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Minutes 08-28-01MINUTES OF THE CEMETERY BOARD MEETING HELD IN CONFERENCE ROOM C, WEST WING, CITY HALL, BOYNTON BEACH, FLORIDA, ON TUESDAY, AUGUST 28, 2001 present David Nyquist, Chairman John Wildner, Parks Director Janet Prainito Glenda Hall, Parks Supervisor Teresa Frazier Tereesa Padgett Otis Walker Absent John Tineri I. CALL TO ORDER Chairman Nyquist called the meeting to order at 7:03. II. ATTENDANCE Ms. Prainito called the roll and a quorum was present. II1. AGENDA APPROVAL Mr. Nyquist called for a motion to approve the agenda. Ms. Padgett requested the addition of a discussion of the water situation. This will be discussed when Ms. Padgett reports on her cemetery area. Mr. Wildner requested the addition of a discussion on Barton Memorial Park. This will be added to the Parks Department Report. Motion Ms. Padgett moved to approve the agenda, as amended. Motion seconded by Mr. Walker and unanimously carried. IV. APPROVAL OF MINUTES - July 10, 2001 Ms. Padgett requested two corrections as follows: Meeting Minutes Cemetery Board Boynton Beach, Florida August 28, 2001 Page 2 - The first motion should be changed to reflect that the balance sheets were not approved, but were placed on file since there was a question regarding the building repairs. Page 4 - The last sentence of the first full paragraph should be changed to read "There was 'unanimous' agreement on the Board that provision of cemetery space for its residents was an obligation on the part of the City". Motion Ms. Frazier moved to approve the minutes, as corrected. Motion seconded by Ms. Padgett and unanimously carried. V. RECEIPT OF BALANCE SHEETS - June & July, 2001 Chairman Nyquist noted that the fund still has a great amount of its assets in the Local Government Investment Pool (LGIP) at a very Iow interest. Chairman Nyquist was under the impression that when the interest rates in the LGIP decreased, the money would be put into a higher yielding account. The LGIP account is only yielding 3.87%. Ms. Prainito suggested contacting Ms. Diane Reese to determine why the funds have not been moved. Members agreed that half of the money in LGIP account should be moved to a higher interest-bearing account. Ms. Padgett raised the following questions regarding expenses in the June and July statements that had no explanations: $681.01 for labor. An additional labor charge of $78.10. Expenses of $576.59 and $896.06 for labor. $1,861.20 for other contractual services. Parts for $331.93. Mr. Wildner was not certain what these expenses were attributable to and will check into it. Chairman Nyquist requested that the Board be furnished with more detail on these costs. Ms. Padgett requested that an explanation for all expenses be ascertained prior to the meetings to avoid so much discussion. Motion Ms. Padgett moved to place the reports on file with clarifications. Motion seconded by Mr. Walker and unanimously carried. 2 Meeting Minutes Cemetery Board Boynton Beach, Florida August 28, 2001 VI. RECEIPT OF SALES REPORTS - July, 2001 Motion Ms. Padgett moved that the Sales Report be placed on file. Motion seconded by Mr. Walker and unanimously carried. VII. UNFINISHED BUSINESS A. Sara Sims Memorial Gardens Enhancements & improvements Quote from Lawrence Fence for "nuts & bolts" type fence with two walk-through gates Report on price for design and installation of sign for Sara Sims Memorial Gardens along with permitting requirements. Ms. Hall reported on the status of the sign. She placed the purchase order for the sign and is now in the permitting stage. The sign will be placed on property belonging to both Sara Sims Park and Heritage Park. Ms. Padgett questioned why the sign could not be placed behind the fence and Ms. Hall stated that sign would not be visible. City Code does not allow for the sign to be higher than 6' and the sign must meet windload standards. A drawing of the sign was presented and the manufacturer cannot provide the gold edging. Chairman Nyquist suggested that the sign could be painted and requested Ms. Hall discuss this with the manufacturer. When the sign is installed, landscaping at the base of the sign must be put in at the same time. This may create a problem because the fence would go in after the landscaping. Ms. Padgett stated that since cemetery