Driven by curiosity and built on purpose, this is where bold thinking meets thoughtful execution.

Using Western Heights Cemetery as a case study from the Constellation of Living Memorials two-year pilot, this framework illustrates the GOVERNANCE, LANDSCAPE DESIGN, AND GROUNDS MAINTENANCE MANUAL, written by Van Johnson, Sexton

Rev. 12/13/25

CONTENTS---------------------

*Stakeholders 

*Site Survey

*Guiding Principles

*Safety Procedures 

*Mowing Procedures

*Leaving Cemetery Checklist

*Planting Considerations 

*Seasonal Calendar 

Appendix: Volunteer Liability Release 

STAKEHOLDERS

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Western Heights Cemetery is managed, and decisions are made, keeping in mind the following stakeholders:

Permanent residents, known and unknown 

Descendants and other family members

Constellation of Living Memorials

Summerlee Foundation

Texas Historical Foundation 

Sponsors

Donors

Volunteers

Visitors

Researchers

Adjacent neighbors

Surrounding neighborhood

Greater neighborhoods of West Dallas and Oak Cliff

Employees & contractors

Governmental & regulatory authorities

Future stewards

Future researchers

Trees, wildlife, soil, groundwater

SITE SURVEY

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Western Heights Cemetery site survey considerations before designing / modifying landscape plans:

* Legal parameters / constraints / deed restrictions 

* Water availability

* Soil type -- clay or sandy loam, and depth

* Topography and drainage -- are there slopes that will be difficult to water?  Are there low points where water stands?

* Sun / shade proportion

* Existing desirable vegetation to be preserved 

* Existing invasive or nuisance species to be eradicated

* Existing other vegetation (turf grass and mowing issues)

* Marked graves

* Unmarked graves

* Infrastructure - roads, paths, fences, signage, boulders, overhead and buried power lines, lighting, cameras, pipes, faucets.

* VOLUNTEER HOURS AVAILABLE PER MONTH!!  Do not plant more than can be maintained. Even native plants will need watering in the beginning and also somewhat during droughts.

GUIDING PRINCIPLES

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INTRODUCTION 

Good design starts with Context and one of the key components of context is Purpose. Western Heights Cemetery is first and foremost a burial ground. Any other uses of it are secondary and must be compatible with the primary purpose. Access to all graves must be maintained and plantings cannot impede access. Major pathways should go around graves, not across them. (Minor pathways for access to a small group of graves might need to cross a grave but we strive to make that the exception.)

1. MAINTAIN PERIMETER FENCE

Keep clear for visibility and security to reduce vandalism. Remove existing brush and trees in fence. Do not plant desirable plants along fence because will make it harder to maintain. (The exception would be the decorative fence along Fort Worth Avenue since that has a concrete footing underneath which greatly simplifies vegetation maintenance. Nevertheless, only low plants should be planted there to maintain open sightlines.)

2. OPEN SIGHTLINES 

Keep most plantings (other than trees) to plants under 3 ft tall to help maintain open sightlines and reduce "camping" and vandalism. For the same reason, as well as for pedestrian safety, also limb up low hanging tree branches

3. PRESERVE MARKER PLANTS

Do not remove ANY legacy marker plants. Irises and lantana especially have historically been planted to mark graves in Texas. Even non-native lantanas should be left. There are several crape myrtles which may also indicate locations of graves. If the headstone is missing, plantings may be the only indication of a grave site.

4. MAINTAIN COMPLETE RECORDS

When older trees need to be cut down, permanently document the exact location because that may be a grave marker. A large pine tree is dying and may need to be removed. 5 years from now we wouldn't want to find documentation that someone was buried and a pine tree was planted there to mark the location but we no longer remember where the pine tree was. (There are several Chinaberries that need to be removed -- they are very fast growing trees and probably have not been there that long and probably were not used to mark graves.)

