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Minutes 01-22-02 MINUTES OF THE CEMETERY BOARD MEETING HELD IN CONFERENCE ROOM C, WEST WING, CITY HALL, BOYNTON BEACH, FLORIDA ON TUESDAY, JANUARY 22, 2002 AT 7:00 P.M. Present Dave Nyquist, Chairman (arrived 7:15 p.m.) Janet Prainito, Secretary Teresa Frazier Tereesa Padgett John Tined Oris Walker John Wildner, Parks Director Jeff Livergood, Public Works Director Glenda Hall, Parks Supervisor Chris Roberts, Public Works Mark Aniki, Cemetery Crew Foreman I. CALL TO ORDER In the absence of Chairman Nyquist, Vice Chair John Tineri acted as Chairman and called the meeting to order at 7:02 p.m. I1. ATTENDANCE Ms. Prainito called the roll and welcomed the new visitors to the meeting. III. AGENDA APPROVAL Motion Mr. Walker moved to approve the agenda as written. Ms. Padgett seconded the motion that carried unanimously. IV. MINUTES APPROVAL OF 11/27/01 MEETING Motion Ms. Padgett moved to place the November 27, 2001 minutes on file. Ms. Frazier seconded the motion that carried unanimously. V. RECEIPT OF REVENUE/EXPENSE SHEETS - NOVEMBER & DECEME~ER 2001 Ms. Padgett thanked the person who had moved the credits from the Parks side of the ledger to the Cemetery side. Motion Ms. Padgett moved to place the subject reports on file. Ms. Frazier seconded the motion that carried unanimously. Meeting Minutes Cemetery Board Boynton Beach, Florida January 22,2002 VI. RECEIPT OF SALES REPORTS - NOVEMBER & DECEMBER 2001 The Board reviewed the subject reports and decided that the "running total of lots sold" section requires a Column heading for the sake of clarity. Motion Mr. Walker moved to place the subject reports on file. Ms. Padgett seconded the motion that carried unanimously. VII. UNFINISHED BUSINESS Chair Nyquist arrived at the meeting at 7:15 p.m. and resumed his duties as Chairman. A. Sara Sims Memorial Gardens Enhancements & Improvements Report on price for design and installation of sign for Sara Sims Memorial Gardens along with permitting requirements (Tabled) Motion Vice Chair Tineri moved to remove this item from the Table. Ms. Padgett seconded the motion that carried unanimously. Mr. Wildner reported that the survey was complete but that there would be a problem with putting the sign on the adjoining property, Heritage Park. The survey revealed that there was about fifteen feet in from the fence line on which the sign could be placed and if so placed, space would be available for up to four adult plots, if desired. The Board members wished to have the sign recessed in front of the new fence and within the Cemetery boundaries. Motion Ms. Padgett moved that the Cemetery Board recess the sign within the boundary of the Cemetery property. Vice Chair Tined seconded the motion that carried unanimously. B. Parks Department Report 1) Administrative Issues Ms. Padgett referred to the Inventory contained in the Parks Department's report and stated that it was essential for the Cemetery Board to know what belonged to them and what belonged to the City. Mr. Wildner stated that the inventory belonged to the Cemetery. She requested a new inventory report with a heading that indicated this. Mr. Livergood introduced himself and suggested that the heading read Parks Department/Cemetery. He also indicated that he would be working with the Parks Department to determine the numbers of each piece of equipment that was actually required so that replacement schedules could be determined. He said that he would 2 Meeting Minutes Cemetery Board Boynton Beach, Florida January 22,2002 incorporate this into a new inventory report that would be given to the Cemetery Board in September 2002 when budgets were prepared. Chair Nyquist asked who would be providing their monthly reports and Mr. Livergood said they would be a combined effort of Ms. Christine Roberts, Ms. Glenda Hall, and himself. Ms. Padgett stated her understanding that the Cemetery Board would be paying for Mr. Aniki's overtime to appear at the Board meetings and this was confirmed. Chair Nyquist stated that he wanted to have Mr. Aniki at all future Board meetings and this was accepted. Mr. Livergood thought that a dedicated staff liaison should be established for the Cemetery Board and suggested that Ms. Glenda Hall fill this role. This job would include agenda packet preparation. The Board agreed. Ms. Padgett thought that the backhoe was costing a lot for repairs and wondered whether it needed to be replaced and if it were replaced, whether it would be dedicated for Cemetery use only. Mr. Livergood offered to get the Flee'[ Supervisor's opinion on it. If it were purchased with Cemetery Board funds, it should be dedicated to the Cemetery Board. On the other hand, there might be value in sharing it with others as long as the repair costs were shared as well. Ms. Padgett asked Mr. Livergood to look into the backhoe situation and he agreed to do so. Mr. Wildner remarked that Mr. Livergood was now in charge of the Parks Maintenance operation, including the Cemetery, and that he (Mr. Wildner) would be doing the planning and development for future park sites. Since the cemeteries are parks, he was still interested in them. Ms. Hall commented that eventually, the staff would be reassigned to Mr. Livergood's area. Ms. Padgett asked about the hours that were being