04-07-2022 (Cemetery Advisory Board) Minutes Wylie Cemetery Advisory Board Minutes '•I
April 7, 2022—6:00 PM
Council Chambers-300 Country Club Road, Building#100, Wylie,Texas 75098 CITY OF
WYLIE
CALL TO ORDER
Board Chair Sandra Stone called the regular meeting to order at 6:00 p.m. The following Cemetery Advisory Board
members were present: Board Vice-Chair Keith Stephens, Board Member Gloria Suarez, Board Member Allison
Stowe,Board Member Kimberly Summers,and Board Member Jami Lindquist. Board Member Juan Azcarate and
Board Alternate Erin Williams were absent.
Staff present included:Assistant City Manager Renae' 011ie, Parks and Recreation Director Robert Diaz,and Parks
and Recreation Administrative Assistant II Janet Hawkes.
CITIZEN COMMENTS ON NON-AGENDA ITEMS
No Citizens came forward.
REGULAR AGENDA
1. Consider,and act upon,approval of the March 3,2022 Cemetery Advisory Board meeting minutes.
Board Action
A motion was made by Board Member Suarez,seconded by Board Vice-Chair Stephens,to approve the March
3, 2022 Cemetery Advisory Board meeting minutes. A vote was taken and the motion passed 6-0 with Board
Member Azcarate absent.
2. Consider, and act upon, approval of the Cemetery Rules and Regulations, Chapter 78-Parks and
Recreation,Article IX Cemeteries.
Director Diaz addressed the Board advising that staff had incorporated the Board's recommended changes into
the Rules and Regulations draft which was included in the April 7, 2022 Agenda Packet. Director Diaz said
that staff was in contact with both Danny Allen of Allen Funeral Home and Richard Parker of the current
cemetery board in regards to the existing cemetery rules and regulations that they currently adhere to. Director
Diaz noted that in Sec 78-371 Cemetery Care item (b), Board Vice-Chair Stephens had expressed during the
previous Board meeting,his concerns on the responsibility of grave marker/monument maintenance in the event
families of the internment were unknown or were unwilling to assume responsibility. Director Diaz responded
that Sec 78-371 item(b),as written,remains consistent with the current cemetery rules and regulations in place
and therefore was not amended, as to which Assistant City Manager 011ie also recommended it remain as
written. Assistant City Manager 011ie referred to a similar rule that the City of Wylie Code Enforcement officers
adhere to, wherein a citizen in violation receives a warning or warnings, and if the violation is not addressed
within a specific timeframe,City staff proceed in hiring a contractor to address the code violation,of which the
homeowner is subsequently billed for.
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Board Chair Stone recommended staff add verbiage to Sec. 78-371 item(b), stating that the City will assume
maintenance responsibility for the marker/monuments,as well as the provision of small permanent markers for
unmarked plots. Board Chair Stone also recommended staff visit the Wylie Cemetery and Kreymer Cemetery
and walk throughout them both in order to access the current marker/monument and plot conditions. Board
Chair Stone informed the Board that typically temporary markers are placed on plots at the time of burial,
however, those markers typically only last up to 90 days. Board Chair Stone recommended the City instill a
gate fee to plot owners, such as $75, wherein a portion of that amount is designated to go toward a small and
simple permanent granite marker if needed. Board Chair Stone stated, to which Board Vice-Chair Stephens
agreed,that committee members are limited as to what they are able to volunteer for in regards to maintenance
and repair of damaged grave marker/monuments. Board Chair Stone stated that volunteers could pull weeds
and do minor enhancements to the plots, but the lifting or leveling of a fallen marker/monument and the repair
of a damaged marker/monument must be contracted to an outside vendor. Assistant City Manager 011ie advised
that operational expenses such as repairs, maintenance, lawn care, small permanent plot markers, etc., will be
allocated out of the general budget. Board Vice-Chair Stephens recommended a local Wylie company that he
knew of called Sunflower Cemetery Services, which can be contracted for grave marker/monument repair.
Board Chair Stone recommended the Rules and Regulations should specify that no plot will go unmarked and
that the City will assume responsibility for repair in the event the internment's family is unknown or unable or
unwilling to assume responsibility. Assistant City Manager 011ie stated that when City ultimately takes over
the two cemeteries, staff will hire a vendor to perform ground penetrating radar in order to confirm the
possibility of existing unknown internments or empty plots throughout the two cemeteries. Board Chair Stone
suggested the Board consider an "Adopt a Family" fundraiser wherein those participating periodically put
flowers or similar on plots wherein there is no family contact.
