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File #: 18-1921    Version: 1
Type: Agenda Item Status: Approved
File created: 12/6/2018 In control: Board of Supervisors
On agenda: 2/12/2019 Final action: 2/12/2019
Title: Community Development Services (CDS), Administration and Finance Division, recommending the Board: 1) Adopt and authorize the Chair to sign Resolution 007-2019 authorizing CDS to take necessary actions to establish a County Trust Account for all revenue and interest received from the County of El Dorado Cemeteries Fund, which is managed by a nonprofit charitable organization; 3) Approve and authorize the Chair to sign Agreement for Services 3535 with El Dorado Community Foundation, to manage the County of El Dorado Cemeteries Fund for the term commencing upon final execution and continuing until terminated by one of the parties thereto; and 4) Authorize the Chief Administrative Officer, or designee, to execute further documents relating to Agreement for Services 3535, including amendments, and contingent upon approval by County Counsel and Risk Management. FUNDING: Donations.
Attachments: 1. A - Contract Route Sheet-Resolution, 2. B - El Dorado Community Foundation Resolution, 3. B - Revised El Dorado Community Foundation Resolution, 4. C - Contract Route Sheet-Agreement, 5. D - El Dorado Community Foundation Agreement, 6. D - Revised El Dorado Community Foundation Agreement, 7. Executed Resolution 007-2019, 8. Executed Agreement 3535
Related files: 19-1047

Title

Community Development Services (CDS), Administration and Finance Division, recommending the Board:

1) Adopt and authorize the Chair to sign Resolution 007-2019 authorizing CDS to take necessary actions to establish a County Trust Account for all revenue and interest received from the County of El Dorado Cemeteries Fund, which is managed by a nonprofit charitable organization;

3) Approve and authorize the Chair to sign Agreement for Services 3535 with El Dorado Community Foundation, to manage the County of El Dorado Cemeteries Fund for the term commencing upon final execution and continuing until terminated by one of the parties thereto; and

4) Authorize the Chief Administrative Officer, or designee, to execute further documents relating to Agreement for Services 3535, including amendments, and contingent upon approval by County Counsel and Risk Management.

 

FUNDING:  Donations.

Body

DISCUSSION / BACKGROUND

CDS Administration and Finance Division operates and/or manages twenty historic-era cemeteries, many of which go back to gold rush times.  Currently, operational costs for maintenance in seventeen of these cemeteries are supported by fees for services, a few volunteers who handle specific projects, and County General Fund Contribution.  The operational costs for maintenance in the remaining three cemeteries are supported by special zone taxes.  The cost of operations in El Dorado County cemeteries has steadily increased, requiring additional General Fund Contribution to maintain cemeteries at minimal levels.

 

Generous members/residents of the El Dorado County community have indicated they would like to donate funds to the County specifically for use to support maintenance, operations, historical preservation and restoration activities at various cemeteries.  The establishment of a cemeteries charitable fund has the potential to create an additional and ongoing revenue source to support these cemeteries. 

 

The fund would be managed by a charitable non-profit organization, the El Dorado Community Foundation, through a formal agreement.  The Agreement delineates responsibilities regarding management of the fund, once a defined minimum level of contribution is met.

 

ALTERNATIVES

The Board could choose to not approve the Resolution and/or the Agreement, which would prevent CDS from utilizing innovative alternative revenue sources that could reduce the General Fund Contribution needed to support cemeteries.  Preservation and restoration activities at historic-era cemeteries would be supported by additional General Fund Contribution or would not be performed.  Maintenance of these cemeteries would continue to be supported by General Fund Contribution and fees for services only.

 

PRIOR BOARD ACTION

None.

 

OTHER DEPARTMENT / AGENCY INVOLVEMENT

County Counsel and Risk Management.

 

CAO RECOMMENDATION / COMMENTS

It is recommended that the Board approve this item.

 

FINANCIAL IMPACT

There is no Net County Cost associated with the Resolution or the Agreement.

 

CLERK OF THE BOARD FOLLOW UP ACTIONS

1. Clerk of the Board to obtain the Chair’s signature on the Resolution and return one (1) certified Resolution to CDS Administration and Finance Division, Cemetery Operations Unit, in Building C.

2. Upon receipt of final documents, approved by County Counsel and Risk Management, Clerk of the Board to obtain the Chair’s signature on two (2) originals of Agreement for Services 3535.

3. Clerk of the Board to return one (1) fully executed original Agreement to CDS Administration and Finance Division, Cemetery Operations Unit, in Building C.

 

STRATEGIC PLAN COMPONENT

Infrastructure and Good Governance

 

CONTACT

Creighton Avila, Deputy Chief Administrative Officer

Community Development Services, Administration and Finance Division