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Minutes 01-07-99 MINUTES OF THE CEMETERY BOARD MEETING HELD IN CONFERENCE ROOM “A”, CITY HALL, BOYNTON BEACH, FLORIDA, ON THURSDAY, JANUARY 7, 1999 AT 6:30 P.M. PRESENT Tim Hensley, Chairman John Wildner, Parks Superintendent Tereesa Padgett, Vice Chairwoman Diane Reese, Finance Director Sue Kruse, Secretary Bill DeBeck, Project Manager Joan Kuehn Oris Walker ABSENCE Candace Smith I. CALL TO ORDER Chairman Hensley called the meeting to order at 6:35 p.m. II. ATTENDANCE Secretary Kruse acknowledged the presence of all in attendance and reported that Candace Smith was unable to attend this meeting. III. AGENDA APPROVAL Vice Chairwoman Padgett moved to accept the agenda as presented. Ms. Kuehn seconded the motion that carried unanimously. IV. APPROVAL OF MINUTES – NOVEMBER 10, 1998 th Ms. Kuehn moved to approve the minutes of the November 10 meeting. Mr. Walker seconded the motion that carried unanimously. V.RECEIPT OF BALANCE SHEETS - OCTOBER, NOVEMBER, DECEMBER A. REVIEW OF BOYNTON BEACH CEMETERY FUND AS PRESENTED BY SHAY FINANCIAL SERVICES, INC. Diane Reese, Finance Director, said she has never dealt with Shay Financial Services and the City does not use outside money managers for City funds. Ms. Reese said she does not feel comfortable using money managers to invest the City’s funds. The return rate for the Local Government Investment Pool increases and decreases depending on the stock market. We were earning 5.5% on the City’s money, but that rate has decreased to 5.2%. The Florida League of Cities has a new fund that requires longer-term investment. The Florida Municipal Investment Trust allows removal of funds twice a month, but the investment period is three years. This allows greater earnings. 1 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FLORIDA JANUARY 7, 1999 Ms. Reese pointed out that the reason she was able to secure an interest rate of 5.84% on the two Certificates of Deposit with NationsBank was because they are invested for a two-year period. In reviewing the Shay Financial Services presentation, Ms. Reese was not able to determine how they came up with the figures for “annual loss for inflation”. Ms. Reese explained that the Cemetery Trust earned 5% last year. Therefore, if the average cost went up only 1.5%, she could not understand how they figured the Trust would lose $123,000 due to inflation. Ms. Reese said she would contact Steve Shay in this regard. Ms. Reese feels that earning an average of 5% at this time is good. However, if the Board were willing to tie up the money for three to five years, it would be possible to earn more money. She is not certain the fund would earn enough money to make it worthwhile to pay money managers. When Chairman Hensley inquired about the rate the Fund would get if the money were invested in a three-year CD, Ms. Reese responded that it would be 4.9% for a one-year CD and probably 5.8% or 5.9% for a three to five-year CD. At the present time, $1.5 million is invested in the LGIP. As soon as the investment return goes back to 5.5% or 5.6%, Ms. Reese will remove $500,000 from the LGIP and invest it in a CD. Chairman Hensley asked about the rate being offered by the Florida League of Cities. Ms. Reese advised that on a yearly basis, the average is 6.5% to 7%. They paid returns of 8.75% last year. Chairman Hensley requested input from the board members with respect to investing the Trust Fund in longer-term investments. In his opinion, he cannot imagine any reason for not stretching out the investment to three to five years. Vice Chairwoman Padgett feels it would be beneficial for the Fund to have Diane Reese handle the investments. Ms. Reese suggested that $2.5 million be invested in the Florida Municipal Investment Trust and $500,000 of the Fund remain liquid. She reminded the members that money could be withdrawn from the Florida Municipal Investment Trust twice a month. In response to Vice Chairwoman Padgett, Ms. Reese advised that the funds invested in the Florida Municipal Investment Trust are not insured with a guarantee; however, the investments are in government securities. They do not invest in the stock market. Ms. Reese offered to provide the members with information regarding the Florida Municipal Investment Trust for their review prior to making a decision. Secretary Kruse advised that the December Balance Sheets were not ready for distribution. Motion Vice Chairwoman Padgett moved to place the October and November Balance Sheets on file. Ms. Kuehn seconded the motion that carried unanimously. In an effort to accommodate Bill DeBeck, Project Manager, Chairman Hensley moved the agenda to address Item VII-D, “Maintenance of Mausoleum”. 