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Minutes 05-11-99 MINUTES OF THE CEMETERY BOARD MEETING HELD IN CONFERENCE ROOM “A”, CITY HALL, BOYNTON BEACH, FLORIDA ON TUESDAY, MAY 11, 1999 AT 7:00 P.M. PRESENT Tim Hensley, Chairman John Wildner, Parks Superintendent John Kuehn David Nyquist Oris Walker ABSENT Tereesa Padgett, Vice Chairwoman Sue Kruse, Secretary I. CALL TO ORDER Chairman Hensley called the meeting to order at 7:05 p.m. II. ATTENDANCE The Deputy City Clerk called the roll. Secretary Kruse was absent due to illness and Vice Chairwoman Padgett was out of town. All other members were in attendance. III. AGENDA APPROVAL Mr. Walker moved to approve the agenda as presented. Ms. Kuehn seconded the motion that carried unanimously. IV. ELECTION OF OFFICERS Chairman Hensley reported that he would not be able to serve as Chairman for the upcoming year because he does not have the time available. Motion Chairman Hensley moved to nominate Oris Walker as Chairman. Mr. Nyquist seconded the motion that carried 3-0. (Mr. Walker abstained.) Joan Kuehn agreed to accept the position of Vice Chairwoman. Mr. Walker requested that Mr. Hensley serve as Chairman for this meeting. Mr. Walker will take over the responsibilities of Chairman at the next meeting. 1 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FLORIDA MAY 11, 1999 V. APPROVAL OF MINUTES – APRIL 13, 1999 Mr. Nyquist moved to approve the minutes of the April 13, 1999 meeting. Mr. Walker seconded the motion that carried unanimously. VI. RECEIPT OF BALANCE SHEETS – MARCH, 1999 Mr. Walker moved to place the Balance Sheets on file. Vice Chairwoman Kuehn seconded the motion that carried unanimously. VII. SALES REPORTS – APRIL, 1999 Chairman Hensley reminded the members that the board agreed that one set of ashes could be placed in the single crypts and even in the doubles located at the ends of the Mausoleum. There is a fee of $500. Chairman Hensley asked whether that is being recorded and how we are getting our share. Motion Vice Chairwoman Kuehn moved to approve as presented. Mr. Walker seconded the motion that carried unanimously. VIII. UNFINISHED BUSINESS: A. Florida Municipal Investment Trust (Tabled) For Mr. Nyquist’s edification, Chairman Hensley offered a brief history of the board’s desire to investigate low risk investments. When Diane Reese addressed the board, she spoke about the Florida Municipal Investment Trust. Investment would result in a couple of percentage points more over the long term. However, the money would be tied up for three to five years. The board requested that a representative meet with the board to discuss this investment strategy. Deputy City Clerk Prainito reported that Diane Reese was preparing a memorandum to the board explaining that a representative would not be available to meet with the board until their regular meeting in July. This item remained on the table. B. Maintenance of the Mausoleum (Tabled) Mr. Wildner reported that this issue is still outstanding. This issue dealt with pressure cleaning the Chattahoochee. Last month, the board’s decision was to postpone the pressure cleaning until the new building was complete. Although the building is now complete, it has not as yet been issued a Certificate of Occupancy. 2 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FLORIDA MAY 11, 1999 Mr. Nyquist asked if the three bids that were secured were from local businesses. Mr. Wildner explained that Bill DeBeck secured the bids from vendors he has done business with in the past. Mr. Wildner did not know where they are located but did not believe they were local businesses. Mr. Nyquist would rather use local businesses. He would like a report on their locations. In his opinion, it appears that the City does not want to use local businesses. Mr. Wildner disagreed and pointed out that since we come from a metropolitan area, there is a wider variety of expertise available to us. The City tries to use the contractor who is the least expensive and the most reliable. Sometimes they are local businesses and other times they are not. Mr. Nyquist disagreed and feels we should use local people whenever possible and go outside when we must. Mr. Wildner explained that would not ordinarily be a policy of the City. Chairman Hensley recommended waiting to have this cleaning done after the building receives its Certificate of Occupancy. The members agreed to wait another month. The item remained on the table. C. Cemetery Fence Mr. Wildner reported that he was asked to get some additional bids. Vice Chairwoman Kuehn phoned in the names of two companies. Tropical Fence returned his call. Another issue he was directed to investigate was the price of a 4’ fence versus a 6’ fence. The original discussion centered on comparing it to the fence at the East Water Treatment Plant. The gentleman that bid that fence, bid the Cemetery fence to those same specifications. Using those specifications, the price would be approximately $44,000. Chairman Hensley reported that prior to the former City Commission leaving office, Shirley Jaskiewicz requested that the Cemetery Board investigate installing a fence. Although the board would like a fence, there is concern about the safety of people pulling out onto Woolbright Road. Mr. Nyquist questioned whether the older roads would have gates on them to keep them closed. Chairman Hensley reported that on the old side, east of the flagpole, the Cemetery is right up to the hedge. There are no graves platted at this time on the new side going west. Mr. Nyquist felt it would be necessary to gate the old roads unless they are in use. Mr. Wildner said the majority of the cutting through happens on the Woolbright side. Mr. Nyquist asked if there is enough room to either put in a “C” or a straight angle so that the fence would not obscure visibility upon