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Minutes 10-12-99 MINUTES OF THE CEMETERY BOARD MEETING HELD IN CONFERENCE ROOM “A”, CITY HALL, BOYNTON BEACH, FLORIDA ON TUESDAY, OCTOBER 12, 1999 @ 7:00 P.M. PRESENT Oris Walker, Chairman John Wildner, Parks Superintendent Joan Kuehn, Vice Chairwoman Glenda Hall, Maintenance Supervisor Sue Kruse, Secretary Mark Aniki, Cemetery Maintenance Tim Hensley David Nyquist Tereesa Padgett Mack McCray, Alternate I. CALL TO ORDER Chairman Walker called the meeting to order at 7:07 p.m. II. ATTENDANCE Secretary Kruse called the roll and acknowledged the presence of John Wildner, Glenda Hall, Mark Aniki and Christine Liberti. III. AGENDA APPROVAL Vice Chairwoman Kuehn moved to approve the agenda. Mr. Hensley seconded the motion that carried unanimously. IV. APPROVAL OF MINUTES – AUGUST 10, 1999 th Mr. Hensley moved to approve the minutes of the August 10 meeting. Mr. McCray seconded the motion that carried unanimously. V. RECEIPT OF BALANCE SHEETS – June 1999 (Tabled), July and August 1999 Mr. McCray moved to remove the June Balance Sheets from the table. Ms. Padgett seconded the motion that carried unanimously. Secretary Kruse directed the board members to a Finance Department memorandum dated August 30, 1999 from Bill Atkins, Deputy Finance Director, responding to questions posed by the members at their last meeting. Since there were areas in the memorandum that were unclear, Secretary Kruse requested the “Analysis of ‘Due To Treasurer’s Fund’ Report”. Secretary Kruse explained that on a monthly basis, the charges are shown on the Balance Sheets. However, the transfers are not made on a monthly basis. They are made on a yearly basis. In this particular case, no transfers were made from June of 1998. Ms. Padgett inquired where the CD interest money is held when a CD reaches maturity. Secretary Kruse advised that the money is directly deposited into the Boynton Beach Memorial Fund. Secretary Kruse clarified that the vehicle insurance in the amount of $144 is shown monthly on the Balance Sheets under “Gas and Repairs”. However, that category covers vehicle insurance in addition to the costs for gasoline and vehicle repairs. When Mr. Nyquist asked if these figures could be listed 1 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FLORIDA OCTOBER 12, 1999 individually, it was explained that many of the accounts have been condensed. However, when there are charges for gas and repairs, receipts are included. Mr. Hensley did not have an objection to this method. He requested that the members be advised in the future of any increases in insurance costs. Discussion ensued regarding the interest rate for the Local Government Investment Pool. Secretary Kruse directed the members to the Balance Sheets showing that the interest rate in the LGIP increased in August to 5.17%. Ms. Padgett referred to the anticipated presentation from representatives of the Florida Municipal Investment Trust. Secretary Kruse advised that because of recent activity in the stock market, Diane Reese did not believe the members would be interested in investing the funds in the market at this time. Therefore, she did not schedule a presentation for this meeting. Ms. Padgett pointed out that the memorandum from Bill Atkins shows a cost for “Computer Runs-Vendor Checks” of $35,863 while the “Analysis of Due to Treasurer’s Fund” shows $33,998.69. She questioned the difference in the two figures. Motion Mr. Hensley moved to send a memorandum to the Finance Department to determine why there is a discrepancy concerning the checks for the vendors. Mr. McCray seconded the motion that carried unanimously. Discussion ensued regarding whether or not to accept the Balance Sheets. When a suggestion was made to table this item, Mr. Hensley recommended that all of the members review the Sheets prior to the next meeting so that the board would not have to review Balance Sheets for four months. Motion Mr. Hensley moved to table the Balance Sheets to the next meeting. Mr. McCray seconded the motion that carried unanimously. VI. RECEIPT OF SALES REPORTS – August & September 1999 Motion Ms. Padgett moved to place the Sales Reports on file. Vice Chairwoman Kuehn seconded the motion that carried unanimously. VII. UNFINISHED BUSINESS A. Florida Municipal Investment Trust (Tabled until September) Secretary Kruse reiterated that Diane Reese did not pursue a presentation from representatives of the Florida Municipal Investment Trust because of recent market activity. Motion Ms. Padgett moved to strike this item from the agenda until we hear further from the Finance Director. Vice Chairwoman Kuehn seconded the motion. Mr. Hensley expressed his opinion that the board should listen to a presentation from Florida Municipal Investment Trust and look at the long-term projections. It would not be necessary to make a decision at 2 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FLORIDA OCTOBER 12, 1999 this point in time, but the information