pioneers' cemetery association board of director's meeting … · 2019-11-05 ·...
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PIONEERS' CEMETERY ASSOCIATION BOARD OF DIRECTOR'S MEETING MINUTES
SMURTHWAITE HOUSE September 5, 2019
FINAL
PCA Board Members present: PCA Board member absent: Vivia Strang, President Patty Gault Margy Parisella, Historian Mark Lamm, Vice President Debe Branning Judy Smith, Secretary Lezlee Alexander, Treasurer Cindy Lee Jason O’Neil PCA Advisory Board Members present: Donna Carr, Kim Kasper Members &Guests present: Margaret Fernandez, member Martha Vega, guest Discussion/Action: 1. Call to order. President Vivia Strang called the meeting to order at 9:35 a.m. 2. Approval of Minutes. MOTION by Mark Lamm and second by Lezlee Alexander to approve the May 2, 2019 minutes as presented. Motion to amend by Patty Gault to indicate Tim Breitenstein attended and that the President signed the form for approval of placing the event on the Master Calendar and that the Board was notified of the Dia de Los Muertos event. Motion carried as amended. 3. Treasurer’s Report. Lezlee Alexander. As of August 31, 2019 the ending balance of the checking account was $27,025.80. Monthly income/expense reports were distributed for May through August. An updated budget was posted. Board requested an electronic version of the Treasurer’s report be posted. Report filed. 4. Cementerio Lindo – New business brought forward in agenda. MOTION by Mark Lamm and second by Lezlee Alexander to place Memorial Markers for Fernandez family at Cementerio Lindo – motion carried. Margaret Fernandez and her sister Martha Vega may be able to assist PCA to connect with residents of the community about markers. 5. Fundraising bricks for P&MMP and Cementerio Lindo cemeteries – New business brought forward in agenda. President Vivia Strang displayed samples of engraved memorial markers, large brick (8x8) for Cementerio Lindo and smaller brick (4x8) for PMMP Memorial Walkway. Vendor has an online store for all Cementerio Lindo customers interested in purchasing a large brick (8x8) marker to order directly from them. PCA will receive communication from vendor when orders are received. The PCA Memorial Marker Committee will meet to finalize payment and delivery process. - Margy Parisella will assist in determination of brick placement options. - Memorial Marker Committee will discuss with Cecelia Leon the option of changing her marker to the new style. - Memorial Marker Committee –Ryan VanderArk, Patty Gault, Jason O’Neil, Donna Carr, Mark Lamm, Vivia Strang. Meeting September 28, 2019 - 10 A.M. – Smurthwaite House.
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6. President’s report - Vivia Strang – report filed a. Meetings and events – Of particular note, represented PCA at Historic Preservation Conference in
Prescott, AZ, program presented – “Show Me Your Cemeteries and I Will Tell You about Your People.” b. Master Calendar
- September 18 – ASU students, Vivia Strang opening house. - September 21 – Dia de Los Muertos – $775 so far in ticket sales, raffle will generate more income. Vivia Strang – PCA will donate a book as a raffle prize. - September 24 – DAR tour - September 28 – Open House - October 5-6 – GMPP Boots on the Dirt - October 26 – Open House - November 14 – ASU students - November 16 – Open House, Yard Sale - December 14 – Holiday Party - January 25 – Open House - Make A Valentine, GMPP fundraiser - February, March, and April events pending
c. Executive Meeting of Board Officers – Strategic Plan and Standard Operating Procedures (SOP) -Board of Director’s Meeting Minutes procedure filed and attached.
7. OLD BUSINESS – action updates on items previously approved or discussed by the Board a. Grave Marker Preservation Project update – Cindy Lee, Chair – report filed. -
MOTION – PCA will assist Foundation of Retired Police Officers (FORPO) in preservation of Haze Burch gravestone in Greenwood. Moved by Patty Gault, seconded by Debe Branning, motion carried. - Working on AZ Humanities, AZ Historical Society, and DAR grants in an effort to finish cemetery restoration. - Hats & High Tea – pending for February 29, 2020. Paperwork and budget needed per President Vivia Strang. - Mothers Day Brooch – working on an April date.
b. Living History Research Team – Donna Carr, Chair; Patty Gault, Val Wilson – report filed. c. PCA Membership Committee update – Lezlee Alexander, Chair – report filed. d. Communications update– Lezlee Alexander, Chair – report filed.
