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Minutes 02-26-02MINUTES OF THE CEMETERY BOARD MEETING HELD IN CONFERENCE ROOM C, WEST WING, CITY HALL, BOYNTON BEACH, FLORIDA, ON TUESDAY, FEBRUARY 26, 2002 at 7:00 P.M. Present Teresa Frazier Janet Prainito, Secretary John Tined, Vice Chair Oris Walker Harold Blanchette, Alternate Jeff Livergood, Public Works Director John Wildner, Parks Director Glenda Hall, Parks Manager Chris Roberts, Asst. Public Works Director - Mark Aniki, Cemetery Crew Foreman Absent David Nyquist, Chairman Tereesa Padgett I. CALL TO ORDER In the absence of the Chairman, Vice Chair Tined presided and called the meeting to order at 7:05 p.m, I1. ATTENDANCE Secretary Prainito called the roll and declared a quorum was present. Ms. Prainito introduced Harold Blanchette, the new Alternate on the Board, and City staff members. III. AGENDA APPROVAL Secretary Prainito requested that two items be added to the agenda as follows: Item C., under New Business, mausoleum refund request for Gaetano Greco; and Item VII.D., Report from Public Works on the fees for openings. Mr. Livergood requested tabling Item VIII. A. from New Business to the May agenda. Motion Mr. Walker moved to approve the agenda, as corrected. Motion seconded by Ms. Frazier and unanimously carried. Meeting Minutes Cemetery Board Boynton Beach, FL February 26, 2002 IV. APPROVAL OF MINUTES - January 22, 2002 Vice Chair Tineri stated that he did not receive the minutes. Secretary Prainito will check on the mailing address of Vice Chair Tineri. Motion Mr. Walker moved to accept the minutes. Motion seconded by Ms. Frazier and unanimously carried. V= RECEIPT OF REVENUE/EXPENSE SHEETS - January 2002 Motion Secretary Prainito moved to place the statements on file. Motion seconded by Ms. Frazier and unanimously carried. VI. RECEIPT OF SALES REPORTS - January 2002 Motion Mr. Walker moved to place the sales reports on file. Motion seconded by Ms. Frazier and unanimously carried, VII. UNFINISHED BUSINESS A. Parks Department Report Ms. Hall reported that Ms. Roberts, Mr. Wildner, Mr. Livergood and herself prepared the Parks Department Report. In the future the Report will be prepared bY Ms. Hall with the necessary input from staff. The report on the fees for the openings and closings was distributed separately. Ms. Hall reported that the report on the expansion of the cemetery should be ready in a couple of months. Mr. Livergood did not think the report would be ready until May. The report will contain all possible options for cemetery expansion. Ms. Hall said that the flags for Memorial Day need to be purchased. Secretary Prainito said that Ms. Padgett telephoned her and informed her that she spoke with Mr. Aniki and asked him not to order the flags because she was 9oing to check with the Veterans. However, the Veterans cannot offer a better price. Ace Hardware quoted a price of 10¢ less than what had been previously quoted. 2 Meeting Minutes Cemetery Board Boynton Beach, FL February 26, 2002 Mr. Livergood requested that Staff be directed to purchase 300 flags. Staff will purchase the flags at best price in accordance with the City's purchasing policies. Mr. Livergood pointed out that it was Staff's responsibility to purchase the flags. Motion Mr. Walker moved to order 300 flags at $1.03 per flag, or less. Mr. Livergood requested that no price be included in the motion because there will be shipping costs in addition to the purchase price. Mr. Walker amended his motion to $1.10 per flag. Mr. Livergood requested that Mr. Walker amend his motion because the shipping costs were not known. Motion Mr. Walker moved to order 300 flags at the lowest price. Motion seconded by Ms. Frazier and unanimously carried. B. Reports on Cemetery Areas Assigned to Members 1. Blocks W & Y on the South Side - Oris Walker Mr. Walker reported that the fence where the sand is stored needs to be repaired. Ms. Hall acknowledged that the fence will either be repaired or replaced, since it has become loose in several locations. Mr. Livergood will provide a report with staff's recommendation. Blacks N & O, the area to the west, Old Section to the flagpole - David Nyquist Not present to make a report. ¸, Seacrest Blvd. to building on the South Side - Tereesa Padgett Not present to make a report 4. Mausoleum and Sara Sims - John Tined There have been no changes to Sara Sims Cemetery. The Mausoleum: always looks good. 3 Meeting Minutes Cemetery Board Boynton Beach, FL February 26, 2002 Ms. Hall reported that.they are waiting for the fence and signage to be permitted. The Engineering Division will be sending out a bid for the fence. When the fence and signage are completed, the landscaping will be done. Mr. Tineri inquired about the boarded up building located next to the Sara Sims Cemetery. Mr. Wildner responded that this building has been boarded up because it is uninhabitable. At one time the City considered purchasing the building for cemetery expansion. However, when it was discussed, the Cemetery Board did not show any interest. Discuss the