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HomeMy WebLinkAbout11-29-12 Cemetery Advisory Board Minutes LINKED MINUTES OF THE MEETING OF THE * SUNSET HILLS CEMETERY ADVISORY BOARD NOVEMBER 29, 2012 88 co. 0 1:00 PM LINDLEY CENTER, 1102 E. CURTISS BOARD MEMBERS PRESENT: Russ Tuckerman, Chairperson Katherine Ball Gene Brooks Don Derby Karlina Popwell Cyndy Andrus, Commission Liaison David Cook, Park& Recreation Board Liaison Absent: Lowell Springer 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. 0:00:00-Item #1—Call the meeting to order: • Chairperson Tuckerman called the meeting to order at 1:04pm. 0:00:18-Item#2— Public Comment Period limit 3 minutes per speaker: 0 No public comment was provided Linked Minutes of the Sunset Hills Cemetery Advisory Board Meeting,November 29,2012 0:00:25- Item #3—Approve August 30, 2012 meeting minutes—Action Item: • discussed the exclusion of the signage for the Veterans Wall mentioned at the last meeting,the discussion was found to be included in the draft minutes as the last bullet for that agenda item • no changes were requested Motion: Boardmember Ball motioned to approve the August 30, 2012 minutes as presented. Boardmember Popwell seconded the motion. The motion passed unanimously. • there was more discussion regarding the signage, it was explained that Main is a state highway and that permission from the State would be required before putting signs up; Superintendent White will work with Street Superintendent John Van Delinder regarding the signage issue 0:05:41—Item#4—Board Vacancy—five applicants: • this is a repeat agenda item from the August meeting; after a vote was taken to recommend an applicant it was discovered that the website application process was faulty and more applicants had applied o the recommendation was not forwarded to the Commission to give board members an opportunity to view the other applications • five applications were reviewed Motion: Boardmember Ball motioned to recommend Lynn Flansaas for the Cemetery Board Boardmember Derby seconded the motion. Discussion: • reasons for the recommendation are: o Irene Dahl was originally chosen and she is capable as well as the other applicants o there is concern that two different mortuaries have people that have applied and if one were recommended the other may feel that they have an unfair advantage • it is good MSU students apply and that they want to be involved in community activities but they had only been here a short time • Lynn Flansaas has served on the board previously and she had been even keeled and listened to all sides The motion passed unanimously. 0:12:50—Item #5—Memorial Garden Update: • Chairperson Tuckerman requested moving the discussion item to the end of the meeting because Boardmember Springer had not arrived yet; he was going to bring a map and some ideas and suggestions 2 Linked Minutes of the Sunset Hills Cemetery Advisory Board Meeting,November 29,2012 • Superintendent White provided the following information on what staff has accomplished for the Memorial Garden o the area has been reseeded o a broadleaf herbicide application was completed and late fall fertilization occurred o the irrigation system has been blown out and raised sprinkler heads o will have an As-Built of the area soon 1:16:15—Continued Discussion without Boardmember Springer: • discussed the tour • Boardmember Springer was going to present a map for staff of where everything is to help in the planning process 0:14:28—Item#6—Columbarium Update: • the columbarium is in place and operational • the purchase came in under budget and the company did good work • seven niches have been sold and two burials have been completed; the Monday after the new columbarium was set the last niche in the old columbarium was sold • The timing for availability and access is noted • staff received addition information on up and coming columbarium options 00:16:50—Item#7—Veterans Wall Update: • Boardmember Derby provided the following information: 0 14 more plagues are going to be up by Christmas, 11 of which come from one family o there is$11,035.83 balance in the bank, the only expenditures coming of the account in the near future will be for the plague setting o he has not been able to make contact with Boardmember Springer regarding the shelter design for the kiosk ■ it is still unknown who can service the kiosk ■ has not talked to other people that have purchased the kiosk yet but will contact the company to get contact information;there may be a kiosk in the Veterans Cemetery in Helena ■ the kiosk has a heater built into it that can be turned on in extreme cold weather ■ fund raising will start once the drawing of the shelter is complete, he wants to have something for people to see when requesting donations o he had attended one of the Mercy Flights to Washington DC and helped people look up names in the kiosks at both the World War II and the Navy Memorial ■ there is a lot of information that could be put in the kiosk o had a painting party of about six people to help paint the Wall o the lights on the flag pole have been repaired by Gallatin Electric; Foreman Surber will call them when there are issues with the lights again • Chairperson Tuckerman has contacted Bridger Canyon Tree Farm and they will replace the Maple Tree • Foreman Surber received an email from a woman that has been walking the cemetery for five years who was surprised when she came across the Veterans Wall, she thought it was wonderful and asked for more information 3 �__ Linked Minutes of the Sunset Hills Cemetery Advisory Board Meeting,November 29,2012 0:32:54—Item #8—Request for Deviations—Thom White and/or Shane Surber: • no deviations were requested • discussed if a deviation