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Home My WebLink About08-27-2015 Cemetery Advisory Board Final Minutes Minutes City of Bozeman Sunset Hills Cemetery Advisory Board Thursday,August 27,2015 1:00 p.m.-3:00 p.m. City Commission Room, City Hall 88 ~0 121 North Rouse Avenue r CO. Board Member - Katherine Ball: Present Board Chair - Russ Tuckerman: Present Board Member - Don Derby: Absent Board Member-Lynn Flansaas: Present Board Member - Marypat Zitzer: Present Other Staff present: Mitch Overton,Thom White, Melanie Eubank, Pearl Michalson 1) 01:05:59 PM Call the Meeting to Order Russ Tuckerman gave a round of introductions of who is here. 2) 01:06:06 PM Changes to Agenda a. 01:06:23 PM Mitch Overton, Staff Mitch introduced the new employee, Melanie Eubank. 3) 01:07:39 PM Approve May 21, 2015 meeting minutes- Motion &Vote (attached) a. 01:07:55 PM Russ Tuckerman gave an overview of the previous board meeting minutes.Additionally, Mitch Overton talked about the time stamps on the minutes and how to navigate using time stamps. There was a correction to the previous minutes; Scott Urban had resigned from the board. 01:09:42 PM Motion and Vote: to correct the previous meeting's minutes and change Scott Urban to resigned which was recorded at the last meeting as being absent. �I Board Chair- Russ Tuckerman: Motion Board Member- Katherine Ball: 2nd G Board Member- Katherine Ball: Approve Board Chair- Russ Tuckerman: Approve Board Member- Don Derby: Absent Board Member- Lynn Flansaas: Approve Board Member- Marypat Zitzer: Approve 01:10:19 PM Motion and Vote to approve previous meeting minutes. Board Chair- Russ Tuckerman: Motion Board Member- Marypat Zitzer: 2nd Board Member- Katherine Ball: Approve Board Chair- Russ Tuckerman: Approve Board Member- Don Derby: Absent Board Member- Lynn Flansaas: Approve Board Member- Marypat Zitzer: Approve 4) 01:10:43 PM Public Comment- 3 minutes maximum i u� �f it Russ Tuckerman opened public comment. There was no public Comment. Public Comment was closed. 5) 01:10:51 PM Disclosures Board members discussed the flowers Iocated on the memorial garden. Mitch Overton talked about the idea that came from viewing other locations and what others are doing.A discussion about spreading ashes as a possibility in the memorial garden was talked about and money was also discussed at length.The board discussed decomposable urns ("feed the earth") and incorporating ideas that other cemetery's use that could be utilized in Bozeman's cemetery. Russ Tuckerman asked if everyone has completed their Ethics Training. 6) 01:17:22 PM Veterans Wall Update- Don Derby Don Derby was not present, so Thom White discussed the wall. The sidewalk wall has been completed.There were compliments given to the workers due to the clean look. 7) 01:18:31 PM Review of joint City Commission/Cemetery Advisory Board Meeting (May 21, 2015) There was a correction that this meeting actually happened on July 201h. Board members stated that this was a very good meeting. There was a great show from veterans, and installation of a future veteran's wall was discussed. 8) 01:20:03 PM Superintendent Report-Thom White a. 01:20:12 PM Request for Deviations Update There were no deviations to discuss. b. 01:20:20 PM Memorial Garden Update Thom White stated that the bench for the garden was received.Weather and financial constraints done in phases were discussed.A lot of work needed to be done with less people and this was an issue that was discussed.The first plaque on the memorial wall has been installed which is a great accomplishment. c. General Operational Update Irrigation was discussed briefly.The board hopes to start planting in the spring. Possibly meeting at the memorial garden was discussed at length dependent upon the weather. A discussion continued about the board members taking a field trip to tour the cemetery and park to view in person the changes so far and discuss ideas for spring plantings and other future improvements. Russ offered the last week of October as a timeframe for going as a group field trip before the next meeting. 