maintained at the Cemetery. Mr. Aniki stated that the hours were 6:30 a.m. to 3:30 p.m. Ms. Padgett inquired whether they charged overtime for funerals after that time. Mr. Aniki replied that they adjusted their hours to accommodate the late funerals and did not charge overtime except on Saturdays and Sundays. Chair Nyquist asked whether the Cemetery crew had assessed the grounds maintenance job at Sara Sims as the Board had requested. Mr. Aniki stated that they had done so and determined that the job could be done in two hours; however, during the summer and the active growing season, it would be difficult to maintain both cemeteries. Prices for the trailer that would be necessary to load the mower on to travel to Sara Sims were attached as part of the Parks Department report. Ms. Padgett and Chair Nyquist were not in favor of having the crew pick up trash outside the Sara Sims fence as they were now doing. The City staff explained that it was customary for property owners to maintain rights-of-way adjacent to their properties and that this was also being done at the main cemetery. The Board discussed whether it would cost less to hire a private company to maintain Sara Sims. After discussion, the consensus was to continue with the present arrangement with the City. Chair Nyquist thanked Mr. Aniki for looking into the situation and providing the information that the Board had requested. 3 Meeting Minutes Cemetery Board Boynton Beach, Florida January 22,2002 2) Water Depth in the Cemeteries Mr, Wildn'er responded to the Board's request for a reading on the depth at which water might be found at the two main City cemeteries. A report from the Testing Lab of the Palm Beaches, Inc, indicated that at three different boring sites, water was not encountered at a depth of fifteen feet at the main cemetery. Water was encountered at Sara Sims at fourteen feet below the top of the ground. 3) Multiple Burials (Double Depth) Mr. Wildner reported on the practices of other cemeteries in the area that have multiple burials in the same plot, Hillside Cemetery in West Palm Beach presently does this and they have a similar site, since they are located on the same coastal ridge as Boynton Beach. They presently bury people to a depth of nine feet when they put two remains in the same grave. They use a double vault and this allows the two caskets to be placed inside, one on top of the other. Each casket is three feet deep. The caskets take up six feet of depth and there is three feet of soil on top of that. The depth of the burial for the bottom remains would be nine feet. Mr. Livergood thought that enough information had been given that if the City wanted to pursue this idea, it appeared as though the water table would allow it. If the Board wants to pursue double burials, the establishment of monitoring wells would be the next step, since the water table varies. Chair Nyquist asked Ms. Frazier and Vice Chair Tineri whether families were receptive to the idea of double-depth vaults. Vice Chair Tineri stated that this was not common at Palm Beach Memorial where he works. His main concern would be placing a vault on top of another vault. If they were going to do that, they would have to use a concrete vault that was designed for two. Mr. Wildner remarked that Mr. Aniki had taken some pictures of those vaults but he did not have the pictures at the meeting. Vice Chair Tineri's other concern was that when the graves were sold as double-depths, one person might want just one grave. If they were sold as doubles and a concrete grave liner were put in place on the bottom - and then the top was sold and a "Venetian" was put in place, it would not bear the weight. Mr. Wildner noted that there were sixty thousand people in Boynton Beach and another sixty thousand to the west. It would not be possible to accommodate that many burials in the current location. He suggested two possibilities for maximizing the existing cemetery spaces: 1) convert side-by-side family plots into a double-depth plot at the family's request and assuming they paid an additional charge; 2) place two or three cremains on top of;an existing plot (of a family). The existing rules allow for one set of cremains to be placed on top of an existing grave. Chair Nyquist said that a grave must be sold as a double-depth grave only and it must be done at the time the grave is dug, at which time you would put in a double vault. One deceased person goes in and a lid goes on top and is sealed. The second lid is put in place when the next deceased person is placed on top of the first one. Chair Nyquist said that a vault could not be put over a liner, Mr. Wildner responded that it might be possible if the family owned it and were willing to do it. 4 Meeting Minutes Cemetery Board Boynton Beach, Florida January 22,2002 Mr. Aniki explained that in Mr. Wildner's hypothetical situation, it would be necessary to remove the exiting remains. The hole would be dug to a greater depth, and the second remains would be placed on top of the first. Chair Nyquist did not agree with this idea, saying that if they decided to sell double-depth graves, they would be sold to two related individuals and a special vault would be put in place. He reiterated that an existing grave could not be turned into a double-depth grave. There