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HomeMy WebLinkAbout03.01.2022 - Agenda AGENDA CITY OF DOWNEY DOWNEY CEMETERY DISTRICT BOARD OF TRUSTEES 5:00 PM Tuesday, March 1, 2022 The Cemetery District Trustee Board Members are Participating in the Meeting Via Teleconference I. CALL TO ORDER: 1. Regular Downey Cemetery District Meeting 2. Roll Call: Chair Mario Guerra, Vice Chair Brian Heyman, Trustee Rick Rodriguez 3. Welcome to Members and Guests: SEE SPECIAL NOTICE REGARDING PUBLIC PARTICIPATION AND ACCESSIBILITY FOR March 1, 2022 DOWNEY CEMETRY BOARD OF TRUSTEES MEETING II. PUBLIC COMMENT: (Non-Agenda – Five minute limit) 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. III. CONSET AGENDA: 1. Approve Board Minutes: Meeting of February 1, 2022 IV. PUBLIC COMMENT: (On-Agenda Items - Five minute limit) 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. V. BOARD BUSINESS: VI. DIRECTORS COMMUNICATION: 1. L.A.F.C.O Update VII. ADMINISTRATIVE REPORTS: VIII. TRUSTEE REPORTS/DISCUSSION: IX. 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 24th day of February, 2022 Karen Zavala Karen Zavala Office Assistant II     1 SPECIAL NOTICE Public Participation and Accessibility for the March 1, 2022 Downey Cemetery Board of Trustees Meeting Pursuant to Downey City Council Resolution No. 22-8048, Authorizing the Use of Remote Teleconferencing Provision Pursuant to AB 361, adopted on January 12, 2022, the Regular Downey Cemetery Board of Trustees Meeting scheduled for Tuesday, March 1, 2022 at 5:00 p.m. will allow member of the public to view, listen and participate in the meetings virtually/remotely. Members of the public wishing to submit public comment to the Cemetery Board of Trustees regarding items on the agenda and non-agenda may do so in writing or telephonically. Below are the ways to participate in the Cemetery Board of Trustees Meeting at 5:00 p.m. 1. Join the meeting (Audio Only): URL to join the Zoom Meeting: https://us06web.zoom.us/j/84233197511?pwd=U1Y3TmF0Tnd3VmtFUVBOSlNOUWQ2QT09  Meeting ID: 842 3319 7511 Passcode: 600665 Call Toll-Free (audio only): (877) 853-5247 or (888) 788-0099 Members of the public wishing to address the Cemetery 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 March 1, 2022. Participants addressing the Cemetery 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. Via Zoom Meeting 1. If someone wishes to address the Board during the Public Comment section, they must first “Raise a Hand” by – a. Computer App = Clicking on the button to “Raise a Hand” b. Phone Call = Press the keys *9 to “Raise a Hand” 2. The meeting host will send an Unmute request to each caller in turn to unmute themselves 2 a. Computer App = Clicking on the button to unmute b. Phone Call = Press the keys *6 to unmute their call 3. The caller will have five (5) minutes for their comments to be heard 4. After the five (5) minutes concludes, the caller will be muted once again 5. The next caller in the meeting with a “raised hand” will then be allowed to make their comments Participants addressing the Cemetery District Board of Trustees via zoom 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. MEETING MINUTES OF THE DOWNEY CEMETERY DISTRICT BOARD OF TRUSTEES February 1, 2022 The Downey Cemetery District Board of Trustees held a Meeting on February 1, 2022 at 5:00 p.m., The Cemetery District Trustee Board Members Participating in the Meeting Via Teleconference, Chair, Mario Guerra, presided. Present: Mario A. Guerra, Chair Brian Heyman, Vice Chair Rick Rodriguez, Trustee Absent: Also Present: Jason Chacon, District Director Karen Zavala, Office Assistant II Welcome to Members and Guests: Chair Guerra welcomed all members and guests. Consent Agenda 1. Approve Board Minutes of December 9, 2021 Trustee Rodriguez moved to approve December 9th minutes, Vice Chair Heyman seconded; all were in favor and motion passed 3-0. On-Agenda / Non-Agenda Public Comment: Carol stated that she has reported of a carabiner being used to hold the gate open instead of the padlock. She mentioned in regards of getting rid of Christmas decorations on graves since we are already in February. She commented that she is aware of the gopher abatement but that they are popping up again. She commented in regards to human waste from the homeless behind the monument. She mentioned in regards to the family that leaves their rungs over the fence, they have been notified by code enforcement previously. Carol mentioned that she has offered her Chapter DAR funds to help replace the broken headstone that has not been put together or for help that the cemetery might need. Chair Guerra thanked Carol for her passion and love for the cemetery. Board Business: 1. Approve CALPERS Final Resolution to Terminate Contract Director Chacon stated that the CALPERS process for termination has taken 4 years to finish. The final evaluation was confirmed to be a total of $0 therefore the cemetery does not owe money. The cemetery board had adopted the original resolution of intention in September, now it’s the final resolution to terminate. Once the board votes it needs to be filed within 90 days. Chair Guerra asked Director Chacon for a recap to inform Trustee Rodriguez. Director Chacon stated that at one point the Cemetery District had employees, when dissolved the district dissolved the intent to terminate the contract with CALPERS; there was an evolution of their retirement plan close to $72,000 that had been paid a couple years ago. Trustee Rodriguez motioned, Vice Chair Heyman seconded; all were in favor and motion passed 3-0. Termination was approved. 