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Minutes 07-13-99 MINUTES OF THE CEMETERY BOARD MEETING HELD IN CONFERENCE ROOM “A”, CITY HALL, BOYNTON BEACH, FLORIDA ON TUESDAY, JULY 13, 1999 AT 7:00 P.M. PRESENT Joan Kuehn, Vice Chairwoman Glenda Hall, Parks Supervisor Sue Kruse, Secretary Dave Shepaum, Equipment Operator David Nyquist Tereesa Padgett Mack McCray, Alternate ABSENT Oris Walker, Chairman Tim Hensley I. CALL TO ORDER Vice Chairwoman Kuehn called the meeting to order at 7:03 p.m. II. ATTENDANCE Secretary Kruse noted that all members were in attendance with the exception of Chairman Walker and Tim Hensley. Glenda Hall and Dave Shepaum were present in John Wildner’s absence. III. AGENDA APPROVAL Mr. McCray moved to approve the agenda as presented. Ms. Padgett seconded the motion that carried unanimously. IV. APPROVAL OF MINUTES – June 8, 1999 Ms. Padgett quoted from Paragraph 1 on Page 3 as follows: “Mr. Wildner advised that Mr. Osborne planned to do the new building with extending the irrigation and landscaping out 15’ from the perimeter of the building. His check would be used to purchase the landscaping or for the installation.” Ms. Padgett was of the opinion that the check should be enough to cover both the landscaping and the installation. Ms. Hall clarified that the amount of money he would spend toward the installation and landscaping would be used toward the complete relandscaping of the entire Mausoleum so that everything would be purchased from the same place with all plants being the same. The amount of the check would cover the landscaping and the installation for 15’. 1 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FLORIDA JULY 13, 1999 Secretary Kruse clarified the issue by reading from backup that was attached to the landscape bond. She read as follows: “The amount that the City collected was $2,450.58, and this amount is for 110% of the actual landscape work which includes plants, sod, mulch and installation of plant material.” The Acting Director of Development provided that back-up material. Ms. Padgett was satisfied with this explanation and requested that the th word “or” in the minutes of the June 8 meeting be changed to “and”. Mr. McCray referred to the last paragraph under Item C on Page 6. He read the following: “Further discussion ensued with remarks being made that the city must be notified before the time is scheduled, charging $200 extra if the funeral does not arrive by 3:00 p.m. during weekdays and a $300 to $400 extra charge if they arrive after noon on Saturday.” When Mr. McCray questioned whether or not the City had incorporated these fees, Secretary Kruse advised that this was discussed at the last meeting. The fees are not in effect since the City Commission would have to adopt those charges. In response to Ms. Padgett, Secretary Kruse said she had received no feedback on the letter that was sent out in this regard. Mr. Shepaum added that he had not received any feedback, but the last two funerals he attended to were both approximately 30 minutes late. Mr. McCray advised that Funeral Directors cannot control the length of a service. Therefore, this would become an additional expense incurred by the family. This is a very touchy situation because it is an emotional issue. Secretary Kruse recalled that Mr. Hensley provided a similar explanation of this situation and the board members agreed to send out a letter to see if it would help. Secretary Kruse advised the members that the City Commissioners had been furnished with copies of the Cemetery Board minutes and copies of the letter. The City Commissioners did not receive a letter requesting that they consider the extra charges. Mr. Nyquist and Ms. Padgett were of the opinion that the board should send a recommendation to the City Commission to adopt these fees. Mr. McCray pointed out that even though the two funerals were late, it was only a matter of 30 minutes and that is a reasonable amount of time since the length of a service cannot be controlled. Mr. Nyquist disagreed and stated the services could be controlled by the Funeral Director. Mr. McCray explained that it is not possible for the Funeral Director to tell a family what the exact length of the service should be because emotions come into play. African- Americans and Haitians are very emotional. Mr. Nyquist felt it was the Funeral Director’s responsibility to provide the families with a thorough explanation of the process. Mr. Nyquist felt the cut-off should be 45 minutes because that is a reasonable amount of time. Once the 45 minutes has passed, they should be charged a fee. Vice Chairwoman Kuehn pointed out that the letter to the Funeral Directors talked about one hour. Ms. Padgett requested that this situation be monitored over the next month and the board will discuss it again at the next meeting. 