UNION LADIES CEMETERY ASSOCIATION MEETING APRIL 22, 10 7:00 PM

 The meeting of the Ladies Cemetery Association Meeting was called to order at 7:05pm by acting President John Bradley (VP).  Present was Treas.Jo Bates, Sec.Ann Bracy. Absent was Pres. Shirley Landt. Directors present were Jerry Rogers (Locator of the Plot Stakes), Jim Donaldson (Cleanup), Lloyd Bates (Memorial), & Dale Martin (Land). Members of the Cemetery Assn in attendance were Ardith Donaldson, Mary Rogers, Corinne Martin, Lois Rowen, Leo Yantis, Robert Donaldson, Irma Haywood, and Dianna Haywood totaling 15 members. 

Treasurer’s report was presented by Treas. Jo Bates stating that there is $4036.73 in the General Fund and $967.41 in the Perpetual Checking Acct and 4 CD’s totaling 33131.78 at Hardin County Savings Bank. The Union Cemetery Endowment Fund has a balance of 22011.84 at last report, so the total assets of the Ladies Cemetery Assn are $60147.76. The Treasurer report stated the following Receipts/Expenses:

Expenses:

Receipts:

Jerry Rogers made a motion to accept the Treasurer’s report.  Jim Donaldson seconded.  All Ayes. Motion passed.

Secretary’s Report Sec. Ann Bracy handed out the minutes from the last meeting on Sep 18.09.  Jerry Rogers moved to accept the minutes. Jim Donaldson seconded.  All Ayes. Motion passed

 Old Business:

1. Fountain-Mary Rogers volunteered to plant flowers in the fountain planter this year

2. Land Expansion: Dale Martin contacted the Rogers Estate, owner & Richard Lynch, manager, regarding the purchase of 2 Acres east of the existing Cemetery property. The Rogers Estate offered to sell the 2 Acres of land for 2008 prices of $5000/Acre but would like to donate one Acre valued at $5000.00 to the Cemetery. Jerry Rogers made a motion to purchase the $10,000 valued land for $5000 plus a $250 surveying fee, taking possession fall 2010. Dianna Haywood seconded. All Ayes-motion passed.

3. Trees: There was some discussion about the need to remove trees along the east fence line after the purchase of the land and possible removal of some of the trees on the south fence line.  Replanting quality trees and the possible application for an Alliant grant to fund that project was also discussed.  Decision was tabled until after possession of the new land.

4. Memorials: Lloyd reported that Dave Schmidt and Bill Patten built the planter bases for the new “Veterans of Peacetime” Memorial stones near the existing Veterans Memorials. Lloyd contacted McCalls Monument company to purchase two stones at $800.00 each to be engraved and set for free(if done before the stone is set) with the names of WWII and peacetime veterans who are buried in the Union Cemetery.  Names of Vietnam, Korean & Gulf Vets will continue to be added to the existing Stones as needed for $5/letter.  This will be completed by Memorial Day, 2010.  It was decided to put rock in the planters of the new memorials and change the existing veteran’s monuments planters to rock as well. Ann will plant flowers in the planter memorial to her parents of the Union Cemetery sign.

5. Storage shed –Jim Donaldson and John Bradley have worked on the storage shed by installing new windows, siding, door, needed floor boards & filled the cracks. They will paint it too.

New business:

1. Officers/Directors: Jerry Rogers made a motion to nominate Dianna Haywood as Pres., John Bradley as VP, Jo Bates as Treas., and Ann Bracy as Sec.  Lloyd Bates seconded & Dale Martin moved that nominations cease. All Ayes, motion passed.  The Directors agreed to continue as appointed-namely, 1. Jerry Rogers (Locator of the Plot Stakes), 2. Jim Donaldson (Cleanup), 3. Lloyd Bates (Memorial), & 4. Dale Martin (Land)

2. Mowing Contract: Ann presented four mowing bids that were submitted to the Assn.  Ann Bracy made a motion to offer the Union Ladies Cemetery Assn. Contract to LaVelle Lawn Care for $6850.00 with the change in the contract of mowing the ditches 3 times/summer and only filling in “new graves with dirt as needed”. Jim Donaldson seconded.  All ayes. Motion passed.

