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Home My WebLink About02-09-12 Cemetery Advisory Board Minutes LINKED MINUTES OF THE MEETING OF THE s`1' 711 SUNSET HILLS CEMETERY ADVISORY BOARD FEBRUARY 9, 2012 a a,N co 1:00 PM THE LINDLEY CENTER — 1102 EAST CURTISS BOARD MEMBERS PRESENT: Russ Tuckerman, Chairperson Katherine Ball Gene Brooks Carl Craft Don Derby Lowell Springer Karlina Popwell Carson Taylor, Commission Liaison David Cook, Park & Recreation Board Liaison Absent: None 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. 0:00:18-Item #1—Call the meeting to order: • Chairperson Tuckerman called the meeting to order at 1:00pm. 0:00:22- Item #2— Public Comment Period, limit 3 minutes per speaker: • No members of the public were present Linked Minutes of the sunset Hills Cemetery Advisory Board Meeting February 9,2012 0:00:24 - Item #3—Approve November 10, 2011 meeting minutes_-Action Item: • No members of the public were present • Requested changes include: o Page 4, fourth bullet, last sentence correctly spell Big Sky o Page 4,fourth bullet, last sentence change to read—The group has Alpine, Nordic and Freestyle programs. Each program rents facilities like Big Sky, Bohart, and Bridger Bowl they also can rent this land. Motion: Boardmember Springer motioned to approve the November 10, 2011 minutes as amended. Boardmember Derby seconded the motion. The motion passed unanimously. 0:02:43— Item #4—Tree Donation Program Brochure: • Two different draft brochures were provided • The water issue and possible planting locations were discussed • Copies of the brochure will be distributed to the Funeral Homes and City Hall • A copy was chosen, requested changes include: • Use the photo of the orange maple and the photo of the deer • Include the information that the Tree Guide is available online • Under What is the Tree Donation Program, change the last sentence to read—The individual will then contact the nursery of his or her choice to plant the tree in the designated location • Under Approved Tree Species List, the right column needs to be moved to avoid having the bullets on the fold 0:11:30—Item #5— Memorial Garden —ACT10N ITEM: • No members of the public were present • Superintendent White provided the background of the Memorial Garden concept • There is a graduate student in landscape design from Harvard that is interested in being a seasonal worker for the summer, she could work on the Master plan and the Memorial Garden. Boardmember Springer said he would make a CAD station available for her if she were hired • Plaque fees would run anywhere from $250 to $500 • The area has been cleared out and cleaned up, irrigation will need to be installed • It is estimated that in 18 to 24 months the Memorial Garden would open Motion: Boardmember Craft motioned to move forward with the Memorial Garden design and have the Memorial Garden open within 18 to 24 months. Boardmember Springer seconded the motion. Linked Minutes of the Sunset Hills Cemetery Advisory Board Meeting,February 9,2012 The motion passed unanimously 0:23:48— Item #6— I3SF Fee update: • Superintendent White went before the Commission with a proposal on increasing User Agreement fees. The Commission directed staff to come back with more information; they also said they wanted to be involved in the fee process. • At the February 27th Commission meeting Superintendent White will propose different user fees between athletic groups and festival/concert type events. Fees would be assessed by the impact on the park. Superintendent White has been in discussions with the user groups regarding the fee increases since last year. He has also researched how other cities around the state assess their fees. The Recreation and Park Board will hear the proposed fee assessments at tonight's board meeting • Commissioner Taylor explained the Commissions take on the user fees that were presented and not received well • The BSF agreement is set for the season 0:32:30--Item #7— Request for deviations update—Thom White and/or Shane Surber: • No deviations have been requested 0:32:39— Item #8--Veterans Wall update: • Boardmember Derby gave the update • The wall is being painted • There are about 5 plaques ready to go up • The information regarding finances is still unknown, this is something they are still working on with the Chamber of Commerce • They are still having problems with people wanting to put more information on the plaque than there is room for. Discussion on limiting the information on the plaques and then having a kiosk with a computer to provide the rest of the information • There was discussion on adding a kiosk and touch screen computer to a CIP year,Superintendent White and Foreman Surberwill research the possibility 0:45:01—Item #9—Superintendent/Foreman Update -Thom White and/or Shane Surber: • Sealed bids for the columbarium were opened,two bids came in over the $40,000 budget amount and two came in under. No decisions have been made yet, the bids will be reviewed; Boardmember Springer offered his services to review the bids. • They are working on the budget; getting the budget approved before the start of the new fiscal year will help plan for the maintenance schedule this summer. In the past they have planned their maintenance schedule using the requested budget and when that money doesn't come in it affects the maintenance. o CIP items this year include the mowers and a four wheeler with a plow and sprayer Linked Minutes of the Sunset Hills Cemetery Advisory Board Meeting,February 9,2012 • No additional employees are being requested. Parks and Cemetery crews are on a modified seven day work week, no regular maintenance is completed on weekends. A small increase for overtime will be asked for, the ice rinks suffered because the crews could not come in at night when it is coldest to build the rinks. • Growth regulator will be used again and weed eating will be hired out 0:52:41- Item #10-Commission Report-Carson Taylor: • Commission will be moving board liaisons so all will have experience in the different areas,the new appointments are scheduled to occur at the February 27th Commission meeting • Stated the city works well with advisory boards and even if they don't take the recommendations it opens up discussion; he thanked the board and said they have helped the community 0:55:18— Item #11— Recreation & Park Board Update— David Cook: • David Cook updated everyone on the S. Church property purchase to be used as a pocket park • The money for the purchase will come from cash in lieu of funds • The demolition will come from impact fees, cash in lieu, or private funding • The Commission approved the negotiations of the sale only, an agreement will need to go back in front of the Commission after the Recreation and Park Board decision 1:01:59—Item #12—2012 August meeting date—August 23 or 30: • The August meeting will be held on the 30th at 1:00pm at the Lindley Center Item 13 — Confirm next meeting date— May,10, 2012: • Was not discussed, meeting is set for May 10tH 1:03:05— Item 14—Other Business: • Discussed possibly adding a deed restriction on cemetery land so it could not be sold o Selling public land is not something the board would do but it is unknown what the future will bring. if a deed restriction is recorded it is very hard to have it removed. There may be a need in the future for perpetual care funding and they may need that option o Some of the land was purchased with grants o This option could be put to the voters o There are a lot of situations that could come up that the city would need the option of selling the land,therefore it was decided to do nothing at this time • Updated contact sheets were passed out, changes will be made and a copy will be sent out with the draft minutes from this meeting. 1:22:09--Item #15—Adiournment: Linked Minutes of the Sunset Hills Cemetery Advisory Board Meeting,February 9,2012 Motion: Chairperson Springer motioned to adjourn the meeting. Boardmember Ball seconded the motion. The motion passed unanimously. The meeting adjourned at 2:24pm. Michelle Dipzinski,the recording secretary,will contact ChairpersoniluckeLman, Superintendent White, and Foreman Surber approximately three weeks prior to the nex meeting to set u e agenda. i Russ Tuckerman, Chairperson ATT) ST: Michelle Dipzin ki, hQd Secretary PREPARED BY: Michelle Dipzinski S a d Secretary Approved on