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Minutes 04-14-98 MINUTES OF CEMETERY BOARD MEETING HELD IN CONFERENCE ROOM ‘A’, CITY HALL, BOYNTON BEACH, FLORIDA ON TUESDAY, APRIL 14, 1998 PRESENT Tereesa Padgett, Vice Chairwoman John Wildner, Parks Superintendent Sue Kruse, Secretary Joan Kuehn Candy Smith Oris Walker Richard Parks, Alternate ABSENT Tim Hensley, Chairman I. CALL TO ORDER In the absence of the Chairman, Vice Chairwoman Padgett called the meeting to order at 7:05 p.m. II. AGENDA APPROVAL Mrs. Kruse stated she had two additions to the Agenda (included in the packets) as follows: l. A proposed Ordinance delegating approval of refunds of cemetery lots to the Cemetery Board of Governors, scheduled for Public Hearing on May 5, 1998; and 2. A proposed Ordinance to abolish the Cemetery Board of Trustees scheduled for a Public Hearing on May 19, 1998. Mr. Walker moved that the agenda as submitted, with amendments, be approved. Motion seconded by Ms. Kuehn. Motion carried 6-0. III. ROLL CALL Ms. Kruse called the roll and a quorum was declared present. IV. ELECTION OF OFFICERS Vice Chairwoman Padgett entertained nominations for a Chairman and Vice Chairman. MINUTES CEMETARY BOARD MEETING BOYNTON BEACH, FLORIDA APRIL 14, 1998 Mr. Walker nominated Tim Hensley as Chairman and Tereesa Padgett as Vice Chairman. Motion seconded by Joan Kuehn and carried 6-0. V. APPROVAL OF MINUTES OF FEBRUARY 10, 1998 MEETING Ms. Kuehn made a motion to accept the minutes as presented. Motion seconded by Mr. Parks and carried 6-0. VI. RECEIPT OF BALANCE SHEETS-FEBRUARY AND MARCH, 1998 Board Members reviewed the balance sheets. Ms. Kuehn asked what the figure under Liabilities and Fund Balance – Due to Treasurer’s Fund represents. Ms. Kruse stated that is the amount due to the Treasurer’s Fund, but in fact the actual transfer of the funds has not taken place, because this is done about twice a year. However, the fund earns interest on these funds by leaving it in the cemetery trust fund account,until the actual transfer occurs. Ms. Kruse stated she had a question on the March Balance Sheet for the Vehicle Service Fund which has a hand written note on it. This represented a six-month insurance charge that has not been charged as yet. After review and discussion, Ms. Kuehn made a motion to place the balance sheets for February and March 1998 on file. Motion seconded by Ms. Smith and carried 6-0. VII. RECEIPT OF SALES REPORTS – DECEMBER, 1997 AND JANUARY THROUGH MARCH, 1998 Vice Chairwoman Padgett noted that the December, 1997 Sales Report was a corrected version. Members took time to review the Sales Reports. Ms. Kuehn noted that there were quite a few sales. Ms. Kruse stated that sales nearly doubled during the winter months. Mr. Wildner stated the winter months were the busiest months for sales. Mr. Walker asked if the prices were the same for weekday versus weekend openings and closings. The price for openings and closings on weekends and holidays is higher because workers are paid at overtime rates. Ms. Kruse stated there were also different prices for the lots, as well as different rates for residents and non-residents and there is also a different rate for the reserve annexation area. Vice Chairwoman Padgett asked if the new members on the Board were furnished with copies of the Ordinances pertaining to the prices charged for Cemetery openings and closings, as well as the different prices of the lots? Ms. Kruse said she would include a copy of the Ordinance when the minutes of the meeting are sent out to the Members. 2 MINUTES CEMETARY BOARD MEETING BOYNTON BEACH, FLORIDA APRIL 14, 1998 Vice Chairperson Padgett also explained which funds go to the cemetery fund and which funds to the general fund. Mr. Walker moved that the sales reports for December 1997 and January through March 1998, as submitted to this meeting be placed on file. Motion seconded by Ms. Smith and carried 6-0. VIII. UNFINISHED BUSINESS A. PARKS DEPARTMENT REPORT Mr. Wildner stated they were concentrating on mowing and trimming. Also, there is a great need for rain that is presenting a problem. Cemetery staff requested that the cemetery directory sign needs to be redone and also should be placed in a different area so as not to face the east and west (rising and setting) sun. It was suggested that a new permanent sign be installed. Jeff Industries, that makes the signs for the County, was asked for quotes on a new sign. Mr. Wildner obtained