seemed to be consensus among the members on this point. The Board discussed limiting the remaining plot sales to double-depth graves, but decided that only a portion of them should be held for this purpose. No definite number was agreed upon. Ms. Hall wondered Whether a plOt owner could purchase a single plot and decide later to make it a double plot, assuming that no remains had been placed in the grave and that they were willing to pay more for it. She believed that if people realized that space was .tight and looked tothe future, they might decide to do this and that this could open up additional space in the existing cemetery. Ms. Hall asked Mr. Aniki if the cemetery had the right kind of equipment to dig holes to the depth that would be required for double-depth graves. Mr. Aniki thought this would strain the four-foot sleeve they were using. They occasionally have trouble now getting the sleeve out of the ground with a load of dirt. He noticed that Hillside has the same size tractor as Boynton Beach but that they were using the front bucket instead of the back one as Mr. Aniki does here. He had not actually observed Hillside's procedures. Chairman Nyquist Stated that the Board should take the idea of double-depth graves under consideration and make a decision about it at their next meeting. 4) Mr. Mark Aniki's Garage/Office at the Cemetery The Board discussed Mr. Aniki's garage/office space at the cemetery. This is where he meets people and assists them to select gravesites. Ms. Padgett had gotten calls from people who felt thei garage/office should be upgraded. She noted that there was space in the mausoleum ~nd wondered if that space could be partitioned off to allow for an office for Mr. Aniki.i Mr. Osborne was offered office space but the square footage had never been spellediout. Ms. Padgett was in favor of fixing up the garage, Mr. Livergood stated that he would work with the Facilities staff to come up with a cost for renovating Mr. Aniki's garage/office and present it to the Board. C. Reports oni Cemetery Areas Assigned to Members After hearing statu~ reports from each member, Chair Nyquist stated that the cemeteries look good. Discuss the potential of increasing the cost of graves and limiting 'the sale of graves tO City of Boynton Beach residents only (Tabled on 11/27). Motion Vice Chair Tineri moved to remove this item from the table. Mr. Walker seconded the motion that carried unanimously. 5 Meeting Minutes Cemetery Board Boynton Beach, Florida January 22,2002 Each of the members gave input regarding the current rate for a resident plot. The consensus was that the resident rates should either remain at $450 or increase to $500. The Board then considered the non-resident rate of $750. Chair Nyquist commented that the Cemetery was definitely going to run out of spaces and that the Board must consider if it wanted to continue to offer the non-resident option at this Cemetery. Each Board member gave input about the non-resident rate. Five of the six members thought it should be increased to $1,000, with Vice Chair Tineri favoring a rate of $900. The Board discussed the rates for opening and closing a grave. Ms. Padgett asked Mr. Aniki how long it took to open and close a grave from start to finish, including putting sod back and watering it in. Mr. Aniki stated that the whole process took three hours for three people. Ms. Padgett asked for the opening and closing costs for regular and overtime. She also asked if the three hours mentioned by Mr. Aniki included the time the City Clerk's office spends on opening and closing matters. Mr. Wildner stated that it did not include that time. Mr. Livergood stated that if the Board wanted to base the openings and closing on actual costs, they should consider factors like labor costs, medical, dental, and everything else. Ms. Prainito Will provide the hours spent by her staff on each funeral. Mr. Wildner remarked that his secretary is involved in the process and Chair Nyquist wanted to know the amount of time/charges attached to her work. Chair Nyquist summed up by saying that the Board needs to know the costs for each of the three departments that are involved in opening and closings on Monday through Friday and on weekends. Ms. Hall stated that in the case of the cemetery crew, this would be based on three hours/three people. Chair Nyquist also wanted the opening and closing costs for the mausoleum, thinking it was important to break even on this. Motion Ms. Padgett moved to table this item until the Board receives the information that it requested. Vice Chair Tined seconded the motion that carried unanimously. VIII. NEW BUSINESS A. Approve Request for Refund submitted by Louis Mercurio for Lots 16A, 17A & B, Block "R", in the amount of $420. (This amount is 20% less than the original purchase price of $525.) Motion Ms. Padgett moved to approve the request for refund submitted by Louis Mercurio as stated above. Ms. Frazier seconded the motion that carried unanimously. IX. OTHER A. Information regarding 50% refund of purchase price of a crypt or niche after interment, resale, or transfer of ownership to Boynton Beach. Ms. Prainito said the Ordinance was passed at the 50% rate rather than the 80% rate it showed. Refunds were never given at 80% but were given at 50%, in accordance with the Rules and Regulations. The Ordinance itself did not get changed until now. 6 Meeting Minutes Cemetery Board Boynton Beach, Florida January 22,2002 B, Expansion of Cemetery to Little League Park Chair Nyquist stated that over the past few months, he had conducted a survey with the voters of Boynton Beach and came up with some interesting facts. He spoke to 3-4% of the voters in Boynton Beach plus or minus one point. He asked these questions: t) Should the cemetery located on the corner of Seacrest Boulevard and Woolbright Road be expanded? 