​At the May meeting two representatives participated by phone, one was absent and 5 were in-person for the meeting.
Manager’s Report included 49 burials to date in 2022 which is higher than previous years.

• The Charlotte Ann Cripe Estate included an unrestricted $88,506 bequest to Springdale. This will be used for the “restricted” (endowment) fund and for needed security upgrades and landscaping upgrades.
• Discussion of a tax deductibility of contributions memo from Clifton Gunderson satisfied previous questions about whether contributions to Springdale are tax deductible.
• There is a marked increase in visitors to the office.
• In response to an April inquiry and request regarding allowing memorial plaques for loved ones scattered or entombed in the Prairie Gardens Scattering area, there was discussion about the long standing posted “Ground Rules,” original design, and ongoing maintenance. There will be an agenda item at the June meeting capturing the sentiment and rules regarding this request.
• There was continued discussion about when the new Intergovernmental Agreement (IGA) is active since representatives from the City, County and Park District to the Springdale Board will change with the new IGA. And, can new Springdale Board officers be elected in June not knowing who will be on the Springdale Board?
• Five large dead trees had to be cut down for $4500. The professional tree persons also ground 20 stumps. Springdale staff then remove the tree and chip it. Springdale received/planted an additional 18 trees from the city contract with Hoerr and plan to ask the community to buy trees to plant.
• There was a Bid Meeting regarding the creek-bed project which will start in the summer or fall but the White Bridge replacement will not be part of that project.
• A major act of vandalism occurred 4/24 weekend. There was significant damage and after unsuccessfully trying to fix the damage, Heritage Restoration, Inc was called to repair the damage.
• General Manager Matuszak suggested strategies to eliminate the vandalism which could also address some loud and unruly behavior observed after services. Gates (one with no entry after hours and an exit gate which only opens from the inside) and improved deterrence and surveillance techniques were discussed. There are four access points plus neighborhood access trails to the cemetery. It is a large property with limited lighting and access to electricity and wifi.
• Matuszak praised City Manager Urich and Public Works Manager Maroon for their fast response to his request to fill potholes with “hot patch” before the Memorial Day race and events.

Memorial weekend activities start at 8am Saturday May 28 with a race/walk called Race for Preservation. 10am is the Memorial Day Ceremony.
Cheryl Budzinski, Observer

​Springdale Cemetery Observer Report March 15, 2022
Chair Pam Johnson and 3 trustees were in person, two trustees participated by phone and one was absent.
General Manager Matuszak talked about the Intergovernmental Agreement (IGA) approved unanimously by the City Council, Park District and County Board after months of negotiation. The major changes from the original IGA (Sept 2002) are: the County will increase its contribution from $60,000/year to double that gradually starting at $102,000 annually to $120,000 annually in 8 years. The city averaged about $230,000 per year. The Park District continues at $40,000 annually. However, since the Savannah is important to the Park District, PPD will buy the Savannah for $1 and will maintain the Savannah – costing about $20,000 annually. (The Savannah is on the National Register of Historic Places. The new Scattering Garden is in the wooded part of the Savannah property.) Another change is the number of trustees each governmental unit appoints to the Springdale Cemetery Management Authority. Effective in September, the City will have 5 trustees, County will have 2 trustees, the Park District and Foundation will each have 1 trustee. The Foundation will have a $25,000 annual donation due to the cemetery.
Matuszak needs 6 committed volunteers to maintain Soldiers Hill every week. Some of the original volunteers are in their 90’s.
They are awaiting two awarded state grants and have a bequest to be settled soon. The grants will be used for infrastructure - roads are in “total disrepair” (6 miles of road with 2.5 miles being rated “fair to good” and 3.5 miles in “bad shape.”) The roads originally were built to a variety of standards (or none.) The concept for the road repair including the type of materials is under discussion.
Trash cans around the cemetery are being replaced by donated, painted used ones in good shape.
The Foundation will revamp their newsletter and website and will have a variety of activities in the cemetery.
The cemetery has $407,000 in their designated (restricted, endowment-type) fund.
CB, Observer

