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Minutes 07-10-01MINUTES OF THE CEMETERY BOARD MEETING HELD IN CONFERENCE ROOM C, WEST WING, CITY HALL, BOYNTON BEACH, FLORIDA ON TUESDAY, JULY 10, 2001 AT 7:00 P.M. Present Dave Nyquist, Chairman Janet Prainito Teresa Frazier -Tereesa Padgett Ods Walker John Tineri, Alternate Glenda Hall, Parks Supervisor Tom Balfe, Parks Department CALL TO ORDER Chairman Nyquist called the meeting to order at 7:00 p.m. II. ATTENDANCE Ms. Prainito called the roll and declared that a quorum was present. III. AGENDA APPROVAL Ms. Padgett wished to add under "Other" a discussion on a possible change of date for the Board's monthly meeting. The Board expressed the hope that Mr. Tineri, Board Alternate, would be moved up to the status of Regular member as soon as possible. Motion Ms. Frazier moved to accept the agenda as amended. Mr. Walker seconded the motion that passed unanimously. IV. APPROVAL OF THE MINUTES OF JUNE 12, 2001 MEETING Chairman Nyquist wished to make a change to the minutes on page 6, first paragraph, third line by substituting the word extending for moving in reference to the Barton Cemetery. He also wished to add the word estimated to the third paragraph, first sentence, page 6, in front of $95,000. Motion Mr. Walker moved to accept the minutes as amended. Ms. Frazier seconded the motion that passed unanimously. Meeting Minutes Cemetery Board Boynton Beach, Florida July 10, 2001 V. RECEIPT OF BALANCE SHEETS - MAY, 2001 Ms. Padgett questioned the investment policy of the Trust Fund. She believed that when the Local Government Investment Pool (LGIP) was returning a lower interest rate than the banks, that they would transfer the money to the banks where they would get a better interest rate. Chair Nyquist shared this opinion. The rate of return of the LGIP was the lowest of all those displayed. Ms. Prainito offered to discuss this with Ms. Diane Reese, Finance Director. Ms. Padgett also questioned the $62,563 amount for building repairs in the prior eight months. The matter was referred to Mr. Wildner who was out of town. Chair Nyquist asked Ms. Hall to request a written response to this question and include it in the member's agenda packets prior to the next meeting. Motion Ms. Padgett moved to place the balance sheets,,,.,,~.~..,+ t~'~'--~=~L~, ,,~ ~,~-,~,,~,.,.,.~'~"~'~+~ of May, 2001 on file but not approve them as there was a__q. uestion regardLn9 the building regairsas .... Mr. Walker seconded the motion that carried unanimously. VI. RECEIPT OF SALES REPORTS - JUNE, 2001 Ms. Padgett thought that use of equipment revenue should be deposited in the General Fund and it was appearing under the Mausoleum. Ms. Prainito offered to verify this information. Motion Mr. Walker moved that the Cemetery Report be placed on file. Mr. Tined seconded the motion that carried unanimously. VII. UNFINISHED BUSINESS A. Sara Sims Memorial Gardens Enhancements & Improvements Chairman Nyquist noted that this report had not been mailed to the members as requested and he asked why. Ms. Hall noted that the Parks Department had been very short-handed in Mr. Wildner's absence and that this was the reason the report did not get completed. Also, as of last week they were still mulching Sara Sims and some Visa bills had not come in yet. Ms. Hall said that the Board would have the report as soon as they were up to full staff again. Ms. Hall reported that Duffy's Landscaping had completed the north section of the fence and that the trees and shrubbery had been installed and the mulch applied. Due to the drought, they were doing hand watering as needed to pr°mote growth. 2 Meeting Minutes Cemetery Board Boynton Beach, Florida July 10, 2001 Ms. Hall requested a quotation from Lawrence Fence for the "nuts and bolts" type of fence (as opposed to the welded version) with the two walk-through gate options, but they were on vacation until July 18. The variations in grade at Sara Sims precluded the use of the welded type of fence like the one at Boynton Beach Memorial Park, but the fences would have the same appearance. Samples of signage for Sara Sims were distributed and discussed. The Board chose the sign with the black background, white letters, and gold accents and asked Ms. Hall to obtain a firm price including design and installation. The Board also requested Ms. Hall to check into the permitting issue and the City's signage requirements. Ms. Hall commented that the letter from an Assistant City Attorney had advised that the Cemetery Board could not authorize the use of funds from the Cemetery Trust Fund to construct the sidewalk aroUnd Sara Sims because it was not within the legal boundaries of the cemetery. B. Reports on Cemetery Areas Assigned to Members 1. Designation of Cemetery Areas