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Minutes 02-13-01MINUTES OF THE CEMETERY BOARD MEETING HELD IN CONFERENCE ROOM C, WEST WING, CITY HALL, BOYNTON BEACH, FLORIDA ON TUESDAY, FEBRUARY 13, 2001 @ 7:00 P.M. Present Joan Kuehn, Chairperson Sue Kruse, Secretary Tim Hensley Tereesa Padgett Oris Walker Mack McCray, Alternate John Wildner, Parks Director Janet Prainito, Deputy City Clerk Absent David Nyquist, Vice Chairman Also Present Fred K. Menor, Lake Worth Monument Co., Inc. CALL TO ORDER Chairperson Kuehn called the meeting to order at 7:00 p.m. II. ATTENDANCE Ms. Kruse called the roll and a quorum was declared present. III. AGENDA APPROVAL Mr. Hensley moved to approve the agenda. Ms. Padgett suggested that Mr. Menor speak first before addressing the other business on the agenda. MEMORIAL MONUMENT FOR UNMARKED DEAD Mr. Menor said he was present tonight to discuss placing a memorial in the Boynton Beach Memorial Park. Mr. Menor distributed various drawings of memorials for the members to review and discuss. Mr. Menor informed members that he went out to the Park to view the site for the memorial and that is how he prepared his renderings, keeping the costs in mind. Mr. Menor informed members that he prepares monuments all over the Country and any design that he comes up with would remain his property. The City could select a design and then put it out for bid. Meeting Minutes -' Cemetery Board Boynton Beach, Florida February 13, 2001 Mr. Menor discussed the three designs that he presented and said that he has not pdced any of the sketches since he is not certain what direction the Board wants to take. Also, Mr. Menor stated he would have to know the text the Board wished to place on the monument. Depending on the size, it could cost upwards of $10,000. Members discussed the various inscriptions that could be placed on the monument, which could include the City logo. The purpose of the monument would be to encompass the entire cemetery for those persons who do not have markers. Mr. Hensley inquired as to the color of the monument and Mr. Menor stated the rock would come in Dakota Mahogany, like Mt. Rushmore, which is brownish-red granite. Gray granite would be the least expensive and there is also gray and white speckled granite available. Mr. Wildner inquired if the ground around the base of the monument would have to be raised and Mr. Menor stated it would be preferable to do this. Mr. Menor said if the members didn't like any of the drawings that he presented, he could submit additional drawings. Members said that they would like to see landscaping around the monument. Mr. Hensley felt that if the Board was to move forward on this he feels that they need to make the monument large enough to make a statement because once all the other entrances are closed off, the monument will be visible by everyone as they drive by. Mr. Hensley requested that Mr. Menor submit some additional designs for the Board to review. Mr. Menor suggested that the Board discuss what it would like for a monument and to come up with a figure so that he could have something to work with. Mr. McCray inquired what the monument would look like when exiting the cemetery and Mr. Menor stated it would be totally rough. Mr. Menor said that it would be possible to have writing on both sides. The front side would be smooth to allow the lettering to standout. It was decided that members would discuss the types of monuments they would like and Mr. Wildner would pass the information onto Mr. Menor. Mr. Menor said he would work on coming up with more renderings. Mr. Hensley suggested having some type of poles with varying lengths placed in the cemetery so that Board members could get an idea of how high they would like the monument. Mr. Wildner said he would speak with Mr. Anaki in accommodating this request. IV. APPROVAL OF MINUTES- JANUARY 9, 2001 2 Meeting Minutes ..... Cemetery Board Boynton Beach, Florida February 13, 2001 Motion Mr. Hensley moved to approve the minutes of the January 9, 2001 meeting. Motion seconded by Mr. McCray and unanimously carried. RECEIPT OF BALANCE SHEETS - OCTOBER (Tabled) and December 2000 Motion Ms. Padgett moved to take the October balance sheets off the table. Motion seconded by Mr. Hensley and unanimously carried. Ms. Padgett noted that there were some questions about