3. Lot prices were reviewed and decided to remain $250/2spaces and $440/4 spaces at this time

4. Contract spraying was discussed.  John Bradley offered to spray the driveways with roundup before Memorial Day but the lawn spraying decision was tabled until fall 2010 meeting.

5. Signature on checks: Jerry Rogers made a motion that the By laws Article VI Sec.1 “Checks, Drafts, etc.” be changed to read as follows: “All checks, drafts, or orders for the payment of money, notes, or other evidences of indebtedness issued in the name of the corporation, shall be signed by the Treasurer.  In the absence of the Treasurer, such instruments shall be signed by the President.”  Ann Bracy seconded.  All ayes, motion carried.

The floor was opened for Discussion/ Suggestions:

      Jo Bates suggested that The Hardin County Endowment Commission has grant money available for the beautification of Hardin County.  The Cemetery Assn needs to apply in Feb, 11 for any applicable projects, namely the purchase of the land (Jo offered to write the grant).  Therefore, it was decided that the Assn would buy the land this fall and be reimbursed by the grant if received by the HCCEF grant in the spring.

     Ann made the Assn aware of the request from Connie Patterson that her mother’s (Audrey Schuler) grave needs to be filled and replanted with grass seed.

     Jim made the Assn aware that some vases were broken this winter and may need to be replaced.

     Jerry Rogers made a motion to adjourn and Ann Bracy seconded.  All ayes. Meeting was adjourned at 9:05pm

 UNION LADIES CEMETERY ASSOCIATION MEETING       September 18, 09 3:00 PM

 The meeting of the Ladies Cemetery Association Meeting was called to order at 3:05pm by President Shirley Landt.  Present was VP John Bradley,Sec. Ann Bracy & Treas. Jo Bates. Directors present were Jim Donaldson & Dale Martin. Members of the Cemetery Assn in attendance were Lois Rowen, and Corinne Martin totaling 8 members.

 Treasurer’s report was presented by Treas. Jo Bates stating that there is $12404.28 in the General Fund and $3284.58 in the Perpetual Savings Acct, 2 CD’s totaling 20,000.00 at Hardin County Savings Bank, and an Endowment Fund totaling $21104.98.  The report also stated the following:

John Bradley made a motion to accept the Treasurer’s report.  Jim Donaldson seconded.  All Ayes. Motion passed.

 Old Business:

1. Memorials- Lloyd Bates contacted Bill Patten to make the bases for the 2 stone Memorials to be placed south and a little east as space permits, to be constructed to look like the 2 existing memorials, and be placed so that there is room for a sidewalk or walkway between the existing and the new monuments.  Ann Bracy made a motion to proceed with this project.  Lois Rowen seconded. All Ayes.  Motion passed. Jo will give Ann the names of people buried in the cemetery since our last meeting.

2. Storage shed –needs to be renovated i.e. new siding, posts, window, door in restroom, painted, & the crack in the wall fixed.  Ann Bracy made a motion to check into applying for grants available for this project and get bids for the work to be done.  Dale seconded.  All ayes.  Jim Donaldson and John Bradley will get bids.

3. Mowing to date-It was determined that the mowers contracted by the board are not mowing according to the contract-did not mow before Patriot Day and had not mowed weekly as stated in the contract in the month of August.  John Bradley made a motion to terminate the contract and not pay for any further mowing.  Jim Donaldson seconded. All Ayes.  Motion passed. Ann will send a certified letter to both.

4. Mowing-end of season 2009-  John Bradley made a motion to pay Paul Martin $185.00 per mowing to finish the 2009 season of mowing for 3-4 times.  Jo Bates seconded.  All ayes. Motion passed.  Ann will check how much trimming will be. 

5. Mowing by directors-Lois Rowen made a motion to reimburse Jim Donaldson $25.00 for gas for mowing the cemetery when needed from neglect by the contract mowers.  Ann Bracy seconded. All ayes. Motion passed.

