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has given an unrealistic picture as to what it cost to operate the Cemetery. Staff was also concerned that the contractor was holding in trust the pre-paid burial fees and felt that those funds should be held by the City. CFCS retained all cemetery records, with the City receiving copies of sales contracts from recent purchases in South Hill West. The following adjustments have been made to ensure better fiduciary oversight, and improved record keeping. • All funds collected from contractor for plot sales and burial fees will be directly deposited into the Cemetery enterprise fund at point of sale • All burial fees will be held in a City account designated only for this use • Contractors will bill the City monthly for services rendered and expenses incurred • Contractor will use a Cemetery Management Software system purchased and selected by the City to issue sales contracts and retain records • Contractor will be paid a non-refundable Administration Fee/Management fee to insure that the vendor is compensated for being available to provide services to our residents, whether or not they make a sale or perform a burial Two vendors have been selected to be the service providers for the two cemetery services contracts. Graham-Hitch Mortuary is recommended to serve as the Management, Sales and Burial Coordination contractor (See Attachment 4). Graham- Hitch Mortuary, a Pleasanton based company, has served the Tri Valley for over 120 years. Graham-Hitch will serve as the first point of contact for clients. The proposed contract includes the everyday operation of the cemetery: (e.g. sale of plots, scheduling and coordinating burials, internments and niche space allocations, record-keeping, and handling financial responsibilities). As Graham-Hitch provides the day-to-day oversight of cemetery operations, they would work with City staff and other designated contractors in connection with these responsibilities. With this agreement, Graham-Hitch would have the exclusive right to sell plots within the Pleasanton Pioneer Cemetery. The agreement does not give Graham-Hitch exclusive right to sell other funeral services (e.g. memorials, monuments, caskets) to persons who purchase plots at the Pleasanton Pioneer Cemetery. Purchasers are able to purchase funeral services from a provider of their choice. A full scope of work is included in the attached contract. The contract includes an annual non-refundable Management Fee of $10,000, a 20% Administration Fee given for each sale, and a Burial Coordination Fee of $175 per burial. Catholic Funeral and Cemetery Services (CFCS) would provide Burial Services through December 30, 2016. (See Attachment 3) The Burial Services include internments and disinterment services, installation of cement vaults prior to burials in old section of the cemetery and installation of grave markers as needed. Graham-Hitch will schedule and coordinate burial services with CFCS. Page 5 of 10