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Minutes 06-25-02.luly 25, 2002 MR DAVID NYQUIST 712 W OCEAN DRIVE BOYNTON BEACH FL 33426 Dear David: During the Cemetery Board meeting held on Tuesday, June 25, 2002, two questions were raised that require a response from the City Clerk's Office. Why did the New Business item "Discuss the sale of markers by Mr. Brady Osborne'" appear on the agenda? Mr. Tim Hensley contacted me by telephone to express concern about Mr. Osborne selling markers from the office. Mr. Hensley said that the office was provided for the purpose of selling of crypts and niches only. Mr. Hensley felt the Cemetery Board should be informed of this situation so that the members could discuss the action required. When I as ked Mr. Hensley if he intended to be present at the meeting to discuss this i~ssue, he responded that Hr. Tineri would discuss the matter on his behalf. Why are "Brady Osborne" and "Family" listed as funeral homes on the Cemetery Report? The Entombment Order contains a line titled, "Funeral Home". When a request is received, Ms. Sangi notes the name of the requestor on the "Funeral Home" line. The requesting party could be a funeral home, Brady Osborne or the family of the deceased. I have asked Ms. Sangi to change the "Entombment Order" to indicate "Requestor" rather than "Funeral Home". By copy of this letter, Mark Aniki is also requested to change the column heading for his "End of the Month Report for Total Mausoleum/Ground Funerals". I believe this should resolve the problem. If I can be of any further service, please do not hesitate to contact me. Very truly yours, CITY OF BOYNTON BEACH ~ainito, CMC~~ City Clerk C: Cemetery Board Members, Jeff Livergood, John Wildner, Christine Roberts, Glenda Hall, Mark Aniki, Betty Sangi, Cemetery Board File, Central File imp S:\CC\WP\CEMETERY~Letters\David Nyquist - Responses. to Questions from 6-25-02.rtl CEMETERY BOARD MEETING HELD IN CONFERENCE ROOM C, WEST WING, CITY HALL, BOYNTON BEACH, FLORIDA, ON TUESDAY, JUNE 25, 2002 AT 7:00 P.M. Present David Nyquist, Chairman Teresa Frazier Tereesa Padgett Bonnie Glinski, Deputy City Clerk John Tined, Vice Chair Ods Walker Harold Blanchette, Alternate Jeff Livergood, Public Works Director Diane Reese, Finance Director Chris Roberts, Asst. Public Works Director Glenda Hall, Parks Manager CALL TO ORDER Chairman Nyquist presided and called the meeting to order at 7:00 p.m. I1. ATTENDANCE The roll was called and all members were present. Chairman Nyquist introduced Commissioner Mack McCray and Diane Reese, the City's Finance Director. III. AGENDA APPROVAL Ms. Padgett pointed out that the Agenda incorrectly states that the Cemetery Board Meeting is scheduled in the "City Clerk's Conference Room C-City Hall" and requested that this be corrected to reflect the proper location. Ms. Padgett inquired why the request to receive copies of the bills was not on the agenda and asked if the Board received a reply to this request. Mr. Livergood said that he spoke to the City Manager. Mr. Bressner informed him that he is currently evaluating the options and will reply formally to the Cemetery Board in the near future. The item was tabled to be included on next month's agenda. Ms. Padgett noted that the budget was not included on the agenda and asked if it was going to be discussed at tonight's meeting. Mr. Livergood said that it was on last month's agenda, but was not discussed. Commissioner McCray recalled because all the Board members were not present at the last meeting, it was decided to address the budget when all members were present. Ms. Padgett requested that it be added to next month's agenda. The agenda was filed as presented. Meeting Minutes Cemetery Board Boynton Beach, FL June 25, 2002 IV. APPROVAL OF MINUTES - May 28, 2002 Mr. Blanchette noted that he asked Mr. Livergood a question regarding the purchase of the trees for the Little League Field as stated on Page 3 of the minutes. Mr. Blanchette recalled that Mr. Livergood said he did not have an answer to his question, but there was an answer cited in the minutes. The Recording Secretary was requested to review the tapes to determine Mr. Livergood's response to Mr. Blanchette's question. Motion Mr. Tineri moved to accept the minutes. Motion seconded by Mr. Walker and unanimously carried. RECEIPT OF REVENUE/EXPENSE SHEETS - May 2002 Diane Reese, Finance Director Ms. Reese was present to review the expense sheets in detail. Ms. Reese explained that the first page of the report is the Cemetery's Equity Account and year to date the cemetery account has earned $198,926.78. Next reviewed was the Liability Account contained on Pages 7 through 10. Chairperson Nyquist noted that to date the liabilities of the account are at $123,433. Ms. Reese reviewed the revenue figures and the expenditures. Revenue accounts contain a "300" number and expenditures contain a "500" number. For ease of reference, the mausoleum revenue is represented by number "3111" and the cemetery by "3110." Ms. Reese pointed out that each expense item has a detailed account of that expense next to the amount of the expense. Ms. Reese addressed various questions that members asked regarding the figures contained in the Account Activity Listing. Ms. Reese explained that the report is very detailed and that the budget report, which is submitted monthly, is much easier to comprehend while still keeping the Board updated on the cemetery account. Ms. Reese noted that the report also contains a detailed