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Minutes 10-29-97 MINUTES OF THE CEMETERY BOARD MEETING HELD IN CONFERENCE ROOM “A”, CITY HALL, BOYNTON BEACH, FLORIDA ON TUESDAY, OCTOBER 28, 1997, AT 7:00 P.M. PRESENT Tim Hensley, Chairman John Wildner, Parks Supt. Tereesa Padgett, Vice Chairwoman Joan Kuehn Sue Kruse, Secretary Candy Smith Richard Parks, Alternate I. CALL TO ORDER Since the Chairman had not yet arrived, Vice Chairwoman Padgett called the meeting to order at 7:00 P.M. II. ATTENDANCE Secretary Kruse called the roll and introduced the new member, Richard Parks. She acknowledged the presence of John Wildner, Parks Superintendent, and Christine Liberti, interested citizen. III. AGENDA APPROVAL Secretary Kruse requested the addition of “Mausoleum Painting” under NEW BUSINESS. IV. APPROVAL OF MINUTES – SEPTEMBER 9. 1997 After review, Mrs. Padgett made a motion to approve the minutes as submitted, seconded by Mrs. Kuehn. Motion carried unanimously. V. RECEIPT OF BALANCE SHEETS – AUGUST & SEPTEMBER 1997 During review of the balance sheets, various items were explained for Mr. Parks. Comments were also made about the interest rates being paid on the C/Ds. Ms. Smith made a motion to place the balance sheets on file, seconded by Mrs. Padgett. Motion carried 6-0. VI. RECEIPT OF SALES REPORTS – SEPTEMBER 1997 After review, Mrs. Padgett made a motion that the sales reports be placed on file, seconded by Ms. Smith. Motion carried 6-0. 1 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FLORIDA OCTOBER 28, 1997 VII. UNFINISHED BUSINESS A. PARKS DEPARTMENT REPORT 1. HEDGES ALONG WOOLBRIGHT ROAD (TABLED) Mr. Wildner distributed a plan showing hedges with trees planted at 25’ intervals and also photographs of Silver Buttonwood Trees planted in the area. Planting of the trees would commence 35 ft. from the entranceways to meet city codes. Mrs. Padgett suggested fewer trees would be better to assure good visibility and discussion ensued regarding the visibility necessary for various reasons. Mr. Wildner explained how Silver Buttonwood Trees could be trimmed to remain as small trees. Mrs. Kuehn asked if trees could be planted more throughout the cemetery and Mr. Wildner explained how gravesites did not allow room for planting additional trees. Mrs. Padgett made a motion to place this tree situation on the table for further study. Mrs. Kuehn seconded the motion. Under discussion, it was suggested that other variations of the drawing be submitted and this matter be discussed further with the City Forester to see if there were other options. Reference was made to the density these trees would create and it was suggested looking at other areas for comparison. The planting of Crepe Myrtle Trees was also suggested. Motion carried 6-0. 2. SLEEVE APPARTUS Mr. Wildner explained the details of the sleeve apparatus. He advised that three quotes were received in the amounts of $687, $1,200 and $1,375 for construction of this box of 10 gauge steel. He showed a sketch referring to this as a “caufer dam”. Mrs. Padgett clarified that this device is just a little larger than the vault. Mrs. Padgett made a motion to approve this purchase of the caufer dam for $678. Ms. Smith seconded the motion and it carried 6-0. 3. CEMETERY WALL ACCIDENT Mr. Wildner told about an accident damaging the cemetery wall and advised that Facilities Management is repairing it and Risk Management will cover the cost. The Police Department is hoping to find the responsible party. There was some discussion whether the wall could be shielded from accidents. 4. ROCKS ON GRAVES Mr. Wildner showed photographs of rocks placed on two cemetery lots. There were comments about this being dangerous for the workers and the board agreed the owners should be notified to remove the rocks. 2 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FLORIDA OCTOBER 28, 1997 B. REPORTS ON CEMETERY AREAS ASSIGNED TO MEMBERS Ms. Smith stated that things looked pretty good. She did notice that the paving through the cemetery is terrible. Mr. Wildner told about the paving which had been done in the past and added that each year, the Street Department has recommended resurfacing of the roads. Discussion ensued about the importance of maintaining these roads. Mrs. Padgett made a motion to get figures on redoing the streets in the cemetery - three bids, street by street. Mr. Parks seconded the motion. Under discussion, Mrs. Liberti mentioned that the drainage on the south road should also be corrected at this time. Motion carried 6-0. Ms. Smith continued with reporting that when you come in from Seacrest Blvd., there is the area where the concrete was only painted halfway and