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Minutes 01-13-98 MINUTES OF THE CEMETERY BOARD MEETING HELD IN CONFERENCE ROOM “A”, CITY HALL, BOYNTON BEACH, FLORIDA ON TUESDAY, JANUARY 13, 1998, AT 7:00 P.M. PRESENT Tereesa Padgett, Vice Chairwoman John Wildner, Acting Parks and Sue Kruse, Secretary Recreation Director Joan Kuehn Candy Smith Oris Walker Richard Parks, Alternate ABSENT Tim Hensley, Chairman I. CALL TO ORDER Vice Chairwoman Padgett called the meeting to order at 7:00 P.M. and advised that Chairman Hensley was unable to attend because of business. II. ATTENDANCE Mrs. Kruse called the roll. Ms. Smith was not yet present. III. AGENDA APPROVAL No additions, deletions, or corrections were made to the agenda. IV. APPROVAL OF MINUTES – DECEMBER 9, 1997 Mrs. Kruse advised that in reply to a question at the last meeting, she included in the minutes the number of refunds for the crypts in the second paragraph on page 2. Vice Chairwoman Padgett pointed out the following typographical error in the next to the last paragraph under Item D on page 4: “Mrs. Kuehn commented that the trees on Boynton Beach Boulevard and are going to cause accidents.” Motion Mr. Walker moved to approve the minutes of the December 9, 1997 meeting as amended. Mr. Parks seconded the motion, which carried unanimously. MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FLORIDA JANUARY 13, 1998 V. RECEIPT OF BALANCE SHEETS – NOVEMBER & DECEMBER, 1997 During review of the Balance Sheets for the months of November and December, 1997, Ms. Smith and a citizen, Christine Liberti, arrived. Vice Chairperson Padgett requested that Mrs. Kruse obtain a breakdown of the amounts due to the Treasurer’s Fund. (A copy of the breakdown is attached to these minutes.) Motion Ms. Kuehn moved to table approval of the November and December, 1997 Balance Sheets until Mrs. Kruse brings back a breakdown on the figures due to the Treasurer’s Fund. Ms. Smith seconded the motion, which carried unanimously. VI. RECEIPT OF SALES REPORT – DECEMBER, 1997 The members of the board reviewed the Sales Report for December, 1997. Mr. Walker inquired about the amount refunded on crypts, niches, and cemetery lots. Vice Chairwoman Padgett advised that the amount refunded would be the purchase price less 20 percent. Mr. Walker asked how much of the money received for the sale of a lot can be invested. Vice Chairwoman Padgett advised that the entire amount received from the sale of a lot goes into the Cemetery Trust Fund. Mr. Walker asked who is responsible for the maintenance of the mausoleum. Mrs. Kruse advised that the maintenance of the mausoleum is the City’s responsibility. Motion Ms. Smith moved to place the December, 1997 Sales Report on file. Ms. Kuehn seconded the motion, which carried unanimously. VI. UNFINISHED BUSINESS A. Parks Department Report 2 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FLORIDA JANUARY 13, 1998 Mowing, Trimming, Angel Trumpet Tree Mr. Wildner reported that staff is up to date on the mowing and trimming. The Angel Trumpet tree was transplanted and a Tibochina tree was planted in its place. It is a small, flowering tree. It will not get huge and it will flower a good part of the year. Road Resurfacing, Painting of the Mausoleum, Cleaning of Cemetery Wall In addition, the Commission approved the board’s recommendation to do the resurfacing. The purchase order is going out this week, along with the purchase orders for the painting of the mausoleum and the cleaning of the cemetery wall. He anticipated all this work being done within the next month. Vice Chairwoman Padgett pointed out that the board did not receive any quotes for cleaning the wall. Mr. Wildner said he could stop the process; however, he thought the board had authorized him to proceed as long as he received three quotes that were not much different. He explained that the bids were updated and the low bidder bid 10 percent higher than his original bid. Vice Chairwoman Padgett recalled there being a question of whether or not it could be done and what they were going to use; however, the board did not receive a report on that. Mr. Wildner explained that it can be pressure cleaned, which will remove the surface in some places, and a sealant would be placed on it. To Vice Chairwoman Padgett’s knowledge, the board did not approve this. She felt that if it is coming out of cemetery funds, it should be approved by the board. Mr. Wildner apologized for the misunderstanding. Mrs. Kruse advised that the three estimates were as follows: David L. Snyder - $2,098 GK Pressure Cleaning - $2,450 Cliff Gordon - $2,514 Mr. Wildner advised that the bid was awarded to the low bidder, David Snyder. He also advised that David Snyder stated that he would guaranty workmanship and materials for one year. Ms. Kuehn pointed out that he is local and, therefore, would probably do a good job. 3 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FLORIDA JANUARY 13, 1998 Mr. Parks pointed out the necessity for this and was in favor of proceeding. Vice Chairwoman Padgett would like the street paving done first because of the residue that will cause. Ms. Kuehn felt the mausoleum should be painted after the roads are resurfaced. Motion Mr. Parks moved to proceed with cleaning the wall and to award the bid to the low bidder, David L. Snyder. Ms. Smith seconded the motion, which carried unanimously. Portable Chapel Mr. Wildner advised that staff recently repainted the portable chapel. Staff will have to continue to paint it because it rusts fast. Vice Chairwoman Padgett asked if a plastic coating could be put on it. Mr. Wildner advised that staff has been spraying it with Rustoleum. He had never heard of a plastic coating; however, he will ask the City’s Project Manger, Bill DeBeck, about that. Paving of Roads Vice Chairwoman Padgett noticed that the large circle where the tree is planted is broken on the south side in several places. Since it is run over often, she wondered if it should be made smaller. Ms. Smith asked if the people who are going to resurface the roads had agreed to repair that. Mr. Wildner stated that they agreed to repair the curb. He pointed out that it is already pretty small. Mausoleum Lift Mr. Wildner reported that staff is having trouble with the mausoleum lift. They have had trouble with it in the past. The hydraulic cylinders were leaking. A cylinder was replaced, but apparently there are still problems and it is back in the repair shop. He explained that it drops while it is on its way down. The lift is 16 years old. For the last year and a half or so, we have been having trouble with it periodically. While it is in the repair shop, we have been borrowing a lift from the City of Delray Beach. However, it is not as big or as efficient, and it is very slow. Ms. Smith asked how much a new lift would cost. (After the meeting, research indicated that the lift was purchased in 1981 for approximately $9,000.) 4 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FLORIDA JANUARY 13, 1998 Vice Chairwoman Padgett asked who has been repairing the lift. Mr. Wildner advised that he has been sending it to Construction Hydraulics, a local company. Our Vehicle Maintenance shop has an open purchase order with this company to do repairs. They repair other hydraulic equipment for the Vehicle Maintenance shop, and the Vehicle Maintenance shop has been happy with their work. Vice Chairwoman Padgett suggested that Mr. Wildner let Construction Hydraulics know the serious nature of this problem. Ms. Smith expressed concern about somebody getting hurt. She pointed out that if somebody gets hurt, it is going to cost a lot more than a piece of equipment. Mr. Parks pointed out that it could be embarrassing to the City if the lift collapsed during a funeral, and he expressed concern about the possibility of a lawsuit. Vice Chairwoman Padgett noticed that the trees look better and inquired about the new tree trimming method. Mr. Wildner stated that we used to remove the smaller limbs and the general head of the tree would rise higher and higher. We have since learned more about the most modern techniques for tree trimming. The direction is to remove some of the older, heavier branches that would tend to be a hazard. We are sending our two- person tree trimming crew to further training this Saturday to learn further techniques for tree trimming. B.Reports on Cemetery Areas Assigned to Members Smith - Blocks R and S Padgett - Seacrest Blvd. to the building on the south Kuehn - old section to flag pole Parks - Blocks N and O and the area to the west Hensley - mausoleum and Sara Simms Walker - mausoleum and Blocks W & Y on the south side Ms. Kuehn reported that her section looked good. Mr. Walker inspected his section and noticed that there are spider webs around the ceiling on the outside of the mausoleum. Mr. Wildner advised that this area will be cleaned before it is painted. Vice Chairwoman Padgett reported that overall, her section looked good. However, some markers still need trimming. In addition, three double markers in Block K are out of line. One belongs to Charlie, Sr. and one belongs to Ada Shook. She