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Minutes 04-23-02 CEMETERY BOARD MEETING HELD IN CONFERENCE ROOM C, WEST WING, CITY HALL, BOYNTON BEACH, FLORIDA, ON TUESDAY, APRIL 23, 2002 at 7:00 P.M. Present David Nyquist, Chairman Teresa Frazier Tereesa Padgett Janet Pminito, Secretary John Tined, Vice Chair Oris Walker Harold Blanchette, Alternate Jeff Livergood, Public Works Director John Wildner, Parks Director Glenda Hall, Parks Manager Mark Aniki, Cemetery Crew Foreman I. CALL TO ORDER Chairman Nyquist presided and called the meeting to order at 7:05 p.m. II. ATTENDANCE Secretary Prainito called the roll and reported that a quorum was present. Secretary Prainito introduced Commissioner Mack McCray and staff. III. AGENDA APPROVAL Ms. Padgett requested adding the letter from Assistant City Attorney Tolces. Chairman Nyquist stated that the letter would be added under Item IX, "Other." The agenda was accepted, as amended. IV. APPROVAL OF MINUTES - March 26, 2002 Ms. Padgett asked Mr. Livergood what he meant by the statement on Page 5 of the minutes in the firSt full paragraph that read: "Mr. Livergood wants to apply dollars and cents to it. Starting with the dollars in the bank today, and assuming that there are 999 more direct in-ground burials." Ms. Padgett inquired why Mr. Livergood did not include Sara Sims. Mr. Livergood stated that Sara Sims would be included. The number stated was not correct and should be changed: Motion Ms. Padgett moved to place the minutes on file. Motion seconded by Mr. Walker and unanimously carried. Meeting Minutes Cemetery Board Boynton Beach, FL April 23, 2002 RECEIPT OF REVENUE/EXPENSE SHEETS- March 2002 Chairman Nyquist polled members to determine how much they understood about the expense sheets. Most members stated that they did not fully understand them. Chairman Nyquist would like to have Vice Chair Tined meet with Ms. Reese to go over the revenue and expense sheets and report back to the Board. Chairman Nyquist had difficulty in reviewing the statements and it was difficult to balance. Commissioner McCray suggested inviting Ms. Reese to a meeting to explain how these reports are prepared. Chairman Nyquist requested that the Board be furnished with copies of receipts for all expenses incurred by the cemeteries starting now through the end of the year. This Board has been directed to prepare the budget and Chairman Nyquist said that these receipts would assist the Board in this endeavor. Mr. Livergood noted that staff is currently working on the budget and it is due in several weeks. Mr. Livergood will furnish a copy of the submitted budget to the Board. Mr. Livergood also said he could ask the Finance Department to furnish copies of all the receipts, but felt this might be cumbersome and might require a great deal of staff time. Chairman Nyquist asked members if they would like to receive copies of the receipts for expenses in order to prepare a budget for next year. Mr. Livergood asked for clarification if the role of the Cemetery Board was to look at the daily operation and staff expenses related to the cemeteries? Mr. Livergood understood that the role of the Board was to make recommendations to the Commission. Ms. Padgett explained that the City Manager informed the Board that they would be responsible for preparing the budget. She stated that the Board has asked for itemized expenses for several years and has never received them. If the Board is not furnished with what it needs, they will not be able to prepare a true budget. Mr. Blanchette pointed out that the Ordinance states that the Board must keep an accurate record of all receipts and expenditures. Mr. Livergood will bring this.to the attention of the Finance Director. Ms. Hall explained that many of the expenses are attributable to work and services performed in house. The only proof would be an HTE work order. Mr. Livergood noted that this would be the second separate budget for the cemeteries since they had always been included with the Parks' budget. It should be a lot easier to track expenses now that everything is kept separate. Mr. Nyquist called for a roll call vote to determine if Board members would like the Finance Department to furnish all the receipts, if' possible, to this Board for the purpose of preparing the budget. All members voted affirmatively. Meeting Minutes Cemetery Board Boynton Beach, FL April 23, 2002 Mr. Livergood said that this request should be in the form of a recommendation to