 New business:

1. Trees: Jo Bates suggested that the trees on the south edge of the Cemetery need to be cut down at some point and better quality trees planted.  Also noted that there might be some planted on North side of cemetery.  Ann will look into the branching out grant from Alliant. 

2. Land Acquisition:  Dale Martin reported that he has contacted the owners of the land east of the Union Cemetery about purchasing 2 acres of land. He was told that the Association can buy 2 acres for $5250.00. per acre, and marked the fence line to show where that would be.  Jo Bates found the deeds to the cemetery and confirmed the ownership of the existing land as belonging to the Ladies Cemetery Association. Jo Bates made a motion to purchase 2 acres of land east of the existing cemetery.  Dale Martin seconded.  All ayes. Motion passed.

3. Snow Removal: Jim Donaldson will have the snow removal put on the agenda of the next City Council meeting to see if the city can remove the snow at the cemetery when there is a funeral there.

The floor was opened for Discussion/ Suggestions:

 Available Grant Money; Jo Bates stated that The Hardin County Endowment Commission has grant money available for the beautification of Hardin County.  The Cemetery Assn needs to apply in Feb, 10 for any applicable projects.    Jo Bates will look into this for the Building project.

Newsletter:  It was suggested that we send a newsletter to those living away informing them of the upcoming projects of land expansion, the Building project, and the endowment fund- in case they would like to donate.  Ann and Jo will get together to try to expand the existing database for that purpose and all of the members were encouraged to get addresses when visiting to interested people and send them to Ann.

Trees & Road: It was noted that after the purchase of the new land, the trees on the east side of the cemetery will need to be cut and a road will need to be established to the new east side of the cemetery.

Jo Bates made a motion to adjourn and Ann Bracy seconded.  All ayes. Meeting was adjourned at 4:38pm.

  UNION LADIES CEMETERY ASSOCIATION SPECIAL MEETING     June 2, 09  2:00 PM

The special meeting of the Ladies Cemetery Association Meeting was called to order at 2:03pm by President Shirley Landt.  Present was VP Jo Bates, Sec.Ann Bracy. Absent was Treas. Donna Lawler. Directors present were Jerry Rogers, & Dale Martin. Absent were Directors Lloyd Bates & Jim Donaldson. Member of the Cemetery Assn in attendance was Corinne Martin totaling 6 members.  Also present were Carol Gilbert and Mary Pieper.

 New business:

Hardin County Community Endowment Foundation:

President Shirley Landt turned the floor over to Carol Gilbert for a presentation from HCCEF.  Carol explained that Lloyd and Jo Bates have started an Endowment Fund of $20,000 of which 5% of the fund balance will be returned to the Union Cemetery Board of Union, IA each year for the enhancement and beautification of the cemetery.  The HCCEF is part of the Greater Iowa Agency of Des Moines and this Endowment Fund can be increased by memorials and other donations through the years.  The donors can take advantage of the Endow Iowa Tax Credit.

The floor was opened for Discussion/ Suggestions.  Ann made a motion to accept this Endowment Fund for the maintenance and beautification of the Union Cemetery of Union IA, with the Treasurer as the agent.  Jerry seconded.  All Ayes.  Motion passed.

Resolution 09-001: To change the By Laws of the Ladies Cemetery Association of Union, IA as follows:

Article VI Sec 1.   Checks, Drafts, etc.  All checks, drafts, or orders for the payment of money, notes, or other evidences of indebtedness issued in the name of the corporation, shall be signed by the Treasurer and countersigned by the President.   In the absence of the Treasurer, such instruments shall be signed by the President and countersigned by the Secretary.

Jerry Rogers made a motion to pass Resolution 09-001 and Dale Martin seconded. Roll Call vote as follows: Jo Bates:aye;Ann Bracy:aye;Jerry Rogers:aye, Dale Martin:aye.  Resolution passed .