2 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FLORIDA JULY 13, 1999 Ms. Hall explained that the real problem arises when there are funerals scheduled back-to-back. If the first funeral is late, it backs everything up. Mr. Nyquist explained that the board established the policy of “first-in”. The other funeral home would have to wait. Ms. Hall further pointed out that when funerals that are scheduled late in the day are delayed, it leads into overtime situations. Mr. Nyquist feels there should be mandatory overtime charges for funerals that are scheduled that late in the day. Mr. McCray feels another problem exists because the City of Boynton Beach has only one setup. In Broward County, most of the cemeteries he deals with have more than one setup. Mr. Nyquist is not aware of any other municipal cemetery that has more than one setup. Mr. Shepaum said the cemetery workers sometimes experience problems when there are four or five funerals that almost run together. Another portable setup like Callaway’s would be very beneficial. Mr. Nyquist recommended that reconditioning the old setup be considered when we get the new canopy. When Mr. Nyquist requested a status report on the new canopy, Mr. Shepaum explained that the wrong wheels were received for the new tent. The new wheels are on order. Motion Mr. McCray moved to approve the minutes of the June 8, 1999 meeting with the question that was asked. Ms. Padgett seconded the motion with a change in the word “or” to “and”. The motion carried unanimously. Mr. Nyquist requested that Mr. Shepaum and Mr. Aniki prepare the figures for next month with respect to the purchase of an additional setup. The prices should be provided individually. Mr. Nyquist suggested that it might be possible to take some chairs from the Recreation and Parks Division. Ms. Hall explained that it is very difficult to get chairs because the Civic Center and Hester Center use their chairs 100% of the time. V. RECEIPT OF BALANCE SHEETS – MAY 1999 Mr. Nyquist moved to place the Balance Sheets on file. Ms. Padgett seconded the motion that carried unanimously. VI. SALES REPORTS – JUNE 1999 Motion Ms. Padgett moved to place the Sales Reports on file. Mr. McCray seconded the motion that carried unanimously. 3 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FLORIDA JULY 13, 1999 VII. UNFINISHED BUSINESS: A. Florida Municipal Investment Trust (Tabled) Secretary Kruse reported that Ms. Reese was unable to schedule Mr. Madden for this meeting. She is attempting to schedule him for the September regular board meeting. This item remained on the table. B. Landscaping and Fencing Mr. Shepaum addressed the issue of fencing. He advised that two companies provided him with pricing. He circulated photos. Staff secured prices on 4’ and 5’ aluminum fencing and 4’ and 5’ welded steel fences. Mr. Shepaum felt the welded steel fencing would last longer; however, the board members and Ms. Hall had concerns about the steel rusting. Mr. Shepaum advised that the welded steel fencing contains a special coating to prevent rust. In Mr. Shepaum’s opinion, the aluminum fencing would last for only four or five years. Mr. Nyquist questioned why the Utilities Department did not use the welded steel. He asked about the life expectancy of the fencing at the Water Plant. Ms. Hall offered to investigate this issue and try to secure references from the companies of places that have the fencing installed. Because of the salt air, it was Mr. Nyquist’s opinion that the aluminum would outlast the steel. Ms. Hall explained that the biggest problem encountered by the Parks Department revolves around the rusting of the welds on the playground equipment. Vice Chairwoman Kuehn also pointed out that when the well water sits on the welds, the seals would eventually break. Mr. Nyquist said he could not support the steel fencing. Mr. Shepaum reported on the pricing as follows: 4’ Aluminum 4’ Welded Steel 5’ Aluminum 5’ Welded Steel *. $28,000 $38,850 $30,322 $42,148 Budget Fence Co **AA Fencing 39,000 $41,000 *Budget Fence prices include gates as follows: 2 – 14’ slide gates (for the smaller driveways) 1 – 40’ double slider (off Woolbright on main entrance) **AA Fencing prices include the gates as follows: 1 – 12’, 1-10’ and 1-6’ PVC fencing is also available from AA Fencing at $23,000 for the 4’ height and $25,000 for the 5’ height. This fencing is only available in white. 