Assigned to Members The Board considered the assignments of the various cemetery areas and agreed to the following assignments. Oris Walker David Nyquist Tereesa padgett John Tineri Teresa Frazier Blocks W & Y on south side Blocks N & O, the area to the west, Old Section to the flagpole, and overall for all sites Seacrest Blvd. to building on south side Mausoleum and Sara Sims Blocks R & S Individual Reports by Area The individual members made reports and did not indicate any particular problems with their areas. Chair Nyquist thought Sara Sims was looking a little shabby but thai it might be a result of the tree-planting activity. Overall, he believed the cemeteries looked good. C. Parks Department Report, Glenda Hall, Parks Supervisor 1) 2) 3) 4) The tree trimming crew was unable to do work in the cemeteries in the month of June since the bucket truck was out of service. Chair Nyquist suggested that the tops of the trees be reduced by 25%. Ms. Hall said that once they were thinned out they would begin doing that. Sodding had begun on the new graves and hand watering was being done when necessary. A report listing General Fund expenses to date was attached to the reporl. A cemetery report from Mark Aniki was also attached. 3 Meeting Minutes Cemetery Board Boynton Beach, Florida July 10, 2001 D. Infant Section Ms. Hall reported that there were seven empty infant lots left at Boynton Beach Memorial Park. At the last Cemetery Board meeting the suggestion was made to make more space for infant graves by removing the roadway to the south of the existing infant section and using the ground to the fence. They estimated that the area would then yield space for 48 plots. The removal of the interior roadway in the infant section might require permitting. Also, the section of unplatted land on the northwest corner could accommodate approximately 200 children's plots. Chair Nyquist stated that although there were only seven lots left at Boynton Beach Memorial, there were 150 lots at Sara Sims. Ms. Padgett suggested the possibility of issuing a deed for the east or west half of a regular lot. Ms. Padgett referred to the Cemetery Board's requests to the City Commission dating back to the 1980's concerning expansion into the Little League Ball Field and that no definitive answer had been received to date. Ms. Padgett read excerpts from City Commission meetings over the years pertaining to the expansion. They had been told that the cemetery could not be expanded to the west due to the well fields at Little League Park, but Chair Nyquist's sources claimed that expansion to the west would be acceptable if they stayed 100 feet away from the well fields. Chair Nyquist believed that expanding the cemetery was a critical component of attaining world-class status. He was also concerned about the children darting across Woolbright Road. Ms. Padgett and Chair Nyquist believed that the cemetery should be expanded to the west. There was unanimous same agreement on the Board that provision of cemetery space for its residents was an obligation on the part of the City. VIII. NEW BUSINESS A. Fiscal Year 2001/2002 Cemetery Budget It appeared to the Board that the operation of the Cemetery Would be paid entirely from Cemetery funds. The Board wished to know if the Cemetery Board would be taking over the operation of the Cemetery and if so, what were their boundaries? Approve request by Robert C. and James M. Focht for disinterment of Geraldine and Luther Focht from Niche B-2, Section G, Sunrise Building at the Boynton Beach Mausoleum and a refund of $362.50 for same Motion Ms. Padgett moved to approve this request. Mr. Tined second,ed the motion that was carried unanimously. IX. OTHER 1) Finance Department response to Board's request for explanation of January Balance Sheet (Tabled on 6/12/01) 4 Meeting Minutes Cemetery Board Boynton Beach, Florida July 10, 2001 2) Legal Opinion regarding expenditure of cemetery funds to construct sidewalk outside Sara Sims Cemetery 3) Thank you letters to participants of Memorial Day ceremonies at Boynton Beach Memorial Park. The Board appreciated the responses that staff furnished on the above issues. 4) Potential change in monthly meeting date The Board discussed changing the date of their meeting. The consensus was that the Board would now meet on the fourth Tuesday of the month, beginning in August. The Board was desirous of having a special meeting on July 27 to consider the budget issue if they received the necessary information in time. Ms. Prainito was to investigate and telephone the Board members with the status. X. ADJOURNMENT There being no further business to come before the Board, the meeting was duly adjourned at 8:15 p.m. Respectfully submitted Recording Secretary (two tapes) 7/13/01 )