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HomeMy WebLinkAbout08-26-10 Cemetery Advisory Board MinutesLINKED MINUTES OF THE MEETING OF THE A k �- SUNSET HILLS CEMETERY ADVISORY BOARD '`~~-~._S. 26,2010 1:00 PM co =~- THE UIND CENTER — 1102 CV Russ Tuckenna» Katherine Ball Gene Brooks Don Derby Betsy Fordyce Lowell Springer Carson Taylor, Commission Liaison Absent: Carl Craft David Cook, Park 8'Recreation Board Liaison CITY STAFF PRESENT: Thom White, Park & Cemetery Superintendent Shane Surber, Cemetery Foreman Michelle Dipzinski, Cemetery Board Secretary GUEST PRESENTERS: None COPIES OF THE RECORDING ARE AVAILABLE UPON REQUEST. Ck00:2Z' Item #1 — Cal I the meeting to order: Chairperson Tuckerman called the meeting to order at 1:07pm, 0:OO:22- Item #2 — Approve May 6, 2010 meeting minutes — Action Item:, m Chairperson Tuckerman clarified public comment and action items on the agenda. o Members of the public have a three (3) minute time span during the agenda item set aside for public comment to voice their opinions on items not on the agenda. Linked Minutes of the Sunset Hills Cemetery Advisory Board Meeting, May 6, 2010 o Members of the public then have another three (3) minute time span to discuss agenda items that are listed as action items on the agenda to voice their opinions before the Board starts discussion on those items, • No members of the public spoke onthis action item, • No changes were requested, motion: Gnardnlgnzber Fordyce motioned to approve the May 6 2010 minutes as presented. Boardmember Derby seconded the motion. The motion passed unanimously. D:O3:17' Item #3 — Public comment period, limit 3 minutes per speaker: Q133:52' Tom Olsen — Bozeman Granite Works: Says he won't flail on the gag order type situation but says he appreciates that we are moving in the right direction. From his perspective, fo0owing the rules and regulations are costly so when he asks for the city to produce proof of insurance from his competitors he expects that to happen. When the rules aren't followed the installer is getting a substantial financial break and it should be minimized because this cuts into his business. Doesn't see this board an wanting tobeu party of using his tax dollars subsidizing his competition. (lU732— Russell Mcfaggert — Springhill: 0 Heisa Vietnam Veteran. • Heis appalled at the condition of the Veterans Wall, wants to know why anyone would put upa monument to honor the soldiers that gave their lives for their country and put up aluminum put some paint onb and call it good enough • Seeing the memorial like this and the poor workmanship it reminds him of going through Travis Air Force Base and getting spit at. • Something needs tobe done, get all the veterans together, • He is willing tn volunteer his time U:O9:25— Boordmember Derby responded to Mr. McTaggerts Comments: • It was explained that the Veterans Wall is one of the original traveling walls that has traveled around the country. • He also explained that repairs have been attempted and completed. • There had been requests to leave it as is until some ceremonies had been completed. • The aluminum had been powder coated and the names are lazered into it, when the panels were originally done the aluminum had not been prepared correctly and that is why the powder coating is coming off. • The cap blocks are built, the problem 'is getting a volunteer group together to put the 100 pound � They should be done before Veterans Dey, it should only take two /2\ to three (3) weeks to get them refurbished. Linked Minutes of the Sunset Hills Cemetery Advisory Board Meeting, May 6, 2010 0:12:38 — Chairperson Tuckermon made clarification on the Veterans Wall: The Veterans Wall group is a separate non-profit organization than the City of Bozeman. Funds were raised by the group to purchase the wall, secure the land from the cemetery and start footprint for recognizing conflicts. That board would welcome volunteers. 0:14:23 — Public comment section closed O:14:2S— Item #4 — SuperintendentlForennan update — Thom White & Shane Surber: * Memorial Day went well, several good comments were received, Sod was put down soeverything looked green. • A group came |n and completed some weed eating before Memorial Day, • The growth regulator was laid down again on about 30blocks • The crew was able to switch some older blocks section to timer valve irrigation so we can start watering atnight. • Bridger Canyon Tree Farm planted the trees on either side of the Wall; they have been watered in and looking good. • /\tree was struck bylightning; the Forestry Department came in and took it out right way. Pictures were provided. • The east section of the new wall was put up and the wall iy looking good. This will help keep the snow off the front of the Vietnam Wall in the winter. • The mess in 4 and B that was shown at the last meeting is refurbished, before and after pictures were provided to show the improvements. • Newer blocks that were seeded