potential of increasing the cost of graves and limiting the sale of graves to City of Boynton Beach residents only Ms. Hail distributed a staff report that has determined that the fees should be increased. The opening and closing fee on weekdays is currently $200 and on weekends and holidays is $325. After looking at equipment costs, employee costs, overtime and benefits, and supplies, the cost came to $330 for weekdays and $415 for weekends. Mr. Livergood favored increasing the fees. Staff does not feel that the burial costs should pay for perpetual care. That cost should be included in the sale of the plots. Considering that there are approximately 1,000 plots remaining for sale, staff feels this should be re-examined to determine if there will be enough revenue for perpetual care. Mr. Livergood requested that staff be authorized to proceed with an analysis for the costs of perpetual care for scores of years. Staff is requesting that no decision be made on increasing the costs of the gravesites until an analysis can be done. Motion Mr. Blanchette moved that staff research the costs for burial and bring back a report to the Board. Motion seconded by Secretary Prainito and unanimously carried. Secretary Prainito confirmed that Item C would be included on the next agenda, along with discussion of plot and burial prices. D. Discussion regarding double-depth graves Vice Chair Tineri explained that a double-depth grave is a grave that accommodates two burials on top of each other. This would involve digging the grave deeper. An analysis was done to check for water, which went down to 15', without hitting water. A double-depth grave has to be 9'. Vice Chair Tined noted that the Board had discussed selling the remaining 1,000 graves as double-depth graves, but no decision was made. Mr. Wilder pointed out that currently there is a limit to the number of cremains allowed on a single lot and consideration could be given to increasing this. Also members felt if double-depth graves were made 4 Meeting Minutes Cemetery Board Boynton Beach, FL February 26, 2002 available, this may free up other gravesites for sale, which could extend the use of the cemetery. Mr. Livergood suggested tabling the item to allow staff to provide a report on the items being discussed. Vice Chair Tineri noted that the cost of a double sleeve needs to be determined. Mr. Livergood said thiS Would be included in the cost of the burial. Motion Mr. Walker moved to table Item VII. D. until the next meeting, pending receipt of a staff report. Motion seconded by Mr. Blanchette and unanimously carried. Report on cost of renovating garage/office space at Boynton Beach Memorial Park (Jeff Livergood) Ms. Roberts referred to her memo, which was included in the agenda packet, regarding the estimated costs for renovating the garage. The Facilities Management Division submitted estimates totaling $4,656. All work would be performed by utilizing in-house staff. Ms. Roberts suggested that the costs for the renovations be included in the 2003 budget. Discussion about closing off the garage door took place and whether it would be beneficial to have the office entrance there in place of the garage door. Vice Chair Tineri asked if the costs for closing of this door could be determined. Ms. Hall noted that storage space would still be needed. Mr. Livergood stated that the necessary renovations would be considered and placed into the budget for the City Commission's consideration, He further noted that it is a staff function to provide the proper office space and working conditions for their employees. Motion Mr. Blanchette moved to direct staff to proceed with the plans and budgeting for the renovation of the cemetery garage to be included in next year's budget. Motion seconded by Ms. Frazier and unanimously carried. VIII. NEW BUSINESS Review Proposed Policy to Allow Public Expression of Feelings at the Mausoleum - John Wildner/Jeff Livergood Tabled Approve request for refund of Lot 140 A Block N. Boynton Beach Memorial Park, Addition #1 - Request submitted by Irma Russo - (Original Purchase Price $225 less 20% for a total of $180) Meeting Minutes Cemetery Board Boynton Beach, FL February 26, 2002 Motion Ms. Frazier moved for approval. Motion seconded by Secretary Prainito and unanimously carried. Approve request for refund of Crypt B-4, Section B in Benediction Building - Request submitted by Patricia Greco (Original Purchase Price $7,800 less 50% for a total of $3,900) Motion Ms. Frazier moved for approval. Motion seconded by Secretary Prainito and unanimously carried. IX. OTHER A, Future Agenda Items: 1. Staff Report on Cemetery Options (March 26, 2002) Tabled until the May 2002 meeting. B. For Your Information , Copy of letter from R. Brady Osborne dated January 28, 2002 transmitting 15% of the cash receipts for the fourth quarter of 2001 Included in agenda packet. X. ADJOURNMENT There being no further business, the meeting properly adjourned at 8:00 p.m. Respectfully submitted Barbara M. Madden Recording Secretary (one tape) (March 4, 2002) 6