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Minutes 07-11-00 MINUTES OF THE CEMETERY BOARD MEETING HELD IN THE CHAPEL AT BOYNTON BEACH MEMORIAL PARK BOYNTON BEACH, FLORIDA ON JULY 11,2000 AT 7:00 P.M. PRESENT Oris Walker, Chairman Joan C. Kuehn, Vice Chair Sue Kruse, Secretary Tereesa Padgett David Nyquist (Arrived 7:05 p.m.) Mack McCray, Alternate ABSENT Tim Hensley ALSO PRESENT Glenda Hall, Parks Supervisor Mark Aniki, Foreman, Parks Prior to the meeting, the members, with the exception of David Nyquist, met at Sara Simms Memorial Gardens at 6:00 p.m. as decided at the last meeting and noted on the agenda. They were escorted by Dwight Saulter, who is in charge of the maintenance of this area, with a walk through the grounds. It was noted the markers were well trimmed and the grass was in good condition. There was discussion about the shrubbery, which had been removed, and agreement expressed to also remove the two Norfolk Pines along the north boundary. The members then viewed various sample signs, which Glenda Hall had in the back of her truck, and discussed the cost and which size might be appropriate and whether lighting was necessary. There was also discussion about a pedestrian walkway giving access with a small gate to Sara Simms Memorial Gardens. The board members then arrived at Boynton Beach Memorial Park at approximately 6:30 p.m. They walked around the mausoleum and discussed what would be appropriate to place on the north wall of the mausoleum. I. CALLTO ORDER The members assembled in the chapel at 6:45 p.m. and Chairman Walker called the meeting to order at 6:55 p.m. II. ATTENDANCE Ms. Kruse called the roll and it was declared that a quorum was present. MEETING MINUTE5 CEMETERY BOARD BOYNTON BEACH, FLORIDA July 11,2000 III. ELECTION OF OFFICERS (TABLED) Mrs. Padgett moved to take this off the table, seconded by Vice Chairwoman Kuehn. Motion carried 5-0. Mrs. Padgett nominated Joan Kuehn as Chairwoman and Dave Nyquist as Vice Chairman. Motion seconded and carried 5-0. IV. AGENDA APPROVAL Mrs. Kruse requested two additions under New Business: E. Refund of $240 to Robert & Nan Miller for Lots 599A and B, Block N, and Disinterment of Ellen J. Sarra, Lot 488B, Block S. Mr. McCray made a motion to adopt the agenda as presented with these two additions, seconded by Mrs. Kuehn. Motion carried 5-0. V. APPROVAL OF MINUTES - JUNE 13, 2000 Mrs. Padgett corrected the last paragraph on Page 4 to remove the word "it", which was not necessary. She also noted on Page 5, the correct next meeting date should be: July 11, 2000. Mr. McCray moved to adopt the minutes from the last meeting with the two corrections, seconded by Mrs. Kuehn. Motion carried 5-0. VI. RECEIPT OF BALANCE SHEETS - MAY 2000 Mrs. Kruse referred to the balance sheets being distributed at the start of the meeting and Mrs. Padgett moved to table, since we have not had time to read. Mr. McCray seconded and the motion carried 5-0. VII. RECEIPT OF SALES REPORTS - JUNE 2000 Mrs. Padgett moved that the sales report be placed on file, seconded by Mrs. Kuehn. Motion carried 5-0. VIII. UNFINISHED BUSINESS A. Job Descriptions of Cemetery Workers (Tabled) At this time, Mr. Nyquist arrived. Mr. McCray made a motion to remove this from the table. Mr. Nyquist seconded and the motion carried 6-0. Mr. Nyquist pointed out that specific job descriptions are included for tennis employees and Mr. McCray agreed the cemetery crew does other things, which sets them aside. He continued that there is no reference to measuring graves, setting of vaults and liners, moving and setting up of equipment. Mr. Nyquist added that cemetery equipment is speciality equipment, such as the lowering device and actually the digging of a grave requires expertise. Mr. Aniki pointed out that the weight of what he is allowed to pick up is 100 pounds in his classification and the other workers are only allowed to lift 50 pounds. He referred to items being much heavier with vaults being more than 100 pounds and a vault lid being 500 pounds. He referred to the device being on wheels, but they must use exertion to push it and place the lid on the vault. He questioned if 2 MEETING MINUTE5 CEMETERY BOARD BOYNTON BEACH, FLORIDA July 11,2000 insurance would cover an accident if exceeding the weight limit as described in their job descriptions. Mrs. Padgett stated that since money from the trust fund pays their salaries, she thinks they should have a special classification. There is not a budget showing how the cemetery money is spent after going into the general fund. Mrs. Padgett made a motion to go on record that we definitely feel a special classification for workers in the cemetery should be provided. Mr. McCray seconded the motion based on this board being responsible for the expenditure of cemetery money. Motion carried 6-0. B. Cemetery Expansion (Tabled) (This item remained on the table based on a recent newspaper article.) C. Marker Fee (Tabled) (This item remained on the table in the absence of Mr. Hensley.) D. Memorial Monument for Unmarked Dead (Tabled) E.. Use of Mausoleum Chapel (Tabled) Mrs. Kruse advised that a letter had been sent from the Assistant City Attorney to Mr. Brady Osborne, but a response had not been received. F. Prices for Sara Simms Memorial Gardens Sign (Tabled) Mrs. Hall referred to the sign samples she showed the members at Sara Simms Memorial Gardens with the largest being about 30" x 48" with an estimated cost of about $100 with one color, border and lettering. She explained that other signs seen around town made by Jeff Industries cost approximately $400 to $600. Mr. McCray added that the larger sign would be visible and there would be enough light in the area from the street. Mrs. Hall added that reflective materials could be used and there are a variety of sizes and styles of letters. Discussion ensued about aluminum being durable and possible colors to be used. It was also determined that the actual dedication date was not necessary. Mrs. Padgett asked where it would be mounted and Mrs. Hall explained that it depended on how the area was landscaped, but it would be mounted on a post, the same as used for street lights, and would be covered with plantings. There was some consensus for the sign to have a white background with green lettering. Mrs. Hall will bring further information to the next meeting. G. Reports on Cemetery Areas Assigned to Members Having toured both cemeteries before the meeting, all the members agreed that all areas look fine and decent. 