesites need to be covered immediately after digging.


Cemetery Policies:  The board continued the discussion from the prior meeting about allowing services on holidays.  The incident causing the review was a late notice funeral on New Year?s Eve at 4:00 in the afternoon.  The sexton discussed his inability to plan to take time off because we don't have a notice requirement or any restricted days or times.  He would like to be able to plan time off and have someone as a backup so he can be gone.  He said Bernie LaFever has agreed to back him up in the past.  He hopes to hire someone for the summer who can also be a backup.  Collette Rheinheimer, employee of Garnand's, voiced that the $500 fee for Sunday funeral will not stop someone if they really want to have a service on Sunday.  Board Members expressed that Robert should be able to plan time off as much as possible and Robert said he understood the job time requirement when he took the job.  Cecil Simpson, Kathy Olson, seconded that the policy be updated to include the following changes and the updated policy be effective May 1, 2012:

24 hour notice required for all burials

The open close fee will be $175 for all burials including cremations and child.

No Sunday services.

Saturday Services $500.

No services on Christmas, New Year's, Memorial Day, Easter, 4th of July, Labor Day, or Thanksgiving.

Notices will be sent to all funeral homes.


Projects:  The board discussed the building project.  Building considerations are restrooms requiring water and sewage systems; ADA requirements; existing well may need auxiliary pump or not be able to meet water needs, new well costs, 6' walls, 30 x 40 building with covered area, directory.  Following discussion, it was agreed that Darrin will call Fiss Agency in Hugoton and ask about getting a drawing and Robert will get a price for a well.  Darrin will call when he has information so the board can meet again.


No further business, Kathy Olson moved, Cecil Simpson seconded, that the meeting be adjourned at 12:50 p.m.