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Minutes 11-01-01 MEETING MINUTES OF THE CEMETERY BOARD MEETING HELD IN CONFERENCE ROOM C, WEST WING, CITY HALL, BOYNTON BEACH, FLORIDA ON THURSDAY, NOVEMBER 1, 2001 AT 7:00 P.M. Present David Nyquist, Chairman Teresa Frazier Tereesa Padgett Janet Prainito John Tineri Ods Walker John Wildner, Parks Director CALL TO ORDER Chairman Nyquist called the meeting to order at 7:00 p.m. II. ATTENDANCE Ms. Prainito called the roll and all members were present. III. AGENDA APPROVAL Ms. Prainito requested to add consideration for disinterment received today from Boynton Beach Mausoleum. A copy of the request was distributed. Chairman Nyquist said that this would be added as Item E under New Business. Motion Ms. Padgett moved to approve, as amended. Motion seconded by Mr. Walker and unanimously carried. IV. APPROVAL OF MINUTES - August 28, 2001 & September 25. 2001 Ms. Padgett questioned the intent of the first sentence in the second paragraph on page 7, which stated "Minutes from the August 8, 2000 and November 14, 2000 meetings were distributed for informational purposes." (A check of the meeting tapes revealed that these two sets of minutes were distributed at Ms. Padgett's request because they were meetings attended by the City Manager. She wished to have them furnished to the new members to familiarize them with the issues that the Board was addressing. ) Ms. Padgett noted that on page 5 it stated that there were discrepancies in '[he costs of the trimmer heads and the crosses for Memorial Day and asked Mr. Wildner if he had clarified these. Mr. Wilder stated he responded to these questions in his September 24 memorandum. Ms. Padgett noted that the memorandum did not address the discrepancy in the price of the crosses. Mr. Wildner will follow through. Meeting Minutes Cemetery Board Boynton Beach, Florida November 1, 2000 Motion Mr. Tineri moved to place the minutes on record, as amended. Motion seconded by Mr. Walker and carried 5-1 (Ms. Padgett abstained since she was not present at the meeting.) V. RECEIPT OF BALANCE SHEETS - August & September, 2001 Chairman Nyquist pointed out that there is still a great portion of cemetery funds in the Local Government Investment Pool at a Iow interest rate. Ms. Prainito referred members to Item IX.A in their agenda packet, which is a memo from Diane Reese responding to the Board's questions from its August meeting. The memo also includes the reason why the funds remained in this Pool. Ms. Padgett raised the following points: There is a $23,400 discrepancy in the fund balance from August to September. Why was there a $38,962.50 check written from the Fund to the "City of Boynton Beach Mausoleum Fund"? Why was there a $27,451.74 check written from the Fund to the "City of Boynton Beach Treasurers" Fund? Ms. Prainito will follow through with Ms. Reese on these issues. Motion Ms. Padgett moved that the balance sheets be placed on file. Motion seconded by Mr. Tined and unanimously carried. VI. RECEIPT OF SALES REPORTS - August & September, 2001 Members discussed the number of infant lots remaining. Ms. Padgett recalled being told last month that there were no infant lots left and this month's report indicates six remaining. MS. Prainito will follow through on this. Motion Ms. Padgett moved that the sales reports be placed on file. Motion secor~ded by Mr. Tined and unanimously carried. VII. UNFINISHED BUSINESS 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) 2 Meeting Minutes Cemetery Board Boynton Beach, Florida November 1, 2000 Mr. Wildner reported that the Engineering Department is preparing specifications for installation of the fence and is requesting that a survey be performed. A survey was not performed when the fence was installed on the north side. The boundary line of the sidewalk was used as the property line when the fence at Boynton Beach Memorial Park was installed because there was no Engineering staff at that time. The Cemetery Fund would be responsible for the cost. Having a survey done is norma~ operating procedures of the Engineering Department. They estimate the cost to be approximately $1,500 and it will go out for bid. Chairman Nyquist did not see the need for a survey. He inquired about the bid process and would like it limited to Boynton Beach companies. Mr. Wildner did not think this was possible in order to obtain the lowest price. Ms. Padgett requested that staff determine if the plat markers are still in place, which could be used as the boundary line. Mr. Wilder said he would inquire if only Boynton Beach companies could be solicited for bids. Motion Mr. Walker moved that the property be surveyed and that a local surveyor, if possible, be used, if the plat markers do not suffice for the Engineering