#3 Authorize expenditures at Oak Hill Cemetery (File Res. #2009-589)
OPERATIONS DIVISION MEMORANDUM
March 12, 2009
TO: City Council
FROM: Peter Riggs, Assistant Operations Director
SUBJECT: Action on a proposed resolution authorizing the expenditure of
funds for the operation and maintenance of Oak Hill Cemetery for
the remainder of fiscal year 2009 (File Resolution No. 2009-589).
Summary
On December 22, 2008 the City Council approved resolution 2008-568 accepting
the transfer of property and funds associated with Oakhill Cemetery. A budget
for the City of Janesville to perform the operation and maintenance of the Oak
Hill Cemetery for the remainder of 2009 has been prepared for review by the City
Council. This budget proposes expenses of $235,335, revenues of $116,250,
and the use of $119,085 from transfers received from the Oak Hill Cemetery
Association. The City Council may approve this budget by approving resolution
2009-589.
The Additional Activities section below describes suggested projects to be
performed to ensure the efficient and effective operation and provision of
services at the Oak Hill Cemetery. These activities include the creation of an
Oak Hill Cemetery Advisory Committee, a policy manual, a facility maintenance
plan, a decision on the removal or repair of the water distribution system, a road
network inspection and maintenance plan, a tree inventory and maintenance
plan, and electronic record storage.
Staff Recommendation
Staff recommends that the City Council approve resolution 2009-589 authorizing
the City of Janesville to expend funds not to exceed $235,335 for the operation
and maintenance of the Oak Hill Cemetery for the remainder of fiscal year 2009
ending December 31, 2009. The details of this expenditure are outlined in the
Proposed Budget section below.
Suggested Motion
Move to approve Resolution 2009-589 authorizing the expenditure of funds not to
exceed $235,335 for the operation and maintenance of the Oak Hill Cemetery for
the remainder of fiscal year 2009 ending December 31, 2009.
City Manager Recommendation
The City Manager recommends approval of the proposed motion. However, staff
will continue to analyze how the City can reduce the expenses for this activity as
we move into the coming budget year.
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Proposed Motion
I move to approve File Resolution No. 2009-589.
Request
On December 3, 2008 the Board of Trustees of the Oakhill Cemetery
Association, Inc. passed a resolution transferring all cemetery property and funds
to the City of Janesville, pursuant to Section 157.064(5) of Wisconsin Statute.
On December 22, 2008 the City Council approved resolution 2008-568 accepting
the transfer of property and funds and authorized the City Manager to enter into
agreements with the Oakhill Cemetery Association to complete this transfer no
later than March 30, 2009. The transition of property and funds is underway and
Council approval is now required to begin the expenditure of funds for the
operation and maintenance of Oak Hill Cemetery.
Background
In 2007, the City of Janesville was approached by members of the Board of
Trustees of the Oak Hill Cemetery Association regarding their financial condition
and the continued operation of the cemetery. Board members indicated that
without financial assistance the Cemetery Association would be forced to
abandon the cemetery and the City of Janesville would be required to take over
operations as provided in Wisconsin Statute 157.115(1)(b).
In December 2008 the Board of Trustees passed a resolution transferring all
property and funds to the City of Janesville. The City Council accepted this
transfer by approving resolution 2008-568 on December 22, 2008. The
resolution stated the transition must be completed by March 30, 2009. At this
point the City of Janesville is responsible for the operation and maintenance of
the Oak Hill Cemetery.
City staff has been working with the Oak Hill Cemetery Association to transfer
property and funds and prepare for the transfer of ownership and management of
the cemetery. In total, the Oak Hill Cemetery Association transferred $389,630 in
cash and investments to the City of Janesville as well as approximately 90 acres
of property containing five buildings, two pickup trucks and numerous pieces of
equipment and supplies.
Analysis
The City Council approved the transfer of property and funds from the Oak Hill
Cemetery Association to the City of Janesville and now approval is needed to
fund operating and maintenance activities at the cemetery. The following are
Pros & Cons of choices the City Council has for addressing resolution 2009-589.
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The City Council Approves Resolution 2009-589
Pros:
?
The operations and maintenance of Oak Hill Cemetery continues at
existing service levels without interruption.
?
Customers and users of Oak Hill Cemetery are not negatively affected by
changes in service levels, cemetery ownership, or cemetery management.
?
Revenues from cemetery activities and funds transferred from the Oak Hill
Cemetery Association are used to cover expenses for the remainder of
2009, which helps to conserve general fund tax dollars.
Cons:
?
Future operating budgets could require a general fund subsidy which
could result in an increased tax levy or a reduction of funding for other City
services.
?
Cash and investments transferred from the Oak Hill Cemetery Association
are depleted.