the concrete is still all cracked. Mrs. Padgett suggested planting a Crepe Myrtle Tree in this area and Mr. Wildner agreed to check further on this area and submit recommendations. Comments were made about this being the main entrance to the cemetery. Mrs. Padgett suggested meeting at the cemetery for the next meeting at 5:00 PM to look at this area as well as the road and tree situations and assign an area to Mr. Parks. It was agreed to meet on Wednesday, November 12, at 5:00 PM at the cemetery with the regular meeting following at city hall. Mrs. Kuehn reported that the Hilliard marker near the hedge needs raising. She continued that most of the monuments in the old section are very low. Mr. Wildner told about the workers raising markers and agreed they could work in that direction. Mrs. Kuehn asked if it could be determined who the owners are in the vacant area and Mrs. Padgett informed her that there were no records and this was just an area of land where they started burying people and probing cannot make a determination in that old section. Mrs Padgett reported that she viewed her area from the car and it looked okay. Chairman Hensely reported that he did not get a chance to get to Sara Simms. Boynton Beach Memorial Park, as a whole, looked great and the workers are working hard to keep it looking nice. There is a very good crew working there now. He referred to the trees looking overdue for trimming along the main roadway and Mr. Wildner responded that they are trimmed once a year and this is about the time to do it. Chairman Hensley asked when the Black Olives would be replaced and Mr. Wildner replied that there were no replacements available right now. Mrs. Padgett referred to Oak Trees being available from Dr. Raborn and Mr. Wildner stated he is working to have the Black Olives replaced with Oak Trees. 3 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FLORIDA OCTOBER 28, 1997 VIII. NEW BUSINESS A. RAISING MONUMENTS IN OLD SECTION This was discussed under Item VII-B. B. CHARGES FOR USE OF EQUIPMENT Chairman Hensley referred to young couples not being prepared for an infant’s death and stated our history has been if we set up six chairs and the grass, there was the question of whether to charge. The equipment fee of $100 is more than the cost of opening and closing and the lot. He wanted clarification whether there should be a partial charge for the use of chairs and grass or a discounted rate for the tent. Agreement was expressed by the members to accommodate the young people and not charge them for use of equipment in an infant’s burial if eight chairs or less are requested for the immediate family and the grass. If the tent is requested, the charge would be half the fee. The secretary was also instructed to notify the funeral homes of this decision. C. MAUSOLEUM PAINTING Mrs. Kruse read a memo from Bill DeBeck advising that the center building of the mausoleum needs exterior painting for proper maintenance and a low bid of $4,290 has been received. Ms. Smith questioned the bids having too much disparity and requested the entire specifications for the board members’ review. She further suggested checking the condition of the mausoleum when meeting there on November 12. Mr. Parks gave examples and pointed out how the bids seemed rather high. It was suggested that Mr. DeBeck meet the board at the cemetery to point out the various construction/maintenance needs. Chairman Hensley told about the roof problems already encountered at the mausoleum. IX. OTHER A. NOVEMBER MEETING DATE As agreed above, the next meeting will be held on Wednesday, November 12, at the cemetery beginning at 5:00 PM. 4 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FLORIDA OCTOBER 28, 1997 B. INVESTMENT OF FUNDS Reference was made again to the interest being paid on funds invested and Ms. Smith also questioned the fees which are paid to the L.G.I.P. She would like to make sure about the yield and fees. It was agreed to meet next month with a representative from A MEETING HAS BEEN the investment firm managing the pension funds. ( SCHEDULED WITH MR. MIKE MATUS FROM INVESCO ON MONDAY, NOVEMBER 17 at 12:00 NOON.) C. CEMETERY WALL CLEANING Reference was made to the brick wall needing cleaning and Mr. Wildner told about not being too successful with cleaning solutions. After further comments, it was agreed that Mr. Wildner would obtain estimates for pressure cleaning and this wall would be inspected closer at the next meeting. X. ADJOURNMENT Mrs. Kuehn made a motion to adjourn. The motion was seconded and unanimously carried. Meeting properly adjourned at 8:50 PM. Respectfully submitted, Sue Kruse, City Clerk (Two Tapes) 5