last year are coming along well, herbicide needs to be applied to kill off some weeds and should be open and ready togo next spring. • They are working with the Masonic Lodge on doing a block swap for block 144, The block is established and ready togo. • General fund budget discussions have occurred and it was brought up that the amount of money coming out nf the general fund to subsidize the cemetery operations is not acceptable. At the next meeting vve will he discussing substantial fee increases. $424,OOQis needed for cemetery operations, with the fees that are brought in $300,000 still comes out of the general fund, • Superintendent White was instructed by/\ssistmntCity Manager Winn and Director Dingman tocut more from their budgets. He went line item by line item and cut $58Q and $1O0Omn various items. • He is working hard to keep the mower replacement program running, is important for protecting the headstones. • Something that needs to be looked at are weekend funeral costs, the $200 more charged does not cover overtime costs. • Fee increase discussion needs to happen at the November meeting and something needs to be in p|aceby]u|y. The Perpetual Care Fund needs tobe looked aTalso. • Operation funds were cut 511,5UO. O:25:13— Boordm Springer requested information: Wanted tnknow if the growth regulator was effective again this year and ifk translated into dollars saved inmowing. o There was an effect but not as successful as last year because of the wet spring. Linked Minutes of the Sunset Hills Cemetery Advisory Board Meeting, May 6, 2010 • More weed eating was done to keep the mowers away from the headstones also, • The chemical budget is $500 and $484 was spent on the growth regulator. Wanted to know if the growth regulator worked on weeds the same as it does on grass. o Superintendent White said it does not. He would like staff to evaluate on whether it is worth using the growth regulator because you still have to spray for weeds, He would like tn see all the factors in order to determine |fit[sreally worth it. u Superintendent White explained that weeds come in early and they are sprayed giving the grass achance. The area isn't weed free but itisa%an acceptable level. 0:3O:18— Chairperson Tuckerman reQuested follow up information Lrom the lost meeting: 0 Asked if the Detention Center inmates came and worked. u There were not used this year. Asked about the Cemetery Guide update • The guide has not been worked onyet • Once completed It will be provided to the funeral homes so people would know from the start what needs tobe done and what iorequired. • There are a lot of small items out there that are not acceptable such as glass vases that are conolderedgrandfathered in. • Letting people know what is unacceptable from the beginning is the best way to approach the situation. Asked about the Human Demographics group that was interested in coming into the cemetery, • The group has made no further contact, • It was a project for a specific class, they were going come in and get the demographics on ages mf the people buried im the cemetery. 0:3430 — Boardmember Bull requested follow up information from the lost meeting: Asked where the staff was at on getting the laminated maps of the city out into the cemetery • The maps are laminated • A kiosk is built but not installed, Superintendent White explained that he pulled Foreman Surber off that project amotherthinQscou|dhe accomplished. Ck35:38— Item #S — Commission Report- • The Commission is starting to look at what the city is subsidizing, the maintenance of the Story Mansion, the Swim Center fees, the creation of parks, the Lindley Center, and the Cemetery. • He wants to quantify what the tax payers are paying compared to what they get back. • The fees need to reflect the cost at the time and the perpetual care, when the cemetery fills up someone needs to pay to keep it going so the perpetual care fund needs to be able to subsidize • There was discussion regarding the increase in taxes and the budget, departments were asked to cut es much as they could from their budgets, • He suggested spending the reserve down to 16% or lower because that is partly what it is for and it would decrease how much the taxes would beincreased. • He believes the commission likes the way the cemetery is run and how it looks and that they may not want \o mess with it. Linked Minutes of the sunset Hills Cemetery Advisory Board Meeting, May 15, 2010 0:46:58 — Chairperson Tuckermcin had the following comments: The gap between subsidy and fees of the Cemetery was larger a decade ago and has been shortened considerably. 