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Minutes 05-08-01MINUTES OF THE CEMETERY BOARD MEETING HELD IN CONFERENCE ROOM C, WEST WING, CITY HALL, BOYNTON BEACH, FLORIDA ON TUESDAY, MAY 8, 2001 AT 7:00 P.M. Present Joan Kuehn, Chairperson Dave Nyquist, Vice Chair Janet Prainito, Secretary Mack McCray Tereesa Padgett Ods Walker John Wildner, Parks Director Glenda Hall, Parks Supervisor I. CALL TO ORDER Chairperson Kuehn called the meeting to order at 7:04 p.m. II. ATTENDANCE Ms. Prainito called the roll and declared that a quorum was present. III. AGENDA APPROVAL Ms. Padgett wished to add the election of Board officers under New Business. Motion Ms. Padgett moved to accept the agenda as amended. Mr. McCray seconded the motion that carried unanimously. IV. APPROVAL OF MINUTES OF FEBRUARY 13, 2001 MEETING Motion Ms. Padgett moved to put the minutes on file as written. Mr. Nyquist seconded the motion that carried unanimously. V. RECEIPT OF BALANCE SHEETS - JANUARY THROUGH MARCH 2001 The balance sheets were considered individually starting with January. Ms. Padgett had a question about the bottom of the fourth page that showed a starting fund ballance on January 1, 2001 and at the bottom of the page, it showed the fund balance as of December 31, 2000. Why was it like that? Ms. Prainito said she would get an answer for that question. Meeting Minutes Cemetery Board Boynton Beach, Florida May 8,2001 Motion Mr. McCray moved that the January 2001 Balance Sheet be accepted, pending receipt of answer to Ms. Padgett's question as noted. Ms. Padgett seconded the motion that carried unanimously. Ms. Padgett asked if the water in the mausoleum was being used according to schedule? Mr. Wildner replied that it was. The figure on the February 2001 balance sheet for water was $419.57, which sounded very high for watering two times a week. In January it was $182.22. Mr. Wildner said it was $90.00 in March. Ms. Padgett asked if the readings checked out? Mr. Wildner said it seemed out of whack and that they would look into it and report back to the Board. Ms. Padgett wondered if the Parks & Recreation Department saw the bills before they were paid? Mr. Wildner replied that the Finance Department paid them automatically unless they had a suspicion that there might be a problem, in which case they might call him. Motion Mr. McCray moved that the February 2001 Balance Sheet be accepted, pending receipt of answer from the Parks Department as to the $419.57 spent for water in February compared to other months with much lower dollar amounts. Ms. Padgett seconded the motion that carried unanimously. Mr. McCray asked about the charge from Delray Blueprints and whether it had been the drawings used in the presentation to the Cemetery Board about Sara Sims? Mr. Wildner confirmed that it was. Mr. McCray asked if the City's cost of fuel was going up like the rest of the population? Mr. Wildner said it was going up but they didn't pay quite as much because they did not pay as many taxes. Motion Mr. McCray made a motion to approve the March 2001 Balance Sheets. Vice Chair Nyquist seconded the motion that carried unanimously. VI. RECEIPT OF SALES REPORTSwFEBRUARY, MARCH, AND APRIL 2001 Ms. Padgett asked Ms. Prainito if she had checked to see if the figures were correct? They had to be balanced with Finance with all the money that was taken in. Ms. Prainito replied that she had not done that but she would be sure to do so. Motion Ms. Padgett made a motion to place the Cemetery Sales Reports for February, March, and April 2001 on file. Mr. McCray seconded the motion that carried unanimously. VII. UNFINISHED BUSINESS A. Memorial Monument for Unmarked Dead (Tabled) 2 Meeting Minutes Cemetery Board Boynton Beach, Florida May 8, 2001 The Board discussed the monument for the Unmarked Dead. Ms. Padgett was in favor of a marker at eye level. Mr. Nyquist was in favor of a monument like the one at the Lake Worth Post Office in a photograph taken by Mr. Wildner and shown to the Board earlier. It had been a 30-inch high, free form monument, and Mr. Nyquist envisioned it being put on a foundation 24-36', high. Mr, Wildner said Mr. Menor at Lake Worth Monument could givea price on something similar to that. Mr. Wildner also said that the monument would have to be a walk-up monument, as the inscription could not be read from an automobile. Further, the landscaping would have to be done in such