- President Vivia Strang will contact Memorial Day event photographer for photos. - Suggestion to update the website with thanks to donors and accomplishments of PCA.
e. Gift Shop update – Lezlee Alexander – report filed. - T-shirt supply is limited in a few sizes –need to consider new shirt order.
f. IT Committee update – Lezlee Alexander – report filed. - Patty Gault recommended PCA consider adding purchase of new computer to the budget as technology changes and Windows program becomes outdated. Patty reported PCA “extra” computer has been updated to Win10 while the main computer and “library” computer are Win7 systems.
g. Facilities update – Mark Lamm - Meeting with City of Phoenix held over the summer to discuss PCA accomplishments and needs. - Thanks to Patty Gault and her husband for repairs to the Loring vault over the summer. - Mark Lamm reported he’s checking with the Salvation Army to assist with Sotelo-Heard upkeep. - New phones are coming from City of Phoenix. - Patty Gault and Debe Branning note a new weak spot in the fence where entry into PMMP is occurring. - Patty Gault reported a new shelf is needed in the “electrical” room to hold PCA electronic hardware. - Concerns were discussed about weed killer chemicals not damaging grave stones.
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- Pigeon spikes placed. - Margy Parisella will assist on some master plans for projects. Patty Gault recommended that Margy’s professional time and salary donated be tracked for grant efforts. - New gardener with City of Phoenix is working out very well. - Phil Tovrea is working on replacing wrought iron fencing. Patty Gault noted value of job and time need tracked for future grants. - Roof is losing shingles as the City of Phoenix never properly finalized the project. - Vivia Strang and Mark Lamm will meet with Esther of the City of Phoenix to get agreed upon projects moving forward. h. ASU and Boy Scouts Projects - ASU has 2 visits scheduled. - No Boy Scouts projects currently scheduled. i. Antique Acquisitions and Donations – Judy Smith – no report. j. Sotelo Heard update – Mark Lamm - District 8 election held May 22, 2019. New councilman agrees to PCA proposed plan but City of Phoenix won’t enact anything until proposal is financed. Reporter John D’Anna of the Arizona Republic will work on another article. ASU is now hesitating on access point and who owns what. Trellis is planning on erecting a new fence. k. The R.I.P. report – due date for next issue is November 25, 2019.
8.NEW BUSINESS a. PCA Yard Sale – Kim Kasper - Trash & Treasures – requested members be asked to donate items to a PCA Yard Sale via our website, email, and social media. Event to be held at PCA on the south yard or at the gazebo November 16, 2019. Will need to work on set-up the day prior. Jason O’Neil and Kim Kasper have agreed to make arrangements to pick up larger donations if needed. b. Future Agenda items – Agenda items requiring Board action should be provided to the President for consideration prior to the BOD meeting. None noted.
9. PCA BOARD OF DIRECTOR’S MEETINGS – monthly meetings January–May and September-December are held the first Thursday of the month at 9:30 a.m. in the Smurthwaite House.
NEXT BOARD MEETING – October 3, 2019 10. PCA/City of Phoenix Parks and Recreation Maintenance meetings (year round) held second Thursdays of
the month at 9:30 a.m. in the Smurthwaite House. NEXT PCA/COP MEETING – September 12, 2019
11. CALL TO PUBLIC – The Board will hear consideration and discussion of relevant comments on agenda items from the public. Each presentation will be limited in time and action taken as a result of public comment will be limited to re-scheduling the matter for further consideration at a later time. -Cindy Lee requested SAM letter for grants. - Cindy Lee requested news of what occurs at Smurthwaite House on Thursdays. - Patty Gault requested Memorial Day Committee report.