2. Budget Approval of 2022-2023 Director Chacon explained that the 2021 actual figures were what was spent in that fiscal year. Fiscal year 2021-22 was what the previous board had adopted for this current fiscal year. The 2022-23 figures were place holder numbers that were revised to make sure there were no over-expenditures. Trustee Rodriguez asked in regards to account 0580, in what was the purpose to that account. Director Chacon responded by stating that account pays the $50 per month stipend per three members to pay the cemetery board. Trustee Rodriguez then continued with item 0260 and asked if that account would pay for the headstone, if not to partner with DAR to help repair the headstone. Director Chacon commented that account 0260 is what Public Works uses for burial materials throughout the year. Director Chacon recommended account 0140 to repair the headstone, the problem that Public Works has come across is a quote because of how old the headstone is. Director Chacon commented that if the board would like to work with DAR the district can do that as well. Trustee Rodriguez asked Director Chacon if account 0140 can be increased from $1,200, Director Chacon stated that it is difficult to budget ahead of time but if given direction to work with DAR once a total is available that total can be allocated. Vice Chair Heyman agreed that DAR has done a lot to support Downey Cemetery activities. Chair Guerra questioned what the $1,200 under account 0140 covered. Director Chacon addressed Chair Guerra that account was for decorations and supplies for Memorial Day Ceremony. Chair Guerra asked in regards to the 25% water increase. Director Chacon mentioned that the $20,000 was from 2021 the budget for this current fiscal year was $27,000 and currently at $18,000. Director Chacon stated that he was not sure if there was a price increase or a water leak that year but what he can say is that this year the account is pacing to budget at $27,000. Chair Guerra then moved on to account 0610 asking as to why it went from $0 to $9,000 from last year. Director Chacon answered that depreciation was for the loan payment for the niche garden which was for 50 years. He continued that the finance department calculates the depreciation cost and factors it in to the overall note that the City carries in behalf of the cemetery. Chair Guerra continued to ask as to why fiscal year 2020 did not show that considering that the niche garden has been up for a while. Director Chacon addressed Chair Guerra that in 2019-2020 the finance employee that handled the cemetery budget left and found there were some line items that were normally charged to the cemetery were not charged. He added that he rectified those discrepancies with the finance department and all the bills are now being paid correctly. Chair Guerra moved forward with account 0670 and asked what the increase is on that account. Director Chacon stated that account is for the agreement the cemetery has with the City of Downey. He continued by stating that within that agreement there are three different places that the Downey Cemetery needs to reimburse the City and this comes from agreement section 2B; reimbursement of $350 a month plus CPIs since 1996 which is $580 a month for a total of $7,050. This is a payment to the City for the finance department and what they do for the Cemetery District. The way the budget works the District spends and the finance department then charges the cemetery. In 2021 the finance department did not charge the cemetery for services. Chair Guerra mentioned in regards to landscaping and if that has been resolved. Director Chacon voiced that Public Works has hired a new landscaping company and this also includes the gopher abatement with the County. Director Chacon mentioned that there is always room for improvement but the landscaping company is doing better than the previous company. Chair Guerra discussed in regards to how much the cemetery has in reserves and how that information is being waited on. He stated that to approve a budget not knowing what the income is hard. He then asked Director Chacon how soon would it be known how much income is available. Director Chacon stated that income will be available by February. Trustee Rodriguez asked if there are groups that voluntarily provide funds for the cemetery; Director Chacon stated that there are no records indicating such donations. Trustee Rodriguez motioned to approve the budget, Vice Chair Heyman seconded; all were in favor and motion passed 3-0. Directors Communication: 1. Wreaths Across America: Recap Director Chacon let the board know that 2 thank you letters are available for Western Shores Chapter- DAR and for the American Legion Riders. A total of 60 volunteers attended the Wreaths Across America Ceremony. Chair Guerra asked in regards to an update to the cemeteries facebook account, Director Chacon mentioned that he would have to get in contact to see what the issues were. Trustee Rodriguez suggested a website Director Chacon pointed out that there isn’t someone to run the website and Chair Guerra asked it could be a billboard page to use as advertising purposes only. Director Chacon addressed the board that currently cemetery information is provided in the City’s page which redirects to the Parks and Recreation Department. He stated that it would be looked into and asked Trustee Rodriguez for his contacts information for the website. Administrative Reports: Trustee Reports/Discussion: Trustee Rodriguez commented that he enjoys being part of the board and likes the direction the board is going as well as thanked the whole team for helping the cemetery move forward. Adjournment: There being no further business before the Downey Cemetery District until March 1st , the meeting was adjourned at 5:43 p.m. Mario A. Guerra, Chair