a way that the people would have to walk into it. Ms. Hall said there would have to be a cut in the curb to a pathway for ingress and egress to the circle. Mr. McCray asked if Mr. Wildner could get a drawing and a price from Mr. Menor for the Board? Mr, Wildner was happy to do so. Motion Mr. McCray made a motion to remove this item from the table. Mr. Nyquist seconded the motion that carried unanimously. Motion Mr. Nyquist made a motion to direct staff to get a quote for a 30" high free-form monument like the one in front of the Lake Worth Post Office, to be set on a raised bed 24" in height, surrounded by a cement circle and a walkway leading to it with a cut in the curb to allow wheel-chair access and a pedestrian walkway to view the monument with an inscription as follows: "This memorial was erected under the direction of the Boynton Beach Cemetery Board of Governors to commemorate the unknown, unmarked graves of the citizens and ancestors of our community on (date)"; including installation and landscaping, with the understanding that it would be left as grass for the time being. A further stipulation was that if the Board could not make a definite decision on the monument at its next meeting, the entire issue would be dropped. Mr. McCray seconded the motion that passed unanimously. B. Sara Sims Memorial Gardens Enhancements & Improvements Mr. Wildner reported that the chain link fence on the north boundary was being removed and the City crew was removing some stumps. When this work was completed, the black vinyl fence would be installed, the irrigation done, with the landscaping to follow, The job was being done in sections, starting with Phase 1, the north side. Motion Mr. Nyquist asked for a status report and prices on Phases 1, 2, and 3 including what had already been done and what remained to be done; a status report for Barton Cemetery including prices; reports to be sent to the Board members prior to the next meeting of the Cemetery Board. Mr. McCray seconded the motion that carried unanimously. Mr. McCray asked for clarification on the memo from Mr. Bressner pertaining to the chain link fence at Sara Sims. Mr. Wildner said Mr. Bressner had read the minutes of a previous Cemetery Board meeting and was concerned about the use of chain link fence 3 Meeting Minutes ~ Cemetery Board Boynton Beach, Florida May 8,2001 for the cemetery. Mr. Wildner assured him that chain link was only being used on a portiOn of Sara Sims and that the residential side would have the same type of fence as at the main cemetery. Mr. Nyquist went on record as saying that two and a half to three years ago when the Cemetery Board began to look into the enhancement of Sara Sims Memorial Gardens, it was reported that the sprinkler system was not working. He thought that things had been going rather slowly and hoped that the wheel could move a little bit faster, He said it was important that this cemetery is brought up to the standards of the main cemetery in the City and that when finished, Sara Sims could be a cornerstone of the area. C. Reports on Cemetery Areas Assigned to Members Ms. Padgett reported that her area looked pretty good except it was quite dry. Mr. McCray reported that his section looked good but dry. Ms. Padgett asked Mr. Wildner if the City had ever applied for a variance on the watering? Mr. Wildner said they had applied for a variance in all the cemeteries and he would get her a copy of their requests and a copy of the answers. Later it was decided that a copy would go to each Board member. Ms. Padgett said she was getting a lot of calls from people who wanted to know why they could no'[ water the cemetery. Mr. Wildner reported that the only variance that was granted was for Little League Park for reasons of youth safety. If there were bare spots in the lawn it could precipitate accidents. Also, Little League Park has Bermuda grass and Bermuda grass requires more water. All of the requests for the cemeteries were denied. Mr. McCray said people who were attending funerals could step into a hole caused by a bare spot and sprain their ankle also. Mr. Nyquist thought the requests should be resubmitted with that as a reason. Ms. Padgett wondered who had denied the requests? Mr. Wildner said the South Florida Water Management District had denied the requests. Ms. Padgett wanted to know if any other cemeteries had gotten variances? Mr. Wildner did not