​The 4pm meeting was chaired by Pam Johnson with two members participating by phone and 6 participating in person. New representative from the County is Henry Blackwell (besides County Board Members Linda Daley and Kate Pastucha.) Joyce Harant representing the Peoria Park District is fairly new to this board also. This Observer was the only member of the public in attendance. The wifi in the Volunteer and Maintenance Building where the meeting is held is not good, so it would be difficult to hold the meeting virtually.
The Manager Mark Matuszak’s report included:

• Burials for January 2022 were more than done in January for the past 8 years
• A revised Intergovernmental Agreement (IGA) in its 7th version is being discussed at the city, county, and park district - the original IGA signers. Joyce Harant asked when/whether there would be a public meeting to discuss the IGA. Response was that the three originating signers should accept public comment prior to their approving the IGA document. (The original IGA identified the City as the owner with the Park District and County “participating” with an identified amount of money each year. The owner would make up any deficit or accept profits. Typically the city pays about $250,000 per year. While the county and the park district’s agreed annual amount is much less than that. Note: anyone living within the city helps to pay all three of those amounts.
• Mr Stuttle questioned whether “allowing the endowment fund” was included in the IGA as discussed at a previous meeting. (Cemeteries have that fund to pay for ongoing upkeep of the cemetery since the business will eventually run out of plots to sell. Springdale is large and the sale of plots cannot cover annual costs.) Mr. Matuszak will get that change added to the IGA.
• Having done a Market Assessment, staff will recommend increasing opening and closing fees as well as site costs (plots.)
• Employee wage increases was discussed including: the fact that several wonderful long-term volunteers can no longer do that physical work which may require more employees, the pandemic labor shortage required increased pay to get the seasonal work done, and adding a Bradley intern part time to document the Cloudpoint process in identifying grave locations for future volunteers and staff.
• They will add 24 or so replacement trees (and troughs and netting) this Spring. Discussed that is a good item for people to donate money towards. Also replacing old trash receptacles and signs that are tattered.
• Lighting for the Civil War Monument is backordered, but the electrical work for that is complete.
• Memorial Day event will include “Race for Preservation” sponsored by the Springdale Historical Preservation Foundation, drive throughs with veteran gravesites locations, and recognition of volunteers.

Kate Pastucha is the new president of the Foundation Board and they have worked on updating their committees, etc. Their will be new activities at Springdale happening through the Foundation.
CB, Observer

Bob Manning, Vice Chair, chaired the meeting which started at 4:00pm.  Chair, Linda Daley, was present by phone.

• Mr. Matusak introduced his new idea for the Memorial Day Celebration.  He wanted the Board to consider a Luminaria Event at Twilight on the Sunday before Memorial Day.  A number of smaller activities were discussed as possible enhancements for the evening.  The Board was very enthusiastic about the event and asked Mr. Matusak to move forward with his plans and keep them informed. 

 

• Goal Setting Meeting – Chair Linda Daley called the Special Goal Setting meeting to order at 3:00 p.m. in the Springdale Cemetery meeting room in the Volunteer and Maintenance Building on Monday, January 27, 2020.  A quorum was present.  The Goal Setting Meeting was facilitated by Mr. Patrick Urich ending at 5:30 p.m.  Mr. Urich will put together a summary of the meeting.  A second Goal Setting Meeting is scheduled for Thursday, March 12, 2020 from 3 – 5 p.m. 

Authority meeting was convened by Vice-Chair Bob Manning at 4:00 p.m.

• Savanna Update: An update was presented by Mike Rucker regarding two Funds that his family has funded to provide Maintenance and Marketing for the Project.  It was noted that the funds for the Maintenance Fund are designated for purposes such as annual plants, mulch and other such uses to maintain the appearance of the area.  The funds, ($10,000 with an addition of $2,000 per year), are held by the Community Foundation with a goal of creating a self-sustaining return in perpetuity.  The Marketing Fund is also managed by the Community Foundation and is used for purposes identified by Springdale Cemetery Administration. The Marketing Fund has a Caterpillar Match option.  All funds are paid out through the Community Foundation.
• Jon Hodel, a representative of Cloudpoint, gave an update of their work with the Cemetery staff and improvements to the system.  Mr. Hodel stated that the project was coming to a conclusion and would transition to a maintenance phase. ​

Linda Daley convened the Aug 20 meeting at 4pm with all Board Members present - in person or on the phone.