12. ARIZONA TRIVIA 13. ADJOURNMENT – 11:57 A.M. Respectfully submitted, Approved Lezlee Alexander, Secretary Pro-tem Vivia Strang, President
PIONEERS’ CEMETERY ASSOCIATION, INC. (PCA) STANDARD OPERATING PROCEDURES (SOP)
PROCESS: BOARD OF DIRECTOR’S MEETING MINUTES PROCEDURE:PREPARATION AND REVIEW
• PCA Secretary prepares Board of Director’s Meeting minutes
• Secretary forwards draft minutes to President
• President proofs and edits draft minutes
• President prepares final draft
• Final draft of minutes say: Approved by President on bottom of last page of the draft minutes
• Approved Draft sent to Board of Director’s prior to the next
scheduled meeting
• If there are corrections to the Draft minutes they may be made prior to the Board of Directors meeting - pending approval from the Secretary and the President
• Committee reports should be forwarded to the Secretary for
inclusion with the final minutes
• After approval from the Board of Directors the final minutes and reports are downloaded and posted on the PCA web page
Pioneers’ Cemetery Association
Treasurer’s Report – May 2019
STARTING BALANCE May 1, 2019: $23,499.04
ENDING BALANCE May 31, 2019: $23,651.01
Memberships
Item Description Dues
5/6/2019 #3791 Thorpe, Teri Membership dues - individual 25.00
5/6/2019 #2856 Beville, Roberta Membership dues - individual 25.00
5/6/2019 #1246 Pavia, Sally Membership dues - individual 25.00
5/22/2019 #3688 Desert Sage Questers Membership dues - org 50.00
5/29/2019 #167 Camelback DAR Membership dues - org 50.00
Total: 175.00
Gift Shop 5/6/2019 Cash
Books x 2 50.00
5/22/2019 Cash
Book x 1 24.00
5/28/2019 Square
Book, tshirt 38.90
5/28/2019 Square Margy Parisella Book x 1 24.31
5/28/2019 Square Anna Seago Tshirt 18.48
5/29/2019 #2388 Lezlee Alexander Tshirt 15.00
5/29/2019 Cash
Book x 1 24.00
Total: 194.69
Donation - GMPP 5/6/2019 Cash Apache Trail DAR
10.00
Total: 10.00
Donation - General Fund 5/29/2019 #167 Camelback DAR
50.00
5/29/2019 #5126 Piestewa Peak DAR 300.00
5/29/2019 Cash Memorial Day
154.00
Total: 504.00
Memorial Marker 5/6/2019 #2076 Apache Trail DAR Memorial Marker 100.00
5/28/2019 Square Annie Houser Memorial Marker 97.25
Total: 197.25
Cash 5/6/2019
Tour 10.00
5/6/2019
Cash jar 14.00
Total: 24.00
Events - GMPP 5/3/2019 #1006 Cindy Lee H&HT - Hobby Lobby - fabric & décor -130.51
H&HT - Party People - deposit for rentals -60.00
H&HT - Party City - dinnerware -143.06
5/6/2019 Cash
GMPP - April Open House - brooch making 140.00
Total: -193.57
Events - Memorial Day 5/17/2019 Debit Vivia Strang Successories - lapel pins -175.60
5/20/2019 Debit Vivia Strang Memorial Day programs -61.90
5/28/2019 Debit Lezlee Alexander AZ Rentals - tables/chairs -228.06
5/28/2019 #1010 Jeff Cichosz Memorial Day - security -150.00
Total: -615.56
Admin 5/22/2019 AutoPay CenturyLink Internet service -45.00
Total: -45.00
Facilities 5/28/2019 #1011 Mark Smith Facilities - cooler/ice chest -40.40
5/28/2019 #1011 Mark Smith Facilities, exterior - concrete, plastic ties -38.49
Total: -78.89
Pioneers’ Cemetery Association
Treasurer’s Report – June 2019
STARTING BALANCE June 1, 2019: $23,651.01
ENDING BALANCE June 30, 2019: $26,565.55
Memberships
Item Description Dues
6/5/2019 #2985 Smith, Laura Membership dues - individual 25.00
6/21/2019 #1650 Eaton, Leslie Membership dues - individual 25.00
6/21/2019 #4878 Fernandez, Margaret Membership dues - individual 25.00
Total: 75.00
Memorial Marker 6/21/2019 #4879 Margaret Fernandez Memorial Marker - Cementerio Lindo - 2 200.00
Total: 200.00
