Loading...
HomeMy WebLinkAbout12-01-20 - Agenda AGENDA CITY OF DOWNEY DOWNEY CEMETERY DISTRICT BOARD OF TRUSTEES 5:00 PM Tuesday, December 1, 2020 Downey City Hall – 1st Floor Council Chambers 11111 Brookshire Ave., Downey, CA 90241 I. CALL TO ORDER: 1. Regular Downey Cemetery District Meeting 2. Roll Call: Vice Chair Brian Heyman, Trustee John Unkovich, Mario A. Guerra 3. Welcome to Members and Guests: SEE SPECIAL NOTICE REGARDING PUBLIC PARTICIPATION AND ACCESSIBILITY FOR DECEMBER 1, 2020 DOWNEY CEMETRY BOARD OF TRUSTEES MEETING II. CONSET AGENDA: 1. Approve Board Minutes: Meeting of March 3, 2020 III. NON-AGENDA PUBLIC COMMENT: This portion provides an opportunity for the public to address the Board on items within the jurisdiction of the Board and not listed on the agenda. It is requested, but not required, that you state your name, address and subject matter upon which you will speak. Please limit your comments to no more than 5 minutes. Pursuant to the Brown Act, no discussion or action, other than a referral to staff or schedule of subsequent agenda, shall be taken by the Board on any issue brought forth under this section. IV. DIRECTORS COMMUNICATION: 1. Welcome Board Member V. BOARD BUSINESS: 1. Reorganize of Chair and Vice Chair 2. Approval of 2021-2022 Budget VI. ADMINISTRATIVE REPORTS: 1. Activity Report: 1st Quarter Niche Sales Report 2. Activity Report: Financials for March 1st – December 1st VII. TRUSTEE REPORTS/DISCUSSION: VIII. ADJOURNMENT: Supporting documents are available at: www.downeyca.org; City of Downey, Parks and Recreation Department, 7850 Quill, Downey, California during regular workday hours between 8:30 a.m and 5:30 p.m, Monday – Friday. In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, complete the City’s Title II ADA Reasonable Accommodation Form located on the City’s website and at City Hall - City Clerk’s Department, 11111 Brookshire Avenue, Monday – Friday, 7:30 a.m. – 5:30 p.m., and submit to the City Clerk’s Department or contact the City Clerk’s Department at (562) 904-7280 or the California Relay Service at 7-1-1. Notification at least 48 hours prior to the meeting will enable the City to make arrangements to assure accessibility. The City of Downey does not discriminate on the basis of disability in admission to, access to, or operations of its programs, services or activities. The City does not discriminate on the basis of disability in its hiring or employment practices. Questions, concerns, complaints or requests for additional information regarding the Americans with Disabilities Act may be forwarded to the City’s ADA/Section 504 Coordinator, 11111 Brookshire Avenue, Downey, CA 90241, ADACoordinator@downeyca.org; Phone: (562) 299-6619; FAX: (562) 923-6388; California Relay at 7-1-1. I, Karen Zavala, Office Assistant II, City of Downey, do hereby certify, under penalty of perjury under the laws of the State of California that the foregoing notice was posted pursuant to Government Code Section 54950 Et. Seq., at the following locations: Downey City Hall, Downey City Library, and Barbara J. Riley Senior Center. Dated this 25th day of November, 2020 Karen Zavala Karen Zavala Office Assistant II MEETING MINUTES OF THE DOWNEY CEMETERY DISTRICT BOARD OF TRUSTEES March 3, 2020 The Downey Cemetery District Board of Trustees held a Meeting on March 3, 2020 at 5:00 p.m., in the City Council Chamber of the Downey City Hall, 11111 Brookshire Avenue, Downey, California, Chair, David R. Gafin, presiding. Present: David R. Gafin, Chair Brian Heyman, Vice Chair John Unkovich, Trustee Absent: Also Present: Jason Chacon, District Director Karen Zavala, Office Assistant II Danielle Roman, Office Assistant II Welcome to Members and Guests: Chair Gafin welcomed all members and guests. Written Communication: 1. Approve Board Minutes of February 4, 2020. Chair Gafin asked for a motion to approve February 4th minutes. Vice Chair Heyman moved, Trustee Unkovich