• Presentation/Update from the shaft Civil War Monument Committee (CWMC).

Last month, the Authority Board requested of this Committee that they make a presentation at the August Board Meeting to answer the following questions: funds raised, funds spent, cost of project, and projected completion date.
 Committee Members from the shaft 1866 Civil War Monument Committee presented the timeline of their work:
*March 6, 2019 – A contract was signed by Bruce Brown, as CWMC member, with Otto Baum Company, Inc. contracting this entity to perform and complete the engineering, design, restoration and re-erection work of the Civil War Monument Project.
*A number of the original stones were recovered and restored. Missing stones were reproduced by the company that made the original stones.
Budget for project $45,540.  $31,100 has been paid to date with a remaining payment of $18,140 to be paid for erection of the monument.  With respect to any future costs for maintenance or landscaping, the Authority Board was advised that there is a current surplus of $5,440 in the account, with an available Cat match in April of 2020 of $1950 for a total of $7,390.

Linda Daley chaired the meeting, welcoming new Board Member, Pam Johnson.

• ​Prairie Gardens ads in area publications and billboards have created a lot of interest.  There many people who stop by or call asking for more information.  Many of the visitors are returning.  Mr. Matusak said that he felt that the learning curve for people regarding a scattering garden opportunity for their loved ones is one of the reasons it may take families longer to make a final decision.   There were 3 scatterings and 1 niche placement this month.
• There is a hold on the Shaft Project pending an update.  There will be a presentation by Mr. Bruce Brown at the August scheduled meetings of both the Springdale Cemetery Foundation and Authority Board to clarify progress and details requested by these Boards.  The presentation will consist of information regarding funds raised, funds spent, cost of project, and projected completion date. 

​Linda Daley chaired the meeting
· Mark Matusak presented the Manager’s Report
· CloudPoint staff is completing training staff. They were thorough and available. Organization is the focus at this point.
· Burials are consistent with last year to date but lower than the previous 3rd and 4th years. Purchasing is up. The marketing of the Scattering Garden has encouraged more traffic and calls regarding more information. There was suggestion by the Board that the Manager’s Report should continue to report burials as well as sales in order to provide a clearer picture for business activity and incoming revenues.
· SC received a State Capital Grant for $100,000 of which a portion will be identified for the “Shaft” Project, if needed in order to reach the Project’s fund raising goals. The Board discussed the overwhelming need for those funds to repair infrastructure such as roads and maintenance equipment and buildings on the Cemetery’s grounds.
· The “Shaft” Project Ground Breaking Event will be held Saturday, June 22, 11:00 a.m.

​Linda Daley chaired the meeting
· The meeting was convened, no additions were made to the agenda and the April 16 Minutes were approved.
· Mark Matusak presented the Manager’s Report
· CloudPoint staff are on premises training staff.
· Grounds Staff are very busy trimming and mowing between rain storms.
· The Prairie Gardens site is complete and the media plan has been activated. The News Conference/Ribbon Cutting is planned for May 31 at 10:30.
· 

​Linda Daley chaired the meeting 

• The meeting was convened, no additions were made to the agenda and the March 19 Minutes were approved.
• Jon Hodel from CloudPoint gave an update.  He reported that the GPS points for almost all graves have been stored using first and last names.  Also, all drone flights for mapping purposes are final.  Upcoming activity will include the mapping of the Mausoleum and on-site training for staff in June.  July 1 will be the official start date of on-going services by CloudPoint as a five year agreement.  Mr. Hodel also mentioned a pilot project that CloudPoint would be initiating which would involve the 3D Mapping of the interior of the Mausoleum using GEOSlam technology.  He showed a video demonstration of the technic and suggested that possibly SCMA would be a possible pilot partner.
• Mike Rucker gave an update regarding the volunteer work being done at the Scattering Garden.