The City Council Does Not Approve Resolution 2009-589
Pros:
?
The City of Janesville does not expend any funds at this time.
Cons:
?
The operation and maintenance of Oak Hill Cemetery stops due to lack of
funding, preventing burial activities and contributing to the deterioration of
the buildings and grounds.
?
The City of Janesville is still responsible for the care and maintenance of
the cemetery grounds (Wisconsin State Statute 157.115 (1) (b)).
Proposed Budget
This section outlines the proposed budget required for the operation and
maintenance of Oak Hill Cemetery for the remainder of 2009. An operating
expense of $235,335 is proposed to be funded by revenues of $116,250 and
$119,085 from cash and investments transferred from the Oak Hill Cemetery
Association. This information is shown in Table 1 below.
Table 1
Oak Hill Cemetery Cash and Investments
Cash and Investments as of February 27, 2009$389,630
Add: Revenues116,250
Less: Expenses235,335
Change in Total Cash and Investments(119,085)
Total Cash and Investments at December 31, 2009$270,545
This budget provides for continuation of current levels of service with minimal
impact on the customers and users of the Oak Hill Cemetery. The budget
provides for building and grounds maintenance, including five buildings,
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approximately 13 miles of paved roadways, hundreds of trees, 90 acres of lawn
and forest, and approximately 24,000 existing burial sites. This budget also
provides for the cemetery office to be open and staffed 20 hours a week to
coordinate grave openings and closings (115), lot sales (85), and record keeping
of all new and historical burial records (over 24,000).
Proposed 2009 Oak Hill Cemetery required resources are detailed in Table 2
below. Personal Services ($128,313) provides for wages and fringe benefits for
two full time Cemetery Caretakers ($74,779), a part time Customer Service
Representative ($11,651), seasonal laborers ($19,800), and additional funds for
supervisor wages and anticipated general laborer wages ($22,083).
Contractual Services ($100,122) contains funds for Vehicle Operation and
Maintenance ($50,862) for the fuel, maintenance, and replacement costs of two
pick up trucks and various pieces of equipment used for mowing and maintaining
the cemetery grounds. Equipment Rental ($5,400) is for a backhoe leased for
use in grave openings and closings. Water, Wastewater, and Stormwater
($26,760) contains a one time payment for unpaid utility charges ($21,760) in
addition to expected utility charges for the remainder of 2009 ($5,000).
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Table 2
Proposed 2009 Oak Hill Cemetery Required Resources
PERSONAL SERVICES
Salaries & Benefits$0
Hourly Wages & Fringe108,513
Temporary Wages19,800
Subtotal128,313
CONTRACTUAL SERVICES
Telephone900
Postage400
Electricty900
Gas (Heat)1,400
Vehicle Oper/Maintenance50,862
Building Maintenance5,000
Insurance7,500
Rental of Equipment5,400
Other Contractual Services1,000
Water, Wastewater, Stormwater26,760
Subtotal100,122
SUPPLIES & MATERIALS
Office Supplies500
Park Supplies & Lumber2,000
Chemicals & Cleaning Supplies2,400
Misc. Supplies/Materials2,000
Subtotal6,900
CAPITAL OUTLAY0
GRAND TOTAL$235,335
Full-Time Equivalent2.50
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Revenues of $116,250 are expected for the remainder of 2009. This is a
combination of revenues gained from an estimated 86 burials ($62,250), 60 lot
sales ($48,000), and income earned on investments ($6,000). This information is
detailed in Table 3 below.
Table 3
Proposed 2009 Oak Hill Revenues
Burials$62,250
Grave Sales48,000
Interest Income6,000
Total$116,250
Additional Activities
The following activities have been identified as projects that should be performed
to ensure efficient and effective operation and provision of services at the Oak
Hill Cemetery.
?
Oak Hill Cemetery Advisory Committee
A volunteer citizen committee could be created to provide the City Council
with recommendations on policy issues concerning the operation and
maintenance of Oak Hill Cemetery. If the City Council desires to create an
advisory committee, then it is suggested that a Council Policy be created
to outline the responsibilities, goals, and objectives of this committee.
?
Creation of a Policy Manual for the Oak Hill Cemetery
Rates for burials, cemetery lot prices, and cemetery regulations were set
by the Oak Hill Cemetery Association in a policy document. Now that the
City of Janesville has taken over ownership and responsibility for the Oak
Hill Cemetery it is suggested that an updated policy document be created
and presented to the City Council for their approval. This document
should continue to address such things as burial rates, lot prices, and
regulations for customers and visitors of the cemetery grounds.
?
Facility Maintenance Plan
There are five buildings on the Oak Hill Cemetery grounds. It is
suggested that these buildings be examined and a maintenance plan
developed. Specifically, the maintenance plan should address the
significant structural concerns of the chapel and white auxiliary storage
building and recommend action.