Jerry Rogers made a motion to adjourn and Dale Martin seconded.  All ayes. Meeting was adjourned at 2:45pm

 UNION LADIES CEMETERY ASSOCIATION MEETING           APRIL 23, 09  7:00 PM

 The meeting of the Ladies Cemetery Association Meeting was called to order at 7:10pm by President Shirley Landt.  Present was VP Jo Bates, Sec.Ann Bracy. Absent was Treas. Donna Lawler. Directors present were Jerry Rogers, Jim Donaldson, & Lloyd Bates. Absent was Dale Martin. Members of the Cemetery Assn in attendance were Ardith Donaldson, Mary Rogers, Paul Dudley, totaling 9 members. 

Secretary’s Report Sec. Ann Bracy read the minutes from the last meeting on May 28, 09. Jo Bates moved to accept the minutes. Jerry Rogers seconded.  All Ayes. Motion passed.

 Treasurer’s report sent by Treas. Donna Lawler was read by Ann Bracy, stating that there is $10107.40 in the General Fund and $3281.87 in the Perpetual Savings Acct and 2 CD’s totaling 20,000.00 at Hardin County Savings Bank.  The report stated the following:

Expenses:

Income:

Mary Rogers made a motion to accept the Treasurer’s report.  Jo Bates seconded.  All Ayes. Motion passed.

Old Business:

1.Fountain-After some discussion, Lloyd Bates made a motion to not drain the fountain for this summer & review at next meeting.  Jerry Rogers seconded. All Ayes. Motion passed.

2.Entrance-North- Discussion is tabled until Fall Meeting-hinges on land expansion.

3.Land Expansion:. Dale will contact them about how much land the cemetery will need and the procedure for acquiring that land.

4. Signs: Jerry will get 2 signs:”Dirt for Cemetery Use Only” and “Water not for Drinking”

5. Trees on South & East fenceline: Lloyd reported that Dale has talked to the heirs of adjoining property and gained permission to clean fence rows from any trees deemed necessary. Jerry will contact Kent Johnson about removal.  Decision tabled until Fall Meeting,09.

6. Memorial: Lloyd contacted Bill Patten to make the bases for the stone of the “Veterans of Peacetime’ Memorial. It was deemed that there is room for two memorials like the existing ones if 2 lots near the existing memorials are closed for sale, per Jo & Ann’s research. Decision tabled until a further meeting. Ann will call and get new names added to existing Monument.

7. Storage shed –Ann will contact the 4H club to paint the shed with paint we have.

8. By-Laws: After some discussion, Jerry Rogers made a motion to accept the By-Laws & Rules & Regulations as presented by the By-Law & Rules & Regulation Committee & which have been published on the City of Union website.  Paul Dudley seconded.  All Ayes.  Motion passed.

9. Benches- were discussed and determined that no painting is needed at this time.

 New business:

1. Officers/Directors: no election of Officers is needed at this time, since the Assn is entering the second year of a two year term and there have been no resignations. The Directors agreed to continue as appointed, also.

2. Mowing Contract: Ann presented three mowing bids that were submitted to the Assn Paul Dudley made a motion to accept the lowest bid from Noah Campbell with the understanding that he and his grandfather would sign an expectation agreement stipulating the number of times to mow, need for fill dirt, seeding, weedeating/trimming, special mowing for Memorial Day, July 4, and Veterans Day and compliance with the new Rules & Regulations.  Jerry Rogers seconded.  All ayes. Motion passed.

3. Lot prices were reviewed and decided to remain $250/2 spaces and $440/4 spaces.

4. Contract spraying was discussed.  Jerry Rogers made a motion to send a letter to R Hart Greenlawn to inform them of our policy of Board approval for any contract work done at the Cemetery per our Rules & Regulations.  Paul Dudley seconded. All Ayes. Motion passed.

5. Endowment Fund; Lloyd & Jo Bates started the “Union Cemetery of Union, IA Endowment Fund” at Hardin County Community Endowment Foundation(HCCEF).    Others may add to the Fund with a Income Tax credit of 20%.  The fund pays 5% of the total Fund each year.  The Officers and any available Directors will sign the agreement with HCCEF  Rep Carol Gilbert on Thursday May 7 at 4pm. 