would be useful at some point in the future. Chairman Walker pointed out that this item could be placed on the agenda again in the future. The motion carried unanimously. B. Fencing (Tabled for Specifications Review) Motion Mr. McCray moved to remove the Fencing for Specifications Review from the table. Mr. Hensley seconded the motion that carried unanimously. Mr. Nyquist referred to #1.02 on Page 2 of the bid specification regarding the removal of approximately 180’ of existing chain link fence. He said there had been discussion during the visit to the Cemetery about leaving that chain link fence in place and covering it with Wax Myrtle. Ms. Hall explained that the language would have to be changed because the specification is based on going all the way to the corner. Mr. McCray pointed out that during previous meetings, the members agreed that the aluminum fencing would go all the way to the corner. Mr. Wildner explained that once the board approves this specification, it would be forwarded to the Purchasing Department where additional boilerplate language would be added. Mr. Nyquist asked if the front gate off Seacrest Boulevard was included. Mr. Aniki explained that it is included. It is shown as 17’ per side. The hedge would remain in place and the fence would be added. Vice Chairwoman Kuehn explained that at the first opening in the old section closest to Seacrest Boulevard, there are many headstones right up to the hedge. She is fearful that when the gates are opened, they will hit those headstones. Mr. Wildner explained that the hedge is fairly wide. When it is removed, there will be more room. In addition, it is intended that these gates would be closed at all times with the exception of rare instance to allow a funeral to exit. Mr. Wildner is not concerned about the gates interfering with adjacent gravesites. Vice Chairwoman Kuehn is of the opinion that one of the gates should remain open because it is very inconvenient to have to backup a vehicle in order to exit the Cemetery. Mr. Aniki explained that closing these gates would eliminate speeders. Ms. Hall said the only other way of controlling the speeders would be to install a speed hump at the entrance. Mr. Hensley and Ms. Padgett felt the gates should be closed. Mr. Nyquist questioned whether the height of the new fencing would be adjusted at the corner of Woolbright Road and Seacrest Boulevard at the location of the wall. He said the wall is approximately 2’ high and he would like the fencing adjusted so that there is an overall height of 5’. Mr. Aniki advised that the fencing would be uniform all the way to the corner. Since the members had not had a great deal of time to review the specification, Mr. Hensley suggested tabling approval until the next meeting to allow time for review. 3 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FLORIDA OCTOBER 12, 1999 Motion Mr. McCray moved to table the specification of the fence until the next Cemetery Board meeting. Mr. Hensley seconded the motion that carried unanimously. C. Funeral Setup (Tabled for Additional Quotes) Motion Mr. McCray moved to remove this item from the table. Vice Chairwoman Kuehn seconded the motion that carried unanimously. Mr. Aniki reported the following quotes for the funeral setup: Eaton Brothers Corporation Frigid Fluid Company Pucket Supply Company $4,479.50 $4,708 $4,328.12 (Does not include freight) (Does not include freight) (Includes freight) When Mr. McCray asked if there were photos, Mr. Aniki provided the only copy he had available. Motion Mr. McCray moved to put this item back on the table until copies of the backup were available for all of the members to review. Mr. Hensley advised that the funeral setup is the same as the tents. There is only one manufacturer. Mr. Nyquist seconded the motion. Photocopies were made of the back-up material for the members so that they could review the equipment and make a decision. During the review of the material, Ms. Padgett inquired about the type of grass that would be provided. Mr. Aniki said it would be Royal Emerald Grass. Mr. McCray withdrew his motion. Mr. Nyquist questioned whether it would be possible to get the same type of unit that is currently being used. Mr. Aniki explained that the unit that is on wheels is the same thing. The only difference is that it is bolted onto the wheels. The difference in cost is roughly $3,000. Mr. Aniki recommended using the stands because they are telescopic and can be closed up and stored. When Ms. Padgett asked if the Cemetery crew would use the bags that are provided to store the chairs, Mr. Aniki responded affirmatively. Motion Mr. McCray moved that we receive the price quote from Pucket at $4,328.12 that includes shipping. Vice Chairwoman Kuehn seconded the motion that carried unanimously. 