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Minutes 12-09-97 MINUTES OF THE CEMETERY BOARD MEETING HELD IN CONFERENCE ROOM “A”, CITY HALL, BOYNTON BEACH, FLORIDA ON TUESDAY, DECEMBER 9, 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 Oris Walker Richard Parks, Alternate I. CALL TO ORDER Chairman Hensley called the meeting to order at 7:00 P.M. II. ATTENDANCE Secretary Kruse called the roll and advised that Mrs. Kuehn would be arriving a little late. Mr. Oris Walker was welcomed as a new member by Chairman Hensley. The presence of John Wildner, Parks Superintendent, and Mrs. Christine Liberti, interested citizen, was also acknowledged. III. AGENDA APPROVAL Mrs. Smith made a motion to approve the agenda, seconded by Mrs. Padgett. Motion carried 6- 0. IV. APPROVAL OF MINUTES – NOVEMBER 12, 1997 Mrs. Padgett made a motion to approve the minutes, seconded by Mrs. Smith. Motion carried 6-0. V. RECEIPT OF BALANCE SHEETS – NOVEMBER 1997 Mrs. Kruse advised the balance sheets were not ready, due to the Finance Department employee being out sick. Chairman Hensley announced this item would be tabled until the next meeting. 1 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FLORIDA NOVEMBER 12, 1997 VI. RECEIPT OF SALES REPORTS – NOVEMBER 1997 Chairman Hensley gave a brief explanation of the categories on the sales report and encouraged Mr. Walker to ask questions at any time. Mrs. Padgett made a motion the cemetery reports be placed on file, seconded by Mrs. Smith. Under discussion, Mrs. Smith questioned the number of crypts refunded in the amount of $14,706. Mrs. Kruse advised she would have this noted on future sales reports, the same as number of lots sold, etc. (Four refunds were issued for the year ending September 30, 1997, at a total of $20,127.60, which is their purchase price less 20%.) Chairman Hensley gave a full explanation for Mr. Walker’s benefit of how the mausoleum operated under the thirty year contract and the recent city policy adopted offering refunds when requested by the purchasers. Mr. Parks questioned the control over the construction of the mausoleum and past practices were explained. Mr. Parks referred to the state statutes mentioning having a trustee to check the laws are followed. Mrs. Kruse responded that the report was filed by the mausoleum company directly with the state. Mrs. Padgett requested our Finance Department to obtain a copy of this report from the state covering the preconstruction funds submitted by the mausoleum to the state. Further comments were made about the construction practices followed in the past by Boynton Beach Mausoleum, Inc. Mr. Parks agreed to check into this further in the state records. Motion carried 6-0. Chairman Hensley explained about the investment of funds and told about checking into having investment managers to take care of some of the investing. Mrs. Kruse added that Invesco was to work out a schedule based on investing $2,000,000 and present it to the board members. They plan to use a conservative and aggressive approach. The charge would be a percentage of assets of the fund based on their relationship with the police and fire funds. Usually they require a $5,000,000 minimum. She has not heard from them as yet. Mrs. Kruse further reported that she could not find anything applicable giving guidelines for investing the money covered by the state statutes, city code or declaration of trust. Chairman Hensley added that other companies would be contacted. Mr. Parks referred to C/D’s coming due in November and Mrs. Kruse informed him that these are promptly re-invested after the Finance Director checks rates offered by the banks. VI. UNFINISHED BUSINESS A. PARKS DEPARTMENT REPORT Mr. Wildner reported that basically they are up-to-date on the mowing and trimming. They got the sleeve in and it is a big help. They are working on a project for the Boynton Beach Veterans’ Council in reference to marking the unmarked graves. The Veterans Administration will not supply markers unless they have paperwork for the veterans, which most unmarked graves do not 2 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FLORIDA NOVEMBER 12, 1997 have. Lake Worth Monument Company has offered to make markers in granite, 16” x 6”wide x 4” thick at a cost of $35.00 each plus the cost of concrete. Scobee-Combs- Bowden Funeral Home will pay for the concrete. There are approximately fifty veterans’ markers to be placed. This is a donation price from Lake Worth Monument Company, who would install them as their schedule allows. Chairman Hensley referred to obtaining permission from the families and Mr. Wildner agreed a letter could be sent to addresses on file. Mrs. Padgett suggested that the Veterans Council contact the families for permission. Chairman Hensley agreed that graves should not be marked without the families’ approval. Mr. Wildner offered to check with the City Attorney to see if markers could be placed if it could be documented that an attempt to locate the family had been made and was not successful. He agreed to continue to work on this project with Mr. Levine and added that the