08-04-2022 (Cemetery Advisory Board) Agenda Packet Wylie Cemetery Advisory Board
August 04, 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,the election of the Cemetery Advisory Board Chair for the 2022-2023 Term.
2. Consider, and act upon,the election of the Cemetery Advisory Board Vice-Chair for the 2022-2023 Term.
3. Consider,and act upon,the approval of the July 7,2022 Regular Cemetery Advisory Board Meeting Minutes.
WORK SESSION
WS 1, Updates on Transition
WS2. Wylie Cemetery Volunteer Program Update.
RECONVENE INTO REGULAR SESSION
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 July 29,2022 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
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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.
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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08/04/2022 Item 1.
Wylie Cemetery Advisory Board
ITS OF AGENDA REPORT
Department: Parks and Recreation Account Code:
Prepared By: Janet Hawkes
Subject
Consider,and act upon,the election of the Cemetery Advisory Board Chair for the 2022-2023 Tem".
Recommendation
Motion to approve Item as presented.
Discussion
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08/04/2022 Item 2.
Wylie Cemetery Advisory Board
ITS OF AGENDA REPORT
Department: Parks and Recreation Account Code:
Prepared By: Janet Hawkes
Subject
Consider,and act upon,the election of the Cemetery Advisory Board Vice-Chair for the 2022-2023 Term.
Recommendation
Motion to approve Item as presented.
Discussion
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08/04/2022 Item 3.
Wylie Cemetery Advisory Board
ITS OF AGENDA REPORT
Department: Parks and Recreation Account Code:
Prepared By: Janet Hawkes
Subject
Consider,and act upon, approval of the July 7,2022 Regular Cemetery Advisory Board Meeting Minutes.
Recommendation
Motion to approve Item as presented.
Discussion
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08/04/2022 Item 3.
Wylie Cemetery Advisory Board Meeting Minutes
July 7, 2022—6:00 PM
Council Chambers -300 Country Club Road, Building#100, Wylie,Texas 75098 CITY OF
CALL TO ORDER
Board Vice-Chair Keith Stephens called the regular meeting to order at 6:00 PM.The following Cemetery Advisory
Board members were present: Board Member Gloria Suarez, Board Member Kimberly Summers, Board Member
Trent Derek,and Board Alternate Laurie Sargent. Board Chair Sandra Stone,Board Member Allison Stowe,Board
Member Jami Lindquist, 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 May 5,2022 Regular Cemetery Advisory Board Meeting
Minutes.
Board Action
A motion was made by Board Member Suarez, seconded by Board Member Summers, to approve the May 5,
2022 Regular Cemetery Advisory Board Meeting Minutes. A vote was taken, and the motion passed 4-0 with
Board Chair Stone, Board Member Stowe, and Board Member Lindquist absent.
WORK SESSION
WS1.Discuss Volunteer Program.
Staff Comments:
Deputy City Manager Renae' 011ie provided the Board with a copy of Ordinance No. 2022-XX, which addresses
establishing a Cemetery Advisory Board committee. She advised that after researching other city entities,most did
not have committees created within their boards through the city council's appointment. Ms. 011ie referred to the
Agenda Packet that included a draft document for a City of Wylie Cemetery Volunteer Program; the packet also
had a sample option of the Wylie Library Board's Article IV ordinance pertaining to their established city council-
appointed committee. She stated that creating a volunteer program can incorporate citizens and entities such as the
Boy Scouts, Girl Scouts, high school students, etc., to participate in staff-coordinated cemetery projects. Parks
Manager Brent Stowers expressed his support for the concept of establishing a volunteer program, advising that the
Parks and Recreation Department had frequently worked with local scouts and youth groups in various park
projects.
July 7, 2022 Wylie Cemetery Advisory Board Minutes 11
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08/04/2022 Item 3.
Board Comments:
Board Vice-Chair Stephens stated, with Board Member Suarez agreeing, that establishing a volunteer program
would better serve the cemetery's needs than a committee and allow more volunteers to participate. Board Member
Trent recommended contacting local churches to participate in the volunteer program. Deputy City Manager 011ie
said she would bring back the final volunteer program to be reviewed and approved by the Cemetery Advisory
Board during a future meeting.
WS2.Discuss the status of acquiring the cemetery properties.
Staff Comments:
Deputy City Manager 011ie updated the Board on the transition of cemetery ownership from the Wylie Cemetery
Association to the City of Wylie. She advised that on. June 8, 2022, the City Attorney sent the Wylie Cemetery
Association drafts of the Bill of Sale and Purchasing and Sale Agreement. Wylie Cemetery Association
representative, Richard Parker, requested one change; for the closing to take place at Lawyers Title Company in
Wylie. The City Attorney will conduct a final review,and then the documents will be presented to the City Council
for approval authorizing the City Manager, Brent Parker, to sign the final official documents. This transition is
expected to take effect on or after October 1, 2022, the start of the new fiscal year. The transition giving the City
ownership will include the remainder of funds from the Wylie Cemetery Association, which staff will consider
using toward the purchase of cemetery management software. Ms. 011ie stated that initially,the most extensive and
time-consuming task after the transition would be in digitizing the documents and set up; maintenance will also be
a time-consuming and ongoing factor. Parks Manager Brent Stowers noted that staff budgeted $50,000 for a
cemetery mowing contract during the 2021/2022 fiscal year, which will be rolled into the upcoming 2022/2023
fiscal year budget. Ms. 011ie noted that a second cemetery tour would be scheduled after September when the
weather cools off
Board Comments:
Board Vice-Chair Stephens commented that he appreciated the City staff's progress and transitional move forward
in an unrushed, careful, and well-planned manner.
RECONVENE INTO REGULAR SESSION AT 6:15 PM
ADJOURNMENT
A motion was made by Board Member Suarez, seconded by Board Member Trent, to adjourn the meeting at 6:16
PM. A vote was taken, and the motion passed 4-0 with Board Chair Stone, Board Member Stowe, and Board
Member Lindquist absent.
Keith Stephens,Board Vice-Chair
ATTEST:
Janet Hawkes,Administrative Assistant II
July 7, 2022 Wylie Cemetery Advisory Board MinuteslPage 12
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08/04/2022 Item WS1
Wylie Cemetery Advisory Board
CITY OF
AGENDA REPORT
Department: Parks and Recreation Account Code:
Prepared By: Janet Hawkes
Subject
Updates on Transition
Recommendation
Discussion
Discuss the status of acquiring the cemetery properties.
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08/04/2022 Item WS2.
Wylie Cemetery Advisory Board
ITS OF AGENDA REPORT
Department: Parks and Recreation Account Code:
Prepared By: Janet Hawkes
Subject
Wylie Cemetery Volunteer Program Update.
Recommendation
Discussion
Discussion on the Wylie Cemetery Volunteer Program.
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