quotes for a sandblasted sign and an acrylic sign. Mr. Wildner presented a sample of a sandblasted sign to the members. The cost of a sandblasted sign is approximately $512. The sign could be placed on the wall. The next sign presented for consideration was an acrylic sign to be placed on a board (Mr. Wildner presented a sample to the members). An acrylic sign would cost approximately $248. The size of the signs being presented for consideration would be approximately 38” x 24”. If it were decided to stay with the existing directory, the cost would be approximately $75 to $80 to remove and attach to the wall. Vice Chairperson Padgett inquired if the map could be put on the acrylic material presented to the meeting and would it be open or encased in glass. Mr. Wildner stated that the map could be done in acrylic and could be encased in glass if desired. Vice Chairperson Padgett inquired about the longevity of a sign made of acrylic and Mr. Wildner stated it would be approximately 10 years and then could be redone. Vice Chairperson Padgett inquired if the 10-year sign would be guaranteed and Mr. Wildner said he would check to determine the guarantee and get the guarantee in writing. Mr. Wildner stated that sandblasted signs do not last ten years. 3 MINUTES CEMETARY BOARD MEETING BOYNTON BEACH, FLORIDA APRIL 14, 1998 Mr. Parks asked if the new sign could be placed in the current case. Mr. Wildner said placing the sign in the current case could decrease the longevity of the sign. Discussion continued on the placement of the sign. It was agreed that Mr. Wildner would pursue the acquisition of an acrylic sign, to be installed where the current directory is placed and report back to this Board. Motion Ms. Kuehn made a motion that John Wildner continue to pursue the cost of purchasing an acrylic sign along the guidelines discussed, together with a ten year warranty or any other sign which is best suited for this purpose and report back his findings to this Board. Motion seconded by Mr. Parks and carried 6-0. B. MEMORIAL DAY John Wildner reported that Jan Johnson is coordinating the Memorial Day preparations for placement of flags and crosses. The ROTC from Atlantic High School will be placing the crosses. The same procedure as last year will be followed. Volunteers will place the flags in the morning and the ROTC will place the crosses in the afternoon. Jerry Levine, President of the Veteran’s Council has been contacted and they will be placing veterans’ markers on the unmarked graves. The Veterans have contributed $2000 for the cost of the markers. Chairwoman Padgett inquired if Scobee-Combs-Bowden is still doing the cement and if so, deserves recognition. C. REPORTS ON CEMETERY AREAS ASSIGNED TO MEMBERS John Wildner reported they have been raising some head stones, but the staff is somewhat behind. Chairwoman Padgett stated that Block A was still out of line. Mr. Wildner said he would look into this. Joan Kuehn reportedthat there was a lot of grass around the headstones in her section. Richard Parks reported that his section was unchanged from his last . report and was satisfactory 4 MINUTES CEMETARY BOARD MEETING BOYNTON BEACH, FLORIDA APRIL 14, 1998 Mr. Wildner inquired as to when the mausoleum would be completed. Mrs. Kruse stated that she contacted the Building Department today and was told that the last inspection was made on November 12, 1997. The main structure is built, but there is no roof, plumbing or electric installed. The permit will remain valid as long as it is not abandoned for six months. A builder from Georgia is constructing the mausoleum and the permit is five months and two days old. The permit was taken out in the name of the City of Boynton Beach, Agent Brady Osborne. No fee was paid. Mrs. Kruse stated this was an ongoing process. Every time the City Manager position changes, the builder applies for a permit without any fee. There has been no work on the mausoleum since November of 1997. Discussion continued on how to deal with this issue. Mr. Parks stated that he contacted Susan Jacobs who gave him a number in Tallahassee to contact. Mr. Parks determined that this is an exempt cemetery, which means that the City owns the cemetery and is not subject to the same regulations as private cemeteries. Discussion continued on how to determine the date the first sale was made, as there are no records available. The contractor is selling pre-construction sites and keeps those