73.2% said yes; 6% were against it; and 20.8% had no opinion; 2) If the cemetery were to be expanded to the west, would you be in favor of the ball fields being moved? 69% said yes, 8.2% said no, 22.9% had no opinion. Most of the people Chair Nyquist spoke to were in favor of moving and modernizing the ball fields, including people who either have their children playing there now or had in the past. The consensus he discovered through his survey was that the residents want to have new, modern ball fields, such as those at Caloosa Park. Chair Nyquist believes that this would raise Boynton Beach to the standards of a world-class ,community. Chair Nyquist referred to the Cemetery Board's request for a copy of the regulations governing the well fields, made at the Joint Cemetery Board/City Commission meeting on November 29, 2001. The Cemetery Board received a letter from the Assistant City Manager, Dale Sugerman, directing them to the agencies that were concerned with this matter: 1) South Florida Water Management District (SFWMD), 2) Department of Environmental Protection (DEP), and the Palm Beach County Health Department. Chair Nyquist telephoned each agency, and was ultimately directed to the Palm Beach County Health Department, who stated that as long as they stayed 100 feet away from the wells, there would not be a problem. Therefore, he assumes that there would be no problem with the well fields if the cemetery were to expand into Little League Park and that it would just be a matter of relocating the ball fields into a safer and more modern location. Mr. Wildner responded that money would have to be available for the land and for replacing the existing facilities. He stated that to replace Little League Park (LLP) with a modern, four-field complex similar to the one at Caloosa Park would cost about $3M plus $1M for the twelve acres that such a site would require. Taking out the existing buildings and amenities at LLP and preparing the land for use as a cemetery would increase the cost further. He also referred to the land the City owns in Quantum Park, which would only afford two softball fields and a soccer field, if fully developed. The demand for such facilities, based on the population of Boynton Beach, is projected to be eight ball fields, which would require twenty acres of land. The current Little League Park is on about ten acres. Mr. Wildner stated that there was a fifteen-acre parcel of land behind the mall that might be suitable but that it was scrub and parts of it would not be usable. Mr. Livergood suggested that his department prepare a staff report that would provide the various options, the costs associated with them, and the impacts. The report would also have letters from DEP and the County stating what can and cannot happen with the well fields. He felt that this was essential in order for the Board to come to a recommendation for the City Commission on the cemetery expansion issue. The report would be a compilation of hard facts and would not rely on history or politics. He indicated that this report would take approximately sixty days to prepare. The Board discussed whether the voters should make the ultimate decision about the cemetery expansion. The consensus was that, given enough information, the voters should have an opportunity to express their opinion about this issue. 7 Meeting Minutes Cemetery Board Boynton Beach, Florida January 22,2002 C, Placement of Objects at Mausoleum Mr. Wildner reported on an issue at the mausoleum where people were putting more and more objects in front of the crypts in the mausoleum, creating a safety hazard and in some cases, eyesores. Mr. Livergood and Mr. Wildner visited the mausoleum and came to an understanding the Mausoleum Manager, Brady Osborne that will allow objects to be placed in the mausoleum. The City built a shelf at the rear of the mausoleum that will act as a place to put some objects. Mr. Aniki now takes away flowers after they have died. The Cemetery Board has been asked to come up with a policy for the future about this issue, especially for holidays. The policy should allow people to express their feelings in a way that is safe and pleasant to the eye. Mr. Livergood remarked that they had several win-win solutions that would enhance the appearance of the mausoleum and that these ideas would be brought before the Board at another time. D. Flags for Memorial Day Mr. Aniki had included a request for flags for Memorial Day in the agenda packets and Ms. Padgett asked him to hold off on this item for a little while. X. ADJOURNMENT There being no further business to come before the Board, the meeting was duly adjourned at 9:00 p.m. Respectfully submitted, Susan Collin~' Recording Secretary (two tapes) (01/23/02) 8