4 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FLORIDA OCTOBER 12, 1999 D. Charges for Late Arriving Funerals (Tabled) Motion Mr. McCray moved to remove this item from the table. Vice Chairwoman Kuehn seconded the motion that carried unanimously. Secretary Kruse reminded the members of their request for research on this issue of late-arriving funerals. It is obvious from the research that Shuler Funeral Home is a continuous offender. Secretary Kruse pointed out that there was discussion at the last meeting about charging a fee for funerals that arrive after 4:00 p.m. She referred to the Resolution that states we have Openings & Closings from 9:00 a.m. until 5:00 p.m. In reviewing the research, Mr. Hensley noted that with the exception of one funeral home, all are within the time frame allotted. Secretary Kruse pointed out that over a one-year period of time, there were only 15 late arrivals. When Mr. Nyquist asked if any of the late arriving funerals have interfered with scheduled funerals, Mr. Aniki responded affirmatively and explained that sometimes the crew has to rush to set up for the arriving funeral. Mr. Nyquist pointed out that all of the funeral directors were notified about the board’s intention to consider instituting overtime charges for late arrivals and they have been on time. He urged the Cemetery workers to keep track of this situation. Ms. Padgett recommended checking with other cemeteries to see if they have instituted charges for this purpose. Secretary Kruse said she checked with Boca Raton and their experience was with a late arrival on Saturday. A $1,000 surcharge was assessed and the funeral director was banned from the cemetery until the bill was paid. Ms. Padgett requested that Secretary Kruse check cemeteries in the area to determine their experience with late arrivals. Mr. Hensley said the private cemeteries have requested that the funeral directors call them as they are leaving the funeral home or the church. There is a $200 per hour charge after 3:00 p.m. Ms. Padgett recommends that the board develop a policy to address late arrivals in the future. Secretary Kruse will check with other cemeteries (Delray, Boca, Pinecrest and Woodlawn) to see if they have a charge for the difference between the designated and actual arrival time. This item will appear on the next agenda. E. Legality of Attaching Vases to Crypts/Niches (Tabled) Motion Mr. McCray moved to remove this item from the table. Vice Chairwoman Kuehn seconded the motion that carried unanimously. th Secretary Kruse directed the members to Assistant City Attorney Igwe’s October 11 memorandum that recommends not pursuing this issue. 5 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FLORIDA OCTOBER 12, 1999 Motion Vice Chairwoman Kuehn moved to accept the recommendation of the City Attorney. Mr. McCray seconded the motion that carried 5-1. (Mr. Nyquist dissented.) F. Reports on Cemetery Areas Assigned to Members Chairman Walker advised that this item was addressed during the board members’ visit to the Cemetery earlier in the evening. Mr. McCray thanked staff for a job well done at the Cemetery. Vice Chairwoman Kuehn said there is a problem with rust at several locations in the old section of the Cemetery. She asked if this problem could be addressed to eliminate the rust. Mr. Wildner said a great deal of time has been spent in trying to remove rust in many locations throughout the City. Ms. Hall added that staff is investigating injection systems. Chemicals would be injected into a running irrigation system. Ms. Hall explained that she wants MSDS sheets (Material Safety Data Sheets) and she wants to know what this would do to the pH of the soil and how the plant material would be affected. None of the companies have been able to respond with that information. Until that information is received, she will test the system at one location only. If it works well, it could be used at other locations. This is a situation that will have to be carefully monitored. Vice Chairwoman Kuehn referred to the hedge around the sprinkler pump. Ms. Hall said she is planning to change that hedge once some of the major problems are taken care of. G. Parks Department Report Mr. Wildner requested that Mr. Aniki report on the crew’s efforts at the Cemetery. Mr. Aniki reported the following: The crew performed weed eating for two months in a row. ? Twenty-three funerals were handled during the last month. ? Dave, Tony and Mark installed the fence. ? Trees were trimmed. ? The new lift was received. ? In response to Mr. Nyquist, Mr. Aniki explained that the crew maintains the park at the Water Plant. Mr. Aniki advised that that crew was unable to raise any markers. Mr. Wildner reported that Ms. Hall was present this evening to seek the board’s approval to move forward with the landscaping of the Cemetery. Ms. Hall asked for the board’s approval of the following purchases: Wax Myrtle and three Palms at the west end by the wood fence; ? Five Palms at the corner angle where the new and old fences meet; and ? Three Palms, Wax Myrtle and a few flowering hedges by the light pole. ? 