Director Diaz referred the Board to Sec.78-373 size of current plots. Director Diaz stated that current cemetery
committee member Richard Parks advised staff that the plots at the Wylie Cemetery are as follows: the "old
section"of a family of 12 burial plots has dimensions of 30'x20';the"first new section" of single burial plots
have dimensions of 4'xl0'; and the "newest section" of individual burial plots have dimensions of 6'x12'.
Director Diaz also advised that the Kreymer Cemetery "old section" of family burial plots of six have
dimensions of 12'x24'; the new section of lot spaces are 4'x12'; and that there are no existing cremate-only
spaces. Director Diaz advised that burial fees will be established and brought before the Cemetery Advisory
Board prior to City Council's final approval. Internment limitations are set at two per standard space. Assistant
City Manager 011ie advised that Sec 78-373 (c) and (e) as shown in the Agenda Packet will be amended as
follows: referring to (c) the cremate-only space will be completely removed, and item (e) referring to the
internment limitations per space will be amended to state "Internment limitations per space will remain in
accordance with the State law." Board Vice-Chair Stephens added that currently,the state law limits cremation
internments to four per plot. Assistant City Manager 011ie advised she would research and then forward this
statute to the Board in an email. Director Diaz stated that Sec 78-378(k),referring to allocated funds for grave
leveling and provision of a semi-permanent grave marker, remain as written. Director Diaz advised that staff
plan to hire a contractor who will dig the graves. Board Chair Stone advised the Board that the grave contractors
who dig the graves do not include the particular maintenance of grave leveling in their contract and that it
typically falls onto the responsibility of others,such as City staff.
Director Diaz noted that in regards to Sec. 78-379, staff removed the section noting the allowance of double-
stacked burial, in order to remain consistent with the current cemetery board's policy. Sec. 78-381 was also
amended to align with the current cemetery board's practice in regards to allowing only one individual container
of flowers to be placed or affixed on each plot. Board Vice-Chair Stephens questioned staff on how they intend
to enforce the flower container limitation with the family of internments, to which Board Chair Stone added
that she has noticed that family of internments will commonly add other non-floral items to their plots, items
of which include solar lights, PVC pipe for flowers, and other sentimental items such as stuffed animals,toys,
and similar. Director Diaz noted that Sec. 78-381 (a) speaks to the concern of items being left on graves.
Assistant City Manager 011ie responded that City staff will respectfully remove the items that are against the
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rules and regulations,taking into consideration the items,where they are placed,and the possible reasoning for
placement of the item thereof. Staff will also make attempts to contact family members in order to advise them
of the potential item removal, giving an option for their retrieval. Board Vice-Chair Stephens noted that the
military has a tradition of the placement of coins on military gravesites that should be considered as well.
Assistant City Manager 011ie advised the Board that the Division 4 Perpetual Care Fund section will not be
included in the Rules and Regulations as an item that the Board is to consider for approval during the Board
meeting. Assistant City Manager 011ie also stated that, at this time,the Perpetual Care Fund will be governed
by the local government code, and that staff intend to consult with the City Attorney in regards to any
amendments thereof. This item will be brought back to the Cemetery Advisory Board in a future meeting,and
the Sec. 78-374"Resale Options"must be reviewed and approved by the City Manager. Board Member Suarez
asked staff to provide the final version of the Rules and Regulations to each plot purchaser. Board Chair Stone
added that she recommends staff post some of the more specific cemetery Rules and Regulations,such as flower
and object limitations,etc.,on a permanent sign easily viewed by visitors,within the cemeteries. Board Member
Suarez inquired about the City's legal obligation of posting a notification to notify citizens of the acquisition of
the cemeteries, by way of a newspaper publication or other media sources. Assistant City Manager 011ie
responded that this action of notification is not necessarily a legal requirement for the City,but that she feels it
is indeed important for staff to notify citizens of this transition by way of newspaper notification as well as
social media. Board Chair Stone inquired about the cemetery fees, to which Assistant City Manager 011ie
responded that the cemetery fees will be researched by staff and then presented to the Board at a future meeting,
with consideration that City Council will need to give final approval thereof. Assistant City Manager 011ie
added that the approved cemetery fees will then be included in the City Fee Ordinance,and not included within
the Rules and Regulations document.