4 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FLORIDA JULY 13, 1999 Mr. Shepaum advised that the prices were based on 1,000’ feet from the corner of the Mausoleum toward Seacrest. When Ms. Hall questioned whether this price included removing the chain link fence on the north side at the north end of the Mausoleum and replacing it with the new fencing, Mr. Shepaum responded negatively. He said the new fencing would run from where the fencing stands now with the walkway in between the two fences. Mr. Nyquist disagreed and said the members did not want a walkway. They wanted the fencing continued all the way down to the corner where the cyclone fence begins to head south. Vice Chairwoman Kuehn and Secretary Kruse disagreed and stated that the members agreed to keep the 3’ walkway to allow people to walk through this area. Secretary Kruse read from Paragraph 2 on Page 3 of the Cemetery Board Meeting minutes of June 8, 1999 that confirmed the board’s desire to retain the 3’ openings at either end of the fence. Mr. Nyquist could not support with the opening at the corner of Seacrest Boulevard and Woolbright Road. He felt he could support the opening at the west end. When people enter at the corner of Seacrest Boulevard and Woolbright Road, they will cut across graves. Mr. Shepaum said there is very little usage at the corner and there has been no problem with children at the end. At the request of the board members, Mr. Shepaum will verify the height of the block wall. Mr. Shepaum said he would work on the third proposal from Bulldog tomorrow. Vice Chairwoman Kuehn reminded Mr. Shepaum that Mr. Wildner was also supposed to get a cost estimate from Tropical. The board members agreed to hold off making a decision on the fencing until the entire board was present. They requested that they be furnished with a cost estimate that closely reflects the square footage involved. Mr. Nyquist reiterated that the board needs a complete proposal from each company. Ms. Hall recommended that Mr. Shepaum advise the companies of the desire to go forward with a 5’ fence. When the discussion moved to selecting a picket-type of top railing, Ms. Hall advised that she had heard many stories about children getting impaled or hanging from a fence for hours after trying to get over the fence. Ms. Hall requested that Mr. Shepaum get one company to provide a price for 5’ high fencing all th the way around the corner and up to 15 Avenue. Ms. Hall confirmed with Mr. Nyquist that the plan is to remove the hedge. Motion Ms. Padgett moved to table until the next meeting for further information and return of the balance of the board. Mr. Nyquist seconded the motion that carried unanimously. With regard to landscaping, Ms. Hall reminded the members that along the back of the th Mausoleum along 15 Avenue, they had agreed on using Wax Myrtle. This species could grow 5 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FLORIDA JULY 13, 1999 to a height of 15’. Mr. Nyquist feels it would be easier to maintain the Wax Myrtle if it were left in the natural state with random trimming. Ms. Hall circulated photos of Palm trees that could be used for clustering. The photos depicted Sabal Palms, Washingtonia, and Foxtails. The Sabal Palms can be purchased in heights from 10’ to 26’. They are the most inexpensive Palm trees and range in price from $130 to $150 per tree installed. The Washingtonia would cost $160 per tree installed for a 10’-12’ height. This species is a moderate-growing tree. Foxtails are slow growers and look somewhat like Royal Palms without the massive base. Ms. Hall said she has seen them in the 25’ to 26’ height range. Since this species is new to the area, there are not many old ones around to enable a determination of the maximum height. In response to Mr. Nyquist, Ms. Hall advised that if the board decided to go forward with Wax Myrtle, she would purchase the three-gallon plants that are approximately 30” to 36” in height. In approximately 1½ years, the plants should be approximately 5’ in height. Mr. Nyquist felt it would be necessary to plant trees that are at least 10’ to 12’ in height in order to buffer the area. Ms. Hall displayed a sketch that depicted clusters of Palms in groups of threes where there is more depth behind the Mausoleum and the fence. The existing tree could either remain in place or be removed. When Mr. Nyquist suggested matching