the City Manager. Members reviewed the statements. Ms. Padgett inquired if there was a separate audit report for the cemetery fund. Secretary Prainito will check with Finance. If there is an audit report, Ms. Padgett requested a copy. Ms. Padgett inquired if the confusion over the sales reports from the last meeting had been straightened out. Secretary Prainito explained hOw the discrepancy in the report occurred. It appeared that when her office prepared the report, there was one sale and two refunds not included in the Cemetery Clerk's report, but they were included in the report prepared by Finance. This error was due to those three transactions occurring at the very end of the month. The .revised report will be included with the minutes when mailed. Motion Secretary Prainito moved to place the reports on file. Motion seconded by Mr. Walker and unanimously carried. VI. RECEIPT OF SALES REPORTS - March 2002 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 The report was included in the agenda packet and was reviewed by Ms. Hall. Ms. Hall noted that Mr. Aniki has a new cell phone number 561-436-2552. Ms. Padgett inquired what the cost of the flags was and Mr. Aniki stated that the flags cost $303 plus shipping. Commissioner McCray inquired what the timeframe was for replacing the fence. Mr. Livergood will check with Facilities to determine this. Chairman Nyquist inquired about the cost of the fence and Ms. Hall said it was estimated at $700 for the materials only. There will be additional costs for the labor. Mr. Nyquist requested that this cost be reported before the work begins. Mr. Livergood noted that this would delay the installation. Ms. Padgett asked who would be putting up the flags. Mr. Wildner stated that the ROTC puts in the crosses and the Veteran's install the flags. Meeting Minutes Cemetery Board Boynton Beach, FL April 23, 2002 Chairman Nyquist asked why it took between 2 ~ to 3 hours to check the entire irrigation system and why is it done every two weeks. He asked what the purpose was in having this done. Ms. Hall responded that the system is checked for possible problems and is a form of preventative maintenance. This is done throughout the entire system. Chairman Nyquist suggested only having the system checked when there was a problem. Chairman Nyquist asked Mr. Aniki if he checked the irrigation system regulady and Mr. Aniki said his crew checks to make sure the heads are rotating. Mr. Blanchette felt that preventative maintenance was a good idea. Chairman Nyquist inquired what the cost was for this maintenance and Mr. Livergood responded that it was approximately $150 every two weeks. Secretary Prainito reported that a letter was sent to all the funeral directors advising them of Mr. Aniki's new cell phone number. Also, letters were sent out to the funeral homes informing them that the cemetery crew does not carry caskets. Chairman Nyquist inquired how many burials last month were for residents and non-residents. Secretary Prainito will determine this. Motion Mr. Walker moved to accept the Parks Department Report. Motion seconded by Mr. Tineri and unanimously carried. Ms. Padgett reported that she has received calls from people who would like to enter the mausoleum chapel at various times, but they cannot gain access because it is closed. Ms. Padgett thought that it should be open on holidays so people can enter the chapel. Mr. Livergood said they are working on resolving this problem. B. Reports on Cemetery Areas Assigned to Members 1. Blocks W & Y on the South Side - Ods Walker Mr. Walker had nothing to report. Seacrest Blvd. to building on the South Side - Tereesa Padgett Ms. Padgett said there were a lot of brown spots in her section, 3. BloCks R & S Teresa Frazier No report Mausoleum and Sara Sims - John Tined 4 Meeting Minutes Cemetery Board Boynton Beach, FL April 23, 2002 Mr. Tined reported that the mausoleum chapel needs to be cleaned and he noticed cobwebs at the ceiling level. Mr. Aniki said there is a crew that regularly cleans the mausoleum. Mr. Livergood stated that City staff cleans the mausoleum twice a week and he will check into this. Further, Mr. Tineri noted that the windows were all streaked and it looked awful. Mr. Livergood will also follow through on this. Mr. Livergood also pointed out that the cemetery has never been charged by the Facilities Department for cleaning the mausoleum. He has also discovered that there are many costs for cemetery maintenance done by