Donation - General Fund 6/21/2019 #7575
IOOF Grand Lodge 3000.00
Total: 3000.00
Cash 6/5/2019
Cash jar 40.00
6/11/2019
Cash jar 45.00
Total: 85.00
Events - Memorial Day 6/10/2019 #1009 Jimmy Wing Memorial Day - security -150.00
Total: -150.00
Administration 6/10/2019 #1008 Buffalo Soldiers Donation - AZ Territory Monument -100.00
6/15/2019 Debit AZ Corporation Comm. Annual fee -10.00
6/24/2019 Auto CenturyLink Internet - monthly -45.00
Total: -155.00
Facilities 6/17/2019 #1012 Judy Smith Facilities interior - clothing displays -79.70
6/17/2019 #1013 Judy Smith Facilities interior - clothing displays -10.76
6/24/2019 #1014 Mark Lamm Facilities interior - kitchen supplies -50.00
Total: -140.46
Pioneers’ Cemetery Association
Treasurer’s Report – July 2019
STARTING BALANCE July 1, 2019: $26,565.55
ENDING BALANCE July 31, 2019: $26,632.73
Gift Shop 7/25/2019 Cash
Book x 1 24.00
7/25/2019 Cash
Books x 4 - sold at special conference rate 80.00
Total: 104.00
Donations - General Fund 7/25/2019 #1092 Ben Greenwood
12.00
Total: 12.00
Research 7/25/2019 #1092 Ben Greenwood Copies of materials 8.00
Total: 8.00
Administration 7/22/2019 Auto CenturyLink Internet - monthly -45.00
Total: -45.00
Facilities 7/25/2019 #1017 Mark Lamm Facilities interior - supplies -35.82
Total: -35.82
Events 7/25/2019 #1436 Marti Negri Donation - Ice Cream Social 50.00
7/25/2019 #1018 Mark Lamm Event - Ice Cream Social -26.00
Total: 24.00
Pioneers’ Cemetery Association
Treasurer’s Report – August 2019
STARTING BALANCE August 1, 2019: $26,632.73
ENDING BALANCE August 31, 2019: $27,025.80
Cash 8/2/2019
Cash jar 52.00
Total: 52.00
Gift Shop 8/2/2019 Cash
Books x 2 48.00
8/23/2019 Cash
Tshirt 15.00
Total: 63.00
Memberships 8/9/2019 #1953 Duke, Ora Membership - individual 25.00
8/9/2019 #5090 Johnson, Cathy Membership - individual 25.00
8/23/2019 #9135 Arney, Nadine Membership - family 30.00
Total: 80.00
Donations 8/9/2019 Auto
Amazon Smile 10.05
8/23/2019 #893 Harper, Roxanne General Funds 20.00
Total: 30.05
Events - GMPP, Dolls 8/27/2019 Cash
Dia de Los Muertos dolls 150.00
8/27/2019 #1122 Ping, Hope Dia de Los Muertos dolls 50.00
8/27/2019 #4574 Crane, Rene Dia de Los Muertos dolls 50.00
8/27/2019 #7274 Maleski, Verna Dia de Los Muertos dolls 50.00
8/27/2019 #1136 Chisamore, Vanna Dia de Los Muertos dolls 50.00
8/27/2019 #1040 Lubick, Alette Dia de Los Muertos dolls 25.00
8/27/2019 #521 McCutcheon, Sallie Dia de Los Muertos dolls 25.00
8/27/2019 #260 Kraus, Laura Dia de Los Muertos dolls 50.00
8/27/2019 #630187087 Dustin, Carol Dia de Los Muertos dolls 25.00
Total: 475.00
GMPP - Supplies 8/29/2019 #1015 Cindy Lee GMPP supplies - Lime Works -138.38
8/29/2019 #1016 Cindy Lee GMPP supplies - Starr Products -43.60
Total: -181.98
Administration 8/9/2019 Debit USPS Annual P.O. Box fee -80.00
8/22/2019 Auto CenturyLink Internet - monthly -45.00
Total: -125.00
PRESIDENT’S REPORT SEPTEMBER 5, 2019 6/12-13/19 –Attended Historic Preservation Conference in Prescott AZ and presented Power Point entitled “Show Me Your Cemeteries and I will Tell You about Your People” Session 7/22/19 – Attended kick-off meting of the Phoenix History Consortium at Pueblo Grande Museum 7/27/19 – Attended PCA Ice Cream Social at Smurthwaite House 8/22/19 – Attended PCA Executive Meeting planning session with Executive Board Officers 8/30/19 – Conducted Tour of House and Cemeteries 9/5/19 – PCA Board of Director’s Meeting
PCA GMPP Committee Update to PCA Board
9-2019
1. “Boots in the Dirt” Preservation:
a. Refresher day at Cindy’s prior to volunteer teaching days.