the Silk Oak on the north end, Ms. Hall was not in agreement. She explained that Silk Oaks do not last long, they come down in storms and are very messy trees. It would be her recommendation to remove the Silk Oak. The clusters of Palms could be set just ahead of the Wax Myrtle. Ms. Hall would then plant the flowering Thryalis, Firebush, or Tibouchina. These are low maintenance plants. Because of space constraints, the Wax Myrtle would probably be planted in a line. However, in the two sections of the Mausoleum where there isn’t much depth, the Wax Myrtle could be broken up with regular Firebush that would eventually grow to 6’ tall. There is not enough depth to stagger the Wax Myrtle. If the Firebush were used to break up the Wax Myrtle, Ms. Hall would use the standard variety. The compact variety would be used in the clusters with the Palms. Mr. Nyquist noted that the Wax Myrtle could be zig zagged in the wider areas. It could be kept in a straight line in the narrower areas. It is his opinion that one type of plant material should be used along the fence rather than breaking it up. At the corner of the Mausoleum, Ms. Hall planned a larger cluster of Palms. Mr. Nyquist suggested transplanting the Silk Oak to this area. Ms. Hall explained that it is too large to transplant and it would probably cost $5,000 to move. When Mr. Nyquist suggested the possibility of continuing the Black Olive trees down to that point, Ms. Hall disagreed. She said the Black Olive trees have shallow rooting. Oak trees are the best replacement for a shade tree. She pointed out that it would be possible to continue with Palms (Alexanders) along the front. In the area of the two existing Palm trees, Mr. Nyquist suggested widening the road to at least the width of the concrete. Perhaps curbing could be added in addition to the concrete. This would permit a car to park and still allow a car to pass. Ms. Hall was not certain curbing could 6 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FLORIDA JULY 13, 1999 be installed without creating a wet area. However, she pointed out that if the Palms were closer to the building, it would deter people from driving so close to the building. Ms. Padgett requested that the board not consider planting Cabbage Palms at the Cemetery. Ms. Hall confirmed for Vice Chairwoman Kuehn that the Wax Myrtle would be planted along the chain-link fence and hide it eventually. Vice Chairwoman Kuehn asked if the wall would be removed when the landscaping is installed. Mr. Nyquist said that it was the board’s intention to remove the block to open up that area. Ms. Hall said that might be done in approximately 1½ years. Motion Mr. McCray moved to table this item until the full board is present. Mr. Nyquist seconded the motion. Mr. McCray recommended that Ms. Hall not work on any additional landscape plans until the full board is present to discuss it. The motion carried unanimously. C. Mausoleum Pressure Cleaning No report was available. D. Tent Repair/Purchase As mentioned earlier in the meeting, staff is awaiting the arrival of the new wheels. For Ms. Hall’s edification, Mr. Nyquist clarified that the earlier discussion in the meeting revolved around reconditioning the old portable tent to have it last for a few years. When it is no longer usable, the board could consider purchasing a new aluminum type canopy. Once the new canopy is in service, the board would require a few bids on reconditioning that equipment. Ms. Hall reported on a white-framed, dome-top tent with side curtains that is available at Costco for $169. The size is 20’ x 10”. Mr. Nyquist did not feel this would be beneficial because the workers would have to set it up and break it down after each use. However, Mr. Shepaum felt it would serve a purpose in an emergency situation. Ms. Hall felt it would be easy to store. Mr. Nyquist said he could not support the purchase of another tent at this time. E. Mausoleum Lift Replacement The order for the lift was FAXED to Puckett today. This lift will support a maximum weight of 1,000 pounds. It is a lighter lift and includes everything without additional cost for extras. We should receive delivery within four weeks. 