the expenses for repairs on the October balance sheet. Mr. Wildner stated that the expenses in question were for the backhoe and distributed backup on the repairs to the members. The documents, which were furnished by the Public Work's Department, breakdown the costs of the parts and labor. The October statements showed that there was one charge for $7,328.66 and a second charge of $1,523.38. After reviewing the statement from Public Works it showed the total costs of repairs for the backhoe from August 1, 2000 through January 31, 2001 came to $10,157.27. Mr. Wildner said from what he has been furnished, he is still unable to determine what these charges were for. Mr. Wildner stated that he would speak with Mr. Livergood, the City's new Public Works Director, to determine if he could furnish more information as to how these costs were incurred. Motion Mr. Hensley moved to place the October Balance Sheets back on the table. Motion seconded by Ms. Padgett and unanimously carried. Mr. Wilder reported that the use of the backhoe is almost exclusively to the cemetery and it is rarely used by outside departments. Further, Mr. Wilder noted that it is not unusual to incur these large expenses to maintain construction equipment, especially for hydraulic equipment. It was suggested to move onto the next item while the figures were being added. VI. RECEIPT OF SALES REPORTS - DECEMBER 2000 (Tabled) and JANUARY 2001 3 Meeting Minutes .... Cemetery Board Boynton Beach, Florida February 13, 2001 Motion Ms. Padgett moved that the sales reports be placed on file. Motion seconded by Mr. Hensley and unanimously carried. Returning to the previous item, Mr. McCray said that the labor for the repairs came to $1,343.10 and including the two new items the total comes to $1,544.95, which are all attributable to the backhoe repairs. Mr. Hensley asked Ms. Padgett if this information satisfied her inquiries? Mr. Wildner responded that the expenses for repairs to the riding lawnmower come out of the general fund. Motion Mr. Hensley moved to remove the Receipt of Balance Sheets for October from the table. Motion seconded by Mr. McCray, which unanimously carried. Mr. Hensley pointed out that the $1,500 was attributable to labor for the backhoe; the repairs to the mower were not charged to the cemetery ;and thirdly that the cemetery was not charged for any repairs performed on the borrowed equipment. Ms. Padgett said that the minutes were confusing, because Mr. Wilder stated that the $1,500 could have been repairs to the borrowed equipment, which was not the case. Mr. Wildner stated this was speculation on his part at that time. Ms. Padgett requested that when a piece of cemetery equipment is sent in for repairs, that Mr. Wildner keep track of when the equipment is brought in and when it is picked up. At the same time, Mr. Wildner should ascertain the costs, which will enable the Board to keep better track of these expenses. Mr. Wildner said he would speak to Public Works regarding this request to provide detailed bills on repairs to cemetery equipment and to provide the Board with a monthly report. Motion Mr. Hensley moved that the October 2000 balance sheets be placed on file and that the Cemetery Board be furnished with a statement of the monthly expenditures for the costs of any cemetery vehicle or equipment that is sent out for repairs. Motion seconded by Mr. McCray and unanimously carried. _ A. MEMORIAL MONUMENT FOR UNMARKED DEAD (PREVIOUSLY ADDRESSED) B. SARA SIMS MEMORIAL GARDENS ENHANCEMENTS & IMPROVEMENTS 4 Meeting Minutes - Cemetery Board Boynton Beach, Florida February 13, 2001 Mr. Wildner distributed to members landscaping quotes for the fence on the north side of the Sara Sims Cemetery, together with separate quotes for the fence itself. With regard to the fence bids, Mr. Wildner noted that no quotes were received from local companies. Martin Fence, which has a School Board bid, submitted a quote of $9,606. If accepted, this would not require the City to ask for bids, because this bid could be piggybacked. Budget Fence submitted a quote of $9,200 to build the fence, plus an additional $3,200 to remove the existing fence. Martin Fence's bid includes removing the current fence and installing the new fence, which would be 400 feet of 8' black vinyl fencing. Mr. Wildner presented a map of the Park so