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Minutes 02-25-03CEMETERY BOARD MEETING HELD IN CONFERENCE ROOM C, WEST WING, CITY HALL, BOYNTON BEACH, FLORIDA ON TUESDAY, FEBRUARY 25, 2003 AT 7:00 P.M. Present John Tined, Vice Chairman Teresa Frazier Tereesa Padgett Janet Prainito Absent David Nyquist, Chairman Marilyn Huckle I. Call to Order John Wildner, Deputy Parks Director Glenda Hall, Parks Manager In the absence of the Chairman, John Tined, Vice Chair presided and called the meeting to order at 7:00 p.m. II. Attendance Ms. Prainito called the roll and declared that a quorum was present and introduced staff that was present. III. Agenda Approval — January 28, 2002 Ms. Prainito requested to add an item under "New Business" that would be the "Approval of a Refund for Roy Hale, Jr. in the amount of $360." The original purchase price was $450, less 20%. Motion Ms. Padgett moved to approve the agenda, as amended. Motion seconded by Ms. Prainito and unanimously carried. IV. Approval of Minutes — January 28, 2003 Vice Chair Tineri reported that he did not receive the minutes of the last meeting. Motion Ms. Padgett moved to table the January 28, 2003 Minutes. Motion seconded by Ms. Frazier and unanimously carried. Meeting Minutes Cemetery Board Boynton Beach, FL February 25, 2003 V. Receipt of Revenue/Expense Sheets — January 2003 Ms. Padgett inquired if an answer was received to her question of what the City does with the reserve funds. Ms. Prainito was not certain on this because she did not recall Ms. Padgett making any inquiry. Ms. Padgett would like to know why the reserve funds are taken out the cemetery trust fund. Ms. Prainito will follow through on this. Motion Ms. Padgett moved to place the Revenue/Expense Sheets for January 2003 on file. Motion seconded by Ms. Prainito and unanimously carried. VI. Receipt of Sales Reports — January 2003 Motion Ms. Padgett moved to place the Sales Reports on file. Motion seconded by Ms. Frazier and unanimously carried. VIII. Unfinished Business A. Public Works Department Report This was included in the agenda packet. Motion Ms. Padgett moved to place the report on file. Motion seconded by Ms. Prainito and unanimously carried. B. Reports on Cemetery Areas Assigned to members 1. Blocks W & Y on the South Side — Marilyn Huckle (not present) 2. Blocks N & O, the area to the west, Old Section to the flagpole — David Nyquist (not present) 3. Seacrest Boulevard to building on the South Side — Tereesa Padgett Ms. Padgett reported that her section looked good. 4. Mausoleum and Sara Sims — John Tined Vice Chair John Tined reported that his sections looked good. 5. Blocks R & S — Teresa Frazier 2 Meeting Minutes Cemetery Board Boynton Beach, FL February 25, 2003 Ms. Frazier reported that her sections looked very good. Mr. Tined noted that there was a problem this week regarding a funeral scheduled for the mausoleum. It appeared that Mr. Osborne would not allow the family to hold a committal service in the Chapel even though the deceased family member was being entombed in the mausoleum. As a result, Scobee-Combs- Bowden offered their assistance by allowing them to hold the service at their establishment, since the funeral was being handled by an out-of-town funeral home. Ms. Hall thought that this same situation had occurred a short while back and the family was permitted to hold the service in the Chapel. Mr. Tined noted that the mausoleum agreement clearly states that when a person purchases a space in the mausoleum they are entitled to have a service in the Chapel. Copies of the contract were included in the members' packet for their review. After receiving a phone call from Tim Hensley, Ms. Prainito reported this to Mr. Livergood who then went down to the cemetery that day to check the situation out. Ms. Hall thought that the funeral party was allowed to hold the service in the mausoleum after she and Mr. Livergood went down to the cemetery. Ms. Prainito was not sure if this was the same service because the Cemetery Clerk informed her that Mr. Osborne would not allow the service in the Chapel. Ms. Padgett suggested that the City Manager send a letter to Mr. Osborne apprising him of the language in the contract. Mr. Wildner suggested that maybe Mr. Osborne has a new agreement that he utilizes that does not permit services in the Chapel. Ms. Padgett pointed out that the City owns the Chapel and that services should be permitted. Further, Ms. Hall noted that the City also does all the maintenance and repair work on the mausoleum. Ms. Prainito will speak to Mr. Livergood tomorrow. C. Discussion of Quarterly Cemetery Board Meetings Ms. Prainito noted that the Ordinance is included in the agenda packet. She pointed out that there is no provision in the Ordinance that would prohibit quarterly