2 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FLORIDA JANUARY 7, 1999 D. MAINTENANCE OF MAUSOLEUM Chairman Hensley reported that during the last board meeting, Brady Osborne was present and requested that the Mausoleum be maintained on a regular basis. At the time, board member Candace Smith agreed and suggested that maintenance take place every three months. Mr. DeBeck advised that there is no regular maintenance for the Mausoleum. Custodial work is performed on the bathrooms three times a week. Repairs are done on demand. When Vice Chairwoman Padgett inquired if a maintenance schedule could be arranged, Mr. DeBeck explained that there would be no great cost associated with this service other than the cost of equipment. He offered to look at the building to determine whether or not it could be maintained with in-house staff or whether it would have to be contracted out. Mrs. Liberti said she visits the Mausoleum on a weekly basis and feels it is clean other than the mud daubbers that are very high up on the building. In Mr. DeBeck’s opinion, lighting changes are needed on the south end. Mr. Wildner agreed that he receives telephone calls from a gentleman on a regular basis about the lighting situation. He also pointed out that the Chattahochee needs to be cleaned and sealed. Mr. DeBeck will prepare a report including cost estimates with respect to upgrades that are needed. When Vice Chairwoman Padgett requested that the paint be touched up on the new concrete fence on Seacrest Boulevard to try to better match the existing brick, Mr. DeBeck explained that an attempt could be made; however, one part is white brick and the other part is painted white. Mr. DeBeck advised that when the south addition was built, he complained about the quality of the workmanship. There are blisters in the roof and it is failing. This building passed inspections because the Building Department does not inspect for quality. The inspections involve whether or not the construction complied with Code. Mr. Walker explained that the work on the new addition has stopped. There have been no workers at the site in approximately two weeks. He believed the granite arrived and a great deal of trash is at the site. He asked who was responsible for removing the trash. Mr. DeBeck explained that Mr. Osborne is responsible for removal of the trash. Vice Chairwoman Padgett suggested that the Cemetery Board have an outside inspector check the new building before issuance of the Certificate of Occupancy. Mr. DeBeck offered to look at the building and let the board know his feelings about the work. He also advised that he would schedule pressure cleaning of the building. VI. RECEIPT OF SALES REPORTS – NOVEMBER & DECEMBER, 1998 Mr. Walker moved to accept the Sales Reports as presented. Ms. Kuehn seconded the motion that carried 4-0. (Chairman Hensley was out of the room.) VII.UNFINISHED BUSINESS 3 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FLORIDA JANUARY 7, 1999 A. PARKS DEPARTMENT REPORT Mr. Wildner reported that the Cemetery was groomed for Christmas and he received a number of acknowledgements about how good it looked. Mark Aniki’s father passed away during the holidays and he was off for a few days. Mark is now back to work and the mowing was completed earlier in the week. The Cemetery crew will begin weed eating around the monuments this week. B. REPORTS ON CEMETERY AREAS ASSIGNED TO MEMBERS Chairman Hensley was unable to inspect his assigned areas. Ms. Kuehn inspected her assigned areas on Christmas and New Year’s Day and reported that they looked terrible because there were so many weeds. Mr. Wildner apologized and will ask the Cemetery crew to concentrate on weed eating. Vice Chairwoman Padgett said her section was mowed, but needs trimming. Mr. Walker did not have an opportunity to inspect his area. C. MEMORIALIZATION AT THE MAUSOLEUM Chairman Hensley reported that at the last meeting, Mr. Osborne