5. CONTROL INVASIVES

The other invasives should be removed including Chinaberries, privet, and at least 7 major locations of poison ivy, a native. (Despite the strange cultural prejudice prevalent in Dallas against hackberry trees, as the number one bird tree and the number one butterfly tree they are VERY desirable and should not be removed solely on the basis of their species. Unhealthy / unsafe individuals of any species can be removed of course.)

6. NATIVES PREFERRED 

Mostly natives should be added. Constellation of Living Memorials guidelines specify at least 75% of new plantings should be native plants. The rest can be non-invasive, well-adapted plants of high pollinator value. The CLM guideline of 75% native plants is a minimum -- a higher percentage of natives is allowed of course. If high habitat value non-native plants are added, let's try to do that outside of the grant and also attempt to not expend any funds if possible -- try to get them donated from local gardeners.

7. MITIGATE TRAFFIC DANGER

Keep high habitat-value plants away from Fort Worth Avenue. We do not want to incentivize butterflies, hummingbirds, and other wildlife to cross busy streets. Many butterflies in Texas die on car radiator grilles especially during the fall migration. The problem is definitely worse in South Texas but let's try to not contribute to this.

8. PROGRESSION OF BLOOM

Plantings should be planned to provide for progression of bloom for both season-long nectar availability as well as aesthetic value to human visitors.

9. SIMPLICITY 

Large perennial beds consisting each of one species have greater visual impact and are much easier to maintain, even by volunteers without much gardening experience. Beds of mixed annual wildflower seeds are still allowed and desirable, however. At some point in the year these are usually mowed down to not only help spread and mix seeds but also to control weeds.

10. SUSTAINABILITY

* Materials generated on-site (vegetative growth including tree limbs) should be retained on site (except poison ivy).

* Low-water design

- Native and adapted species 

- Proper plant in proper place 

- Group plants by water needs

- Use rain barrels 

* To the extent possible, gasoline powered equipment should be avoided. Exceptions for now are chainsaws. In the past gasoline powered mowers have been used but as areas are converted to habitat and pedestrian pathways are created, battery-operated string trimmers should usually suffice. No leaf blowers of any kind should be ever be used. 

11. DESIGN FOR MAINTENANCE

As a volunteer-based organization, plantings should be designed with ease of long term maintenance in mind:

* Plants most likely to need supplemental irrigation during drought should be planted closest to the water source.

* Plants with aggressively colonizing rhizomes should be contained via existing concrete barriers (family plot borders).

* Limit plants needing frequent pruning, deadheading, or other human interventions

12. NO NEW CANOPY TREES

Being on a very wind prone hill, historically we have had a lot of broken branches and in many cases those have broken gravestones. No healthy canopy trees will be removed except for invasive species such as chinaberries. However all future planting of trees will be understory trees such as redbuds, Mexican plum, etc that will not reach such a size that they will damage headstones or metal family plot borders if and when they fall. Being understory trees they will also be more easily managed and will be able to be pruned by volunteers versus hiring arborists to climb tall trees with ropes and harnesses.

13. STARE DECISIS

Previous decisions should be honored as much as possible unless there is an overwhelming reason to reverse them. A tree might not have been planted in an ideal location according to the current crop of office holders, but unless it creates a safety issue or would damage graves it should not be removed. Undoing previous decisions wastes time and money, as well as the lost opportunities of what could have been achieved instead with those resources. 

SAFETY PROCEDURES

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Everyone:

* Risks include weather exposure, uneven ground, tripping hazards, stinging insects, toxic plants, wild animals, power lawn equipment, digging, lifting / loading / unloading, and construction and repair activities.

* Report any hazards or safety concerns.

* Don't attempt anything you don't feel you can safely do.

* Stay at least 50 feet away from weedeaters and at least 30 feet away from mowers. Even then it's a good idea to keep your back to power equipment.

* Immediately leave the cemetery if you observe lighting or thunder. Do not wait to be told to leave. Return to car. If you walked, cycled, or rode the bus, shelter in White Rhino Coffee shop.

* Secure ladders before climbing. At least one spotter must be present to help steady ladder and watch for safety issues.

Power equipment operators:

* Safety glasses MUST be worn when operating weedeater.