meetings. This is a decision that the Board must make. Ms. Padgett felt that before they change to quarterly meetings, they should obtain approval of the City Manager. Ms. Prainito suggested sending a memo to the City Manager advising him of this. Mr. Bressner may refer this to the City Commission for final approval. Ms. Padgett pointed out that if a situation warranted it, they could always call a special meeting. Ms. Hall questioned if the Board changed to quarterly meetings, would it be necessary to continue to hand deliver the agenda packets. She would like to mail the packets, if possible, because there have been problems with hand deliveries. Ms. Prainito pointed out that the reason the agenda packets were 3 Meeting Minutes Cemetery Board Boynton Beach, FL February 25, 2003 hand delivered was because Mr. Nyquist asserted that he was not receiving his agenda packet in the mail. Vice Chair Tined said that this could be addressed once the Board is informed whether it can meet quarterly. He asked if the Board should meet in March and Ms. Prainito said that she would advise the members once she sends the memo to the City Manager. She pointed out that the members would continue to receive the sales reports, expense reports and staff reports on a monthly basis. Motion Ms. Padgett moved that the request for quarterly meetings be sent to the City Manager for his approval and to advise the Board. Motion seconded by Ms. Frazier and unanimously carried. VIII. New Business Approval of a Refund for Roy Hale, Jr. in the amount of $360. 00 Motion Ms. Padgett moved that the refund be paid to Roy Hale, Jr. Motion seconded by Ms. Frazier and unanimously carried. IX. Other FYI - Excerpt of Meeting Minutes of August 27, 2002 Cemetery Board Meeting FYI - Copy of Ordinance #02-044 FYI - Code of Ordinances, Chapter 6 - Cemeteries Ms. Padgett stated that she had requested a verbatim of these minutesJonly the Portion containing Mr. Bressner's remarks). Ms. Prainito noted that the Clerk's Office does not prepare verbatim transcripts without the approval of the City Manager. Ms. Padgett inquired if the Board could hire a stenographer to do a verbatim. Ms. Padgett noted that Marilyn Huckle was not a member of the board at that time and that she should have this information. Ms. Prainito offered to furnish Ms. Padgett with a copy of the tape from that meeting, but Ms. Padgett said that she would prefer to see it in writing. Ms. Padgett felt that the Ordinance did not state what the City Manager had actually said and she thought that a verbatim transcript was necessary. Ms. Padgett felt that the Cemetery Board should have some control over how the money was spent, not to ask questions after the money was spent. The Ordinance now states that the Board will "periodically review and make recommendations to the City Manager on rules and regulations for the management and control of any cemetery." It now appears that the Board has become more of an advisory 4 Meeting Minutes Cemetery Board Boynton Beach, FL February 25, 2003 board. The minutes state that the City Commission has assigned the administration of cemetery matters to the City Manager. Ms. Prainito said she would forward the Board's request to the City Manager. There was a consensus that if the City Clerk's Office could not provide the verbatim transcript; the Board would pay to have someone do it. Vice Chair Tined noted that Mr. Livergood at the last meeting was going to send a request to the City Manager regarding expansion of the cemetery. Ms. Hall responded that this should appear on the March 18th City Commission agenda. Ms. Padgett suggested that the Board should meet in March because the Cemetery Meeting would take place after the March 18th Commission meeting. Ms. Prainito said that when she receives the agenda backup she could forward it to the members and then they could decide if you want to meet. Also, Ms. Prainito recommended that the Board members might want to attend the March 18th Commission meeting. Ms. Hall inquired if the Board changed to quarterly meetings, when would this start? After discussion, it was determined that the quarterly meetings would take place in March, June, September and December. Therefore, the Board will be meeting in March. FYI — Cemetery Rules & Regulations Amended September 3, 1998 Ms. Padgett suggested tabling this item until Mr. Livergood is present. Ms. Prainito will add this to the March agenda. Ms. Hall noted that staff is looking at the circle in the entranceway to the Cemetery and a report should be available next month. Ms. Prainito will also include this on next month's agenda. X. Adjournment There being no further business, the meeting properly adjourned at 7:45 p.m. Respectfully submitted, G a Barbara M. Madden Recording Secretary (February 27, 2003) y