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HomeMy WebLinkAbout11-14-13 Cemetery Advisory Board Minutes, Approved Sunset Hills Cemetery Advisory Board Minutes 0� 802�1 November 14, 2013 City Commission Room Board Member - Katherine Ball: Present c Board Chair- Russ Tuckerman: Present 88 Rom, Board Member - Lowell Springer: Present 9?, Ott Board Member - Don Derby: Absent 1N CO. Board Member - Lynn Flansaas: Present Board Member - Scott Urban: Present Commissioner, Cyndy Andrus Thom White, Parks & Cemetery Superintendent Shane Surber, Cemetery Foreman Ryon Stover, Parks Foreman Doreen Olean, Recording Secretary 1) Call the meeting to order. Chairperson, Russ Tuckerman, called the meeting to order at 2:20 p.m. 2) Ethics Training was provided by Greg Sullivan and Aimee Brunckhorst prior to the meeting. 3) Public Comment—none 02:21:06 PM 4) Approve August 29, 2013 meeting minutes. Approved as written. Board Chair - Russ Tuckerman: Motion Board Member - Katherine Ball: 2nd Board Member - Katherine Ball: Approve Board Chair - Russ Tuckerman: Approve Board Member - Lowell Springer: Approve Board Member - Don Derby: Absent Board Member - Lynn Flansaas: Approve Board Member - Scott Urban: Approve 02:23:24 PM Forestry Update-Old Nursery Plans and new Tree Timeline Purchases-2 yrs?- Chairman,Tuckerman asked if there is a timeframe on when the trees that have been removed the last few years in the cemetery could be replanted and where those trees are coming from? Also if there are some existing hardwood trees in the nursery that can be removed with the tree spade, can they go into the cemetery into some of those spots? Ryon Stover, Forestry Foreman, answered yes to both questions. Some of the maples and smaller spruce could be moved. There is only one birch tree that is worth keeping, so more trees will need to be removed. Will be trying some new species of trees in the Cost Share Program this year including Dakota Pinnacle Birch (these would be tried first in town to see how they do before planting them in the Cemetery). There are also Northwood Red Maples in the nursery. It was requested to have a timeline for moving trees from the nursery and putting them in the cemetery. Can be done over a 2 -3 year period. Will work with Shane Surber to come up with a plan. Can you accommodate both new tree plantings and past needed tree plants? Yes, will try to fulfill this. 175 cost sharing program trees this year. Tree plantings in cost share program need irrigation to survive. Replacement tree program gives money to homeowner to replace a dead or damaged boulevard tree. Not planting any more green ash trees. 02:42:00 PM 5) Commission Report-Cyndy Andrus-nothing to report-everything going well. Cyndy will follow up with Mitch on the map and ordinance for the next meeting. 02:42:30 PM 6) Memorial Garden Results of November 4th City Commission Agenda Consent Item " a Thom White, Parks & Cemetery Superintendent, reported that the resolution passed on consent. The Cemetery Advisory Board was in favor of the $300 fee for each plaque. Monies would go into the general fund. Thom White & Shane Surber, Cemetery Foreman, will meet with Anna Rosenberry, Director of Administrative Services, to determine if the plaques could be purchased in a bundle. Memorial plaques will be added to the fee schedule. Want to have plaques with uniform font. Will use a traditional font, probably a stainless steel plaque. 02:45:39 PM 7) Hospital Update—Chairman Tuckerman met with Bozeman Deaconess Hospital CEO, Kevin Pitzer. Discussion was held about being good neighbors,trails, fences, boundaries, and to keep one another informed. Chairman Tuckerman, indicated the Cemetery is growing to the south. Hospital has no building plans currently in the field to the north or just to the south of the Cemetery boundary. Discussed the trails to the east of hospital. 02:47:57 PM 8) Rewriting of Ordinance 1200—Russ Tuckerman has met a couple of times with the City Manager. Ordinance 1200 is extremely outdated. Mr. Tuckerman stated that the City Manager said the ordinance would be re-written in six months or so and that time clock started in late September. This will help set boundaries of committee and staff. Mr. Springer felt that Mr. Tuckerman's input would be valuable. Commissioner Andrus said that the re-writing of the ordinance would be handled by staff and would include input from the Chair of the Cemetery Board. 02:52:44 PM 9) Discussion of Survey Results&Usefulness—Board member Ball asked would the commission like a survey from the Board as a whole rather than individual surveys? Board would rather fill out a survey together. One set of priorities instead of many—would that be easier for commission to work with? Commissioner Andres mentioned that minority views are important as well. 10) Veterans Wall Update Board member Derby reported that$8,000 is in the bank. $25,000 to $30,000 needed yet. Building is built and looks nice. 11) Request for deviations update—Thom White/Shane Surber—none. 02:57:52 PM 12) Superintendent/Foreman Update—Thom White/Shane Surber CIP Update—Thom White &Shane Surber presented them. Reinstituting the mower replacement program to 1 every 3 years instead of 4 years. Backhoe is most important piece of equipment for the Cemetery. Has been on a 10 years replacement, which has been stretched to 13 years. The Cemetery backhoe will be passed down to the Parks Department, which needs another backhoe. These are the two main requests for FY15. There are a couple vehicles highlighted in FY 16 & 17, along with a mower replacement every year. The department runs well-maintained equipment. Undeveloped fields were sprayed (Melissa Bradford). Trying to eliminate outside costs. Getting ready for winter, water is off and drained. Thom White wanted to go on record stating that the map being looked at the meeting was not an official map of the cemetery. 13)Role of Cemetery Advisory Board including Property Boundaries—Put on February board meeting agenda. Commissioner Andrus will follow up with the map of the Cemetery to have an accurate map with boundaries of what is concerned Cemetery for the next meeting on February 13tn 14)Confirm next meeting date — February 13, 2014—in the City Commission Room. 15) Other business—none 16) Adjournment 03:10:36 PM Board Chair- Russ Tuckerman: Motion Board Member - Katherine Ball: 2nd Board Member - Katherine Ball: Approve Board Chair- Russ Tuckerman: Approve Board Member - Lowell Springer: Approve Board Member - Don Derby: Absent Board Member - Lynn Flansaas: Approve Board Member- Scott Urban: Appro U Russ Tuckerman, Chairperson ATTEST: Doreen Olean, Recording Secretary PREPARED BY: Dd 01-Qa Doreen Olean, Recording Secretary Approved on �- Q 'o - � � , a o I y