report on the revenues that the cemetery has produced to date. Members thanked Ms. Reese for attending tonight's meeting to answer some of their concerns. Motion Ms. Padgett moved to place the reports On file. Motion seconded by Mr. Tineri and unanimously carried. Meeting Minutes Cemetery Board Boynton Beach, FL June 25, 2002 VI. RECEIPT OF SALES REPORTS - May 2002 Members reviewed the sales report included in their agenda packet, Currently there are 1,122 lots aVailable at Boynton Beach Memorial and 547 lots at Sam Sims, which includes 99 infant lots. Motion Ms. Padgett moved to place the sales reports on file. Motion seconded by Mr. Tineri and unanimously carried. VII. UNFINISHED BUSINESS A. Parks Department Report Ms. Hall noted that the Parks Department Report also included the May 2002 burial report and cemetery crew report. Ms. Hall reported that Facilities Management staff completed the fence, because the contractor could not furnish the required insurance forms. The cost of installation was $727 that included labor, which resulted in a savings of several hundred dollars since the contractor was to perform the work at a cost of $1,300. Ms. Padgett inquired if the cemetery crew was involved in the installation of the fence, and Ms. Hall responded that they assisted with tearing down the old fence. Commissioner McCray inquired if the fence would be painted. Chairman Nyquist responded that the fence would not be painted since none of the fences have been painted in the past. Commissioner McCray inquired if it was requested that the fences were painted that they would get painted. Chairman Nyquist responded that the fences would not be painted. If the fences were painted, it would require additional maintenance. Mr. Blanchette inquired about the repair of the pump that had been damaged over Memorial Day weekend and noted that in the last minutes it stated that the repairs were estimated at $3,000 to $3,500. Ms. Hall was not certain of the costs of the repair, but that they were paid for by the Parks Department. Mr. Blanchette requested that the costs of the repairs be reported at the next meeting. Ms. Hall will follow through on this. Ms. Hall reported that the bid for the Sara Sims fence closes on July 11th. The permit for the sign is progressing and it should be erected as soon as the fence is completed sometime in September. The landscaping will not go in until the fence is done. Chairman Nyquist inquired why the person who put in the fence at Boynton Beach Memorial Park would not be putting in the fence at Sara Sims. Ms. Hall Meeting Minutes Cemetery Board Boynton Beach, FL June 25, 2002 responded that the fence had to go out to bid and normally the lowest bidder would be selected. Ms. Padgett inquired about the cost of replacing a flag on the flagpole. Ms. Hall said that the flags are now being ordered through the Parks Department. Ms. Padgett said that there are free flags available, but was not certain how to obtain them. Ms. Padgett questioned why Brady Osborne was listed as a funeral home on the report. Since Mr. Aniki was not present, Ms. Hall was not certain why Brady Osborne was listed on the report. It was also pointed out that the report also listed "Family" under funeral homes. Ms. Hall will speak with Mr. Aniki regarding his report. Ms. Padgett questioned why the report listed 94.5 hours of overtime during the month of May. Ms. Hall pointed out that the overtime figure also included overtime for Memorial Day and staff was required to come in eady to set up the chairs and then take everything down later in the day. Ms. Roberts offered to provide a breakdown of the hourly totals of the days that staff worked overtime, but Ms. Padgett said that it was not necessary. Mr. Blanchette asked about the timing for the office construction and Ms. Roberts noted that it was included in the new budget. The work will be done in-house and the costs were previously provided to the Board. Mr. Livergood stated that once the budget is approved, they would work with staff and Mr. Aniki to determine the best layout for the office. Chairman Nyquist requested that any available drawings be brought to the next meeting. He also requested that the estimated costs be furnished. Commissioner McCray requested that staff furnish him with the cost of painting the fence and the costs of the upkeep of the fence. Staff can select the color. The Parks Report was placed on file as submitted. B. Reports on Cemetery Areas Assigned to Members 1. Blocks W & Y on the South Side - Oris Walker Mr. Walker said that he has not been out to the Cemetery. He was not certain if the fence had been repaired. Seacrest Blvd. to building on the South Side- Tereesa Padgett Ms. Padgett reported that her section look all right. 