Department. Motion seconded by Ms. Frazier and unanimously carried. B. Parks Department Report Mr. Wildner reported that staff is working on a grant to have a historical survey performed at Barton Park. The Florida Department of Transportation owns the land and has indicated that they would be willing to give the land to the City. They would also be willing to perform the historical survey, if the land is designated as historical, it is anticipated that additional grants could be applied for preservation of the cemetery. Ms. Padgett questioned if this Board had any jurisdiction over Barton Park. Mr. Wildner assumed that the Cemetery Board had jurisdiction over all cemeteries in the City. Ms. Padgett requested that a legal opinion be obtained to determine whether this Board has jurisdiction over Barton Park. The Ordinance states that the Board has jurisdiction over Sara Sims and Boynton Beach Memorial Park, but does not state Barton Park. If the Board felt it was not responsible for Barton Park, the Parks Department would undertake the project, Ms. Padgett requested that the grants for Barton and Sara. Sims be separated in the event Barton does not come under the Board's jurisdiction. Mr. Wildner indicated that he would continue moving forward with the project. Ms. Prainito will speak with the City Attorney's Office regarding a legal opinion. Ms. Padgett requeSted that a breakdown of the costs for openings and closings on weekdays and weekends be provided. Mr. Wildner will furnish this information. Chairman Nyquist would like to ensure that the fees being charged are covering the costs of the openings and closings. 3 Meeting Minutes Cemetery Board Boynton Beach, Florida November 1, 2000 Ms. Padgett pointed out that the backhoe is continually being repaired and questioned the ability of the staff working on the equipment. Mr. Wildner said that the Board could consider having the repairs handled by an outside firm, rather than having the repairs done in-house. Ms. Padgett requested that the Board be furnished with the total costs of repairing the backhoe over the past three years, which Mr. Wildner will provide. Also, Ms, Padgett asked for clarification on "mark up" for gas and whether all departments are incurring these costs. Ms. Padgett asked about the amount of time spent by staff on cemetery duties. Ms. Prainito reported that Ms. Sangi, the Cemetery Clerk, has been instructed to track her hours devoted to cemetery time. Mr. Wilder reported that the cemetery crew devotes 100% of their time to the cemetery. All time spent at the cemeteries by any other crews is also being logged. Mr. Wildner and Ms. Prainito are not charging the Board for their time spent on the cemetery. Ms. Padgett would also like Mr. Aniki to track his overtime and to list it on his report. Mr. Wildner will follow through on this. Mr. Wildner informed the Board that Mr. Aniki requested a computer and it was included in the cemetery budget. Sometime ago, Mr. Aniki purchased his own used computer and maintains his own cemetery records in order to assist people with cemetery questions and location of graves. The computer is now quite old, and Mr. Aniki is in need of a new one. By maintaining his own records, this has improved efficiency at the cemetery. Mr. Wildner was in support of Mr. Aniki receiving a new computer. The cost would be $2,070 that would include the computer and software. Ms. Padgett stated she was unaware that a budget had been prepared for the Cemetery and noted that the BOard had no input in its preparation. Mr. Wildner presented a copy of the budget to the members. The money used to fund the cemetery budget came from the Park's Department budget of funds that had previously been used for the cemetery. Ms. Padgett requested a breakdown of the budget totals. Ms. Prainito responded that a few months ago the Board was informed by the City Manager that the cemetery would have its own budget that would be overseen by the Cemetery Board. The total operating costs for the cemetery are $362,880 that includes $189,000 reserved for future appropriation. After'reviewing the budget, members requested a more detailed budget. Ms. Padgett questioned how the budget amount was arrived at and Mr. Wildner responded that the costs for running the cemeteries were determined by the Finance Department. Mr. Wildner pointed out that these figures are estimated figures and could change. Ms. Prainito will contact Ms. Reese to obtain a more detailed budget and furnish it to the members. Ms. Padgiett will speak with Ms. Reese personally after she receives a more detailed budget. Members requested that they be furnished the budget prior to the next meeting so that they would have an opportunity to review it before the meeting. Chairman Nyquist requested that Ms. Reese