 The floor was opened for Discussion/ Suggestions:

 Available Grant Money;  Jo Bates stated that The Hardin County Endowment Commission has grant money available for the beautification of Hardin County.  The Cemetery Assn needs to apply by Feb,10 for any applicable projects.  This will be discussed at the Fall Meeting.

 Jerry Rogers made a motion to adjourn and Paul Dudley seconded.  All ayes. Meeting was adjourned at 8:45pm

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May 28, 2008 Meeting

Secretary’s Report: Secretary Ann Bracy read the minutes of 4/23/08 meeting and minutes of March, 2007 meeting.  Jo Bates stated that the Treasurer’s report was from Jan Johnson, instead of herself.   Jerry Rogers moved to accept the Secretary’s report. Lloyd Bates seconded. All Ayes. Motion passed. 

Treasurer’s Report was read by Treasurer Donna Lawler as follows:

The meeting was called to order at 7:30 pm by President Shirley Landt. In attendance were Vice President Jo Bates, Secretary Ann Bracy, Treasurer Donna Lawler; Directors Dale Martin, Jim Donaldson, and Jerry Rogers; Members of the Association Corinne Martin, Bob and Marlene Donaldson, Ardith Donaldson, Lois Rowen, and Mary Rogers, totaling 14 members. 

Recommendation: Replace CD#16922 with new CD for a 9Month Term-Current Rate=2.75%. 

July2007 received $3300.00 and $1118.78 from the Union Township.

Ann Bracy moved to accept the Treasurer’s Report. and implement recommendations. .Jo Bates seconded. All Ayes. Motion carried.  Ann will ask Trustees what the $1118.78 was for.

Old Business:

1. Maps were reviewed by Pres. Shirley Landt.  She reported that Engineer fee for copy was $40.00. Staples fee was$5.58. Shirley had 3 copies made (by donation).Jerry Rogers has 1, Shirley has 1, Jo has the original map, Donna has a map (accurate?) and Shirley has an extra copy.
2. Fountain: Shirley talked to Squirt and Gary Vaux about fixing the fountain and Squirt repaired the broken bolt hole and got help from Clay Faris, Dick and David Morgan to reset the fountain in the cemetery by donation.  Squirt expressed a need to work on the base.  Ann will send them a Thank you.
3. Entrances: Lloyd reported that he talked to the Engineer about the West entrance.  He gave Lloyd a bid of $1000.00 to widen the West entrance to 30 ft wide at 5% slope.
4. By-Laws: Shirley will head a Committee to update the Bylaws. Shirley requested that any suggestions or additions to the Bylaws be forwarded to her.
5. Land Expansion:  Dale Martin reported that he contacted Richard Lynch and other heirs of the adjoining property to the Cemetery. The heirs are receptive to either donating the land or selling at a lower than market value.  Dale suggested that the Cemetery Assn hire a surveyor to determine a good layout for the Cemetery –to decide what land would be needed and how many acres.

New Business:

1. Jim Donaldson reported that he painted the benches and trimmed many trees and bushes. 2 benches are in memory of Maggie Pope and Lyman Sheets. Ann Bracy moved to reimburse Jim for the paint and trimming-related expenses.  Jo Bates seconded.  All Ayes. Motion passed.
2. Jim reported that there is a big bush along the north drive that needs trimming as some others, too.  Jerry Rogers moved to give Jim Donaldson the authority to proceed with any tree/bush trimming, knowing that others would be willing to help him.  Lloyd seconded. All Ayes. Motion passed.
3. A question about authority to use dirt from dirt pile was raised. Jerry Rogers moved to get a sign stating” Dirt for Cemetery Use Only”.  Lloyd seconded All Ayes.  Motion passed.
4. A concern was expressed about the pump water quality.  Ann moved that a sign be purchased stating “Water not for Drinking”. Donna seconded.  All Ayes.  Motion passed.
5. A concern was expressed for a need for a memorial for Veterans of peace times.  Jo Bates moved that one of the new stone monuments planned be designated as “Veteran Memorial”.  Mary Rogers seconded.  All Ayes. Motion carried.