b. October 5th& 6th, 2019. Training and fieldwork with volunteers.
c. Possible November 9th& 10th, 2019. Fieldwork with volunteers. (Need
paperwork filled out)
d. Will work in Loosley where we left off in February 2019 - south end moving north
to complete.
e. Invite the February 2019 seminar participants and other cities interested.
f. Discussed Joe Ferrannini’s return in February 2020. DTBD. Minimum 5 days. To
work on plan for large obelisk in south-east corner by fence-How to lift safety.
Extensive fill-in of lithomex on Hawley sandstone marker that has new base.
g. Possible workshop in December-DTBD- on grave marker cleaning.
2. Discussed applying for grants to fund preservation.
3.How to reach out to more volunteers.
Cindy Lee, Chairperson GMPP
Living History Team Report -- September 5, 2019 -- Donna Carr Active Team members are: Donna Carr, Patty Gault, Val Wilson ● Three more short bios have been added to the Biography binder: Paul O. Gutike by
Patty, Emma McGehon and Benedict Mosier by myself. The long-form originals with source citations are archived in our files upstairs as well as stored on the Gateway computer in the Conference Room.
● A list of all the Chinese burials in PMMP is now available. ● The PCA's subscription to Newspapers.com is up for renewal on 18 October 2019. It
will probably renew automatically. Respectfully submitted, Donna Carr
Membership Committee Report – September 5, 2019
• Current membership is 91 – an increase of 10 since May, 10 less than 2018’s final
total.
• We will begin accepting memberships for 2019 beginning October 1.
• A snail-mail campaign will occur again this fall. Sending reminders to those who
did not renew in 2017 or 2018 is planned as members tend to forget whether
they renewed.
• Newsletters have been printed and will be mailed to the three (3) without email.
• The membership appreciation Ice Cream Social was held July 27. Approximately
30 attended and all seemed to enjoy simply catching up and visiting. Thanks to
Mark Lamm, Vivia Strang, Judy Smith, and the Craigs for their assistance!
Communications – September 5, 2019 – Lezlee Alexander
• Six MailChimp email blasts have been sent since the May 2019 board meeting.
Members and friends appreciate news from PCA – we enjoy a 50-65% open rate
which is higher than the norm.
• MailChimp has changed their price structure. PCA continues to utilize the free
option which should be fine to continue. The biggest change is fewer templates
available to jazz up the email messaging. They have also decreased their
allowable contacts and number of messages that can be sent. This has been
closely monitored since the change this June. PCA remains well within the free
plan at this time. Paid options are $10 or $15/month.
• Minor website updates have been made over the course of the summer.
• A powerpoint presentation was created on behalf of PCA to discuss progress and
needs with City of Phoenix Parks & Rec leaders.
• A book merging the management plans for PMMP and Cementerio Lindo is in the
process of being created for board members.
• A photo of the Smurthwaite House when it was owned by the Purman family was
discovered as part of the Goldwater Collection. This image was generously shared
with PCA. Permissions have been obtained to post the photo on our website or
newsletter as long as credit is given to the Goldwater Collection.