announced that he would like to have the letters on the new building incised in the granite. This item was tabled for further discussion at this meeting. Mr. Wildner advised that he has no strong feelings about this suggestion. He explained that the monument at Heritage Park is incised. Lake Worth Monument did the incising at the site and it looks very good on the granite. That monument is in place for approximately five years and it still looks very good. He believes the incising would make the niches stand out a lot better. Chairman Hensley agreed that the incising looks beautiful, but pointed out that everyone in the new building would have to agree to the incising in order to switch to this method. There would be no problem incising the last building because agreement for this method would become a purchase requirement. Discussion ensued about the fact that Mr. Osborne talked about removing the granite and taking it offsite for incising. Chairman Hensley is concerned about what would be put in its place while the incising is being done. Mr. Wildner said he mentioned to Mr. Osborne that it is possible to have someone come onsite for this purpose. Mrs. Liberti pointed out that when people who own crypts/niches in the existing buildings see the incising, they are going to want it also. This would open a “can of worms”. Mrs. Liberti also questioned what would happen if a person decided to remove the remains. Secretary Kruse advised that Mr. Osborne said there would be additional costs of several hundred dollars to replace a crypt front. 4 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FLORIDA JANUARY 7, 1999 In Ms. Kuehn’s opinion, all of the buildings should look the same. Chairman Hensley agreed that there is nothing wrong with the way the lettering currently looks. Motion Vice Chairwoman Padgett moved that this building stay with the lettering as it appears now and not do the incising. Ms. Kuehn seconded the motion that carried unanimously. Secretary Kruse will send a letter to Mr. Osborne informing him of the board’s decision. D. MAINTENANCE OF MAUSOLEUM This item was addressed earlier in the meeting. E. REPLACEMENT OF PORTABLE CHAPEL Mr. Wildner reported that the portable chapel was purchased in 1983 at a cost of $3,000 to replace the canvas tent. Over the years, the chapel has been repaired and when another attempt was made to repair it this year, the welder advised that the chapel was beyond that point. He recommended an aluminum replacement similar to the existing structure for a cost of $4,800. Mr. Wildner secured quotes from a few sources in the $5,200 to $8,000 price range. Staff recommends replacing the existing chapel with an aluminum structure. Mr. Wildner confirmed for Vice Chairwoman Padgett that the roof of the chapel is Fiberglas and has been replaced twice. Discussion ensued when Vice Chairwoman Padgett questioned whether or not the chapel could have collapsible legs so that it could be stored in the garage to protect it from the weather. Mr. Wildner and Chairman Hensley agreed that an aluminum chapel should last a lifetime. However, Mr. Wildner explained that the wheels and roof of the chapel would probably have to be replaced every two to three years. Motion Vice Chairwoman Padgett moved to purchase the aluminum chapel. Ms. Kuehn seconded the motion that carried unanimously. Mr. Wildner said he would contact the vendor to put a rush on providing the chapel since the existing chapel is in very poor condition. VIII.NEW BUSINESS A. REFUND REQUEST FROM LILLIAN SPOHR FOR NICHE B-3, SECTION E, SUNSET BUILDING, IN THE AMOUNT OF $387.50. B. REFUND REQUEST FROM BELLE GEVIRTZMAN FOR CRYPT D-4, SECTION D, SUNSET BUILDING, IN THE AMOUNT OF $1,580.00. C. DISINTERMENT REQUESTS FROM MARIA GARCIA TO DISINTER THE BODY 5 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FLORIDA JANUARY 7, 1999 OF MANUEL GARCIA FROM LOT 263-B, BLOCK N, AND THE CREMAINS OF ELIAS FERNANDEZ FROM LOT 266-B, BLOCK N, B.B.M.P. Motion Vice Chairwoman Padgett moved to approve the three items. Mr. Walker seconded the motion that carried unanimously. IX. OTHER None X. ADJOURNMENT There being no further business to come before the Cemetery Board, the meeting properly adjourned at 7:45 p.m. Janet M. Prainito Deputy City Clerk (One Tape) \\ch\main\shrdata\cc\wp\minutes\cembd\010799.doc 6