that members could view where the fence would be going in. Ms. Padgett inquired if the fence could be put up in segments and that the noah side be done first before doing ~he other sides. Mr. Wildner said this is possible. Chairperson Kuehn pointed out that the fence for the Boynton Memorial Park cost $67,000. Mr. Wildner said that he has estimated the fence cost for the Sara Sims Park would be approximately $40,000. Mr. Wildner informed the members that if they wished to go out to bid for the entire fence, his department was prepared to do so. Members decided to accept the bid submitted by Martin Fence. Motion Mr. McCray moved to accept the fence quote from Martin Fence for $9,606.00 installed and removal of the old fence by piggybacking on the County bid. Mr. Walker seconded the motion that carried unanimously. It was noted that the bids for landscaping were submitted without preliminary site preparation, which in effect means that they would do the planting in the ground as it now is. Mr. Wildner said that some additional site preparation would be necessary. Tucker Environmental Contractors submitted a bid for $4,355, but would charge for additional site preparation. Other bids received were from County Landscape, Inc. for $4,590 with no site preparation and Duffy's Landscape for $4,900 that would include site preparation. Mr. Hensley asked how much more money it would cost if the top soil and site preparation were included in the two bids that did not include them. Mr. Wildner said it would be at a much higher bid than the Duffy bid. Motion Mr. Hensley moved to accept the bid from Duffy's Landscape for the Sara Sims Cemetery. Motion seconded by Mr. McCray and unanimously carried. C. REPORTS ON CEMETERY AREAS ASSIGNED TO MEMBERS 5 Meeting Minutes -- Cemetery Board Boynton Beach, Florida February 13, 2001 There were no reports. D. PARKS DEPARTMENT Mr. Wildner stated that his report was included in the agenda packet. DE CONSENSUS FOR BOCA RATON CEMETERY INFORMATION REQUEST Ms. Kruse distributed a memorandum detailing the information she received from Boca Raton prepared at the request of Mr. Nyquist. Ms. Kruse noted that when the City of Boca Raton took over the cemetery, it was determined to sell lots only to residents. Ms. Padgett referred back to Mr. Wildner's report and inquired if the expense for the cellar phone and beeper was a monthly charge and Mr. Wildner stated that it was. Secondly, Ms. Padgett inquired about the purchase of a camera and Mr. Wildner noted they purchased a Polaroid camera in order to take photos of where the cremains are buried. Ms. Padgett also inquired what the chemicals for annual pest control fee pertained to and Mr. Wildner responded that in order to place fertilizer products within a certain distance from a well field, a permit is necessary. This cost also included other costs for chemicals. Ms. Padgett requested that there be less use of the word "etc." and the exact expenditure be spelled out in the reports. With regard to Mr. Aniki's report, Ms. Padgett requested that his report indicate which funerals required overtime and the total hours of overtime. E. MESSAGE ON WATER BILLS Ms. Kruse reported that Mr. Nyquist inquired about placing a message on the water bills to determine residents' response to enlarging the cemetery. The Manager of Customer Service informed Ms. Kruse that this would require a separate flyer with a separate envelope. Usually messages contained on the water bills are on the receipt section of the bill and do not require a response. The Board would have to pay for the notice and the envelope. Mr. Wildner suggested that a question could be placed on the water bill asking residents how they felt about expanding the cemetery with a telephone number to call with their opinion. Mr. Hensley suggested putting the issue on the web site. Ms. Kruse pointed out that many of the condominiums in the City have their water paid by the associations and residents do not receive a bill. Ms. Padgett opined that a City the size of Boynton Beach needs to have burial space for its residents. 