records. Therefore, there is no way to determine when sales are made. Ms. Kuehn reported that one evening as she drove by the cemetery the sprinklers were operating and were going into the road on north central Woolbright Road. Chairwoman Padgett restated that the trimming needs should be addressed and the markers are getting overgrown. Mr. Wildner stated he would make sure the trimming is completed. Chairwoman Padgett inquired who did the repairs of the fence from the accident, as the replacement fence does not match the original fence. Mr. Wildner stated that the City crew repaired the fence and in time it should blend in. IX. NEW BUSINESS A. PROPOSED ORDINANCE TO AMEND CHAPTER 6 OF THE CITY OF BOYNTON BEACH CODE OF ORDINANCES, PROVIDING FOR AMENDMENT TO SECTION 6-18 5 MINUTES CEMETARY BOARD MEETING BOYNTON BEACH, FLORIDA APRIL 14, 1998 Vice Chairperson Padgett introduced the Proposed Ordinance to amend Section 6-18 granting the authority to approve transfers, assignments or conveyances of Cemetery lots to the Cemetery Board of Governors. Ms. Kruse informed members how this new Ordinance would affect lot refunds. As of now, when a refund of a lot or mausoleum is requested, an Agenda memo is first submitted to the City Commission for their approval and is then placed on the Consent Agenda. In order to reduce paper work, the City Manager is proposing that this Board keep watch over the cemetery fund. This ordinance will allow this Board to first approve the refund request and then refer the refund to finance, thereby eliminating the Commission from approving refunds. Vice Chairperson Padgett stated that the Commission meets twice a month. This Board only meets once a month, which means people seeking a refund will have a much longer wait period to receive the check. Discussion continued on the time frame involved and if this Board had any objections to handling the refunds. Ms. Kruse stated this procedure would assist the City in eliminating unnecessary paperwork. Motion Ms. Smith made a motion that this Board endorse the proposed Amendment to Section 6-18 of the City of Boynton Beach Code of Ordinances as submitted to this meeting. Motion seconded by Ms. Kuehn and carried 6-0. PROPOSED ORDINANCE TO AMEND PART II, CHAPTER 6 B. OF THE CITY OF BOYNTON BEACH CODE OF ORDINANCES BY AMENDMING SECTION 6-3 Vice Chairperson Padgett introduced the next item, which was a proposed ordinance to amend Part II, Chapter 6 of the City of Boynton Beach Code of Ordinances by Amending Section 6-3, thereby abolishing the Board of Trustees of the Municipal Cemetery. Ms. Kruse stated that she had just received this proposed Ordinance today. Members continued to study the Ordinance. Vice Chairperson Padgett explained the difference between the Cemetery Board of Trustees and this Board. The Cemetery Board of Trustees was responsible for allocating funds for the maintenance and upkeep of cemetery. They did not authorize refund checks. Actually, the Board of Trustees has no members and was never activated. This proposed amendment has been under consideration for quite some time. The 6 MINUTES CEMETARY BOARD MEETING BOYNTON BEACH, FLORIDA APRIL 14, 1998 Board continued to review the proposed Ordinance and the establishment of another cemetery fund. It was agreed that “establish a separate fund” should be deleted, as a cemetery fund already exists. It was agreed that the proposed Ordinance contained conflicting statements and inaccuracies. It was further agreed among the Board that the wording of the proposed Ordinance as it now reads would eliminate this Board’s financial responsibilities. There was agreement that the Ordinance is not clear as to the definition of the Board of Trustees and the Board of Governors and needs clarification. Changes were discussed to the proposed Ordinance and Ms. Kruse will review and submit the changes and additions to the City Attorney. X. OTHER Vice Chairperson Padgett inquired if the mausoleum has been painted and was informed painting has been completed. With regard to traffic cutting through the cemetery, Mr. Wildner stated that staff has been placing cones in the access roads during peak hours to discourage this traffic. XI. ADJOURNMENT There being no further business to come before the Board, Ms. Kuehn moved that the meeting adjourn. Motion seconded by Ms. Smith. Meeting adjourned at 8:25 p.m. Respectfully submitted, _____________________________ Barbara M. Madden Recording Secretary (two tapes) 7