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Minutes 05-09-00 MINUTES OF THE CEMETERY BOARD MEETING HELD IN THE WEST WING, CONFERENCE ROOM "C", CITY HALL BOYNTON BEACH, FLORIDA ON MAY 9, 2000 AT 7:00 P.M. PRESENT Joan C. Kuehn, Vice Chair Sue Kruse, Secretary David Nyquist Tereesa Padgett Mack McCray, Alternate John Wildner, Parks Director Glenda Hall, Parks Supervisor Mark Aniki, Foreman, Parks Department ABSENT Ods Walker, Chairman Tim Hensley I. CALLTO ORDER Vice Chair Kuehn called the meeting to order at 7:13 P.M. I1. ATTENDANCE. It was reported that Chairman Walker had been ill and was unable to attend the meeting. Sympathy and well wishes were expressed by all in attendance for Mr. Walker's speedy recovery. Vice Chair Kuehn acted as Chairperson for the meeting. Ms. Kruse called the roll and it was declared that a quorum was present. Ill. ELECTION OF OFFICERS This item was tabled until the next meeting. IV. AGENDA APPROVAL Ms. Kruse added refunds to Ms. Kirchner in the amount of $160.00 and to Mr. Mann in the amount of $1,923.75. Ms. Padgett made a motion to approve the agenda as amended. Mr. McCray seconded the motion and it carried unanimously. V. APPROVAL OF MINUTES -APRIL '11, 2000 Ms. Padgett made a motion to accept the minutes as written. Mr. McCray seconded the motion and it carried unanimously. MEETING MINUTES' CEMETERY BOARD BOYNTON BEACH, FLORIDA May 9,2000 VI. RECEIPT OF BALANCE SHEETS - MARCH 2000 Mr. McCray made a motion to table this item until the next meeting. The motion was seconded by Ms. Padgett and carried unanimously. VII. RECEIPT OF SALES REPORTS - APRIL 2000 Ms. Padgett moved that the sales reports for April 2000 be accepted as presented and placed on file. Mr. McCray seconded the motion and it was carried unanimously. VIII. UNFINISHED BUSINESS A. Job Descriptions of Cemetery Workers Ms. Kruse reported that she had not received a written response from the Human Resources Department. The Human Resources Department Specialist stated that their job descriptions were not detailed but they would prepare a written response. This item was tabled pending receipt of the Human Resources written response. B. Policy for Resolution ROO-005 Ms. Padgett requested that the Board review each letter that had been sent to the City in this matter and that the Board analyze each response and note the comments in the minutes, along with the contents of the letters received. This met with everyone's approval. Ms. Kruse distributed copies of the subject Resolution ROO-005 to the members. Acting Chairperson Kuehn stated that the Resolution seemed to indicate the fee would be passed on to the residents and she believed it was to be directed to the funeral home directors. There was general agreement that it was to be directed to the funeral home directors and not the residents. Acting Chairperson Kuehn stated that the resolution should be amended to reflect that the charge would be assessed to the funeral home and not to the residents but as far as the wording of the Resolution was concerned, the item would be tabled until the full Board was in attendance. Letters were received and read by Ms. Sue Kruse. 1) Ms. Teresa Frazier, 651 N.W. 1st Court, Boynton Beach stated that the equipment should be upgraded; reschedule workers so that Saturday would not be considered overtime; remember that funeral home directors are not solely responsible for funeral services running late; and rescind the Resolution. Ms. Padgett stated that action had already been taken to upgrade the equipment. Mr. Wildner stated that there would be no rescheduling of workers to avoid Saturday overtime because overtime payment was not the issue. As to the comment of shared responsibility between the family and the funeral home for funerals being late, Ms. Padgett said that the proposed Cemetery Schedule Policy, with its request for the 2 MEETING MINUTES ' CEMETERY BOARD BOYNTON BEACH, FLORIDA May 9, 2000 funeral home director to contact the cemetery crew leader by telephone or beeper to advise alternate arrival time should take care of this comment. The next letter Ms. Kruse read was from Leonard Weatherspoon, 1790 N.E. 2nd Lane, Boynton Beach, 561-734-0741, whose comments were as follows: Schedule Saturdays as regular work days; repair or upgrade equipment; do not assess a late fee on funeral home if they have called to advise of new arrival time; let overtime staff know in advance that arrivals to cemetery from church are late sometimes; the weekend fee already covers overtime. ' These issues are covered in the proposed Cemetery Schedule Policy and see Board's response to previous comments. The next letter was from Mr. & Mrs. Sylvester Allen, 241 N.E. 13th Avenue, Boynton Beach, FI, who stated that if a funeral is running late and the funeral director calls the cemetery crew to advise of new arrival time and the rules are followed, there should not be a late fee. The Board was in agreement with these comments. Mr. McCray mentioned that,~,.,~o ,~,,,,,...