7 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FLORIDA JULY 13, 1999 Ms. Padgett asked if any information had been forthcoming with respect to the warranty. Mr. Shepaum said there is a one-year warranty on parts and labor. Mr. Shepaum offered to investigate to confirm the warranty and determine whether or not an extended warranty is available. He will report back to the board at the next meeting. Mr. Nyquist said once the new lift is in operation, the board should consider investigating the rebuilding of the old lift. Ms. Padgett asked Mr. Shepaum to be cautious about wasting money on the old lift. Mr. Nyquist requested that the board be furnished with the repair sheets for the lift at the next meeting. F. Reports on Cemetery areas assigned to members Mr. McCray reported that his area is Block “R” and “S”. He visited the Cemetery today and the trees need to be pruned. There are too many weeds and the sod looks awful because it is not getting any sunlight. In addition, many markers are sinking. Ms. Hall explained that the tree trimmers are on a schedule that is prepared by Norm Turner. There are only two people assigned to this task in the City. The bucket truck was down for the months of December, January, February and most of March. Therefore, tree trimming is behind schedule. Ms. Hall offered to investigate to see when the Cemetery trees are scheduled for pruning. Ms. Padgett asked for an explanation of why the County would not allow us to trim trees. Ms. Hall explained that we are only allowed to remove 1/3 of the foliage from any one tree at any one time. Years ago, the trees were hat-racked, but that resulted in the new growth being much weaker allowing it to break off easily during storms. Ms. Padgett said the trees at the Cemetery weren’t pruned for many years and got out of control because they received no pruning. Ms. Hall explained that they were trimmed by legging them. Staff is now learning selective pruning techniques. It takes a great deal of time to do it properly. With respect to the markers, Mr. Shepaum reported that the Cemetery workers raised slightly more than 50 markers over the last few weeks. They have been working on Block “C” toward the road, which is the worst section. Raising the markers is the last thing the workers do once the mowing, edging and funerals are done. The crew takes advantage of the slow time to work on this task. Sixteen markers were raised today. All sections with the exception of “Y” and “W” have been worked on. Ms. Padgett was very pleased with this report. When Mr. Nyquist asked Mr. Shepaum whether or not he kept track of the number of people he had spoken to during the month, Mr. Shepaum reported that he spoke with a few people on h,ththrdthth June 10t June 11, June 16, June 23, and June 24. He further reported that on June 24, in addition to raising markers, the workers laid sod on nine graves. Mr. Nyquist advised that one of those graves did not have sod on Memorial Day. Mr. Shepaum explained that the crew waits to lay sod until there are seven or eight graves that require it. One pallet of sod covers seven or eight graves. When discussion ensued about whether or not a month was too long for 8 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FLORIDA JULY 13, 1999 a family to wait to see sod on the grave, Mr. Shepaum explained that there is no room at the ? Cemetery to store sod. It is less expensive to buy a pallet ($100) than to buy pieces (75 or more). When Ms. Padgett asked if the City is still growing plants at the Old Sewer Plant, Ms. Hall responded negatively because they are stolen. Mr. Nyquist asked Mr. Shepaum to detail a typical day at the Cemetery. Mr. Shepaum reported the following: th Workers arrive at the Shop on 9 Avenue at 7:30 a.m. ? Workers leave the Shop and arrive at the Cemetery at approximately 7:45 a.m. ? Workers get equipment together, mix the gas and coordinate the tasks. ? Mr. Shepaum explained that the workers raised markers, cleaned the Mausoleum, and cut the grass yesterday. There is no set schedule for mowing because the first priority is funerals. If there are no funerals scheduled, the workers cut grass (all day or up to two days using two mowers), weed-eat, trim the hedge line, pick up items that need to be removed and raise markers. Mr. McCray questioned whether or not there is a large enough crew working at the Cemetery. Mr. Shepaum reported that there are three crew members. Ms. Padgett recalled that the City Attorney was supposed to provide the board members with an opinion on whether or not we could sell small vases to be fastened on the crypts at the Mausoleum. Secretary Kruse will request an opinion from the City Attorney and provide that information at the next meeting. Mr. Nyquist reminded Secretary Kruse that he requested a written report from Mr. Wildner a month ago regarding the condition of Sara Sims and the projects that are planned. Mr. Nyquist