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Minutes 02-24-00 MINUTES OF THE CEMETERY BOARD MEETING HELD IN CONFERENCE ROOM “A”, CITY HALL, BOYNTON BEACH, FLORIDA ON THURSDAY, FEBRUARY 24, 2000 AT 7:00 P.M. PRESENT Oris Walker, Chairman John Wildner, Parks Director Joan Kuehn, Vice Chairperson Sue Kruse, Secretary Tim Hensley Tereesa Padgett David Nyquist ABSENT Mack McCray, Alternate I. CALL TO ORDER Chairman Walker called the meeting to order at 7:03 P.M. II. ATTENDANCE Secretary Kruse called the roll and Chairman Walker announced that a quorum was present. Chairman Walker welcomed a guest, Ms. Christine Liberti. III. AGENDA APPROVAL Ms. Kruse added a Refund on Lot 661A, Block “N” to the Agenda under New Business. Tim Hensley moved to approve the revised Agenda. Joan Kuehn seconded the motion, which passed unanimously. IV. APPROVAL OF MINUTES Ms. Padgett had some questions on the minutes of January 11, 2000 meeting but after discussion, her concerns were resolved. Mr. Hensley moved to accept the minutes of the January 11, 2000 meeting as written. Motion was seconded by Ms. Kuehn, which passed unanimously. Ms. Padgett corrected the minutes of the February 8, 2000 meeting as follows: MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FL February 24, 2000 In the first line of the fifth paragraph substitute “not to enforce” for “suspend ”. Mr. Hensley moved to accept the minutes of the February 8, 2000 meeting, as amended. This motion was seconded by Mr. Kuehn and carried unanimously. V. RECEIPT OF BALANCE SHEETS – June, July, August, September, October & November, 1999 (previously tabled) and December, 1999 Ms. Kruse advised that the Deputy Finance Director had planned to come to this meeting to fully explain the balance sheets but was on vacation this week. She plans to give the Board actual copies of the bank statements. Motion Ms. Padgett moved to table the December 1999 Balance Sheet (the other months having already been tabled at earlier meetings) until the Deputy Finance Director gives an explanation to the Board. This motion was seconded by Tim Hensley, and passed unanimously. VI. SALES REPORTS – JANUARY 2000 The Board reviewed the sales reports and there being no questions, Ms. Kuehn moved to accept the Sales Reports as written, seconded by Ms. Padgett, and carried unanimously. VII. UNFINISHED BUSINESS A) Job Responsibilities of Cemetery Workers Ms. Padgett commented that she is still waiting for a copy of the cemetery worker’s job descriptions. Mr. Wildner reiterated that the job descriptions were generic in nature but said he would provide them to the Board members. Ms. Kruse asked the Board if it wanted the cemetery workers, including the cemetery clerk from the City Clerk’s office, to attend the next meeting and the response was affirmative. Mr. Nyquist brought up the point that if there were no detailed job descriptions and a cemetery worker were injured, it would make Workmen’s Compensation claims difficult to prove. The consensus of the Board was that detailed job descriptions would be desirable and that they would like to make suggestions to Human Resources concerning the job descriptions. 2 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FL February 24, 2000 Motion Mr. Nyquist moved that the Board obtain job descriptions for the cemetery workers from Human Resources and have mailed to the Board by Ms. Kruse. The motion was seconded by Mr. Hensley and carried unanimously. B) Reconsideration of Resolution ROO-05 or Administration of Fee Ms. Kruse commented that she had placed an advertisement in the Palm Beach Post soliciting public comment on this topic but that to date, has not received any replies. Ms. Kruse also mailed a letter to all the area funeral homes and churches. Motion Mr. Nyquist made a motion to table this agenda item until the April 11, 2000 meeting. Mr. Hensley seconded the motion which passed unanimously. C) Cemetery Expansion The cemetery expansion issue was discussed at length. It seems that the existing cemetery will be full in approximately seven years. The possibility of acquiring some land in Quantum Park was presented by Mr. Wildner and discussed among the Board members. The possibility of increasing the cost for a burial plot was discussed as a possible means of raising money to fund the expansion. This money would go into a separate account targeted solely for the cemetery expansion. Other funding ideas were grants and a revenue bond issue. The Little League Park President was amenable to the City using that space as long as equal facilities could be provided for the Little League. Mr. Wildner estimated that $3 million would be required to replace the existing Little League facilities, not