^'~'~;'~ ~ ~'~'~..,~.,.,,~.,.,v,.,.~ Sara Williams had planned to speak at the last City Commission meeting but did not fill out a card. At another meeting she handed in six cards and when the Mayor got to the Public Audience portion of the meeting, the six people were not in attendance. Mr. McCray said she was concerned that a television station had done a survey showing that 85% of the people thought the Resolution was unfair. She wanted to know where the policy stood and whether it was still enforced. Mr. Nyquist stated that it had never been enforced yet. Ms. Kruse stated that the City Manager asked for a chronological portrayal of the events that led up to this and advised at the last Agenda Preview meeting that when a policy was approved by the Board, he wanted to send it out to the residents and see what their responses were before it was submitted to the City Commission. The last letter Ms. Kruse read was from Ms. Sara Williams, Facilitator, Boynton Community Forum Families and Friends Network, Inc. Ms. Williams spoke for the group in asking that Resolution ROO-005 be dismissed in fairness to all parties involved. Ms. Williams' letter (and all the other letters from residents) are attached to and made a part hereof these minutes and are available for viewing in the City Clerk's office. The Board believed that items 1 - 4 had been previously addressed and resolved. As to increasing burial space for the City's future needs, the Board has made many requests to the City Commission for this. In reference to Ms. Williams comment of needing to increase communication, education and community involvement in addressing major issues and establishing policies and procedures to enhance community relations, the Board stated that they had had public hearings and they had advertised in the MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FLORIDA May 9, 2000 newspaper. In response to item 7, "establishing a policy with provisions for the special needs of disadvantaged, struggling, and indigent families", Mr. McCray said that the County had provisions to handle this. Ms. Williams' final comment was about providing equipment and the necessary help and training to meet the growing needs of professional cemetery services. The Board believed that recent purchases of equipment addressed this concern. Proposed Cemetery Schedule Policy, May 5, 2000 Ms. Kruse distributed copies of the proposed policy to the Board for their review and discussion. It was decided that the policies would be reviewed now, realizing the entire Board was not in attendance but acknowledging that the policy should be addressed as soon as possible. The proposed policy stated that the cemetery workers would like an hour between funerals. Mr. Nyquist asked if this would be enough time. Mr. Aniki, Cemetery Crew Leader, responded that it would be close but one hour was sufficient. There were no concerns with the second item, which addressed the issue er-of early or I late arrivals and the need to avoid either when possible. The third item asked that the funeral directors call the Cemetery Crew Leader when they became aware that a funeral would be earlier or later than expected. Ms. Kruse stated that a cellphone for the Cemetery Crew Leader would be included once the City issued the cellphone and once the policy was approved. There were no concerns with the fourth item, which called for staggering arrivals at the cemetery and the alternative of directing the funeral group to a quiet area of the park until the scheduled services were complete. The fifth item dealt with the assessment of the late fee and the appeal procedure. Mr. Nyquist wondered if there should be a timeframe for the City's response. After discussion it was decided that the City's response would be forthcoming in two business days after the funeral. Mr. Nyquist asked that the Board be made aware of any pending fee assessments and Mr. Wildner agreed to do so. Motion Mr. Nyquist moved to accept the Proposed Cemetery Schedule Policy as amended herein. Mr. McCray seconded the motion. The motion carried 5-0. C. Cemetery Expansion Ms. Kruse stated that she had heard no comments from the City Commission. The Board decided this item would remain on the table. 