attend the next meeting. Chairman Nyquist requested that Mr. Wildner's reports be included with the agenda packets in order to give the members an opportunity to read the report prior to the 4 Meeting Minutes Cemetery Board Boynton Beach, Florida November 1, 2000 meeting. Ms. Prainito will be mailing out the agenda packets well in advance of the meetings in order that members have an opportunity to review it. Chairman Nyquist suggested delaying the purchase of the computer until the Board has an opportunity to review the budget. Chairman Nyquist requested that Mr. Aniki attend the next meeting in the event any questions arise during the budget review. There was a consensus on the Board that Mr. Aniki be present at the next Board meeting. C. Reports on Cemetery Areas Assigned to members 1. Blocks W & Y on the South Side - Ods Walker - Stated that his section looked good. Blocks N & O, the area to the west, Old Section to the flagpole - David Nyquist- Seacrest Blvd. to building on the South Side - Tereesa Padgett Ms. Padgett stated that Mr. Nyquist's sections looked ail right. She noted that something needs to be done about the weeds. Mr. Wildner reported that after a drought the regular grass usually dies and is replaced by weeds. Eventually as the St. Augustine grass grows stronger, it will overcome the weeds. 4. Mausoleum and Sara Sims - John Tined Stated his sections were good. 5. Blocks R & S - Teresa Frazier Stated her sections looked good. VIII. NEW BUSINESS Approve request from Doris J. Lindeman to disinter the cremains of husband, Oliver W. Lindeman and sell Crypt D-9, Section B, Sunset Building, to the City for $1,705 which is 50% less the purchase price of $3,410 Approve request for refund submitted by William C. Quinette for Lots 134 A&B, Block R, Boynton Beach Memorial Park, Addition #1, in the amount of $360, which is 20% less than the purchase price of $450 Chairman Nyquist requested that these two items be combined. Motion Ms. Padgett moved to grant the refunds. 5 Motion seconded by Mr. Walker and Meeting Minutes Cemetery Board Boynton Beach, Florida November 1, 2000 unanimously carried. Co Consider request from Lacey family for placement of a headstone in the Old Section of Boynton Beach Memorial Park (addressed out of order) Mr. Wilder reported that there already were uprights in this area of the cemetery. Ms. Padgett thought that they were allowed. There was a consensus on the Board that any requests for uprights or flat markers in the old section, east of the first driveway ggJ_Q9 into the cemetery be permitted. Discuss Code Amendment to Chapter 6, Sec. 6-18.b.2. of the City Code of Ordinances to reflect the change to Rule #15 of the Cemetery Rules & Regulations Amended September 3, 1998 that provides for a 50% refund for crypts and niches at the Boynton Beach Mausoleum Ms. Padgett thought that the refunds for crypts and niches were supposed to be the same as lots, i.e. 80% and not 50%. Ms. Prainito will research this and report back to the Board. E. Disinterment for Anna Giulia Greco Motion Mr. Walker moved that the request be granted. Motion seconded by Ms. Frazier and unanimously carried. IX. OTHER Ao For Information Only - Memorandum from Diane Reese dated August 29, 2001 in response to Cemetery Board requests Included in agenda packet. For Information Only - Memo to City Manager relating board's request for meeting with the City Commission - See City Manager's notation Ms. Prainito reported that she has heard nothing further regarding a meeting with the City Commission. Chairman Nyquist requested that Ms. Prainito contact the City Commission directly to discuss expansion of the cemetery. She responded that when the original request for the meeting was made, it was directed through the City Manager's Office. Chairman Nyquist instructed Ms. Prainito to send a request to each Commissioner. Chairman Nyquist requested that the next agenda contain an item to give consideration to increasing the fees for non-residents and whether the cemetery should be limited to residents only. 6 Meeting Minutes Cemetery Board Boynton Beach, Florida November 1, 2000 Ms. Padgett thanked the City for the tee shirt she received. Ms. Prainito explained that the shirts were given to all board members from CommissiOner Fisher's discretionary funds. Election of aVice Chairman Ms. Padgett nominated John Tineri as Vice Chairman. There bein~l no other nominations, Chairman Nyquist closed the nominations. The roll was called and John Tineri was unanimously elected Vice Chairman. X. ADJOURNMENT The next meeting is scheduled for Tuesday, November 27, 2001. There being no further business, the meeting properly adjourned at 8:45 p.m. Respectfully submitted, Barbara M. Madden Recording Secretary ( two tapes) (November 2, 2001) 7