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Home My WebLink About02-13-14 Cemetery Advisory Board Minutes Sunset Hills Cemetery Advisory Board Meeting Minutes of February 13, 2014 Madison Room — City Hall BOARD MEMBERS PRESENT Russ Tuckerman, Chairperson Katherine Ball Donald Derby Lynn Flansaas Scott Urban Ann Bertagnolli ABSENT: Lowell Springer Cyndy Andrus, Commission Liaison EXCUSED BOARD MEMBERS: CITY STAFF PRESENT: Chris Kukulski, City Manager Mitch Overton, Parks & Recreation Director Thom White, Park and Cemetery Superintendent Shane Surber, Cemetery Foreman Doreen Olean, Cemetery Board secretary GUEST PRESENTERS: None 1) Chairperson, Russ Tuckerman called the meeting to order at 1:08 p.m. 2) Ann Bertagnolli was welcomed to the Cemetery Advisory Board. Each person present introduced themselves. 3) Board Members Russ Tuckerman, Katherine Ball and Lynn Flansaas were re-appointed to the board by the City Commission. 4) Appointment of officers—Action Item 6:30—Russ Tuckerman appointed Chairperson Katherine Ball appointed vice-chairperson Doreen Olean appointed recording secretary 5) Public Comment—3 minutes maximum-none Page 1 of 4 6) Changes to Agenda- none 7) Approve November 14, 2013 meeting minutes—Action Item Andrus was misspelled as "Andres" on items#8&#13. Item#10 should read "$8000 in the bank" not"$8000 has been raised". Katherine Ball moved and Don Derby seconded to approve the minutes with the above changes. Motion passed unanimously. 8) Disclosures 14:15-Russ Tuckerman has chatted with Bridger Ski Foundation coach, Dragon Danevski, about future land use and ideas. Mr. Danevski also met with Director Overton and Hal Stanley. 9) Adoption of Model Rules of Procedure (By-Laws)—Action Item Board members are required to contact the chair or vice-chair if they are unable to attend a meeting. Katherine Ball moved to adopt the Model Rules of Procedure as written. Lynn Flansaas seconded. Motion passed unanimously. 10) Veterans Wall Update—Don Derby 22:47-Carl,Jane and Don will be starting on funding for the kiosk next month. Need to raise between $25,000 and$30,000 but that amount will also cover the sidewalks and centerpiece on the old Veteran's Wall. There is a Friend's group that runs independently of the Cemetery Board. Maybe a second kiosk in the future. 11) Request for Deviations Update—Thom White/Shane Surber 29:00- Per Ordinance 4022 regarding setting headstones, depths, plantings, box sizes and etc. Cemetery Foreman,Surber reported that there have been no requests for deviations. 12) Superintendent/Foreman Update—Thom White/Shane Surber Parks&Cemetery Superintendent,White reported that he and Cemetery Foreman,Surber are working on the budget for next year. They are re-inserting the mower replacement program. Foreman Surber said the department is working on day to day operations and helping the Parks Division with the ice skating rinks. He is working on getting prices for installing a couple of new roads. About 600 ft of new, paved road, estimated around $25,000. Already is surveyed. - Memorial Garden Update Increasing general supplies for plaques for the Memorial Garden. Thom &Shane are working with finance to get a system in place for requests of memorial garden plaques that will come out of the supply line item. Working with finance on how to properly sell and pay for memorial plaques. Working on how plaques will be adhered to the memorial wall stone. Plaque availability will be announced through the funeral homes, Page 2 of 4 social media, and as services available through the Cemetery Division. July 1st is a realistic time frame to start the program. 49:52-Chairman Tuckerman had a question about the schedule for replanting of dead trees and new trees in the cemetery. Board member Ball would like to have a plan in place of when trees would be replaced in the cemetery. Implement plan for replacing and planting trees,with communication and coordination between Foremen Stover and Surber. Board member Urban stated it would be best to transplant trees in the spring but could be done also in the fall after dormancy. 13) Review of Advisory Board Mission & Responsibilities 1:03:41—Memorandum submitted by Cyndy Andrus and Ashley Flynn. Role of the Cemetery Advisory Board is as an advisory board to the city commission and the city administration and, as such,shall be charged with making such investigation and recommendations as requested or deemed necessary for the operation of the cemetery and as required in this division. Items mentioned today by board are great input. Per Chris Kukulski,the Cemetery Advisory Board should not be enamored with the finances of the cemetery, but be aware of revenue relevant to its costs. Board should be involved in changes to fees especially when they are significant. Finance can be asked to give an annual finance report. 14) Sunset Hills Cemetery Planning Area Block in-fill on former nursery. Area east of Golf Way houses open space and a field that has a short term contract with a local farmer. All of this property including the Lindley Center and the Softball Complex was part of an acquisition that the city made from the Elks Country Club in the late 50's. Acquired for the use of parks, recreation,open space and cemetery purposes. Never has been singularly defined for one use. Parks& Cemetery Superintendent has user agreements with the farmer, BSF and Cyclo-Cross. Cemetery future planning area is to the south and includes the south side of the gas line. Parks&Cemetery Superintendent,White felt it would be around 150 to 200 years before the cemetery would need land east of Golf Way. City Manager Kukulski said that he views all the land west of Highland Boulevard as future cemetery land. Quite a bit of the land is decades or a century away from need for cemetery use. If the Board's role is the long term planning and the community voice of things to be thinking about into the future, but is not the entity that is making decisions about the day to day operations that would clear a lot of the tension. Mr. Kukulski stated a resolution should be written and Page 3 of 4 adopted by the city commission that clarifies what boundaries are ultimately for cemetery use even though it may be a century before it is used for cemetery. Until that time of need the space could be used for recreation provided that the land will be used for cemetery when needed. Land would be managed by Parks until land needs to become used for cemetery. 1:48:09 To summarize per the City Manager a resolution will be drafted, have the Cemetery Advisory Board review it and make changes if necessary, but get a resolution recommended to the city commission that clarifies the ultimate use of the ground. Clarify what will need to be used in the near future for cemetery ground and what is decades away from use and the fact the ground is ultimately to be used for cemetery. Staff will draft the resolution and bring to the board for review. 15) Commission Report—Cyndy Andrus Memorandum submitted. 16) Confirm next Meeting Date—May 8, 2014 Next meeting will be held on May 8,2014. The following meeting would be held on August 28, 2014. 17) FYI/Discussion-none 18) Meeting adjourned at 3:05 p.m. -� Russ Tuckerman, Chairperson ATTEST: Doreen Olean, Board Secretary PREPARED BY: Doreen Olean, Board Secretary Approved on ►� av I Page 4 of 4