4 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FLORIDA May 9, 2000 D. Tree Trimming Bid Proposals Mr. McCray made a motion that this item be removed from the table. Mr. Nyquist seconded the motion, which carried unanimously. Mr. Wildner reported that he received three bids for the tree-trimming work and that he had given them to the Board members at the last meeting. He asked if the Board members had reviewed the bids and what they wanted to do about them. The bids were discussed at length. The work is planned for completion after the season ends. After reviewing the bids, Mr. Nyquist moved to approve the bid from Arbor Tree and Land, Inc. Mr. McCray seconded the motion. The motion carried 5-0. E. Marker Fee Ms. Kruse said this item had been tabled in February and Mr. Hensley was to discuss it with Mr. Menor at the Lake Worth Monument on the question of State Statutes and how we worded it for charging. Ms. Kruse said she had not heard from Mr. Hensley. The Board decided to table the item until Mr. Hensley's return. F. Memorial Monument for Unmarked Dead Mr. Nyquist made a motion to remove this item from the table. The motion was seconded by Mr. McCray and carried 5-0. Mr. Wildner reported that he had discussed this monument with Mr. Menor at Lake Worth Monument and he had a drawing of a possible monument, which he shared with the Board. He gave examples of some pre-formed things he could do and offered to fabricate a marker to the size and type we wanted. The board liked the sketch. Mr. Menor said he could make it so that it didn't look so much like a headstone and would be more appropriate for multiple persons. Mr. Wildner asked the Board to consider what type of monument they wanted and what they wanted inscribed on it. Mr. Nyquist said that if they went with granite it should be engraved right into the granite itself rather than putting a bronze plaque on it. Ms. Padgett said that further thought as to the wording would be called for at this time. Ms. Padgett made a motion to table the item for further study. Mr. McCray seconded the motion. Motion carried 5-0. G) Reports on Cemetery Areas Assigned to Members Ms. Kuehn said that the old section looked good. Mr. Nyquist said the markers looked good.. Everyone thought the cemetery workers had done a great job on the old markers and Mr. Nyquist asked that these comments be passed on to the workers. Mr. Aniki said he would be glad to do so. Mr. McCray said that in his section there were some that needed to be lifted and Mr. Aniki was aware of it and had it on a list to be done. 5 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FLORIDA May 9, 2000 Mr. Nyquist asked if the garage doors were fixed? Mr. Wildner said the Facilities Management had a work order to do it. Mr. Nyquist asked that Mr. Wildner try to speed it along. Ms. Hall thought some parts were on order for it and she said she would check into it. G. Parks Department Report Mr. Mark Aniki distributed copies of his report on Work Completion for April 2000 for the members to review. Acting Chairperson Kuehn asked why they had to do item #13 which was to hand dig two graves to disinter cremains? The reply was that it had to be hand dug to avoid damaging any urns. Mr. McCray moved that this report be accepted as written. Mr. Nyquist seconded the motion. Motion carried 5-0. H. Use of Mausoleum Chapel Ms. Kruse stated that she had not heard from the City Attorney regarding the conflicts associated with this item. The City Attorney was asked to issue a legal opinion on the use of the chapel, determine whether contracts were being changed without knowledge of the City, and determine that the City owns the building. Mr. Nyquist moved to table this item until a response was received from the City Attorney. Mr. McCray seconded the motion. Motion carried 5-0. IX. NEW BUSINESS Ms. KruSe brought three requests for refunds to the Board for approval. They were for a refund in the amount of $1,680.75 for Crypt F-l, Section A East, Serenity Building, Boynton Beach Mausoleum to Joseph & Catherine Samperi; a refund of $1,923.75 for Crypt