funds are paying for the sign, the sign must be erected on cemetery property. The sign should not be placed in part on property not belonging to the cemetery. Ms. Hall stated if the measurements of the sign were changed, she would have to obtain a new quote and prepare a new purchase order. She pointed out on the blueprint where the sign and new fence would be placed. The sign must be at least 10' off the property line. Chairman Nyquist suggested that the sign be placed on cemetery property and that the new fence be placed behind the sign. If the City wants the sign outside the cemetery, Ms. Padgett felt that the City should pay for it. Chairman Nyquist recommended that the sign be erected within two feet of the existing fence inside the cemetery. When the new fence is put in, the sign would be visible because it would be located in front of the fence. 3 Meeting Minutes Cemetery Board Boynton Beach, Florida August 28, 2001 Chairman Nyquist requested that before these new changes are implemented, determine if the City would pay to place the sign outside the cemetery boundaries. If the sign must go in the cemetery, Chairman Nyquist would like the sign placed so that the least amount of land would be lost. MS. Hall will follow through on the landscaping requirements with the Building Department and look into the various scenarios that the Board requested. Members determined to table the issue until these questions are answered. Motion Ms. Frazier moved to table. Motion seconded by Ms. Padgett and unanimously carried. Chairman Nyquist inquired if members had an opportunity to review the quote from Lawrence Fence. Mr. Wildner pointed out that the quote is an informational quote and that the fence must go out for bid. Chairman Nyquist felt the item should be tabled until all the Board members were present to obtain everyone's input. Ms. Padgett inquired if this fence would be less expensive per square footage than the Boynton Memorial Park Fence. Mr. Wildner was not certain. Ms. Padgett requested he find this oUt. Mr. Wildner was instructed to move forward with preparing the specifications for the fence and to keep the Board informed on his progress. Parks Department Report 1. Barton Memorial Park Mr. Wildner reported that an unknown person drove into the old telephone poles which acted as bollads at Barton Memorial Park and knocked them over. The bollads are there to protect the entrance to the park. Commissioner McCray informed the City of the incident and requested that the bollards be painted. Mr. Wildner did not think they could be painted. Commissioner McCray requested that the Cemetery Board look into changing the entranceway to the Park. The City's Grants Coordinator located a grant for historical preservation, which included cemeteries. After determining the historical nature of the cemetery, it could be added to the register of historical places. A second grant could then be made for the improvements. The City is also applying for a grant to expand Palmetto Greens Park, which has a bike path. It is anticipated that the expansion would include a bike path with landscaping and a fishing pier west of Seacrest Boulevard along the south bank of the C-16 Canal. The expansion of Palmetto Greens Park brings the site very close to Barton Park and the possibility exists that the bike path could also be placed along the eastern line of Barton Park to create a Greenway all the way to Galaxy School. 4 Meeting Minutes Cemetery Board Boynton Beach, Florida August 28, 2001 Mr. Walker felt that Barton Cemetery should be fenced off from the remainder of the land. Fencing in of the Cemetery is one of the intents of the improvements to the site. Chairman Nyquist inquired if the historical value of the section of the Boynton Memorial Park at Seacrest and Woolbright could be included. This could be looked at after Barton is addressed. Sara Sims should also be considered at a future time. Members requested that Mr. Wildner move forward with the grants and to keep the Board informed of his progress. Ms. Padgett inquired what the cost for the arborist crew per day was. The cost for two people averages $16.00 per hour each that includes the cost of the equipment. Next reviewed were the expenses for the cemetery that came out of the General Fund. With regard to labor, the report only shows the