07-07-2022 (Cemetery Advisory Board) Agenda Packet Wylie Cemetery Advisory Board Regular Meeting
July 07, 2022—6:00 PM
Council Chambers -300 Country Club Road,Building#100,Wylie, Texas 75098 CITY
CALL TO ORDER
COMMENTS ON NON-AGENDA ITEMS
Any member of the public may address Board regarding an item that is not listed on the Agenda. Members of the public must
fill out a form prior to the meeting in order to speak.Board requests that comments be limited to three minutes for an individual,
six minutes for a group.In addition,Board is not allowed to converse, deliberate or take action on any matter presented during
citizen participation.
REGULAR AGENDA
1. Consider, and act upon, approval of the May 5,2022 regular Cemetery Advisory Board meeting minutes.
WORK SESSION
WS I. Discuss Volunteer Program.
WS2e Update of Transition.
EXECUTIVE SESSION
RECONVENE INTO OPEN SESSION
Take any action as a result from Executive Session.
ADJOURNMENT
CERTIFICATION
I certify that this Notice of Meeting was posted on June 30,2022,at 5:00 p.m. on the outside bulletin board at Wylie
City Hall, 300 Country Club Road, Building 100, Wylie, Texas, a place convenient and readily accessible to the
public at all times.
Stephanie Storm, City Secretary Date Notice Removed
The Wylie Municipal Complex is wheelchair accessible. Sign interpretation or other special assistance for disabled
attendees must be requested 48 hours in advance by contacting the City Secretary's Office at 972.516.6020.Hearing
impaired devices are available from the City Secretary prior to each meeting.
Page 11
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If during the course of the meeting covered by this notice, the Board should determine that a closed or executive
meeting or session of the Board or a consultation with the attorney for the City should be held or is required, then
such closed or executive meeting or session or consultation with attorney as authorized by the Texas Open Meetings
Act,Texas Government Code § 551.001 et. seq.,will be held by the Board at the date,hour and place given in this
notice as the Board may conveniently meet in such closed or executive meeting or session or consult with the
attorney for the City concerning any and all subjects and for any and all purposes permitted by the Act, including,
but not limited to,the following sanctions and purposes:
Texas Government Code Section:
§ 551.071—Private consultation with an attorney for the City.
§ 551.072—Discussing purchase, exchange,lease or value of real property.
§ 551.073—Discussing prospective gift or donation to the City.
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07/07/2022 Item 1.
Wylie Cemetery Advisory Board Meeting Minutes
May 5, 2022—6:00 PM
Council Chambers -300 Country Club Road, Building#100, Wylie,Texas 75098 CITY OF
CALL TO ORDER
Board Chair Sandra Stone called the regular meeting to order at 6:03 PM.The following Cemetery Advisory Board
members were present: Board Vice-Chair Keith Stephens,Board Member Gloria Suarez,Board Member Kimberly
Summers, Board Member Juan Azcarate, and Board Member Jami Lindquist. Board Member Allison Stowe and
Board Alternate Erin.Williams were absent.
Staff present included:Deputy City Manager Renae' 011ie,Parks Manager Brent Stowers,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 April 7,2022 Cemetery Advisory Board meeting minutes.
Board Action
A motion was made by Board Member Suarez, seconded by Board Member Azcarate, to approve the April 7,
2022 Cemetery Advisory Board meeting minutes with the amendment on page 5,third paragraph, second line,
to change Sec. 378-71 (b)to Sec. 78-371 (b). A vote was taken,and the motion passed 6-0 with Board Member
Stowe absent.
WORK SESSION
WS1.Discuss the final draft of the Cemetery Rules and Regulations.
Staff Comments:
Deputy City Manager Renae'011ie advised that due to the state Health and Safety Code and Board comments given
during the April meeting, staff made some amendments to the final draft of the Cemetery Rules and Regulations.
Ms.011ie discussed revisions made to Sec. 78-371 Cemetery Care;the"maintenance of fences and walls"was added
to Sec.78-371 (a),and"leveling"was removed from Sec. 78-371 (b).Both are maintenance responsibilities required
for municipalities as written in the state Health and Safety Code Chapter 713. Ms. 011ie noted the amendments
made to Sec. 78-373 Purchase Options; in Sec. 78-373 (e), the wording was changed to include "Internment space
shall be in accordance with state Health and Safety Code Chapter 711, Sec. 711.0395, and as amended. Only one
casket will be permitted in each grave. In the event cremation is utilized, a maximum of four(4)interments will be
permitted in one (1) space." Ms. 011ie advised that the Health and Safety Code Chapter 713 allows the City to
allocate funds for unmarked graves.Provided markers must include the interment's name,birth date,and death date.
May 5, 2022 Wylie Cemetery Advisory Board Minutes Page 11
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07/07/2022 Item 1.
Board Comments:
Board Member Suarez referred to Sec. 78-380 Cemetery Responsibility, inquiring about the City's liability in the
event of damage. Deputy City Manager 011ie responded that the Texas Municipal League has a provision for
municipalities to acquire insurance coverage.