3 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FLORIDA July 11,2000 H. Parks Report Mr. Aniki read his report. Mr. McCray asked if there had been any late arrivals during the last month and Mr. Aniki replied negatively and told about Straughn Funeral Home giving notifications of late arrivals. Mr. McCray clarified that we should advise the City Commission that there have not been any late arrivals and the funeral directors have been communicating with workers, but he wants the resolution to stay on the books. Mr, Nyquist added that with the resolution intact, there have not been any problems, I) Fence Bid Request Mrs. Padgett stated she was flabbergasted with the figure which came in. She referred to the estimate being much lower in price and not many bids being submitted. Mrs. Hall informed them that seven to nine company representatives came to the pre-bid meeting, but only two submitted a bid. The award of the contract has been awaiting approval by the Cemetery Board. Discussion ensued about there only being two bids, the price being much higher than estimated, and the actual specifications used. There were comments about the purchasing procedure, the possibility of requesting rebids, etc. It was noted the gate construction and size contributed to a large part of the cost. After the lengthy discussion, Mr. Nyquist moved to accept the bid, but then withdrew his motion because the members only received a copy of the lowest bid. It was agreed a copy of the other bid submitted would be forwarded with the minutes. Mr. McCray moved to table this until the next meeting, seconded by Mr. Nyquist. Motion carried 6-0. IX. NEW BUSINESS Request for Refund in the amount of $720 for lots 226A & B, Block O, Boynton Beach Memorial Park for Dorothy & Russell Burkholder Motion Mr. Nyquist made a motion to accept, seconded by Mrs. Kuehn. Motion carried 6-0. Request to Transfer Lots 440A & B, Block N, Boynton Beach Memorial Park, from Ray & Lillian Borgman to Beatrice & Cornelius Belanus Motion Mr. Nyquist made a motion to accept, seconded by Mrs. Kuehn. Motion carried 6-0. C. Survey of Surrounding Cemetery Prices The members reviewed the report from Mrs. Sangi and Mr. McCray added the price of $900.33 for residents and $1,100.33 for non-residents at Sunset Memorial Park in Fort 4 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FLORIDA July 11,2000 Lauderdale, and $1,390 with vault and $1,180 without vault at Forest Lawn Cemetery in Fort Lauderdale. Mr. Nyquist referred to limiting sales to residents only and Mr. McCray asked about members of families who have moved away, but want to be buried here with their families. Mr. Nyquist stated that the non-resident fee should be higher, double or triple, since they are not paying taxes in the city. Mr. McCray referred to the article in the Sunday paper and suggested awaiting direction from the City Commission. Mr. Nyquist replied that we need to make a recommendation and he wants to make sure we always have a cemetery for our residents. Mr. McCray suggested inviting the City Manager to our next meeting. Mrs. Padgett referred to some attention being generated in response to sales being closed to out-of-towners. She suggests requesting a response for the next meeting and a decision being made at that time. Mrs. Kuehn advised that she understands a gentleman developing in the agricultural area wants to donate 40 acres for a cemetery in that area. Mrs. Padgett moved to table and see what happens by the next meeting, seconded by Mr. McCray. Motion carried 6-0. D. MEETING DAY AND TIME Mrs. Kruse referred to meeting locations being scarce on the second Tuesday of the month and discussion about changing day and possible locations followed. All the members requested that the day, second Tuesday, and time, 7:00 p.m., remain the same and have Mrs. Kruse find a meeting location. Request for Refund in the amount of $240 for Lots 599A & B, Block N. Boynton Beach Memorial Park, for Robert & Nan Miller Mrs. Padgett moved to approve, seconded by Mr. McCray. Motion carried 6-0. Request for Disinterment of Ellen J. Sarra, Lot 488B, Block S, Boynton Beach Memorial Park Mrs. Kuehn moved to approve, seconded by Mr. Nyquist. Motion carried 6-0. X. OTHER Mrs. Kuehn requested a letter be forwarded to Dwight Saulter, as he has done a gmat job at Sara Simms and in the surrounding areas. The members unanimously agreed. Mr. Nyquist referred to Mark Aniki doing a gmat job giving monthly written reports and stated he thought Glenda Hall and John Wildner should also be submitting written reports to the Board. He told about using Mark's written reports many times when 5 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FLORIDA July 11,2000 researching matters afterwards. He believes we should have written reports from all city representatives, so everything is done in black and white. He then made this request by motion, seconded by Mrs. Padgett. Motion carried 6-0. Mr. Aniki informed the Board that a green drape is needed to go around the second setup. He told about the worn condition of the present drape and his attempts to clean it. He advised the cost would be $89. Mr. McCray made a motion to purchase this drape after getting three quotes, seconded by Mr. Nyquist. Motion carried 6-0. II. ADJOURNMENT There being no further business to come before the board, the meeting was properly adjourned at 8:20 p.m. Respectfully submitted, Sue Kruse, City Clerk 6