 The floor was opened for Discussion/Suggestions:

 It was stated that there are two names to add to the War Memorial; Luverne Haywood and Dianna H mentioned another one.  Ann will research and call McCall’s to get them added.

 Jim reported that there are holes on the grounds that need filling. Ann will call Bob Bankes to fill the holes.

 Shirley cleaned out the Storage shed and found 2 dedication stones with conflicting information-either William Hauser from the Civil War, or William Houser from the Spanish American War.  Shirley would like to research the history of the building.

 The Storage shed needs painting.  Dianna Haywood will arrange for the 4H group to paint the shed and Shirley Landt donated the paint.

 Ann Bracy stated that she is not done planting the donated flowers, but it has taken longer this spring to tell if the perennials are up yet.  She will plant more flowers soon in the 3 memorials.

 Secretary Ann Bracy will contact the newspaper with an article after meetings for publication and send the minutes to Jo Bates to include on the city website:  www.unioniowa.com.

 Pres. Shirley Landt asked if the Treasurer’s books should be audited annually.  It was decided to discuss it when revising by-laws. In addition, the frequency of meetings will be addressed then.

 Ann and Jo expressed a need for accurate data base of Cemetery Members who have loved ones in the Cemetery. The people at the meeting will try to help.

 Shirley Landt stated that the fountain base is not right.  Jim Donaldson will fix the cement & fill with dirt. Ann will plant with flowers.

 Lloyd made a motion to adjourn.  Lois seconded.  All ayes.  Meeting was adjourned at 8:39pm.

New business:

Jo Bates expressed some of the immediate needs of the Cemetery Assn:

We need at least 4 Directors in addition to the Officers per our By-Laws, and we need the following Committees:

1.      Locator of the Plot Stakes-Jerry (Director) and Mary Rogers offered to head that Committee.

2.       Clean-up- Jim Donaldson(Director) offered to head that Committee and Dianna Haywood offered to help. It was mentioned that the fence line needed to be cleared and some bushes trimmed that overflow to the driveways.

3.       Veteran Memorial- Lloyd Bates(Director) offered to head that Committee and Dale Martin offered to help. It was noted that there isn't much space left on the existing Monuments and we probably need another one or two. It was suggested that solar powered lights be added to the stones to bring attention to all sides.

4.       Flowers- Ann Bracy offered to head this Committee. The 2 Veteran Monuments and the Memorial bed around the Union Cemetery sign need flowers. Anyone else is welcome to add to the project.

5.       Land Expansion-Dale Martin(Director) and Corinne Martin will look into the possibility of expansion of the Cemetery to the East or South. He will contact the owner of the land for possible donation.

Mowing Contract: Ann presented the only mowing bid that was submitted to the Assn by Robert Bankes for $3600.00. Shirley Landt made a motion to accept this bid. Dale Martin seconded. All ayes, motion passed.

The floor was opened for Discussion I Suggestions:

Shirley Landt asked if there were more than one map. Jo said there was only one & maybe we should get it copied. Shirley offered to take it to the Co. Engineer Office to copy.

Sharon asked about perpetual care-What is it? Jo explained that when we sell a lot for $440(1 full lot of 4 spaces) -$190 goes to perpetual fund(permanent) and the rest to the general checking. The perpetual fund can be used to fill in sunken graves or stone repair, for example.

Jo Bates stated that the By Laws need updating and possibly revised as there are many amendments. Shirley Landt said that the officers could get together and work on that. Ann suggested that it be put on a disk so that it would be easy to update periodically.

There was a concern about the width and slope of the driveways. Lloyd Bates will contact the Co. Engineer to see what can be done.

New Pres. Shirley Landt stated that there will be an Officer's meeting shortly for transition purposes and then a meeting in late May to check with the Committees and Directors on progress/needs.

Lois Rowen made a motion to adjourn and Jim Donaldson seconded. All ayes. Meeting was adjourned at 8:30pm

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