City staff that have never been charged to the cemetery. There are two people who spend at least an hour, three times a week cleaning and the cemetery has never paid for this. Blocks N & O, the area to the west, Old Section to the flagpole- David Nyquist No report. VIII. NEW BUSINESS A. Staff Report on Cemetery Options The staff report will be available in May. B. Election of Chairperson and Vice Chairperson Ms. Padgett suggested that the current officers remain. The vote was unanimous to keep the current officers as follows: Chairman - Vice Chairman - Secretary - David Nyquist John Tined Janet Prainito IX. OTHER A. Letter from Assistant City Attorney, David Tolces Mr. Livergood reported that the Cemetery Board at its last meeting made a recommendation to the City Commission to increase the burial fees on weekdays and weekends. Attorney Tolces was also asked to determine if an automatic inflationary clause to increase the costs could also be adopted. Attorney Tolces said this cannot be done and that the fee schedule should be reviewed on an annual basis. Meeting Minutes Cemetery Board Boynton Beach, FL April 23, 2002 Chairman Nyquist inquired if the new fees would cover next year's budget. Mr. Livergood responded that the fees would not cover all the labor costs of staff, but would be fairly close. The fees were intended to only cover the costs for staff during the actual funeral. Mr. Livergood also stated that a significant amount of time is devoted to routine maintenance that is considered overhead and this would come from the perpetual care fund. Ms. Padgett thought it would be a good idea to have the hours of the cemetery posted. Mr. Aniki pointed out that staff is not always at the cemetery. Ms. Hall suggested posting the City Clerk's Office phone number for people to call if there is no staff at the cemetery. The hours should also be listed. Ms. Padgett inquired what the hours were for the cemetery and Mr. Aniki stated 6:30 to 3:00 p.m. Members discussed overtime charges if a burial took place after 3:00 p.m. Mr. Livergood was not in favor of charging variable rates. He pointed out that the fees are estimated and in some cases the fees would be either over or under the actual charge. Members also agreed that there was no need to post a sign as previously discussed. Mr. Aniki pointed out that there have been funerals in one day that have been scheduled less than one hour apart. Mr. Aniki requested that another letter be sent out to the funeral directors informing them that funerals must be scheduled at least one hour apart. Ms. Prainito will follow through on this by sending a letter to the funeral directors. Commissioner McCray stated this usually occurred due to the scheduling times between the church and the funeral parlor. Mr. Tined did not think sending a letter to the funeral directors would solve the problem and that perhaps staff needs to be more cognizant when scheduling burials. Ms. Prainito will speak with staff before sending any letters out. Ms. Padgett inquired if the Board was going to move forward on the Resolution increasing the openings and closings. Mr. Livergood said that he has submitted an agenda item to the City Attorney. Ms. Padgett requested that it first come before the Board. Mr. Livergood responded if this method were followed, it would delay the submittal of the Resolution. Ms. Prainito reported that the Resolution is scheduled to go before the Commission at its first meeting in May. Ms. Padgett thought that the Resolution should come from the Board. Mr. Livergood responded that the recommendation for the increase in fees was made on behalf of the Cemetery Board. A copy of the Resolution will be sent to the members with the minutes of this meeting. Ms. Prainito said that the increase in the openings and closings was approved at last month's meeting. Ms. Padgett thought that the Resolution should be pulled since it was supposed to come from this Board. Mr. Livergood responded that it was staff's responsibility to bring these items to the Commission on behalf of the Board. If Meeting Minutes Cemetery Board Boynton Beach, FL April 23, 2002 the Resolution were pulled, it would only delay it. Secretary Prainito read the motion from last month's meeting that increased the openings and closings to: Regular time (weekdays) - Overtime (weekends) - $33O $415 Mr. Livergood felt that the fees were fair and recommended that the Resolution move forward. Chairman Nyquist pointed out that infant