counting the land. Some of the pertinent facts and figures were that the resident’s rate for a plot is $450.00; non-resident $750. There are 1232 lots left in the existing cemetery. Mr. Hensley quoted rates of from $800 - $1200 at various private cemeteries. The exact acreage involved as well as existing encumbrances need to be determined. It was thought that an expert opinion was needed concerning the number of plots that could be contained within the Little League Park area and the feasibility of doing so. Mr. Hensley offered to take on the responsibility of finding someone who might be able to give the Board an accurate assessment of these concerns. The Water Department needs to provide the Board with a written statement as to how much space they require for the well fields. The Board asked for a written report on this topic and possibly 3 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FL February 24, 2000 representation at the May meeting. Chairman Walker offered to contact the Water Department on this issue. All agreed it was essential to get the planning process underway as several years would be required to plat a new cemetery or re-plat the Motorola land if that option were to be pursued. D) Fence Request for Bid Proposal Mr. Wildner stated that he had contacted Procurement and they are three-quarters of the way through the preparation of the bid package and expect it to be out for bid in the next several weeks. Mr. Nyquist asked that the bids be brought to the Board for their review before going out to the suppliers. Mr. Wildner said he would arrange this. E) Tree Trimming Bid Proposals Mr. Wildner said he would report on this at the next meeting. Mr. Nyquist asked if it would be possible to have Ms. Kruse mail them to the Board and Mr. Wildner agreed that he would do this. F) Mausoleum Landscaping Report/Quotes Mr. Wildner said that they got quotes from three landscape materials suppliers and the low bid was $8,000.00 from Forest Hill North. He offered to mail copies of all the quotes to the Board members. Mr. Wildner said that the low bid included trees from the location down south that was discussed at a previous meeting. G) Cleaning of the Monuments Mr. Wildner reported that his crews had not had a chance to do any cleaning. They have had over 29 funerals to date this month. The crews said they would try to squeeze the monuments in but that as long as the well water is there they will very quickly re- rust. They are willing to try it to see how it goes and how long it takes to discolor again and see if it is reasonable to continue to do that. Mr. Nyquist asked Mr. Wildner if he had followed up with Lake Worth Monument on this issue and as of this date that had not been done. Ms. Padgett said that the inside of the fence is getting discolored already after a recent cleaning. Mr. Wildner responded that the City well water is extremely rusty and he had not been able to find anyone in this area who had a product that does a good job. 4 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FL February 24, 2000 H) Reports on Cemetery Areas Assigned to Members Chairman Walker said he received a call from Elizabeth Jenkins who has a son buried in front of the mausoleum on the corner. She complained about automobiles going across the grave and Mr. Wildner stated that he had put up a fence twice, the first one having been stolen. She is also saying that the grave adjoining her son’s had sunken and that the City had raised her son’s grave. Her complaint is that her son is a veteran and on Memorial Day no flag was put up on her son’s grave. Mr. Wildner was surprised because it is the practice of the Staff to research the veterans and place flags accordingly. When the son’s name was mentioned, Thomas Jenkins, Mr. Wildner said that he had put a flag on this grave himself. Chairman Walker commented that someone might have moved it before she got there. Chairman Walker advised that the Community Forum had a meeting on Tuesday night regarding late fees and they were passing out a form letter asking for suggestions on the topic. Chairman Walker asked to whom the suggestions were to be sent. Ms. Kruse said that she stated in the newspaper ad and in the letter to area funeral homes and churches to send the comments to Ms. Kruse. Ms. Kruse said she had not received any comments yet. Chairman Walker asked Ms. Kruse to send a copy of the letter and the newspaper advertisement to Ms. Sara Williams and Ms. Kruse agreed to do so. Chairman Walker asked Ms. Kruse to let the Board know when the comments came in and Ms. Kruse agreed to send out with the upcoming agenda. The Board members commented on their areas of the Cemetery with no problems being