seconded; all were in favor and motion passed 3-0. Non-Agenda Public Comment: Carol commented her concern regarding disturbed graves. Carol has sent pictures to Phil (Public Works staff) and District Director Chacon. Carol stated that Phil mentioned he would go to the cemetery to take a look but there has been no follow up. Carol also commented on sunken markers; she believes it might have been due to recent rainy weather. She stated that some markers are sunken in about 4 to 5 inches from one side. Carol followed with security concerns and suggested a walkthrough of the cemetery before locking the gate, to insure no one is left inside. She also discussed the inconsistency of the times the cemetery gate is being locked. Carol brought to the attention of Director Chacon and the board, of her previously stating that the cemetery agenda had not been posted. She added that the last post available was from September. Carol touched on her reporting previously the lighting on the flag, which hopefully will get done eventually. Bobbi Secretary of Downey Historical Society stated, that she will be doing articles in the Downey Patriot to bring interest that Downey has their own historical cemetery. She thanked the board for serving and being responsible for preserving Downey sites. Joann expressed that she is in the process of cleaning Veteran stones and has cleaned 60 on the east side. She disclosed that the 4 inches of thick grass clippings on the south side of the cemetery is making it difficult to clean the stones. She asked if possibly the gardeners could take care of the grass clippings. Joann mentioned that she will try and have the veteran stones cleaned by Memorial Day event. Chair David Gafin asked Director Chacon if he could follow up on the moved stones and the sunken markers. Director Chacon responded by stating that the pictures Carol emails him are forwarded to Public Works to investigate. Chair Gafin brought to matter the inconsistency of the time the cemetery gate being locked and asked Director Chacon if there is someone who can lock the gate consistently. Director Chacon mentioned that having someone to consistently lock the cemetery gate is not feasible. Parks and Recreation has 450 hourly staff that are located in different sites, therefore the person closing the gate and the times vary. Chair Gafin asked Director Chacon if there is a list of volunteers or junior organizations that can help with stone cleaning. Director Chacon commented that if Parks and Recreation gets a group of volunteers he will make sure to consider the cemetery as a possible site. Board Business: 1. Memorial Day Director Chacon commented on the Memorial Day program from last year that not a lot of changes were done to the layout for this year. He mentioned that on the previous meeting more involvement was requested from ASPIRE schools. The process is to contact all 12 school sites and see what schools can commit to participate in the event. As for trumpeters, last year there was a problem were they fell out last minute. Director Chacon stated that he has been in contact with Ray Guard early enough that if the trumpeters are not available, there are options and can consider an honor guard for the rifle salute. Chair Gafin then suggested that if the trumpeters were not available to check with Downey High Schools for trumpeters. Director Chacon then commented that if anyone had any suggestions on changes to the program or additions to contact him or Office Assistant Danielle. Chair Gafin suggested a public service announcement in the Downey Patriot for Veterans to participate. Director Chacon indicated to the board the discussion of parking for the event. Metro is charging to park on the parking lot across from the cemetery. Previous discussion was that cemetery would pay a portion or contact Janice Hahn’s office on possibly waiving the fee. Chair Gafin mentioned using Downey Link to transport people to the event. Carol suggested using Carpenter school for public parking and pick up location for Downey Link. 2. LA COUNTY-Funding Report Chair Gafin stated that the funding being requested is about $25,000 to finish the uplighting for the flag pole and security lighting near the niche wall. Chair Gafin will be signing the letter and sending it to Supervisor Janice Hahn requesting the funds. 