• Facebook posts and correspondence have been ongoing by Debe Branning.
Gift Shop – September 5, 2019 – Lezlee Alexander
• Greatest summer gift shop activity was in May with our Memorial Day
event. There was $194.69 in sales for May in books and tshirts. Five books
were sold in July, primarily thanks to attendance at the Arizona Historical
Society conference in Prescott. August had $63 in sales with 2 books and a
tshirt sold.
• Supplies – 2 large tshirts are in the gift shop and are all that remain of that
size. We are out of XL tshirts and have 1 or 2 XXL tshirts. We have 7 small
shirts and 5 medium shirts at last count, 2 of each size are with Lezlee for
possible online sales. We may wish to consider reviewing options to
reorder or design more shirts as one of our more popular items.
IT Committee – September 5, 2019 – Lezlee Alexander
• Backblaze is doing its job as long as the computer is left on every other
week. The service was unable to recognize our system to do back-up when
on only 4 hours per week.
PCA/Parks and Recreation - South Division Monthly Meeting Reminder
Thursday, August 8,2019 at 9:30 a.m. at the Smurthwaite House.
Agenda
Introductions of PCA Members / Joe Alvarado, Parks Gardener.
1. The following topics were discussed at the June 20,2019 Annual Summer
Maintenance meeting:
* PMMP Wrought Iron fence repairs/ prep/painting.
* Staining of Smurthwaite House shingles.
* Security cameras for S.H. protection/security doors brief discussion.
* Painting of S.H interior.* Status Updates *ADA Ramp*S.H. telephone
system*S.H HVAC downstairs.
A Follow - up meeting with Ester Avila, South Division Deputy Director will
scheduled and the Parks and Recreation - South Division will send the two
new community service contacts for future PCA Work Day projects as
directed by Ester asap.
2. Status Updates Needed:
*The two wrought iron fence panels along Jefferson have been replaced and
the ones along Madison have work orders pending.
*Telephones for Smurthwaite House (3 upstairs and one downstairs have
been ordered).
* Watering schedule for all trees on irrigation system.
* Nixolite for Smurthwaite House - rear window ledges needed ASAP
*Weed Control and general clean - up ,cutting grass, watering of trees at
PMMP and Cementerio Lindo future projects brief discussion.
*Paint Woolridge Vault door to prevent damage to lack of protection.
* Smurthwaite House security cameras/ City Alarm Room /Smurthwaite House
Telephone upgrade/internet connectivity.
* City Parks and Recreation P.T. help at PMMP.
* Loring Vault plexiglass piece - Patty and Mike Gault completed project and
did an excellent job, please stop by and take a look.
* Ave. of Flags manhole cover replacement.
*Human Services Campus drainage issues status review during monsoon this
summer.
* LED lights replacement test/add more to Smurthwaite House/future places
to purchase?
* City Parks meeting to discuss regarding leveling PMMP low areas (Mason’s
Cemetery). Free clean fill dirt from David Walker, Greenwood
Cemetery/Dignity Memorial for low areas in PMMP/future delivery areas for
south edge of cemetery along Harrison.
* Smurthwaite House and Jefferson frontage landscaping replacements). Trees
and flowers have differing watering needs and should not be combined ,
discuss with Parks before planting to avoid landscape losses.
*Paving/repairs of PMMP Parking Lot.
3. Future Boy Scout projects - Porter Cemetery granite roadway project and
possible BSA projects in Cementerio Lindo. (Lance Gray).
4. PCA Activities Follow up from 6/27/19 Sotelo - Heard Cemetery meeting
with Councilman Carlos Garcia. Frank Barrios is tracking the slow progress.
5. Others: Jacob Waltz improvements.
6.PCA Master Calendar of Activities.
Next Meeting: Thursday, September 12 ,2019 at 9:30 a.m. at the Smurthwaite
House. PCA monthly Board meetings resume Thursday, August 5, 2019 at 9:30
a.m.at the Smurthwaite House. Thanks to all for their help with maintaining
and improving our historic cemeteries.