know.. Ms. Hall said that the ball field had probably gotten a variance because it was covered by OSHA and its guidelines for maintenance had to be followed. Mr. McCray said there were regulations for the maintenance of cemeteries too and they should be adhered to as well. D. Parks Department Reports A lengthy discussion ensued where the Board members quizzed Mr. Wildner about a report entitled "Cemetery - 2000/2001 Fiscal Year Expense Summary (General Fund Only), which listed summary descriptions of items with the account charged and the amount charged. For example, Mr. Nyquist had a question about the irrigation maintenance line item in October of 2000. There was a charge of $1,438 and he wished to know what they had gotten for that? Mr. Wildner replied that a large number of sprinkler heads had been replaced. After much detailed questioning of the items, it became apparent that the Board wanted and needed an itemized listing of expenditures. Mr. Wildner offered to produce detailed, itemized reports in the future and respond to the Board with answers on the items that required follow up by the Parks Department. Most of the questions were answered at the meeting. 4 Meeting Minutes Cemetery Board Boynton Beach, Florida May 8, 2001 Ms. Padgett asked if Mr. Wildner approved the charges before they were written up? Mr. Wildner said that the charges were approved if they used a Visa card or initiated a purchase order. When items were obtained from the City's warehouse, there was no catalog with prices and the departments were billed directly by a debit to their department's account from Finance. Also, the price varied with the kind of purchase the warehouse was able to make for a particular item. Mr. McCray asked that the warehouse system of ordering supplies be explained to him. Ms. Hall related that the warehouse kept large stocks of common supplies that could be requisitioned and delivered or picked up by the departments. The warehouse purchased in bulk and, theoretically, enjoyed price advantages not available otherwise. The warehouse did not stock every item that might be required. Mr. Nyquist commented that Mark Aniki had a cell phone and wondered if he still had a beeper and if so, if it were needed? Ms. Hall remarked that the beeper was useful to Mark because he often worked outside and if he could not hear the cell phone ringing, he could feel the beeper vibrating. She also believed that the beeper's cost per month was extremely minimal. Mr. Wildner offered to inquire whether the cemetery workers believed the beepers were still needed. VIII. NEW BUSINESS Am Approve request for refund submitted by Priscilla E. Cronk for Crypt A-6, Sunset Building, Section D, Boynton Beach Mausoleum Motion Mr. Nyquist moved to accept the refund request for Priscilla E. Cronk. Mr. Walker seconded the motion that carried unanimously. IX. OTHER A. Correspondence Transmittal of 15% of Cash Receipts for the First Quarter of Year 2001 by Brady Osborne Ms. Padgett asked Secretary Prainito if she had everything she needed from Mr. Osborne and she said that she did. B. Pruning Trees Ms. Padgett asked how much pruning had been done? Mr. Wildner said they had done some pruning on April 8 and were scheduled again for the week of May 14. They spent eight hours cleaning up the suckers. Ms. Padgett asked what that had cost them? Mr. Wildner said they hadn't been charged anything yet. It was a two-person crew and the charge would be their hourly rate of pay times the number of hours spent. Mr. Wildner offered to find the answer for Ms. Padgett. She asked how many trees they had done? Mr. Wildner said they started at the main east entranceway and had proceeded past the cemetery maintenance building. 5 Meeting Minutes ' Cemetery Board Boynton Beach, Florida May 8, 2001 C. Election of Officers After a brief discussion, the following motion was made. Motion Chairperson Kuehn passed the gavel and nominated Mack McCray for Chairman and Dave Nyquist for Vice Chairman. If Mr. McCray becomes a Commissioner, Dave Nyquist would be Chairman and the Board would nominate a new Vice Chairman. Mr. Walker seconded the motion. Mr. Nyquist called for a roll-call vote. Secretary Prainito called the roll. The vote was unanimous. X. ADJOURNMENT There being no further business to come before the meeting, the meeting was duly adjourned at 8:05 p.m. Respectfully submitted, Recording Secretary (two tapes)