th said he spoke with Mr. Wildner’s secretary on May 24. Secretary Kruse had no knowledge of the request and said she would contact Mr. Wildner as a reminder. Ms. Hall explained that all of Sara Sims (Park and Cemetery) has experienced major irrigation problems. The bid for the renovation of the irrigation system was received from Purchasing after five weeks and it is now going out. When Mr. Nyquist asked the members if they have looked at the baby section in Boynton Beach Memorial Park, Ms. Padgett responded affirmatively and said she would like all of the planting removed. Ms. Padgett said she would like soft flowers around the statute. Mr. Nyquist felt this was a priority and requested that the crew members clean it up, make a circle around it and mulch it until the board members make a decision on what to do with it. Ms. Hall advised that Melaleuca mulch is available at the nursery at the Old Sewer Plant. Ms. Padgett explained that the children’s section needs trimming and the weed eating around the markers leaves much to be desired. Mr. Shepaum explained that this is a difficult task 9 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FLORIDA JULY 13, 1999 because the line-trimmer sometimes marks the stones. Mr. Nyquist explained that the job would be easier if the markers were raised. Mr. Nyquist referred to the Knuth-Weaver plot in the old section that has a concrete border around it. He asked that it be exposed the way it was supposed to be. At the present time, grass is growing over it. Mr. Shepaum said he would probably have to take it apart and redo everything. He did not know whose responsibility it was to maintain such a plot. He explained that when people choose to put borders around a plot, it is their responsibility to take care of it. Ms. Padgett said when the City allowed the people to do this in the old section, it was included in the maintenance agreement. Mr. Shepaum recommended removing the bricks. However, Mr. Nyquist pointed out that since it is part of a family plot, it should be weeded and edged. Ms. Hall suggested that Mr. Shepaum edge the plot and clean off the top. Mr. Nyquist asked if Mr. Shepaum looked into the issue of the sign and suggested that it be moved back to where the trees are located. Mr. Shepaum pointed out that the view of the sign would most likely be obscured if it were put where the trees are located. In response to Mr. Nyquist, Ms. Hall felt that the area should be posted in case of an accident involving someone who cut through that area. Ms. Hall suggested making all of the signage more uniform. Ms. Padgett inquired whether the crosses were still being stored outside. Mr. Shepaum responded affirmatively. Ms. Padgett recommended that the board consider extending the building at the Cemetery. Mr. Nyquist added that if the building is extended, the tractor could be parked at the building undercover. Ms. Padgett requested that this item be placed on the agenda for the next meeting. Mr. Nyquist requested that Mr. Shepaum remind Mark Aniki to provide some estimates for the wooden fencing for the next meeting. Vice Chairwoman Kuehn said the old section of the Cemetery looked decent except for the hedge. G. Parks Department Mr. Shepaum reported that the crew handled five funerals this month. In June, there were 14 in-ground burials and 12 entombments. The crew made 15 transfers to the new Mausoleum. Last Saturday, they put up 21 new names. The crew put up 12 names on the previous Saturday. Sixty-five names remain to be put up on the new Mausoleum. VIII. NEW BUSINESS: Mr. Nyquist pointed out that there are approximately 1,500 graves left in the Cemetery including the Replat. At the present time, an average of 200 plots are being sold each year. 10 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FLORIDA JULY 13, 1999 Those figures indicate that in eight years the Cemetery will be full. Mr. Nyquist felt the time was appropriate for the board to consider closing sales to only residents of the City. Ms. Padgett also recommended beginning the search for available land. Mr. Nyquist requested that an item be added to the next agenda to discuss this issue. He explained that other municipalities have limited earth burials to residents only. IX. OTHER None X. ADJOURNMENT There being no further business to come before the Cemetery Board, Ms. Padgett moved to adjourn the meeting. Mr. McCray seconded the motion that carried unanimously. The meeting properly adjourned at 8:45 p.m. Janet M. Prainito Deputy City Clerk (Three Tapes) 8/7/08 9:45 AM 11