did not recall 5 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FLORIDA JANUARY 13, 1998 the name on the other marker. At her request, Mr. Wildner will have them raised and lined up with the others. Mr. Wildner reported that at the request of a resident in the area, he recently had some of the trees along the inside fence of Sara Simms trimmed because they were leaning over this resident’s fence. He stated that this is done on a regular basis. C. Headstones and Cemetery Wall Cleanings The cleaning of the cemetery wall was discussed earlier in the meeting. At the last meeting, Mr. Parks referred to the possibility of using recycled water and Mr. Wildner agreed to check with the Utilities Department regarding the use of city or recycled water. Mr. Wildner advised that the cemetery and the ballpark have been using about 300,000 of gallons of well water per month. Recycled water would have to come from Congress Avenue. Also, it would have to be purchased. Mr. Parks wondered how much it would cost to install the necessary pipes. Vice Chairwoman Padgett asked Mr. Wildner to check into using recycled water soon before it is no longer available. VIII. NEW BUSINESS None. IX. OTHER A. Veterans’ Markers At the last meeting, Mr. Wildner advised that the Lake Worth Monument Company was willing to charge only $35.00 for granite markers for unmarked veterans’ graves. The markers would indicate that the person was a veteran, the name of the person, and the person’s date of birth and date of date. Approximately 49 unmarked veterans’ graves have been discovered. The Veterans Group indicated that they could raise the $2,000 for these markers and are willing to write a letter to the veterans’ next of kin listed in the City’s records asking if they object to the VA installing the markers. If the marker is 6 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FLORIDA JANUARY 13, 1998 installed and the next of kin wants it removed, the VA is willing to remove it at their own expense. However, Mr. Wildner stated that the City crew would remove it at no charge. Mr. Wildner stated that the City Attorney’s Office found no case law prohibiting us from installing the markers. However, they suggested that the Cemetery Board make a recommendation to the City Commission for approval. He advised that the Veterans Group would like to pursue this in a timely fashion so that the markers could be installed by Memorial Day. Ms. Kuehn asked what the markers would look like. Mr. Wildner advised that they would be 16x6x4 plain granite markers. Vice Chairwoman Padgett explained to her that they are not able to get veteran markers because they do not have the necessary paperwork. Right now, these graves have no markers at all. Vice Chairwoman Padgett commended the veterans for making an effort to mark their fellow veterans’ graves. She also commended the Lake Worth Monument Company and Scobee-Combs-Bowden Funeral Home for joining forces with the veterans to make this possible. Vice Chairwoman Padgett directed Mrs. Kruse to send a memorandum to the City Commission voicing the Cemetery Board’s approval, indicating that the board is pleased that the veterans are taking this stand, and commending the Lake Worth Monument Company and Scobee-Combs-Bowden Funeral Home for their efforts. (A copy of this memo is attached to these minutes.) B. Cemetery Directory Mr. Wildner advised that the cemetery directory keeps fading. The Utility Department can printout a computerized version of the directory any time. However, he pointed out that if we keep putting it in the same place, it is going to fade in a matter of months. He asked the board for suggestions of where to put it where it may be a little shadier. Vice Chairwoman Padgett wondered if you would still be able to read the directory if the glass was tinted. Ms. Kuehn suggested putting an awning over it; however, Mr. Wildner pointed out that it would have to be a huge awning. Mr. Parks suggested turning the directory around at the same location; however, Mr. Wildner believes that would interfere with the parking of the mausoleum salesmen and guests. Vice Chairwoman Padgett suggested posting it on the building. Mr. Wildner will check into the possibility of tinting the glass or purchasing tinted Lexon. 7 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FLORIDA JANUARY 13, 1998 X. ADJOURNMENT There being no further business to come before the board, Ms. Kuehn moved to adjourn the meeting at 8:08 p.m. Ms. Smith seconded the motion, which carried unanimously. Eve Eubanks Recording Secretary (Two Tapes) 8