* Do not operate weedeater within 50 ft of another person: volunteer, visitor, etc. >> If a visitor comes within 50 ft of where you are cutting, stop and move to another area until they are gone. If a volunteer comes within 50 ft of where you are cutting, ask them to work somewhere else until you are finished in that area.

* Do not operate mower within 30 ft of another person: volunteer, visitor, etc. 

>> If a visitor comes within 30 ft of where you are cutting, stop and move to another area until they are gone. If a volunteer comes within 30 ft of where you are cutting, ask them to work somewhere else until you are finished in that area.

* Safety glasses and hearing protection MUST be used with chain saw. At least one spotter must be present when using chain saw to help watch for safety issues.

MOWING PROCEDURES 

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* Safety glasses MUST be worn when operating weedeater.

* Do not operate weedeater within 50 ft of another person: volunteer, visitor, etc. >> If a visitor comes within 50 ft of where you are cutting, stop and move to another area until they are gone. If a volunteer comes within 50 ft of where you are cutting, ask them to work somewhere else until you are finished in that area.

* Do not operate mower within 30 ft of another person: volunteer, visitor, etc. 

>> If a visitor comes within 30 ft of where you are cutting, stop and move to another area until they are gone. If a volunteer comes within 30 ft of where you are cutting, ask them to work somewhere else until you are finished in that area.

MOWING HEIGHTS 

* Pathways: lowest setting 

* Graves: 2 inches

* Everything else: highest setting (4 inches)

* Unmowed areas 

DON'TS

* Don't cut any area inside pink tape. 

* Don't cut any plants inside brick squares. 

* Don't cut any plants with stakes.

* Don't cut plants that have been mulched.

* Don't cut sedges (It will take practice to learn to recognize these grass look alikes -- they are not segmented like grasses. Think Bermuda or St Augustine which are heavily segmented typical grasss.)

* Don't cut any areas that have haven't been previously cut before unless specifically instructed.

NORMAL PRIORITY RANK

1 Major pathways (mulched)

2 Sidewalk and entrance area

3 Secondary pathways (grass) to graves

4 Historical marker area

5 Perimeter fences

6 Section guidepost markers: 2 ft radius

7 Edge driveway bricks

8 Edge concrete family plot boundaries 

9 Edge headstones

However we also need to rotate maintenance because we don't have the time and resources to do it all every time. So if an area was cut last time and there are other areas that have taller vegetation and look worse they should be cut first even if they have a lower priority ranking.

GOALS

* We have promised the families there will be at least one path to every grave.

* Try to keep at least 4 ft cut in front of every headstone. 

* If there is a footstone, the cut area should connect the headstone to the footstone.

* Cut one weedeater width behind and to each side of every headstone.

* Consider every clump of irises as a grave even if it doesn't have a marker, because it almost certainly is. 

* Cut about 1 foot clearance all the way around every freestanding clump of irises so the volunteers can weed them without standing in tall vegetation.

* Cut about 1 foot clearance all the way around every freestanding lantana so the volunteers can weed them without standing in tall vegetation.

* Maintain a mowed path to every birdfeeder so the children who refill them do not have to walk through tall vegetation.

REPORT 

* Hazards 

* Fire ants

* New areas of poison ivy

* Concerns 

LEAVING CEMETERY CHECKLIST 

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RAIN BARREL, WARM WEATHER 

* Check for mosquito larvae.

If found, add mosquito dunk which are kept in a ziplock bag under the platform. If there are larvae and no dunks, use all the water for plants or go purchase dunks. Last resort, empty barrels on ground rather than leave them with mosquito larvae if you cannot add dunks.

* Make sure screen / lid is put back securely in place to prevent birds or animals from drowning.

* Rain barrels should be placed 1/3 behind the drip line and 2/3 in front to maximize rain capture regardless of light or heavy rain.

RAIN BARREL, COLD WEATHER 

* If a freeze is forecast, open spigot so barrel doesn't break.

* After freezing period is over, close spigot to store rain.