lots would remain at $100, disinterment of remains will remain at $82.50, and disinterment of bodies will remain at $247.50. Mr. Livergood said that these, costs should be changed, but they were not included with the current increases. Also, mausoleum expenses for Sundays, which are currently $225, also need to be changed. Mr. Nyquist asked if the figures could be changed to be included on the Resolution. Mr. Livergood stated that at this time no changes could be made to the Resolution. Chairman Nyquist requested that the Resolution be pulled until all the increases could be included. After discussion, it was determined that there were not many disinterments or burials on a Sunday at the mausoleum to warrant pulling the Resolution. Mr. Livergood suggested that this be done next year and to proceed with the Resolution. Commissioner McCray thanked all the Board members who were .not able to attend the Board Dinner for their hard work and dedication. It does not go unnoticed. Commissioner McCray stated he would continue to attend the Board meetings and looks forward to working with the Board. X, ADJOURNMENT There being no further business, the meeting properly adjourned at 8:10 p.m. Respectfully submitted, Barbara M. Madden Recording Secretary (two tapes) (April 26, 2002) RESOLUTION NO. 02- A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF BOYNTON BEACH, FLORIDA, AMENDING RESOLUTION NO. R98-139, BY INCREASING THE COST OF OPENINGS AND CLOSINGS AT BOYNTON BEACH MEMORIAL PARK AND SARA SIMMS MEMORIAL GARDENS; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the City Code of Ordinances provides that the City Commission shall from time to time, by Resolution, fix the schedule of fees to be charged for permits, burials, openings and closings, and other services; and WHEREAS, upon recommendation from the Cemetery Board, the City Commission has determined that the current fees charged for openings and closings are not sufficient to cover labor, equipment, equipment maintenance and replacement and various administrative fees; and NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF BOYNTON BEACH, FLORIDA THAT: Section 1. Each Whereas clause set forth above is hereby ratified as being tree and correct and incorporated herein by this reference; ..Section 2, The City Commission of the City of Boynton Beach, Florida, amends Resolution 1L08-139, Section 1 C, as follows: C. OPENINGS AND CLOSINGS AT BOYNTON BEACH MEMORIAL PARK AND SARA SIMMS MEMORIAL GARDENS Weekdays - 9:00 AiM. to 5:00 P.M. $200.09 $330.00 Saturday, Sunday & Holidays anytime $225.00 $415.00 Section 3. This Resolution shall take effect immediately upon passage. PASSED AND ADOPTED th~s day of May, 2002. CITY OF BOYNTON BEACH, FLORIDA Mawr Vice Mayor Commissioner Commissioner ATTEST: Commissioner City Clerk s:ea~Reso~Cemetery Fee 041902 REVZS~D CEMETERY REPORT January 31, 2002 (CEMETERY TRUST ND) SALES THzS CURRENT FROM IO/OX/OZ ACCUMULATZVE MONTH MONTH TO PRESENT 4 MO NTHS SALE OF LOTS: *BBM Park (9) $ 3,700.00 (48) ~;25,250.00 Sara Simms (0) -0- (0) -O- On Contract (0) 750.00 (4) 2,100.00 Mmusomeum: Crypts & Niches -0- 14,441.25 Refunds - Cemetery (0) -0- (2) 360.00 Refunds- Mausoleum (1) 1,705.00 (2) 3~105.00 Use of Equipment 900.00 $ 6,000.00 ~;ENERAL FUND Openincjs IA Closings (14) $ 2,722:50 (74) ~;16,860.50 Mausoleum (17) -0- (56) -O- Transfer of Dccds (0) -0- (0) -0- · Setting of Markers (16) 600.00 (44) $1,690.00 *Resident (6) Regular ~;2,700.00 (31) $13.950.00 Resident (1) Cremains 200.00 (2) 400.00 Non-Resident (2) Regular 1,500.00 (15) $12r750.00 Non-Resident (0) Cremains -0- -O- Infant Lots (1) Infant 50.00 (5) $ 250.00 REVISED CEMETERY REPORT FEBRUARY 28, 2002 B -YNT N BEA H MEM--R/AL F ND (CEMETERY TRUST FUND) SALES THZS CURRENT FROM IO/OZ/0Z ACCUMULATIVE MONTH MONTH TO PRESENT 5 MONTHS SALE OF LOTS: *BBM Park (11) $ 5,250.00 (59) $30,500.00 Sara Simms (0) -0- I (0) -0- On Contract (0) 750.00 (4) 2,100.00 Mausoleum: Crypts & Niches -0- 14,441.25 Refunds - Cemetery (2) 600.00 (4) 960.00 Refunds - Mausoleum (1) lf705.00 (2) 3,105.00 Use of Equipment · lf300.00 $ 7,300.00 ~I~NERAL FUND Openings & Closings (14) $ 3~557.50 (88) $20,418.00 Mausoleum (8) -0- (56) -0- Transfer of Deeds (0) -0- (0) -0- Setting of Markers (5) 195.00 (49) $1,885.00 *Resident (10) Regular $4~500.00 (41) $18.450.00 Resident (1) Cremains -0- (2) 400.00 Non. Resident (1) Regular 750.00 (16) $12~000.00 Non. Resident (0) Cremains -0- -0- Infant Lots (0) Infant -0- (5) $ 250.00