50% was requested but looking toward a more drastic interim proposal he encourages the board to make a stand for what we do serve. That would include all components of what gets thrown into the budget including some potential changes for: • The Lindley Center revenue — it probably goes to Parks, it is on cemetery ground it should go to the Cemetery • Revisit the farmer agreement — the 10 year agreement should be looked at • The ski group money — should go to the cemetery Softball complex has been a huge issue for the cemetery board and has been reviewed and studied by David Cook and never came to surface because of lack of need. There is a need for a new columbarium, he talked about a columbarium dedication he went to in Canada. 0:52:17 —.0 oardmember 5 ran er hod the Lollowing comments: Requested information from Superintendent White regarding the Softball Complex • Superintendent White explained that urban legends, commitments, waiving fees, irrigation and the light project affect the Softball Complex. • Recreation does not run the program at the Softball Complex, a private entity runs the program and collects the fees but the City pays for the upkeep of the fields, He would like to see some cost recovery from this. 0:55:04 -- Chairperson Tuckerman had the following comments, Requested that David Cook be present at the next meeting and present his findings that he was commissioned to do and also asks that City Attorney Greg Sullivan be present to listen to that presentation.. Cost recovery is a good thing and suggests now would be the time to tackle that. o Superintendent White explained that the City Commission waived the user agreement fees in lieu of the lights project for the length of their loan. 0:56:54 — Commissioner Taylor had the following comments: The City subsidizes all sorts of projects, the issue for him is what is the amount of the subsidy and is it fair. His goal is to figure out what it is and make decisions as to what should be done about it.. 0:59:01 — Boardmember Springer had the following comments: Thinking out 15 years this board needs to think hard on perpetual maintenance and self sustaining based on fees. Perpetual Care could become an issue, he believes that full burial trends are happening less often than what was projected and we are going to end up without perpetual care funds for future maintenance issues. 1:01 :34 — Item #6 — Veterans Wahl Update: ® Update was provided by Boardmember Derby. Linked Minutes of the Sunse Hills Cemetery Advi5nm Board Meeting, May 6, 2010 • The other Wall b up, the grout needs tobe done and cap blocks need tnbn put on. • At this time it is difficult to coordinate the volunteer work. • There is about $15,000 in the account right now and Butte Granite Works has been putting up more panels on the All Veterans Wall. • Sales of the panels have been going steady, 1:06,22— Item #7 — Master Plan sub-committee report* 0 The -sub-committee has not met since the last meeting. 1:06:38— Item #8 — Tree Donation Prggam: Joyce Schmidt was not at the meeting therefore this hem is tabled until the next meeting Chairperson Tockerman will call Joyce 10 see where she is at on this and ask her togive an update at the next meeting 1nO7:12— Item #9 — Requests for deviations update: No deviations have been requested 1:0785— Item #10 — Board Ethics and Procedures Document update — Action Item: • No members of the public spoke on this agenda item. • No changes were requested. motion: Boardrnemm6er Derby motioned to approve the updated Board Ethics and Procedures Document as presented. Boardmember Ball seconded the motion. The motion passed unanimously. 1:10:35 — Item #11 — Board members terms expiring December 31, 2010 — Katherine Ball; Gene Brooks, Carl Craft; Betsy Fordyce and Russ Tuckerman: 0 Board members are urged to think about re-upping for another term. 1:I1:06— Item #12 — Confirm next meeting, date approved at FebruarV 11, 2010 Board Meeting — November 4, 2010: • Commissioner Taylor will not be able to arrive at1j3Opmnn that date. • The meeting will begin at1:3Opmnnn that date. Linked Minutes o/ the Sunset Hills Cemetery Advisory Board Meeting, May 6, 2010 Board Secretary Dipzinski will verify room availability for the time change and then will put a notice out about the change. The next meeting ix set for November 4 m at the Lindley Center, 1lO2E. Curtiss, from 1:]0to 1;13:U9— Other Business: • Boardmnember Springer volunteered tn work on the laminated maps • Boardmember Ball requested that the city contact number and website be added to the maps • Boardmember Derby requested that the Veteran Wall contact information be added also, • Boardmember Springer offered to make the graphic changes at the Springer Group, then the Kiosk could be put up. � Chairperson Tuckerman requested that an agenda item be added to all future agendas for the Recreation and Park Board update from David Cook. Motion: Boardmember Fordyce motioned to adjourn at 2:13. Boardmember Ball seconded the motion, The motion passed unanimously. The meeting adjourned at 2:14pm. Michelle Dipzinski, the recording secretary, will contact Chairpers TuekerMan, Superintendent White, na Ler, K and Foreman Surber approximately three weeks prior to the rn, e eting to setup the agenda. Russ Tuckerman, Chairperson Z' (A P41 110L