Danville City on Wednesday approved updated cemetery rules and regulations that establish an annual exemption permit for decorations such as flower beds, and set limits on size and materials, staff said.

City Engineer Josh Morgan told the special cemetery workshop the revisions respond to about 100 public comments after a March draft and a 90-day public input period. "Flower beds will not be permitted unless an exemption permit form is completed and submitted to the city engineer's office annually," Morgan said, describing the form as a way to create a dialogue between the city and whoever tends a gravesite.

Under the approved November 2025 draft, permitted flower beds may be no wider than the headstone and no deeper than 16 inches from the front of the stone. Edging must be concrete, masonry or composite rubber, and whoever files the exemption permit is responsible for maintaining the bed, Morgan said. Planters, statues and benches will be allowed only after the exemption permit is filed; shepherd's hooks were discussed at length and are disallowed in general but would be permitted inside a permitted flower bed as a compromise.

Commissioners and staff discussed enforcement challenges, including pets and after-hours activity, and possible gate closures. Morgan said the draft adds posted hours: 8 a.m. to 8 p.m. during daylight saving time and 8 a.m. to 6 p.m. during standard time. He also said staff are preparing signage and QR-coded placards linking gravesites to an online form to make the exemption process simple.

The draft keeps existing monuments intact: "The intent of the rules and regulations is not to cause a change in any existing monuments," a commissioner noted from the draft. Morgan said the rules grandfather existing plantings such as trees or shrubs if the caretaker submits the annual form and maintains them; otherwise staff may remove unpermitted or poorly maintained vegetation.

Members of the public and commissioners praised recent cleanups ahead of Memorial and Mother's Day but raised concerns after some commenters said expensive items had been removed. Morgan and others stressed the sensitivity of removals and the need for clear communication and outreach to avoid confusion.

Staff outlined how the permit and outreach will be administered: packets will be available at city hall and public works when graves are sold or finalized, and staff (including the city clerk's office and public works) will coordinate distribution. Morgan said records and lot sales have been reorganized so that cemetery operations, lot sales and scheduling are split among the cemetery superintendent, city hall and public works; John Cadaster is identified in the draft as the cemetery superintendent overseeing day-to-day operations.

Beyond the rules, staff and committee members recommended preparing a new cemetery master plan. Morgan said the last master plan dates to 2006 and is largely out of date; he proposed completing an updated master plan in 2026 in-house to address long-term issues such as committal shelters, columbariums, land purchases, gates and space constraints.

During public comment, Linda Raines Warren urged an inclusive approach for future cemetery expansion: "I would prefer to see a cemetery that's not segregated," she said, adding that residents should have a choice of burial location. Another speaker encouraged the city to consider an upright columbarium to accommodate increasing cremation and reduce land needs.

A commissioner moved to approve the November 2025 cemetery rules and regulations as presented; another commissioner seconded. After the chair called the question, the commission recorded vocal 'aye' responses and the chair declared, "Motion carries." The commission then adjourned the special called meeting.

Implementation: staff said they plan to delay enforcement and outreach until after the holidays to prepare packets, signage and the online exemption form and expect to begin enforcement and formal outreach after January 1, 2026. The city is also migrating cemetery records to new software expected to simplify sales, scheduling and public access next year.