TRASHCAN

* Check if it needs emptying

PLANTING CONSIDERATIONS

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CONSTRAINTS 

* Budget

* Number of volunteers available to help plant

* Watering plan during establishment period

* Number of volunteers available to CONSISTENTLY water if no rain during establishment period.

PLANT SELECTION FACTORS

*The major categories to consider are trees, shrubs, perennials, grasses, groundcovers, and seeds of annuals and perennials.  

* Trees and shrubs may require more volunteers due to their weight and the size of the planting site that needs to be dug.

* How frequently will the plants need to be watered if there is no rain?

* Soil type: clay vs sand. Plant must be compatible.

* Sun or shade

* Zone hardiness. We are in zone 8 but keep in mind that is an AVERAGE. If we have a Zone 7 winter one year, some of the zone 8 plants might die as happened recently.

* Wildlife value: cover / nesting, host plant, nectar plant, berry or seed plant. Try include as many of these categories as possible for a richer ecosystem.

* You may be lucky and already have a lot of trees or grasses. In that case get the things you don't have.

* Diversity: if you plant 20 of one species of tree and then a disease or insect comes along that affects that tree, you could lose all 20 trees. Species diversity is key to a resilient ecosystem.

SOURCING 

* Buy native plants as close to you as possible, as a sustainability practice.

* Preferably organically grown. Systemic insecticide in the plant tissues will kill pollinators.

* A list of some plant souces is in the CLM Google Docs folder.

* Two or more cemeteries might consider banding together to reach minimum ordering amounts or to reach the next discount price point.

* If ordering a large delivery, a shipper may require it to all be unloaded at one location. If that's the case, designate the cemetery has the most plants and distribute the remaining plants to the other cemetery or cemeteries.

TIMING

* Optimal planting time here is often late October or anytime in November

* You can only buy what the nurseries have in stock, so if they only have a few of a certain plant that you really want (and they aren't expecting any future deliveries of it this season) it may be best to buy them sooner and keep them offsite and hand water them until planting day. Otherwise you risk them selling out.

* Planting Day: Weekends are usually the best time to get volunteers. State Fair weekends and Halloween weekend are probably best avoided if you want to get the maximum number of volunteers. Announce the date well in advance and post reminders.

PURCHASING 

* If you are a non-profit with a sales tax exemption, don't forget to take the state sales tax exemption paperwork with you each time. 8.25% sales tax on $10,000 is $825. That is money that could have gone to plant purchases.

LOCATING

* In addition to planting in correct soil type and sun exposure, it will reduce volunteer workload to plant species of similar water needs together. Plant medium water plants with medium water plants and very low water plants with very low water plants. 

* Plant higher water need plants closest to the water source and lowest water need plants farthest from the water source.

* Avoid flood areas and poorly draining spots where water stands after a rain. 

* Slopes are very hard water on efficiently. Avoid planting on pronounced slopes if you can (unless you have an erosion problem and/or know the correct way to water on a slope). 

CARE

* Dormant plants will usually still need SOME water in the winter, so water them if it is very dry.

* Be careful not to overwater xeric plants in winter, especially in heavy clay. Much winterkill results from roots rotting in wet clay soil, not the cold temperatures per se.

SEASONAL CALENDAR 

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SPRING

Seeding tender plants

Mowing

Woodchip deliveries 

Main removal targets: hedge parsley, plantain, fire ants

SUMMER 

Watering and mowing

Main removal targets: plantain, privet, poison ivy, Johnson grass, Smilax

Clean headstones with D2

Late summer: prune any Chinaberries not yet removed to minimize reseeding.

AUTUMN

Planting

Transplanting 

Divide irises

Seeding hardy plants (bluebonnets Sept, poppies for veterans Nov)

Shredded leaf deliveries 

WINTER

Clean out birdhouses

Update plant maps 

Inspections, painting, and repairs

Security camera and lighting maintenance 

Tree pruning (no oak pruning after December)

Hidden grave marker exploration 

Re-grading around low stones and coping 

Woodchip deliveries