6 Meeting Minutes Cemetery Board Boynton Beach, Florida February 13, 2001 Mr. Wildner noted that the City Commission approved 55 strategies for consideration and resolution and one of those included if the City should have a cemetery. Chairperson Kuehn inquired if Mr. Wildner was able to locate the owner of the property at the corner of Hypoluxo and Seacrest. Mr. Wildner stated he could not locate the owner. Chairperson Kuehn indicated that Mr. Oyer informed her that this preperty had been given to the City by the County. Mr. Wildner stated it is not listed as City property and he will contact Mr. Oyer to determine the status of this land. Mr. Hensley suggested that the Board could contract with an outside company to do a survey on the cemetery. Ms. Padgett requested that Ms. Kruse inquire how much the City would charge the Board to have envelopes addressed by the City to send out a survey. Ms. Prainito pointed out that Customer Service utilizes window envelopes and does not print the envelopes. PLANTINGS ON ISLAND AT ENTRANCEWAY TO BOYNTON BEACH MEMORIAL PARK Mr. Wildner distributed a price list for plantings, which had to be shade tolerant, for the center island at the main entrance to the cemetery. Three different types of Bromeliads and one Aspidistra was purchased and they were placed in the City Clerk's Office for viewing by the Board members. Mr. Wildner pointed out that the plants purchased were merely a suggestion. Ms. Padgett suggested that this issue of plantings for the center island be put off until the monument is put in. Ms. Padgett inquired if water would be available for the plants and Mr. Wildner said that new piping would have to be put in, VII. NEW BUSINESS A. REQUEST TO TRANSFER LOT 169B, BLOCK Y, FROM ARTHUR DERUVE TO DOROTHY PLACKO AT BOYNTON BEACH MEMORIAL PARK Ms. Padgett noted that the transfer was from a resident to a non-resident. Mr. Hensley pointed out that the lot was purchased without the knowledge of the wife and when the deed was received in the mail, the wife got very upset, thus they asked for a transfer of the lot. Mr. Hensley noted this is an issue that the Board needs to address so that this does not happen on a regular basis. Mr. Hensley suggested approving this request, but that the issue be addressed at a future meeting to determine if there should be a different transfer fee for a lot from a resident to a non-resident. Chairperson Kuehn suggested that the Board consult with the City Attorney before taking any action on this. 7 Meeting Minutes Cemetery Board Boynton Beach, Florida February 13, 2001 Motion Mr. Walker moved for approval of the transfer. Motion seconded by Mr. Hensley and unanimously carried. VIII. OTHER Chairperson Kuehn asked if trees could be planted in the old section of the cemetery? Ms. Padgett noted that it is not known where people are buried in this section and relatives might object to having trees planted. Chairperson Kuehn said that there used to be a lot of trees in this section of the cemetery. A. MARCH MEETING DATE Ms. Kruse noted that the March meeting falls on Election Day. If the Board wished to meet, a Recording Secretary would be provided; however, Ms. Kruse would not be able to attend the meeting. Mr. Hensley noted that historically the Board has not met on Election Day. Mr. Hensley suggested that the March meeting be dispensed with. After discussion, members decided not to meet during the month of March. Mr. Wildner noted that there was discussion about placing a sidewalk in front of the Sara Sims Cemetery and Ms. Padgett had requested that he discuss this issue with the City Manager to determine if the general fund could pay for the sidewalk. Mr. Wildner pointed out to Mr. Bressner that the sidewalk could serve as a link between Heritage Park and Sara Sims. Because the sidewalk would be in front of the cemetery, Mr. Bressner felt it would be appropriate for the City and the Cemetery Board to split the cost of the sidewalk, which would be $10,000, or $5,000 each. Mr. Wildner suggested that the Board address this at its next meeting. Members discussed the Heart Walk that will take place on Saturday, February 24th beginning at Motorola. Mr. Wildner stated that there is a Parks' Department team and members would be welcomed to join that team. Pledges and donations will be accepted. IX, ADJOURNMENT 8 Meeting Minutes Cemetery Board Boynton Beach, Florida February 13, 2001 Motion Mr. Hensley moved to adjourn, which was duly seconded by Mr. McCray. meeting properly adjourned at 9:00 p.m. Respectfully submitted, Barbara M. Madden Recording Secretary (2 tapes) The