list provided by the City Clerk’s office noting the adjoining graves was a big help. B. REPORTS ON CEMETERY AREAS ASSIGNED TO MEMBERS Chairman Hensley explained about the members taking an area and re-assigned the areas as follows: Candy Smith Blocks R and S Tereesa Padgett Seacrest Blvd. To building on south side Joan Kuehn Old section to flag pole Richard Parks Blocks N and O and area to the west Tim Hensley Mausoleun and Sara Simms Oris Walker Mausoleum and Blocks W & Y on the south side Mrs. Kuehn arrived at 7:30 P.M. Mrs. Smith reported that she drove by and it looked very nice. Mrs. Padgett reported that she walked her section and it looks pretty good, but the grass is getting back in the baby marker. Mrs. Kuehn reported that her section looked good. Chairman Hensley referred to the cemetery crew being excellent. Mr. Parks stated he walked around the perimeter of the area assigned to him and it looked good, but he found the hedges looking scraggly in that area. Mr. Wildner replied that they have been fertilizing and replacing soil, but have always had trouble with the hedges there. Mrs. Kruse asked if a new trash can had been delivered and Mrs. Padgett replied that it was there within a day or two after the board’s visit. Mr. Parks referred to the directory requiring replacement and Mr. Wildner agreed to check into getting this from the Utility Department. Mrs. Kuehn asked when the wall would be fixed and Mr. Wildner replied that it is being done in-house by the Facilities Department. E. CEMETERY WALL CLEANING 3 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FLORIDA NOVEMBER 12, 1997 Mr. Wildner reported that all the bids have not been updated. The Facilities Management Department will be obtaining rebids on this. C. MAUSOLEUM PAINTING – REVIEW BID SPECIFICATIONS (Tabled) Mr. Wildner passed around copies of the specifications. During review of the bids, Mr. Wildner explained that vendors such as these do have large variations and prices depend on workload and desire to keep city business. Bill DeBeck recommends accepting the bid for $4,290 from A-1, which includes a seven year warranty by MAB Paint. Discussion ensued regarding the actual warranty and the quality of work. Mr. Wildner stated he would obtain a letter from the contractor stating they would apply the product in conformance with the manufacturer’s specifications and also a written warranty from the manufacturer, which would be attached to the requisition. Mrs. Padgett requested that the attorney check that everything is in order before processing the requisition and made a motion to go ahead with the project providing these things are approved with the proper documents on file. Mr. Parks seconded the motion and the motion carried 6-0. D. ROAD RESURFACING – REVIEW BID SPECIFICATIONS (Tabled) Mr. Wildner passed around a letter confirming a one year warranty for the road resurfacing. He added that the price also included the replacement of the curbing. Chairman Hensley asked if the city had experience with all three companies and Mr. Wildner told about only using two of the bidders in the past. Mr. Parks asked if there would be any problems with the roots of the trees and Mr. Wildner told about proposing to prepare the trees in-house with inserting Biobarrier II into the trenches to stop the roots from growing further. The cost for this material would be about $3,000 to put in about one foot deep. The last time a major resurfacing job was done was at least 16 years ago and now the trees are mature and the roots are stable. Discussion followed about the prices for the various areas separately. Mrs. Smith stated it is important to keep this part of our city in nice shape and made a motion to do this complete road resurfacing project. Mr. Parks seconded and the motion carried unanimously. Mrs. Smith stated the Trumpet Tree should be replaced and Mr. Wildner agreed to follow through on this. Mrs. Kuehn commented that the trees on Boynton Beach Boulevard and going to cause accidents. Mrs. Padgett questioned who would be overseeing the paving work and inspection and Mr. Wildner replied that Bob Gibson, the Street Supervisor will assist him. Mrs. Kuehn 4 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FLORIDA NOVEMBER 12, 1997 referred to the curbing and Mr. Wildner explained how this would be done around the island coming in from Seacrest Blvd. Mrs. Padgett questioned the depth of the asphalt and Mr. Wildner replied that it would be 1-1/4 inch thickness. F. CLEANING OF HEADSTONES Mrs. Kuehn asked about having the headstones cleaned and Chairman Hensley replied that the crews would be kept busy just cleaning headstones and the water discolors them right away. Discussion then followed about the chemicals that could be used to do this cleaning. It was also suggested to check into using city water. 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. VIII. NEW BUSINESS NONE IX. OTHER NONE X. ADJOURNMENT Mrs. Padgett made a motion to adjourn, seconded by Mrs. Smith. Motion carried 6-0 and the meeting was properly adjourned at 8:20 P.M. Sue Kruse, City Clerk (Two Tapes) sk 5