Board Chair Stone stated she wanted additional clarification to be included in the Board's action for the Rules
and Regulations, Sec. 378-71 (b),stating that the City will assume responsibility in providing permanent grave
markers on unmarked plots, as well as maintenance responsibility for plot monuments and markers in need of
repair, in the event that family members of the internment cannot be located or are unwilling to assume
responsibility. Assistant City Manager 011ie disagreed with Stone's recommendation for this additional
wording. She advised that Sec 78-378 (k)includes adequate wording conveying that funds would be allocated
for grave leveling and small semi-permanent grave markers if the internments family members are unable or
unwilling to do so. Assistant City Manager 011ie also stated that in regards to Sec. 78-371 "Cemetery Care"
item (b), she does not recommend additional wording be added, as Board Chair Stone requested, stating that
the City would assume responsibility in the event that internment's family members are unable or unwilling to
do so. Instead, this specification for responsibility assumed would be addressed within the City policies.
Assistant City Manager 011ie stated that the Rules and Regulations item, if approved for recommendation by
the Cemetery Advisory Board,will go before City Council for approval on April 26, 2022.
Board Action
A motion was made by Board Vice-Chair Stephens, seconded by Board Member Stowe, to approve the
Cemetery Rules and Regulations, Chapter 78-Parks and Recreation, Article IX Cemeteries as written,with the
exclusion of Division 4. Perpetual Care Fund Sec. 78-435 and Sec. 78-436, the exclusion of Sec. 78-373 (c),
and the amendment of Sec.78-373(e)to state internment limitations per space shall be in accordance with state
law. A vote was taken and the motion passed 6-0 with Board Member Azcarate absent.
WORK SESSION
WS1. Board Updates.
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Assistant City Manager 011ie told the Board that staff is working with the City Attorney in the drafting of
agreements between the City of Wylie and Allen Funeral Home, allowing for Danny Allen to continue assuming
his current responsibilities with respect to the management and operation of the cemeteries, until the City of Wylie
is able to completely take over in all areas of management and operation.
Assistant City Manager 011ie stated that the transition of ownership documents are currently being drafted by the
City Attorney, with the projected finalization of transition to take place by October 1, 2022, which will be within
the City's 2022/2023 fiscal year budget, allowing funds to be budgeted for operational expenses. This projected
date of October 1, 2022,will also allow the necessary time needed for staff, along with the City Attorney,to work
on the details of the Perpetual Fund and the transfer of existing funds from the current cemetery board to the City's
potential new Perpetual Fund. Assistant City Manager 011ie expressed her and the staff's appreciation to the Board
for their assistance in the process of the upcoming cemetery transitions.
Board Chair Stone inquired about the accessibility of current cemetery records, as well as a projected timeline that
is expected for staff in regards to taking over the cemeteries completely. Assistant City Manager 011ie responded
to Board Chair Stone that the information she inquired about cannot be confirmed until an agreement with Allen
Funeral Home is executed. Assistant City Manager 011ie also advised the Board that staff does not definitively
know when the City will completely take over the two cemeteries,adding that staff will continue to efficiently and
effectively communicate with Allen Funeral Home's owner, Danny Allen, on issues regarding cemetery records.
Board Chair Stone inquired on who would become the cemetery sexton at the time of the transitions of the two
cemeteries, to which Assistant City Manager 011ie responded would be assigned to Director Diaz. Board Chair
Stone also inquired about potential cemetery record software. Assistant City Manager 011ie responded that staff
was currently researching software for record maintenance but have not at this time selected a specific vendor.
Board Chair Stone then inquired about the formation of various cemetery committees, to which Assistant City
Manager 011ie instructed the Board to forward City staff the preferred names as well as committee types,and their
objectives therein;all of which must gain final approval from the City Council.
ADJOURNMENT
A motion was made by Board Member Stowe, seconded by Board Member Lindquist, to adjourn the meeting at
6:55 p.m. A vote was taken and the motion passed 6-0 with Board Membe zcarate absent.
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Janet Hawkes,Administrative Assistant II
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