mentioned. I) Parks Department Report Mr. Wildner distributed a report which showed the costs of openings and closings, modified to reflect current salary rates, and showing the steps involved in the opening and closing of graves, the setting of markers and mausoleum entombment’s. It costs $133.35 to open and close a grave, $19.46 to set a marker, and $20.27 to perform mausoleum entombments during regular working hours (multiply number of hours times 1.5 for non-regular working hours). Mr. Hensley commented that he and Tereesa had been at a grave site today and there was a roof on the new portable chapel that was flapping in the wind as the minister was talking. Mr. Wildner had hoped the modified structure would be completed long before this. He expressed disappointment in the individual the City contracted for the job in terms of the length of time the job is taking. Mr. Nyquist wondered if the City could buy a portable chapel from a reputable manufacturer. Mr. Wildner replied that the City could buy an iron one but that they had wanted an aluminum one because of the rust problems on the existing ones. The contractor was to have duplicated the existing one 5 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FL February 24, 2000 exactly but in aluminum. Mr. Nyquist asked Mr. Wildner to have the Crews research a source for a new tent and he agreed to do so. Mr. Hensley stated that the curtains for the mausoleum still need to be purchased for appearance sake. Mr. Hensley believed that they had already gotten a quote and approved it but that the curtains had not been purchased yet. Mr. Wildner will check on the status of the issue. Ms. Padgett said she heard that there had been an incident in the mausoleum and Mr. Wildner said that one of the fascias had cracked and it had to be repaired. Mr. Hensley said that Fred Riener of Lake Worth Monument came in the funeral home and asked that he call him regarding the potential of the City of Boynton Beach being in violation of a statute by charging a fee for setting markers. He said he would call him to get more information and report back to the Board. He said he knew Palm Beach Memorial Park had one at one time but rescinded it for unknown reasons. Mr. Nyquist said he believed all the other cemeteries have a setting fee. Mr. Wildner said in reality it is more of a layout fee than a setting fee. There is some labor involved with laying out where the marker is going to go. If there were any violation, the matter would be referred to the Legal Department and appropriate action taken according to Mr. Wildner. The topic of the sprinkler system in Sara Sims Memorial Gardens was brought up by Mr. Nyquist. Mr. Wildner said that there was water to the site but that additional piping was needed to complete the system, a job which is scheduled for this spring. Ms. Kruse provided a plat map of the Sara Sims Memorial Gardens, which was reviewed by the Board. The Board discussed landscaping requirements at Sara Sims Memorial Gardens and Boynton Beach Memorial Park. The problem of the large shade trees killing the grass underneath them and disrupting adjacent graves was discussed. Royal Palm trees were suggested as an alternative. Mr. Wildner agreed to provide the Board with a list of sizes, prices and numbers of trees for their consideration. The City no longer has a nursery so the trees would have to be purchased VIII. NEW BUSINESS Mr. Nyquist mentioned the need for a new form and after discussion the consensus was to have Mr. Wildner get several bids for the grave form which Mr. Wildner agreed to do. Mr. Wildner solicited suggestions from the Board on sources. Joan Kuehn introduced a discussion concerning the erection of a monument in the old section of the Boynton Beach Memorial Park to memorialize the unmarked dead who are buried there. This could include the pioneers of Boynton Beach and the disinterred 6 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FL February 24, 2000 graves from Seacrest and Woolbright. Mr. Wildner agreed to gather brochures from monument companies for the Board’s review. Ms. Kruse said that a refund was requested by Evelyn Schneyer for the purchase price of $150.00. The amount to be refunded less the 20% is $120.00 for Lot 661A, Block N. Motion Mr. Hensley moved that the money be refunded to Ms. Schneyer. Joan Kuehn seconded the motion, which passed unananimously. IX. NEXT MEETING DATE The next meeting will be on Tuesday, April 11, 2000. X. ADJOURNMENT There being no further business to come before the Board, Mr. Hensley moved to adjourn the meeting at 8:50 p.m., seconded by Joan Kuehn, approved unanimously. Respectfully submitted, ___________________ Susan Collins Recording Secretary 7