4 Meeting Minutes Cemetery Board Boynton Beach, FL June 25, 2002 3. Blocks R & S Teresa Frazier Ms. Frazier stated that her area looked good. 4. Mausoleum and Sara Sims - John Tineri Vice Chair Tineri reported that there is a leak in the mausoleum and the floor was very wet on the west side. Mr. Livergood will follow through on this. Blocks N & O, the area to the west, Old Section to the flagpole- David Nyquist Chairman Nyquist said that the Cemetery looked good. C. Staff Report on Cemetery Options (Tabled on May 28, 2002) Chairman Nyquist noted that the report did not contain a list of all city-owned property that the Board had requested several months ago. Ms. Padgett added that the Board requested a list of city-owned property that contained 10 or more acres. Mr. Livergood requested to give an overview of the Report. Motion Vice Chair Tineri moved to remove the Staff Report on Cemetery Options off the table for discussion. Motion seconded by Ms. Frazier and unanimously carried. Mr. Livergood reported that at the request of the Cemetery Board and the City Commission, staff and the Cemetery Board were asked to proceed to determine the future plans for cemetery operations for the City. The report presents various alternatives to assist the Board in coming up with a recommendation. He noted that the options were not looked at 100% from a financial view, nor were all available City properties over 10 acres explored. Staff asked the question of whether the City wants to remain in the cemetery business in the future. When this is known, staff can then move forward with the various options. If it is determined that the City does not want to remain in the cemetery business, there are certain actions that must be taken to ensure perpetual maintenance of the cemeteries. If the City determined to no longer remain in the cemetery business, staff would recommend that the Cemetery Fund be incorporated into the General Fund to maintain the cemeteries in perpetuity. Meeting Minutes Cemetery Board Boynton Beach, FL June 25,2002 If it is determined to remain in the cemetery business, the following options are being offered: · Expand the cemeteries at their existing locations. Various directions for expansion of Boynton Beach Memorial Park were looked at, including the Little League Field, across the street from the existing Cemetery on Woolbright Road, or acquiring property in High Point. With regard to the wells located under the Little League Field, this does not seem to be a major issue. There are certain EPA requirements that must be met and the wells would have to remain. There could be more of a public outcry if the cemetery were expanded to an area where City water is drawn. There was nothing in City records to indicate that there were plans to expand the cemetery into the Little League Field. If the cemetery expanded into the Little League Field, the field would have to be replicated in another area or Little League would have to be discontinued altogether. · New cemeteries could be constructed in other areas in the City either on City-owned property or property could be acquired. · Consideration also needs to be given that even if an additional 10 acres were used for cemetery operations, what would happen in 20 years when that 10 acres is full. · Staff feels that it is possible to acquire property elsewhere at a cost of approximately $6.00 per square foot. If you acquire property elsewhere, the Little League Field would not have to be replicated. The purchase of the property could be accomplished through a bond referendum and the bond could be paid off through sales of the lots. · Staff has also looked at instituting double burials and the mode of burying the deceased in the future needs to be explored. · Staff has no preference whether to continue or not to continue cemetery operations and this is entirely a policy decision. · The Cemetery Board is charged with the task of formulating and the making a recommendation to the City Commission. · The City Commission will make the final decision. Ms. Padgett requested that the Board be furnished with a list of all vacant property in the City that is comprised of 10 or more acres. She did not think it was the Board's decision to go out of the cemetery business and that it was the City Commission's decision. Ms. Padgett pointed out that the Board has continually discussed expanding westward into the Little League Park. Mr. Livergood emphasized that the Board still needs to make a recommendation to the City Commission so that formal action can be taken. Mr. Livergood did not think it was necessary at this point to identify any particular parcel of land for expansion. Chairman Nyquist requested that the item be put back on the table and that the Board be furnished with a list of all City-owned properties that are ten five or more acres. Meeting Minutes Cemetery Board Boynton Beach, FL June 25,2002 Motion Ms. Padgett moved to put the item back on the table. Motion seconded by Mr. Walker and unanimously carried. VIII. NEW BUSINESS A. Discuss the sale of markers by Mr. Brady Osborne Members asked for clarification of this item. Mr. Tineri stated that the item was placed on the agenda at the request of Tim Hensley, who contacted Ms. Prainito. It has been brought to Mr. Hensley's attention that Mr. Osborne is selling grave markers from his office at the cemetery, which is to be used only for mausoleum and crypt sales. Commissioner McCray inquired if Mr. Osborne was asked to attend tonight's meeting, but no one knew. Commissioner McCray suggested that the item be discussed when Mr. Osborne was present. Mr. Livergood will follow through on this and report back at the next meeting. Chairman Nyquist noted that the following items are to be put back on the table: Cemetery Report Budget Written Report on the Bills Mr. Livergood announced that the City Commission will be holding budget workshops on July 15th and 16th. IX. OTHER Chairman Nyquist thought that the Board might have to consider hiring an outside contractor to maintain the cemetery grounds sometime in the future. X. ADJOURNMENT There being no further business, the meeting properly adjourned at 8:25 p.m. Respectfully submitted, Barbara M. Madden Recording Secretary (two tapes) (June 26, 2002)