6 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FLORIDA OCTOBER 12, 1999 At the next meeting, she will provide prices for this and prices for the material for the front of the Mausoleum. Ms. Hall reported a ballpark figure of $1,600 for the Wax Myrtle and a few coloring bushes installed. The Palms would cost approximately $2,000. Chairman Walker advised that Mr. Osborne provided a check in the amount of $2,450 for landscaping that would cover part of the cost. Ms. Hall said the Ilex along the front of the building would cost approximately $1,000. The Foxtail Palms that were agreed upon by the board members will also be used on the Ocean Avenue renovation project. Ms. Hall and Kevin Hallahan are planning to inspect the trees when the floods in the fields in Homestead subside. Discussion ensued regarding Don Johnson’s memorandum that advised that he would not issue the Certificate of Occupancy based on the landscaping not being completed. Mr. Wildner explained that the landscaping was not completed because the Mausoleum Company was waiting for the board to make a decision on the landscaping. When Mr. Nyquist asked if the Mausoleum Company replaced all of the marble that was chipped and cracked, Mr. Aniki responded affirmatively. He also reported that all of the nameplates have been put in place. Motion Mr. Hensley moved to approve the landscaping presented to the board. Vice Chairwoman Kuehn seconded the motion. A roll call vote was polled. The vote was unanimous. VIII. NEW BUSINESS A. Mausoleum Landscape Bond/Certificate of Occupancy This issue was addressed. B. Refund Request from Jeannette Hubbert for Lot 56, Block M, B.B.M.P., in the amount of $100 Motion Mr. Hensley moved to refund the money to these people. Mr. McCray seconded the motion that carried unanimously. IX. OTHER Mr. Nyquist asked if the members were pleased with the tent. ? Mr. Hensley felt improvements were made even though the welding could be better. He expressed concern about the pitch of the roof. Mr. Wildner advised that staff would not accept the tent in its present condition. The balance due to the contractor is $1,900 and he will not be paid until everything is corrected. Vice Chairwoman Kuehn pointed out that there are holes that were caused by his drilling. Mr. Nyquist feels problems will result at the bracket connections. Mr. Wildner advised that the contractor would provide a warranty in writing that will cover a one-year period. Mr. McCray asked if Cemetery Board members are permitted to direct staff to do things, or whether ? the members are supposed to address these items to the chairperson. 7 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FLORIDA OCTOBER 12, 1999 Chairman Walker advised that advisory boards have a responsibility to the City Commission. The board members have no authority to negotiate with City employees. That is a responsibility of the department heads. Ms. Padgett did not believe this responsibility was spelled out anywhere, but she knows City employees must go through the “chain of command”. When Ms. Padgett asked if board members are permitted to talk with City employees, Chairman Walker responded affirmatively, but explained that board members should not tell City employees what to do. Mr. McCray agreed that advisory board members could offer suggestions for the improvement of the Cemetery, but they do not have the authority to tell employees what to do. In response to Ms. Padgett, Secretary Kruse reported that all of the City boards are advisory boards to the City Commission and present recommendations to the City Commission. None of the members of any of the advisory boards are supposed to give directions to employees. Chairman Walker reconfirmed that the advisory board is to make recommendations to the City Commission. In turn, the City Commission directs the City Manager to provide directions to the department heads. Mr. Wildner agreed with Chairman Walker’s description of the responsibilities and added that there are staff advisors to each of the boards that accept input from the members. Secretary Kruse asked the members if anyone had received feedback from the City Commissioners ? regarding the expansion of the Cemetery. No one received any feedback from the Commission. Mr. Nyquist asked Mr. Wildner to prepare a report on the exact operating costs for Sara Sims and ? Boynton Beach Memorial Park. Mr. Wildner distributed copies of a budget summary of costs for Cemetery operations. He explained that over the last two years, staff has not been asked to provide program budgets. However, he prepared this summary in preparation of this meeting. Mr. Nyquist said a couple of taxpayers have approached him with their concerns about the overall budget. Mr. Wildner pointed out that overwhelming majority of the budget involves personnel costs. The grand total of the budget is $112,834. These are costs to the General Fund. X. ADJOURNMENT There being no further business to come before the Cemetery Board, the meeting properly adjourned at 8:50 p.m. Janet M. Prainito Deputy City Clerk (Two Tapes) 8