Annual Lot Owners Meeting
Present: D. Crone, R. Johnson, J. Koch, J. Rossmiller, L. Saunders, E. Seagren, D. Staver
Approval of Minutes: Minutes from 02/20/19 meeting reviewed and approved. Motion to approve: L. Saunders, J. Rossmiller, 2nd, passed.
2019 Cemetery Activity: A slight decrease in cemetery activity during 2019 from previous year. 2019 Activity Included: 14 Cremation burials, 16 full burials, 13 lot sales, 1 niche sold, 8 marker permits sold.
Review of 2019 Finances: Review of year-end financial statements provided by Treasurer R. Crone. Treasurer reported that despite slow activity, our financial condition continues to trend in a positive direction primarily from donations received over the past two years. A difference was noted on the balance sheet checking account for “The Friends of Mt. Auburn” and what appears in their report. L. Saunders will check with the “Friends” to clarify. A question also arose about the Interest Income balance (613) for 2019 on the Profit/Loss Statement. R. Crone will inquire with the accountant about the interest income figure. Motion to accept Treasurer’s Report with questions pending: L. Saunders, D. Staver 2nd . Motion passed. (See Treasurer’s Addendum)
Reappointment of Board Members: J. Koch made a motion to reappoint Kathy Berg, Lynn Saunders and Russ Johnson to 3-year terms on the Lot Owners Association Board (Until 2023).
- Crone 2nd. Motion passed.
Friends of Mt. Auburn: L. Saunders reported that the “Friends” current balances of $2,070 in their general fund and $726 in their tree fund. New project focus will be repair to the fencing on the front of the cemetery property.
No new business raised. Motion to adjourn by L. Saunders, J. Rossmiller 2nd.
Meeting adjourned at 6:33 pm
BOARD MEETING MINUTES:
Present: D. Crone, R. Johnson, J. Koch, J. Rossmiller, L. Saunders, E. Seagren, D. Staver
Approval of Minutes: Minutes from 11/06/19 meeting reviewed and approved. Motion to approve: J. Koch, J. Rossmiller, 2nd.
Treasurer’s Report: Current account balances provided. Checking = $22,471.28. Money Market = $274.290.11. Perpetual Fund = $445,772.80. Funds reflect a stable situation at present, recognizing that we are moving into our most expense time of the year. Motion to accept Treasurer’s Report by D. Staver, J.Koch 2nd. Motion passed.
2020 Cemetery Activity To Date: 2 lot sales, 4 full burials.
Election of Officers: Motion by J. Koch for all current officers to be reappointed for another one-year term. J. Rossmiller 2nd. Motion passed. President Russ Johnson, Vice-President Lynn Saunders, Treasurer Richard Crone, Secretary Eric Seagren.
Ongoing Projects: Fence repairs: Price of $10,000 was proposed by the contractor who made the recent repairs to continue with welding repair of remaining sections. Funding and additional pricing will be considered before proceeding. Gravel Roads: Some additional roadway work is needed. Russ will check pricing and funds availability for completion of this work. Tree Trimming: Russ also is looking into the cost of an ongoing tree trimming program with a contractor to avoid damage and liability from falling branches. Columbarium: Discussions continue about how to improve and market the columbarium to generate increased sales. Signage: Russ had several laminated signs made up reflecting the board’s previous decision to more actively enforce the “no artificial flowers” rule. The signs will be posted throughout the cemetery.
Board Membership: Current terms: Don Staver 2021, Judy Koch 2021, John Rossmiller 2022, Richard Crone 2022, Eric Seagren 2022, Kathy Berg 2023, Lynn Saunders 2023, Russ Johnson 2023. We continue to have an open seat on the board. Members are reminded to be on the lookout for a candidate to fill the position.
Website Update: Eric will look into updating the cemetery website and report back.
No New Business. Meeting adjourned at 7:30 pm (Motion by L. Saunders, J. Koch 2nd).
Addendum to March 4, 2020 Lot Owner’s Meeting
Just an update on treasurers report for lot meeting. I got a report from Edward Jones showing contributions to checking from perpetual to be almost $5000 higher that what accountants show on P&L statement I distributed. Part of the issue I uncovered today when I went back to Edward Jones to ask why I was getting individual checks from them for some interest and dividends (8 checks so far this year and several last year). Turns out that when we changed some of the investments last year on some perpetual funds they did not set it up for auto deposit into checking. Lori corrected all those today. Accountants had those from last year that I deposited to checking as coming from Money Market and not Perpetual. No way for them to know. So that is why a perpetual interest is somewhat understated. Maybe not all of it. Accountants said they pull their data from Home State Trust Dept Quarterly report and not Edward Jones or Harvard State Bank checking deposits. So there has to be some effort by me and Deb Stolberg to reconcile this. We probably won’t get to it until after April 15. We want to definitely have it before State audit on perpetual this summer. Some differences to with cut-offs. I got one check from Edward Jones dated December 31. So they have that as 2019 interest, I show it as 2020 deposit first week of January and I have no idea where it is in Home State Bank report until I see their first quarter report sometime in April, if I can find it as an individual entry and not part of a larger summary number. I hope total income is correct and differences are just things like cut-offs and account buckets but until I can tie these all together I cannot guarantee that. Deb gave me a more detailed report that drives the Balance Sheet and P&L summaries I presented and that is almost impossible to decipher. Anybody who wants to help reconcile my records of income and expenses, the accountants reports on what looks like Quickbook spreadsheets, Edward Jones reports, Home State Bank Perpetual Trust Quarterly Statements, and Harvard State Bank checking statements let me know.
es:03/06/2020