9) 01:27:14 PM Director's Report a. Staff Participation at Board Meetings Update Mitch Overton talked about the discussion that had been happening about other advisory board and the possibility of consolidating boards. Commission liaisons were discussed as well as their roles and which staffs need to be present during meetings. b. 01:31:11 PM Board Consolidation Discussion Mitch Overton goes into consolidating boards. In this case,possible consolidation with the tree board was discussed. Mitch stated that he would like to keep the projects separated if possible in order to prevent any confusion, based on the information he has in front of him, doesn't recommend it at this time. Russ commented in agreement with Mitch's assessment of combining boards, but asked Mitch to consider combining with the tree board. Katherine Ball offered an optional solution to have a cemetery board representative/liaison at the tree board to give input concerning common issues. Mitch explained how there are many issues within each board that would not be of direct concern to the other boards and would cause for lengthy,protracted meetings. c. 01:39:56 PM Cemetery Master Plan Update Mitch Overton explained the 20-year plan, needs to exam further and it will roll into the future discussions. Russ Tuckerman added that the field trip in October to the cemetery would supplement this discussion. d. 01:42:59 PM Open Space User Group Update Mitch Overton explained we are working with our User Groups' agreements for winter right now with Bridger Ski Foundation (BSF) and Bridger Biathlon Club (BBC). Even though it's city land,we wouldn't have city Nordic trails without BSF.We have many unique associations like this with other groups where they negotiate together to work out a plan to use these various city lands.The User Groups are often more complicated to work with than it might seem given the competition between groups for use of public land. Thom White discussed the Wednesday cycling group.This User Group has mowed and has started its Wednesday night series.They are a good group to work with and have done a lot more work than they've been asked to do. e. 01:51:35 PM Cemetery Tree Update Mitch commented on the 17 new trees that were installed; one tree is struggling and needs to be monitored. MaryPat Zitzer asked about the Tree Board being able to take advantage of trees and other plants that are being removed from somewhere else, even city homeowners who are removing some from their property, and the ability to replant those,that would usually be discarded, in the cemetery.A discussion continued as to how successful that could become and that this discussion could continue during the field trip in October. f. 01:59:10 PM Cemetery Water Use Analysis/Strategy Update According to Mitch we are in the monitoring phase through October. Lain Leoniac, our water conservationist, should be in the next meeting to explain her design. Thom White said there were 5-6 companies in competition, and identified the major hurdle will be the water source/access. Russ Tuckerman Water, what happened to the entrance gate at Mount Ellis?The result was a $90,000 water main project. g. 02:07:51 PM Veteran's Cemetery Update Budget has been approved for design about$3.000. Researching design firms, one in Billings that did the Laurel National Cemetery. Need to get them here to get their proposal and add to capital improvement plan. Mitch Overton discussed following the National VA regulations and the benefits.A large goal would be to follow those guidelines, not only to be ready in the future to become a National Cemetery if the opportunity arose, but for the purpose of operations,which would enable us to turn in the benefits for the veterans as a local government entity without being an official National Cemetery. f Russ Tuckerman asked about a security camera. Vandalism has been a problem and agreed that the camera is needed. Thom White offered the information regarding a new employee who may be of assistance. 10)02:15:12 PM Commission Report- Cyndy Andrus Russ shared Cyndy's comments as she could not be here. 11)02:16:25 PM Confirm next Meeting Date - Nov. 12, 2015 12)02:16:30 PM FYI/Discussion Mitch Overton mentioned that the City of Bozeman joined the International Cemetery Cremation and Funeral Association. Professional organization has materials and information on current national trends. Thom shared a huge project, City Works,which is now supported by the Commission. It will go live November 2nd. It will better track the use of manpower, materials, and equipment per job and will ultimately allow for increased efficiency. a. 02:23:12 PM Advisory Board Report Scott Urban and Lowell Springer have resigned. Two applications to fill these positions will be on the agenda for Sept. 14ah to go before the Commission. Russ Tuckerman asked for Jennifer's report and the treasurer's report for the February meeting. Russ Tuckerman asked about the new map and if this Version 5 map ready to be used as a working tool. Mitch Overton stated it is the current, accurate,active area. 13)02:33:58 PM Adjournment Motion and Vote to approve. Cemetery Board meetings are open to all members of the public,lfyou have a disability that requires assistance, please contact ourADA Coordinator,Chuck Winn,at 582-2307(TDD 582-2301). ii h4�4 :11i-1 Russ Tuckerman, Chairperson Date Melanie Eubank, Recording Secretary Date