2018-037 Cemetery ImprovementsDate: March 30, 2018 Report No. 2018-037
INFORMAL STAFF REPORT
TO MAYOR AND CITY COUNCIL
SUBJECT: Update on repairs to fencing, headstones and a mausoleum at Oakwood and IOOF Cemeteries.
BACKGROUND:
Cemetery Fencing Project - Funding in the amount of $180,000 was approved in the 2005 CIP
for the replacement of existing chain link fences at both IOOF and Oakwood Cemeteries. When
fence permits were applied for, staff was notified that a historical Certificate of Appropriateness
would be required to replace the fences. Staff was also informed that the chain link fences
envisioned in the 2005 CIP would not be an acceptable replacement. Teague, Nall, and Perkins
was hired to design the replacement fences. Their staff facilitated presentations with the
Historical Landmark Commission and Denton County Historian, Peggy Riddle resulting in the
design of a fence to meet the specifications noted by the Historic Landmark Commission. A
Certificate of Appropriateness (COA13-0012) was applied for on May 31, 2013 and awarded on
July 08, 2013 to Oakwood Cemetery stipulating that the existing chain link fence would need to
be replaced with decorative iron fence with stone columns that matched the existing WPA era
stone walls in the central business district. A decorative ornamental fence was not required for
IOOF Cemetery, but since it is a gateway to the City, a similar decorative fence was planned to
be installed. Chain link fence will remain in some non-focal areas of IOOF.
On May 2, 2017, City Council requested funding from the General Fund balance be appropriated
to allow an expansion of fencing at the cemeteries.
On May 9, 2017, City Council approved ID 17-579 to amend the FY2017 Budget and Annual
Program of Services adjusting the General Fund in the amount of $375,000 for the purpose of
funding fencing improvements at City cemeteries.
On December 12, 2017, City Council accepted competitive proposals and awarded a best value
public works contract for the construction of IOOF and Oakwood Cemetery fences to Rockstar
Welding, LLC in the not-to-exceed amount of $442,873.20.
On December 21, 2017, a Notice to Proceed was provided to Rockstar Welding, LLC. to
commence work on the IOOF (Exhibit A) and Oakwood Cemetery (Exhibit B) fencing on or before January 2, 2018. Work is being conducted under permit 1709-0336 for Oakwood and
1709-0338 for IOOF. The project is to be completed within 134 calendar days preceding a period
of 15 days of mobilization upon issuance of the Notice to Proceed. The contract completion date
is June 1, 2018. Additional alternatives selected in this bid call for the contractor to remove the
existing chain link fence in the areas where the new fence is scheduled to be installed.
As of March 21, 2018, Oakwood Cemetery is in the process receiving 2,560 linear feet of
Date: March 30, 2018 Report No. 2018-037
ornamental fencing (Exhibit C) with ball point finials and 14 stone columns as well as an arched
entryway sign spanning the entry drive. The following portions of the project are complete:
Demolition of existing fence is complete.
Concrete mow strip with integral fence posts on is complete on Sycamore Street, Bradshaw Street, and Prairie Street.
Concrete mow strip for chain link fence between Oakwood Cemetery and Fred Moore
Park is complete.
Ornamental Iron fence panels are 30% complete on the south side of Prairie Street. (Existing chain link to remain on the west perimeter between Trinity Industries and St.
Emanuel Baptist Church.
Ornamental fence column piers, bases, and CMU supports are complete. Rock façade is pending.
Arched entry structural support piers have been poured and certified by D&S
Engineering. Pouring of the 14 foot concrete structural supports and erection of the
ornamental entry are pending. Structural cages have been prefabricated on site for the
concrete arched entry.
Also, as of March 21, 2018, IOOF Cemetery is in the process of receiving 1,960 linear feet of
ornamental fencing (Exhibit D) with ball point finials and 14 stone columns as well as an arched
entryway sign spanning the entry drive. The following portions of the project are complete:
Removal of existing fence wire mesh is complete. Posts remain until work transitions to
this property to minimize pedestrian hazards.
Demolition of unused asphalt paved area and steel guardrail is complete. Additional
hauling demolition material is still required.
Arched entry structural support piers have been poured and certified by D&S Engineering. Pouring of the 14 foot concrete structural supports and erection of the
ornamental entry are pending. Structural cages have been prefabricated on site for the
concrete arched entry.
The contract calls for work to take place at IOOF for only the length of Carroll and Eagle Streets. The existing chain link fence will remain and additional repairs will be considered for future projects (Exhibit E).
Monument Repairs Project – At City Council’s request, staff presented a scope of work on April
4, 2017, that included an assessment of Oakwood and IOOF cemeteries, GIS mapping, and
monument restoration. Staff was given direction to proceed with monument restoration,
prioritizing those most in need of repair. Supplemental packages were approved as part of the
budget process in FY2017 for a total of $152,596. This funding was used to complete both
Phase I and II of the monument repairs. A total of 249 headstones at the cemeteries have been
repaired. Repairs consist of remounting, resetting the foundations and reconstructing damaged
headstones along with repairing one mausoleum. Below is a breakdown on total costs associated
with the repairs. Examples of the repairs can be seen on Exhibits F and G.
Date: March 30, 2018 Report No. 2018-037
Phase I - $48,113.50 (67 monuments repaired)
Phase II - $104,310.50 (182 monuments repaired)
A Phase III of emergency monument repairs is estimated to cost $24,677. This would complete
repairs to an additional 43 monuments at IOOF Cemetery. At the conclusion of Phase III, all
emergency headstone repairs would be completed. Additional mausoleum, lawn crypt, and
fencing repairs will still be needed.
Due to the fact that bid received for the cemetery fence replacement was under initial estimates,
a balance of $49,106.24 remains. With this remaining balance, Phase III of the monument
repairs and any fencing improvement priorities will be completed to improve the overall safety
and beautification of the properties.
ATTACHMENT(S): Exhibit A - IOOF Cemetery Fence Repair Map
Exhibit B – Oakwood Cemetery Fence Repair Map
Exhibit C – Oakwood Cemetery Fence Project Update
Exhibit D – IOOF Cemetery Fence Project Update Exhibit E – IOOF Cemetery Existing Chain Link Fence Exhibit F – Oakwood Cemetery Monument Repairs Update
Exhibit G – IOOF Cemetery Monument Repairs Update
STAFF CONTACT: Gary Packan Director of Parks and Recreation
Gary.Packan@cityofdenton.com
IOOF CEMETERY FENCE REPAIR MAP EXHIBIT A
Decorative Fence
Existing Chain Link Fence
OAKWOOD CEMETERY
FENCE REPAIR MAP
EXHIBIT B
Decorative Fence
Replacing Chain Link Fence
Existing Chain
Link Fence
OAKWOOD CEMETERY
FENCE PROJECT UPDATE
EXHIBIT C
IOOF CEMETERY FENCE PROJECT
UPDATE
EXHIBIT D
IOOF CEMETERY EXISTING
CHAIN LINK FENCE TO REMAIN
EXHIBIT E
OAKWOOD CEMETERY
MONUMENT REPAIRS
EXHIBIT F
BEFORE
AFTER
IOOF CEMETERY
MONUMENT REPAIRS
EXHIBIT G
BEFORE
AFTER