request would be needed for the granite slab for the Memorial Garden o it was suggested that it be done to avoid any future hassles o it may not be required because it is a memorial and not a headstone; staff will research if one would be needed 0:35:04—Item #9—Superintendent/Foreman Update—Thom White and/or Shane Surber: • Foreman Surber provided the following information: o irrigation has been winterized and water drained o seasonal workers are done for the season o a lot of mulching has been done because of the lack of snow o blocks have been pinned for the winter o staff is working on getting all the valves, lines, and irrigation heads on maps for the future and will work on getting everything GPS'd for mapping purposes o there have been a lot of weekend funerals recently o the crew will work with the Parks Department for ice rink maintenance • Superintendent White provided the following information: o explained that overtime has been taken away so crews have been scheduled for seven days a week with skeleton crews on the weekends o the CIP (Capital Improvement Projects) has been completed for the cemetery, continuing mower replacement program ■ explained why the replacement program is so important not only for maintenance reasons but improving public perception by not hitting headstones ■ the backhoe purchase request was moved up because the Parks Department backhoe is about to fail. When the Cemetery gets a new backhoe the Parks Department will get the Cemetery's old one. This would set both departments for about a decade before another backhoe would be needed. If this is not funded they would try to work with other departments. • growth regulator was discussed, purchases have been made so staff could do some of the spraying • discussed Director Overton's memo regarding the Cyclocross track; Superintendent White explained when and why the decision to allow the racing on the undeveloped land o staff was approached by Cyclocross in mid August requesting permission to use the land o a lot of the area is what BSF skis on o staff expectations of what the group would do were discussed and the group explained what they would do regarding conflicts with the public o board member concerns include: ■ concerned that the process was not followed,felt that groups wanting to use cemetery land should come before the board before going to staff or the Commission because they are the board that takes the brunt when the neighbors aren't happy or when things go wrong • it was noted that there have been no complaints from the neighbors about the Cyclocross races so far -- -- 4 �— Linked Minutes of the Sunset Hills Cemetery Advisory Board Meeting,November 29,2012 ■ discussed whether the Cyclocross Group would be a new User Group and if there are other groups that are using the area without the Board being aware; Superintendent White explained it is public land and people and groups will use the land; he also explained how a groups usage becomes a User Agreement • The Rec and Park Board is involved in User Group Agreements o David Cook reminded the Board that the he did research on the land being discussed and that the land was purchased for cemetery and recreational uses o Superintendent White explained that if board members receive any complaints about the Cyclocross or any staff decisions to send the person to him o Commissioner Andres asked what the Board thought the process was for using Cemetery land ■ Boardmember Ball said that whenever anyone wants to use Cemetery land it should come before the board to discuss what they want to do and then the board would tell them what the process is; it is a courtesy. It should come before the Board before going to staff or the Commission ■ Chairperson Tuckerman said it is more of a filter; wanted to know why two people that are familiar with the process didn't come before the board 1:14:03—Item #10—Commission Report—Cyndy Andrus: • met with the Tree Advisory Board and told them about the tour and the discussion about the trees 1:04:10—Item #11— Recreation & Park Board Update—David Cook: • report was given during Item#9 discussion o explained that BSF had moved most of their ski trails to hospital land on the east side of Highland Boulevard about three years ago o GVLT is trying to work get trails built on that land also o the User Agreement with BSF has been signed for this year 1:15:23—Item 12—Confirm next meeting date—February 14 2012., • the meeting is set for February 14th in the Lindley Center from 1-3pm; Boardmember Popwell may be 15 minutes late 1:18:12— Item 13—Other Business: • discussed the status of the maps for the Kiosk, Boardmember Springer was going to provide them o it was discussed having someone else complete them • Boardmember Derby may go to MSU to see if they have someone that can provide a design for the Kiosk • Superintendent White is trying to get the group that made the wraps for the electrical boxes around town to do something like that for the cemetery and parks • it was discussed that a second kiosk could possibly be added to the CIP for not only the general public but for school children that tour the cemetery as an educational component Linked Minutes of the Sunset Hills Cemetery Advisory Board Meeting,November 29,2012 1:23:02—Item #14— Item #15—Adiournment: Motion: Boardmember Derby motioned to adjourn the meeting. Boardmember Ball seconded the motion. The motion passed unanimously. The meeting adjourned at 2:26pm. If any board member would like to add an item to the next agenda please contact Board Secretary Dipzinski three weeks before the next board meeting \^ Russ Tuckerman, Chairperson ATTEST: Michelle Dipzinsk B Secretary PREPARED BY: Michelle Dipzinski, o r ecretary Approved o ----___-_ 6�_