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CC - Item 7D - Savannah Cemetery In-kind ServicesTO: THE HONORABLE MAYOR AND CITY COUNCIL MEMBERS FROM: JEFF ALLRED, CITY MANAGER 4 DATE: AUGUST 9, 2011 SUBJECT: SAVANNAH CEMETERY IN -KIND SERVICES SUMMARY The City Council will consider approval of a cooperative Memorandum of Understanding (MOU) with the El Monte Cemetery Association for the provision of in -kind services at Savannah Memorial Park located at 9263 Valley Boulevard in Rosemead. Recommendation: That the City Council authorize the Mayor to execute a Memorandum of Understanding between the City of Rosemead and the El Monte Cemetery Association dba: Savannah Memorial Park. BACKGROUND /ANALYSIS The Savannah Memorial Park cemetery is centrally located in the commercial district of Valley Boulevard and in close proximity of Rosemead Park and Rosemead High School on Mission Drive. The cemetery was founded over 150 years ago in 1860 by pioneer residents of what is now known as the west San Gabriel Valley. The remains of many early American pioneers and prominent citizens, including war veterans, are buried at the Savannah Memorial Park cemetery. The City of Rosemead has an interest in seeing that Savannah Memorial Park cemetery is appropriately maintained and preserved as a valued community resource. The City's Strategic Plan, adopted by the City Council on December 9, 2009, includes as Strategy 6 to: Preserve historical, cultural and natural resources. The Strategic Plan also identifies Rosemead as Today's Small Town America, a community where residents Honor Tradition. The Strategic Plan further states: In Rosemead, we honor our long tradition of community spirit and civic engagement. We preserve old traditions like the 4 th of July Parade, and look to create new ones that will keep our community vibrant and appealing. Finally, an action item in Strategy 6 specifically calls for the City to: Support the Savannah Cemetery's efforts to achieve state or federal historic recognition. In recent months the Cemetery Association has requested small financial contributions from the City to partially offset costs to for improvements at Savannah Memorial Park. The City's adopted budget does not include financial allocations to enable direct funding City Council Meeting August 9, 2011 Page 2 of 2 to projects at the Savannah Memorial Park cemetery. However, the City is in a position to assist the Cemetery Association with "in- kind" services on occasion to help in efforts to maintain the historic Savannah Memorial Park cemetery in an aesthetically pleasing and functioning manner. Such in -kind services can be provided by City staff members on a case -by -case basis as circumstances permit. Examples of in -kind services include: the Cemetery Association's optional access to lower cost services through City contracts for landscape maintenance, irrigation repair, tree trimming, small concrete and asphalt work, etc. In addition, as resources and work schedules permit, the City can make the services of skilled and semi - skilled workers available for completion of short term maintenance projects such as minor metal work for fence and gate repair, small concrete jobs and painting. Also, on a case -by -case basis as circumstances permit, City staff members may assist in the Cemetery Association's efforts to publicize and promote events at Savannah Memorial Park. The term of the MOU is for five years and can be renewed upon written mutual consent of the parties. Either party may terminate the MOU upon 30 days notice. The MOU has been reviewed by the City Attorney. FINANCIAL IMPACT There will be no direct impact upon the City. However, the in -kind services to be provided by City staff members on a case -by -case basis as work schedules permit will result in some indirect financial impacts upon the City as the costs of the employee's existing compensation will continue to be absorbed by the City. A MEMORANDUM OF UNDERSTANDING BETWEEN THE CITY OF ROSEMEAD AND EL MONTE CEMETERY ASSOCIATION dba: SAVANNAH MEMORIAL PARK WHEREAS, Savannah Memorial Park cemetery, located at 9263 Valley Boulevard, was founded in 1850 over 150 years ago; and WHEREAS, the Savannah Memorial Park is located on Valley Boulevard, a key commercial corridor in Rosemead, and in close proximity to Rosemead Park and Rosemead High School on Mission Drive; and WHEREAS, the remains of many early American pioneers and prominent citizens of the Rosemead and El Monte communities, including several war veterans, are buried at the Savannah Memorial Park cemetery; and WHEREAS, the City of Rosemead (hereinafter "City ") has an interest in seeing that the Savannah Memorial Park is appropriately maintained and preserved as a valued community resource, and that interest is consistent with the City's Strategic Plan which identifies Rosemead as Today's Small Town America, community that Honors Tradition; and WHEREAS, the El Monte Cemetery Association (hereinafter "Cemetery Association ") has requested small financial contributions from the City of Rosemead to partially offset costs to improve the Savannah Memorial Park; and WHEREAS, while the City's adopted budget does not include specific financial allocations to provide direct funding to the Cemetery Association, the City Council desires to provide the Cemetery Association with "in- kind" services and to assist the Cemetery Association in maintaining the facility in an aesthetically pleasing and functioning manner; and NOW, THEREFORE, the City and the Cemetery Association agree as follows: The City, as resources permit, will provide "in- kind" services to the Cemetery Association in accomplishing its objectives to maintain and improve the Savannah Memorial Park. Examples of such in -kind services include: access to lower cost services through City contracts such as landscape maintenance, irrigation repair, tree trimming, concrete and asphalt work, etc. In addition, as resources permit on a case - by -case basis, the City will make the services of skilled and semi - skilled workers available for completion of short term projects such as minor metal work for fence and gate repair, small concrete work, painting, etc. The City Manager or designee is hereby authorized to work with the Cemetery Association to provide "in- kind" services to maintain /or implement improvements at Savannah Memorial Park. 2. The City will, on a case -by -case basis as circumstances permit, provide in -kind services to the Cemetery Association to assist in publicity and promotions for events at the Savannah Memorial Park. Each party agrees to indemnity and hold harmless the other party, its officers, employees, agents and volunteer from any and all liability, obligation, cost, claim or damage howsoever caused by reason or any injury, whether to body, property or to any person or to property by reason of any act, neglect, default or omission of the other party or any of its agents, employees, subcontractors or representatives arising out of or in any way connected with the performance of services. For purposes of clarification, the Cemetery Association will in no way assume Workers Compensation liability for employees, agents or subcontractors of the City who perform services at Savannah Memorial Park. 4. The term of this Memorandum of Understanding shall be for a period of five years and shall be renewable upon written consent of the parties thereto. Either party may terminate this agreement by providing 30 days written notice to the other party. The agreement of the parties to this Memorandum of Understanding is signified by the following signatures. CITY OF ROSEMEAD Steven Ly, Mayor Date: EL MONTE CEMETERY ASSOCIATION dba: SAVANNAH MEMORIAL PARK Dwain C. Crum, President Date: