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Minutes 06-12-01 MINUTES OF THE CEMETERY BOARD MEETING HELD IN CONFERENCE ROOM C, WEST WING, CITY HALL, BOYNTON BEACH, FLORIDA, ON TUESDAY, JUNE 12, 2001 AT 7:00 P.M. Present David Nyquist, Chairman Teresa Frazier Janet Prainito John Tineri, Alternate Oris Walker John Wildner, Parks Director Glenda Hall, Parks Supervisor Absent Tereesa Padgett I. CALL TO ORDER Chairman Nyquist called the meeting to order at 7:00 p.m. I1. ATTENDANCE Ms. Prainito called the roll and a quorum was present. Ms. Prainito introduced Ms. Frazier and Mr. Tineri who were recently appointed to the Board. New members gave a brief background on themselves. Ms. Frazier has been a resident of the City for over 17 years and is a licensed funeral director. Mr. Tineri has been a licensed funeral director for over 15 years. Both new members looked forward to serving on the Board. Ms. Prainito introduced John Wildner, Parks Director, and Ms. Glenda Hail, Parks Supervisor. III. AGENDA APPROVAL Chairman Nyquist suggested eliminating Item VIII. B. ("Discuss July Cemetery Board Meeting") since Mr. Wildner will be present at the July meeting. Motion Mr. Walker moved to approve the Agenda, as amended. Motion seconded by Ms. Frazier and unanimously carried. IV. APPROVAL OF MINUTES-May8,2001 Meeting Minutes Cemetery Board Boynton Beach, Florida June 12, 2001 Motion Mr. Walker moved that the minutes be approved. Motion seconded by Ms. Prainito and unanimously carried. V. RECEIPT OF BALANCE SHEETS- April 2001 VI. RECEIPT OF SALES REPORTS - May 2001 Chairman Nyquist requested that these two items be addressed together. Mr. Walker inquired what the problem was with regard to the last balance sheet. Ms. Prainito responded that the January statement showed a fund balance as of January 1, 2001 at the top and at the bottom of the page, the fund balance was as of December 31, 2000. Ms. Padgett questioned this. The response from the Finance Department is in the agenda backup. Motion Mr, Walker moved to table until Ms. Padgett is present to explain what the problem was with the last balance sheet. Ms. Prainito Pointed out that the last balance sheet was approved with this one question. Members were referred to the memo from Sue Moroney explaining the discrepancy in the dates. Motion Mr. Walker moved that the April 2001 balance sheets be accepted. Motion seconded by Ms. Prainito and unanimously carried. Motion Mr. Walker moved to approve the sales report as presented. Motion seconded by Ms. Prainito and unanimously carried. VII. UNFINISHED BUSINESS A. Memorial Monument for Unmarked Dead Mr. Wildner stated that Mr. Menor faxed him the wrong letter and a corrected copy was distributed. The Board had previously voted to consider placing a monument in the center of the Cemetery. Mr. Menor included an artist's rendering, which was included in the agenda packet. Mr. Wildner reviewed the size and dimensions of the monument to be located at the entrance to the Cemetery off Seacrest Boulevard. The monument would have to be built up on a planter and the City would have to provide the concrete base and sidewalk. The 2 Meeting Minutes Cemetery Board Boynton Beach, Florida June 12, 2001 cost for the monument would be approximately $1,200. Ms. Hall spoke with the Facilities Department that informed her that an engineer's drawing and a permit would be necessary. This would result in an additional cost. Ms. Hall was informed that pouring a circle of concrete would be far more costly. Chairman Nyquist pointed out that the Board has been discussing this for a long period of time. At the last meeting, it was decided if no workable project could be agreed upon, the project would be dropped and removed from the agenda. Chairman Nyquist felt that since no further progress had been made that the item be removed from the agenda. If necessary, it could always be brought back. Motion Mr. Walker moved that the memorial monument for the unmarked dead be tabled and to review it at a later date. Chairman Nyquist requested that Mr. Walker amend his motion to remove the item instead of tabling it. Motion Mr. Walker moved that the memorial monument for the unmarked dead be removed from the agenda. Motion seconded by Ms. Prainito and unanimously carried. B. Sara Sims Memorial Gardens Enhancements and Improvements Mr. Wildner referred to the Park's Department Report, which contained a list of future Sara Sims Cemetery Improvements. Chairman Nyquist inquired if the report had been prepared in phases to coincide with the timing of the work being done. Mr. Wildner stated that the report contains information on all the work that has been done to date, as well as future improvements. To date, the following has been completed: The existing chain link fence on the north side has been replaced with a new vinyl covered chain link fence; The existing weeds and vegetation was removed and irrigation has been installed along the fence line. Chairman Nyquist stated this was Phase 1. Phase 2 would be the work performed along the curve of the cemetery. Phase 3 would be the western section. Future work is as follows: 3 Meeting Minutes Cemetery Board Boynton Beach, Florida June 12, 2001 Landscaping to be installed along the north side should be completed sometime late next week. This would complete Phase 1. The landscaping being planted is referred to in the Park's Report. Staff is recommending that a sidewalk be placed along the south side of the cemetery that would link Heritage Park to the entrance to Sara Sims Cemetery on the west side. City Manager Bressner said that he would be amenable to having the cost of the sidewalk split between the City and the Cemetery Board at a total cost of approximately $12,000. Chairman Nyquist said it needs to be ascertained if cemetery funds could be used for this purpose since the sidewalk would be placed outside the cemetery. Mr. Wildner said the sidewalk would be adjacent to the cemetery. Ms. Prainito will check into this and report back to the Board. An estimate has been received from the same company that installed the fence at the Boynton Beach Memorial Park using the same specifications. That cost would be $42,000 for a welded fence. This would have to go out for bid again. Ms. Hall pointed out that the grade at the cemetery is not consistent. This means that the stair-step effect would be much more visible and various heights for the fence would have to be used. Ms. Hall distributed brochures of a variety of fences that would employ the nut and bolt system, as opposed to the welded system. Mr. Wildner said it would be less expensive if the nut and bolt system were used. Because it is unknown if a sidewalk would be put in, Ms.. Hall said that eliminating the landscaping could cause some problems. Chairman Nyquist suggested eliminating the landscaping. Chairman Nyquist stated that the fence would be Phase 2 and the finishing of the landscaping and sidewalk would be Phase 3. Chairman Nyquist recommended waiting until the next meeting before deciding upon a sidewalk, pending clarification. Placement of the sign would be included in Phase 3. Chairman Nyquist requested that Mr. Wildner obtain prices for the fence and the gate for the next meeting. Members agreed upon a six-foot fence to be built with the nut and bolt system. Ms. Hall also pointed out that there isan asphalt driveway in the cemetery. She inquired if the Board wished to repair it or remove it. Chairman Nyquist indicated this would be Phase 4 and would be discussed at a future meeting. Ms. Hall distributed information that she obtained on a sign for the cemetery. Mr. Wildner reported that the sandblasted cedar wood signs have deteriorated over the years. Staff is trying to find an alternative sign system and recycled plastic is 4 Meeting Minutes Cemetery Board Boynton Beach, Florida June 12, 2001 being considered. A sample was shown to the members. Ms. Hall referred members to the sign, which she prepared and included in the packet. An estimated cost for the sign and post is also included. Members discussed their preferences for colors of the lettering and the sign. Ms. Halt pointed out that if the background of the sign were white, it would almost be impossible to remove graffiti. Chairman Nyquist requested that Ms. Hall prepare some sample signs and bring them back to the Board for review. C. Reports on Cemetery Areas Assigned to Members Ms. Prainito will bring to the next meeting the cemetery sections that had been assigned to former members so that they could be assigned to the new members. Chairman Nyquist explained to the new members about the assignment of cemetery sections. Chairman Nyquist complimented the cemetery grounds staff for the excellent job they have been doing considering the drought conditions. Also, members agreed that the cemetery looked wonderful for the Memorial Day services. Volunteers and veterans placed flags and crosses. Chairman Nyquist requested that Ms. Prainito prepare and send a thank you letter to all the groups that participated. Mr. Wildner reported that 1,000 crosses were put up, and the Police Department sent an Honor Guard. Motion Mr. Walker moved that the participants in the Memorial Day exercises be sent a letter of thank you. Motion seconded by Ms. Frazier, which carried unanimously. D. Parks Department Report Mr. Wildner reported on the following: The tree trimming crew trimmed in the cemetery for eight hours. This will be done on a monthly basis. Ms. Hall reported that the bucket truck is being repaired. The 60 new graves are being sodded. Hand watering is being done as necessary on days when it doesn't rain. There are five separate apartment buildings located immediately north of Sara Sims Cemetery, which are blighted. Mr. Bressner would like the Cemetery Board to consider acquiring the land to add to the existing Sara Sims Cemetery. Chairman Nyquist said he would be in favor of the City purchasing this property. 5 Meeting Minutes Cemetery Board Boynton Beach, Florida June 12, 2001 Chairman Nyquist stated that the cemetery funds are for perpetual care and not for purchasing property. Chairman Nyquist also proposed that the City consider ~ extending the Barton Cemetery south to the park along 1-95. Chairman Nyquist would like to see the current cemetery expanded west. Mr. Wildner pointed out that these are well fields and the land cannot be used for cemetery expansion. Mr. Walker suggested putting this item off until the next meeting and inviting the City Manager to attend. .. Stated that staff would be providing the Board with copies of all invoices for items purchased on behalf of the cemeteries. Previously, the Parks' Department had paid for all these invoices. Chairman Nyquist pointed out that the cemetery generates an estimated $95,000 in income to the City. Mr. Wildner said that the City Manager would like a separate budget for the cemetery and the cemetery would pay for all expenses attributable to it. The City's Finance Director is preparing a preliminary budget for the Cemetery Board's review, which will be forwarded to members prior to the July meeting. Salaries and expenses for the three full-time cemetery crew would be charged to the Cemetery budget, as well as time spent by the crew at Sara Sims. Mr. Wildner pointed out that the $95,000 would now go into the cemetery budget. Chairman Nyquist inquired if the Cemetery Board would be able to make changes in the operations of the Cemetery. Mr. Wildner said this would have to be discussed with the City Manager. VIII. NEW BUSINESS Approve request for refund submitted by Callie L. Clanton for Lots 39 and 40, Block K. Motion Mr. Walker moved to refund the amount of $120 to Callie L. Clanton. Motion seconded by Mr. Tineri and unanimously carried. IX. OTHER A. For your Information 1. Utilities Department Response to Board's request for explanation of Water Bills Included in the agenda back up. 6 Meeting Minutes Cemetery Board Boynton Beach, Florida June 12, 2001 2. Finance Department Response to Board's request for explanation of January Balance Sheet. Motion It was moved that the response from the Finance Department be tabled until the next meeting. Motion seconded by Mr. Walker and unanimously carried. Mark Aniki advised Mr. Wildner that there are only seven children's plots remaining in the children's section. Currently the cost for a child's lot is $50.00. Children could be buried in a larger lot, but the cost would be higher. Chairman Nyquist inquired if they closed the road to the south of the children's section, how many graves could this accommodate? Mr. Wildner stated that possibly an additional 50 plots could be accommodated. Mr. Wildner will look into this. Commissioner Mack McCray joined the meeting and was introduced by Mr. Wildner. Mr. Wildner stated there is a section on the northwest corner of the cemetery, next to the new fence, that is not currently platted for graves. This section is approximately 150' x 25' and could possibly accommodate 200 children's graves. Mr. Wildner would like the Board to authorize staff to proceed further on this. Chairman Nyquist requested that staff move forward and provide a report to the Board. Chairman Nyquist said that the Board is going to have to consider closing the cemetery sales to non-residents since there are less than 1,300 adult graves remaining, as well as looking at other options. Commissioner McCray welcomed the new members and thanked the Board for their support over the years. IX, ADJOURNMENT There being no further business, the meeting properly adjourned at 8:20 p.m. Respectfully submitted, Barbara M. Madden Recording Secretary (two tapes) June 15, 2001 at 2:30 p.m. 7