3. 2020-2021 Budget: Director Chacon commented on the 2019-2020 budget that the district budget was $87,617. He mentioned that money gets paid by the City in the City’s finance department. At the end of the fiscal year it gets reconciled and paper work is sent over to the County for a reimbursement. There have been some changes internally both with the Parks and Recreation department and the Finance department, so as of now the City has not been reimbursed by the County for about 2 to 3 years. Chair Gafin then confirmed with Director Chacon that the City won’t actually know how much has been paid out until June or July. Director Chacon confirmed Chair Gafin’s comment. Director Chacon mentioned to the board regarding the electrical bill going up about $400 a month due to all the new lighting. Director Chacon also stated the increase in public liability insurance. It came to their attention that the current liability insurance only covers the people on their property which is $550 annually. The coverage does not cover damages done to buildings and property. Additional coverage will be $670 a year for a total of $1,220. Trustee Reports/Discussion: Vice Chair Heyman stated that staff working for the City of Downey and Public Works are planting trees throughout the city. Vice Chair Heyman asked if they would be able to survey the Downey cemetery grounds to possibly add additional trees. Chair Gafin commented that they will check with Public Works. Trustee Unkovich discussed lighting at the cemetery and possibly increasing the wattage. He asked if it would be possible to go at night time to be able to figure out the lighting situation. Director Chacon recommended for Unkovich to pick a day, so staff could be asked to close the gate later. Chair Gafin suggested meeting at the cemetery for an adjourned meeting possibly in April, to discuss with the board openly and not violate the Brown Act. Director Chacon stated that he would look into it. Adjournment: There being no further business before the Downey Cemetery District until April 7, the meeting was adjourned at 5:57 p.m. __________________________________________ David R. Gafin, Chair   Downey Cemetery 2020-2021 Proposed Budget 2019/20 2019/20 2020/21 Account Number APPROVED ACTUALS PROPOSED Purpose PERSONNEL SERVICES 0010 REGULAR SALARIES $500.00 $500.00 Public Works Maint Services Staff. Staff services billed as needed. 0020 TEMPORARY PERSONNEL $5,000.00 $1,935.31 $5,000.00 District Coordinator (5 hrs/week) and Memorial Day PT staff (5 staff for event) 0030 OVERTIME $1,000.00 $1,000.00 Overtime for FT staff for Burials (2/year; 4 staff/each; 8 hr/each) 0050 AUTO ALLOWANCE 0060 LEAVE TIME APPLIED 0071 HEALTH INSURANCE 0073 DENTAL INSURANCE 0074 LIFE INSURANCE 0075 DISABILITY INSURANCE 0078 CAL PERS RETIREMENT $100.00 $100.00 FT/PT benefit proportional to hours worked 0079 PARS RETIREMENT $47.14 0080 WORKERS COMPENSATION $150.00 $28.58 $150.00 FT/PT benefit proportional to hours worked 0094 MEDICARE EMPLOYER TAX $100.00 $28.06 $100.00 FT/PT benefit proportional to hours worked Total PERSONNEL SERVICES $6,850.00 $2,039.09 $6,850.00 OPR MATL & SUPPLIES 0130 OFFICE SUPPLIES 0140 SPEC ACT SUPPLY $1,200.00 $1,200.00 Memorial day event supplies: wreath, flyers, maps, deco, singer, trumpeters, etc. 0230 MATERIALS, BUILDINGS 0260 MATERIALS, LAND IMPROVEMENT $1,400.00 $1,400.00 Public Works Maint Services supplies 0320 PRINTING & BINDING 0450 AUDITING SERVICES $2,000.00 $2,122.00 $2,000.00 Mandated audit by outside firm 0451 ADMINISTRATIVE OVERHEAD $5,028.00 $2,450.00 $5,028.00 