?
Decision on Water Distribution System
A water distribution system extends throughout the cemetery grounds
providing visitors water for tending graveside flowers. The system is in
poor condition and is prone to leaks and pipe breaks which result in
excessive water usage and costly repairs. It is suggested that an analysis
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be performed and a decision made to either removal or repair of the water
distribution system.
?
Road Network Inspection and Maintenance Plan
Approximately 13 miles of paved roadways exist within the cemetery
grounds. It is suggested that an assessment be performed to determine
required repairs and develop a plan for maintaining this roadway network.
?
Tree Inventory and Maintenance Plan
The Oak Hill Cemetery grounds are home to hundreds of trees. Staffing
levels have not allowed for the regular maintenance of these trees and
now there is a significant quantity in need of pruning and removal. It is
suggested that problem trees be identified and a maintenance plan be
created to address this need.
?
Electronic Record Storage
The Oak Hill Cemetery Association maintained thousands of burial
records and transactions in a paper format. It is suggested that existing
paper records be updated to a digital format and a digital record keeping
process be developed to capture new data and to ensure the security and
accessibility of this information.
CC: Eric Levitt, City Manager
Jacob J. Winzenz, Director of Administrative Services
Tom Presny, Parks Director
Jean Wulf, City Clerk-Treasurer
Patty Lynch, Comptroller
Dave Godek, Deputy Clerk-Treasurer
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RESOLUTION NO. 2009-589
A resolution authorizing the expenditure of funds for the operation and maintenance of
the Oak Hill Cemetery for the remainder of fiscal year 2009 ending December 31, 2009.
WHEREAS,
The Board of Trustees of the Oakhill Cemetery Association, Inc. has determined
that revenues are no longer sufficient to meet the operating expenses of Oakhill Cemetery,
located at 1725 North Washington Street, and may need to abandon the cemetery; and
WHEREAS,
Wisconsin Statutes 157.115(1)(b) states that a municipality may take over an
abandon cemetery after one year and shall take over an abandon cemetery after five years; and
WHEREAS,
Wisconsin Statute 157.064(5) states that a cemetery association may transfer
property and funds to a city, village, or town if the governing body of that municipality accepts
the transfer by resolution; and
WHEREAS,
on December 3, 2008 the Board of Trustees of the Oakhill Cemetery Association,
Inc. passed a resolution transferring all cemetery property and funds to the City of Janesville,
pursuant to Section 157.064(5) of Wisconsin Statute; and
WHEREAS,
on December 22, 2008 the City Council approved resolution 2009-568 accepting
the transfer of property and funds and authorized the City Manager to enter into agreements
with the Oakhill Cemetery Association to complete the transfer by March 30, 2009; and
WHEREAS,
cash and investments totaling $389,630 as of February 27, 2008 have been
transferred from the Oak Hill Cemetery Association, Inc. to the City of Janesville; and
WHEREAS
, the Common Council find that the below expenditures are in the best interest and
benefit of the City and its residents, businesses, and community.
NOW, THEREFORE, BE IT RESOLVED BYTHE COMMON COUNCIL OF THE CITY OF
JANESVILLE,
AS FOLLOWS:
1. Each of the above recitals is reiterated herein as if fully set forth verbatim; and
2. The City Administration is authorized to expend funds for the operation and maintenance
of the Oak Hill Cemetery for calendar year 2009 as follows :
Oak Hill Cemetery Revenues $116,250
Oak Hill Cemetery Operating Expenditures $235,335
Use of Transferred Cash and Investments $119,085
BE IT FURTHER RESOLVED
, that the City Manager and his designee(s), on behalf of the City
of Janesville, is/are hereby jointly and severally authorized and empowered to negotiate, draft,
review, revise, modify, amend, execute, enter into, file and/or record additional agreements,
amendments, documents and letters of understanding concerning this matter, and to take
whatever additional other actions that the City Manager may determine in his sole discretion,
from time to time and at any time, necessary and/or desirable in the public interest to effectuate
the intent of this Resolution.
ADOPTED: Motion by:
Second by:
APPROVED:
Councilmember Aye Nay Pass Absent
Brunner
Loasching
Eric J. Levitt, City Manager
McDonald
Rashkin
ATTEST:
Steeber
Truman
Voskuil
Jean Ann Wulf, City Clerk-Treasurer
APPROVED AS TO FORM:
City Attorney
Proposed by: City Administration
Prepared by: Assistant Operations Director
and City Attorney
J:\Attorney\Word\Shared\Oak Hill Cemetery Resolution 2009-589 - Oak Hill Cemetery Expenditure Request Wald (2).doc