D-3, Section A, Serenity Building, Boynton Beach Mausoleum for Mr. Donald Mann; refund for $160.00 for Lot 601A, N Block for Mrs. Louise Kirchner. Mr. McCray made a motion to allow all three refunds mentioned under this item. Mr. Nyquist seconded the motion. Motion carried 5-0. X. OTHER Mr. Wildner asked Ms. Glenda Hall to present a report on proposed landscape improvements in Sara Sims Park. The Parks Department is waiting for Procurement to do the Purchase Order for the landscaping and it is promised but as yet unreceived. The work is to commence on May 10. Mr. Nyquist asked Ms. Hall if she had ever come up with the concrete for the walkways that he had inquired about. Ms. Hall said that she had asked Facilities and they sent out to five different contractors for the chattahoochie and got no responses. Mr. McCray asked Ms. Hall to get something in writing from Facilities for the Board so it would be on the record. 6 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FLORIDA May 9, 2000 Ms. Hall shared a rough sketch for Sara Sims Park with the Board members and said that the existing irrigation system was up and functioning. They are looking at modifying it and adding another zone and moving some of the heads around for full coverage. Parks is seeking the Board's comments and approval before getting started on the landscaping before they do any irrigation work. Parks recommended removing the ficus entirely as they are a "housekeeping" problem with the adjacent homes. Ms. Hall suggested that the east end, where Heritage Park abuts the cemetery, would make a good location for a sign for Sara Sims Memorial Garden. This area could include a bedded area with perennial plants also. On the south edge of the property they propose adding some more gumbo-limbo trees and sabal palms. In the clumps of sabal palms they proposed adding beds of flowering bushes to give color but not make a dense hedge line. The crews asked for zigzag walk-through gates so you could only walk through. Right now the only gates in are the big double gates and they have to be unlocked every time someone wants to go in to the cemetery. If the walk-through gate were put on the west end and not on the east end so it would not invite cutting through the cemetery and make it narrow so foot traffic only would be possible. Mr. Wildner said the City was almost discouraging people from using the cemetery as they have to phone the City to get into it. Mr. Wildner recommended consideration of the walk-through gates, which could be removed if problems occurred in the future. Ms. Hall said it would be easier to open a walk-through gate than the big double ones because the big ones have to be chained and locked open and then you are inviting anyone to drive in. Mr. Nyquist asked if all the plant material were xeriscape material. Ms. Hall said that it was pretty much xeriscape but you always needed irrigation. She explained the xeriscaping was putting the proper plant in the proper location and minimizing watering once a plant is established. Mr. Nyquist also asked for an overall cost of doing the landscape and gate improvements. Ms. Hall said she wanted to get a feel of what the Board wanted before she made a concrete plan. Ms. Hall asked the Board what they would want on the sign besides Sara Sims Memorial Park, if anything. Mr. Wildner said the plat would have to be checked and the name would have to be the same as listed there. Ms. Hall asked if the Board wanted to consider anything else on the sign such as flowers, trees or things of this nature. There seemed to be concurrence among the Board that it should be simple. Ms. Padgett thought it should have the date it was dedicated or established. The Board asked Ms. Hall to take their comments and come back to them with prices to consider. Mr. Nyquist asked that the prices be given to Ms. Kruse who could include them with the packets when the minutes are mailed to the members and Ms. Hall agreed to do this. In discussing the sign and its location Ms. Hall stated that the proposal was to use the City water from Heritage Park so that staining of the sign could be avoided. 7 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FLORIDA May 9, 2000 Xl. ADJOURNMENT Mr. McCray made a motion to adjourn the meeting, which was seconded by Mr. Nyquist and carried 5-0. The meeting was duly adjourned at 8:30 P.M. Respectfully submitted, Susan S. Collins Recording Secretary (two tapes) 8