City Overhead Compensation - Agreement Section 2A ($250 month + CPI from 1996 = $419 month X 12 = $5,028) 0550 ELECTRICITY BILLS $4,324.00 $77.99 $4,324.00 SCE ($27/mo) normal, plus anticipated increase with lighting $4000 (10 x $400/mo) 0570 WATER $27,000.00 $16,511.07 $27,000.00 Water Usage ($2,300/mo) 0580 TRAVEL & MEET EXPENSES $1,500.00 $750.00 $1,500.00 Trustees monthly stipend at $50 x 3 x 10 months =$1500 0610 DEPRECIATION $9,865.00 $9,865.00 Niche Garden, per 50 years (2055) (14/15 land improvement from aquisition) 0611 DEBT SERVICE $2,500.00 $1,800.00 $2,500.00 Repayment of $75,000 loan from the City, 50% of actual niches sold 0640 POSTAGE $100.00 $2.30 $100.00 0670 PROF & TECH SRVC FEE $7,050.00 $32.00 $7,050.00 Agreement Section 2B ($350 month + CPI from 1996 = $587.39 month X 12 = $7048.68) 0700 CONTRACT SERVICES-MOC $18,200.00 $6,159.61 $18,200.00 Landscape $11,500/ year, animal pest control, contracted services for repairs+ $4,200 gopher abatement 0710 PUBLIC LIABILITY INS $600.00 $1,220.00 The Hartford Company (Liability = $550) (Building & Property Coverage = $670) Total OPR MATL & SUPPLIES $80,767.00 $29,904.97 $81,387.00 Total PERSONNEL SERVICES $6,850.00 $2,039.09 $6,850.00 Total CEMETERY DISTRICT $87,617.00 $31,944.06 $88,237.00 $87,617.00 $31,944.06 $88,237.00 INTER-OFFICE MEMO Downey Cemetery District DATE: November 30, 2020 TO: Downey Cemetery District Board of Trustees FROM: Jason Chacon, District Director SUBJECT: ACTIVITY REPORT FOR DOWNEY CEMETERY March 1, 2020- December 1, 2020 Activity for the subject period:  Open/Close Fee Full Burial: $1,806.00  Niche Open/Close Fee: $1,612.00  Niche Sales: $800.00  Endowment Fee: $250.00  Marker Setting: $644.00  Vases:  Donation(s):  Grave Transfer Fee:  Administrative Research Fee:  Miscellaneous: Total: $5,112.00 1 SPECIAL NOTICE Public Participation and Accessibility for the December 1, 2020, Downey Cemetery District Board of Trustees Meeting Pursuant to Paragraph 3 of Executive Order N-29-20, executed by the Governor of California on March 17, 2020, and the County of Los Angeles Department of Public Health Officer Order Revised October 23, 2020 as a response to mitigating the spread of Coronavirus known as COVID-19 and providing direction for moving the County through the State’s Blueprint for a Safer Economy – Tier 1, the Regular Downey Cemetery District Board of Trustees Meeting scheduled for Tuesday, December 1, 2020 at 5:00 p.m. will allow members of the public to participate and address the Commission during the public comment portion of the meetings via teleconference or by email. Below are the ways to participate in the Cemetery District Board of Trustees Meeting at 5:00 p.m. 1. Join the meeting (Audio Only): Meeting ID: 915 2915 2054 Passcode: 176768 Call Toll-Free (audio only): (877) 853-5247 or (888) 788-0099 Members of the public wishing to address the Cemetery District Board of Trustees during public comment or for a specific agenda item, or both, may do so by the following methods. 3. E-mail: parksandrec@downeyca.org In order to effectively accommodate public participation, participants are asked to provide their public comments via e-mail by 2:00 p.m. on December 1, 2020. Participants addressing the Cemetery District Board of Trustees by email are encouraged to provide the following information: a) Full Name; b) City of Residence; c) Subject or Agenda Item No.; d) Written Comments. 4. Teleconference phone number: (562) 299-6622 Calls will be placed on hold in queue and participants will provide their public comments via speaker phone. Persons speaking are limited to a maximum of five (5) minutes. Participants addressing the Cemetery District Board of Trustees by teleconference are encouraged to provide the following information: a) Full Name; b) City of Residence; c) Subject or Agenda Item No.; d) Public Comment. For any questions contact the Parks and Recreation Administration office at (562) 904-7238.