overtime costs. Ms. Padgett also requested that the monies that come from Parks Department attributable to the cemetery also be included in Mr. Wildneds report. Mr. Wildner will provide this information. Mr. Nyquist questioned why there were so many weed eater heads being purchased. He asked how many weed eaters were being used and Ms. Hall said she would look into this. Ms. Padgett inquired what irrigation maintenance expenses pertained to. Mr. Wilder stated this was attributable to the heads and lines breaking that must be repaired and/or replaced. It also includes parts and labor. Further, Ms. Padgett inquired what the expense for "cord" was. Mr. Wildner will check on this. Ms, Padgett noted that there were typographical errors on the costs for trimmer heads and crosses for Memorial Day, which were purchased in May. Mr. Wildner will check out these discrepancies. C. Reports on Cemetery Areas Assigned to members (out of order) Blocks W & Y on the South Side - Ods Walker- no report Blocks N & O, the area to the west, Old Section to the flagpole - David Nyquist- Everything looked good, including Sara Sims and Barton. Seacrest Boulevard to building on the South Side - Tereesa Padgett. Ms. Padgett reported her section was very brown. Mr. Wildner responded that this condition exists throughout the City. The cemetery is watered on Sunday and 5 Meeting Minutes Cemetery Board Boynton Beach, Florida August 28, 2001 Wednesday from 12 midnight to 8:00 a.m. Ms. Padgett would like to know how many cycles this encompassed, the number of zones involved and how long the zones are set. Ms. Hall will determine this. The water is turned off around 7:30 a.m. in order to meet the 8:00 a.m. deadline. There are many sections in the cemetery that are watered with rotary heads, which shoot out a single stream. Ms. Padgett would like to know how often the system is checked. Mr. Wildner will provide the cemetery crew's schedule for checking the irrigation. .. Mausoleum and Sara Sims - John Tineri - Not present Blocks R & S - Teresa Frazier Reported her section looked good when she checked. VIII. NEW BUSINESS Discuss Prospect of Joint Meeting with the City Commission to Address Cemetery Options Ms. Padgett suggested that a meeting be arranged sometime between Labor Day and October 1st. Mr. Walker suggested meeting on the same night as the September Board meeting. Ms. Prainito will follow through with setting up a date. Approve request for refund of Lot 362-A, Block R, Boynton Beach Memorial Park, Addition #1 - Request for Legal Aid Society on behalf of Candy McColler (Original Purchase Price $750 less 20% for a total of $600) Ms. Padgett questioned the ownership being in the name of the Legal Aid Society. Ms. Padgett inquired if Ms. McColler surrendered her deed prior to deeding the property to the Legal Aid Society. Ms. Padgett questioned why there was no mention of Boynton Memorial Park in the deed itself. Ms. Prainito will follow through on these two items. Ms. Padgett did not think the Board should authorize refunding the money until these questions were clarified. If Ms. Prainito determines the location of Ms. McCoiler's deed, the money could be refunded. IX. OTHER For Information Only - Copy of R. Brady Osborne's transmittal of 15% of cash receipts for second quarter of 2001 Included in the agenda packet. Mr. Nyquist requested an update on the costs of the openings and closings during regular working hours and overtime. Mr. Wildner will furnish this. 6 Meeting Minutes Cemetery Board Boynton Beach, Florida August 28, 2001 Ms. Padgett inquired if the "Transfer of Fees" deposited into the General Fund was actually "Transfer of Deeds". Ms. Prainito will speak to the Finance Department. Minutes from the August 8, 2000 and November 14, 2000 minutes were distributed for informational purposes. Ms. Padgett will furnish copies to Mr. Tined, who was not present. Members agreed to tour the three cemeteries prior to the September meeting. Mr. Wildner will check on the availability of a van. Members agreed to meet at City Hall at 5:30 p.m. for the tour. The meeting would convene at the regular time of 7:00 p.m. at City Hall. X. ADJOURNMENT There being no further business, the meeting properly adjourned at 8:35 p.m. Respectfully submitted, Barbara M. Madden Recording Secretary (two tapes) (August 30, 2001)