WS2.Discuss the formation of committees.
Staff Comments:
Deputy City Manager 011ie advised that the Cemetery Advisory Board must receive City Council approval to form
committees. Ms. 011ie stated she felt it best not to pursue the formation of a cemetery records committee, advising
that staff would coordinate records management,possibly including Cemetery Advisory Board members if needed,
to which the Board agreed.Ms. 011ie said staff is looking into purchasing cemetery software to digitize existing and
future cemetery records.
Board Comments:
The Board consensus was to develop a fundraiser committee. Board Chair Stone advised that she has used Pontem
Software to digitize cemetery records. Board Member Azcarate recommended seeking assistance from the Library
Genealogy Club regarding cemetery records management.
Staff Comments:
Deputy City Manager 011ie stated that in addition to the money being donated by the Wylie Cemetery Association,
staff had budgeted funds for ground maintenance and operational expenses. Ms. 011ie added that 100 flags were
recently donated to the City by the Wylie Economic Development Corporation.
Board Comments:
Board Chair Stone suggested an initial cemetery cleanup event. Ms. Stone recommended committee(s)be formed
now for them to be in place before the ownership transition date.Ms. Stone also requested that staff soon coordinate
a tour with the Board to understand the cemetery's current condition better. The Board consensus was to hold the
tour on a Saturday.
WS3.Discuss the status of acquiring the cemetery properties.
Staff Comments:
Deputy City Manager 011ie updated the Board on the transition of cemetery ownership,stating that the City Attorney
has drafted a Bill of Sale and Purchase and Sale Agreement for the rights to be turned over to the City. The Wylie
Cemetery Association will review these documents then City Council will proceed with the final adoption authority.
The City expects to take ownership of the potential cemeteries by October 2022.
ADJOURNMENT
A motion was made by Board Member Azcarate, seconded by Board Vice-Chair Stephens,to adjourn the meeting
at 6:41 PM. A vote was taken, and the motion passed 6-0 with Board Member Azcarate absent.
Sandra Stone,Board Chair
ATTEST:
Janet Hawkes,Administrative Assistant II
May 5, 2022 Wylie Cemetery Advisory Board Minutes Page 12
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07/07/2022 Item WS1.
Cemetery Advisory Board
CITY OF
AGENDA REPORT
Department: Parks and Recreation Account Code:
Prepared By: Janet Hawkes
Subject
Discuss Volunteer Program
Recommendation
N/A
Discussion
Discuss the establishment of Cemetery Advisory Board(CAB) committees and or volunteers. Review the draft
of the City of Wylie Cemetery Volunteer Program.
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07/07/2022 Item WS1.
CITY OF WYLIE
CEMETERY VOLUNTEER
PROGRAM
The Wylie City Council believes that cemeteries are among the most valuable historic and
cultural heritage resources and promotes conservation, preservation, and appreciation of these
cemeteries. The Council further believes that our historic cemeteries are a place of remembrance,
of cultural and historic importance and are of natural beauty.
Volunteer Mission Statement: To assist the City of Wylie and the Wylie Cemetery
Advisory Board to responsibly manage this great historic resource.
Requirements - Any person interested in the welfare and preservation of municipally
owned cemeteries may become a volunteer as set forth in the Volunteer Guide.
VOLUNTEER WITH US!
(a) Summer"VolunTeens"
(b) Boy Scouts of America
(c) Girl Scouts of America
(d) WISD Students
(e) Veterans
(f) Rotary/Lions Clubs
(g) Need Volunteer Hours (Municipal Court)
(h) Senior Center participants
SPECIAL PROJECT EXAMPLES:
(a) Historic Research on notable burials
(b) Assist in protecting and restoring heritage graves
(c) Promoting the cemeteries as historic focal points
(d) Veteran Section Volunteers
(e) Decoration cleanup
(f) Memorial Day Volunteers
(g) Leading Tour Groups
(h) Generate funds to support special projects
(i) General Cemetery Ground cleanup
(j) Adopt-A-Plot
(k) Marker Restoration and Cleaning (training required)
(1) Event Planning and Participation
(m)Grant Research
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07/07/2022 Item WS1.
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Volunteers must abide by all security and safety rules as outlined in all applicable training
programs,
OPTION From Library Board:
ARTICLE IV
Commiftees
Section 1. Committees may be appointed for special purposes by the Chair and with the
consent of the majority of the Board. All committees will have at least one Library Board
member serving on them. These committees are automatically dissolved upon completion of
assignment.
Section 2. Progress reports will be given at each Board Meeting and a final report on
completion of assignments.
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07/07/2022 Item WS2.
,
Cemetery Advisory Board
CITY OF
AGENDA REPORT
Department: Parks and Recreation Account Code:
Prepared By: Janet Hawkes
Subject
Update of Transition
Recommendation
N/A
Discussion
Discuss the status of acquiring the cemetery properties.
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