exiting the Cemetery. Mr. Wildner felt there might be room on the west side. There is nothing platted in the immediate area between the northern road on the western side and the sidewalk. An angle could be put on that side. He will have to look at the east side. The City Commission’s issue was the appearance of the Cemetery. The board would like the appearance of the Cemetery improved and a fence would look great. However, at this time, the need does not exist. Chairman Hensley felt that because of the safety issues, the board might 3 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FLORIDA MAY 11, 1999 want to consider gating the area and not fencing it. However, he was concerned about the appearance if this was the board’s decision. Vice Chairwoman Kuehn said the hedge looks awful. Mr. Wildner explained that the hedge is constantly being hit. When it is replanted, the hedge will not grow back. He believes that the old hedge was planted before the road was widened. After the widening, the sidewalk was placed closer to it. The change in soil will not allow the hedge to take hold. When Chairman Hensley asked how the board wanted to proceed, Mr. Walker expressed his opinion that a 4’ fence would be better to avoid locking anyone in. The roads closest to Seacrest Boulevard should be gated. The west road facing Woolbright Road should be left open. Mr. Wildner said staff would keep the cones in that location. However, the appearance would be tacky with the cones in place. He would recommend putting a gate in that location if a decision is made to install the fence. Mr. Wildner said the last discussion involved fencing the entire area and installing a series of gates at all the little areas including Woolbright Road, and keeping them closed for the majority of the time except when there is a funeral in a particular location. The entrance at Seacrest would be kept open so that normal traffic would be forced to enter off Seacrest Boulevard. Vice Chairwoman Kuehn realized that when people visit a grave on one of the side streets, they would have to back up to get out. Mr. Wildner explained that their other option would be to park under the trees and walk down. Mr. Walker said he would want a fence that would match the fence at the East Water Treatment Plant; however, it should be a 4’ fence with gates. Mr. Nyquist suggested that the bidders provide a drawing to indicate how the fence would look. Mr. Walker agreed that the board should get a drawing and estimates. Mr. Wildner advised that the estimate for the straight-line fence with no gates was $44,000 to the Water Plant specifications. These are probably extreme specifications because it is an industrial-quality fence. Tropical Fence had several different price structures. Their most expensive price for a similar fence with no gates would be $35,000. Vice Chairwoman Kuehn recommended that Mr. Wildner contact Puma for an additional estimate. When Mr. Nyquist asked whether or not the gates would be swinging gates or rolling gates, Mr. Wildner advised that both types are available. Mr. Nyquist said he would object to swinging gates. Rolling gates are better with respect to maintenance. He pointed out that the main entrance gate off Woolbright Road should be a rolling gate. The others could be swinging gates. Mr. Nyquist recommended that they install the gate on Woolbright so that it could swing in on a slight angle so that a driver could get a car out slightly beyond the fence to allow better visibility. 4 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FLORIDA MAY 11, 1999 Chairman Hensley pointed out that if the fence and gate were back far enough, it would not block visibility. Mr. Wildner believes that if a car could get out to the sidewalk, visibility would be clear. However, at the fence line, visibility would be obscured. Mr. Nyquist advised that there is a slight dip in the road. Perhaps that road could be graded back to make the transition onto Woolbright smoother. Chairman Hensley requested that Mr. Wildner explore the possibility of a 4’ fence and report back to the board on the types of gates that would be available and the costs involved. Mr. Wildner felt a 4’ fence versus a 6’ fence would not make a difference with respect to visibility. The difference in cost between the two fences is probably about 20%. Mr. Nyquist felt that it would be better for the gate to go on the east side rather than the west side. Once the hedge is removed, if the fence is placed 6” off the sidewalk, that would leave 2½’. This item will remain on the table for discussion at the next meeting. D. Report on Cemetery Areas Assigned to Members Mr. Walker recommended bypassing this item since the members met at the Cemetery prior to this meeting. E. Parks Department Mr. Wildner reported that he was asked to look into the method of charging maintenance for vehicles. The City departments are charged a flat fee per month and per year for each vehicle that is maintained by Public Works. Individual items are not charged to the departments. When the system was introduced, the Cemetery Board asked to be exempted from that process. Therefore, the Cemetery Board gets charged the actual hourly rate for labor and parts. Chairman Hensley had asked Mr. Wildner to investigate how much it would cost if the Cemetery Board decided to go with the City’s process. Mr. Wildner investigated and determined this is a moot point because the City is going back to charging every department the individual rates. The theory behind the City’s system was that replacement vehicles would be budgeted as part of the cost charged each month. They found that no matter how much they raised the costs, they were not able to fund the replacement vehicles. They have decided to go back to the system of charging the departments for parts and labor. Chairman Hensley was disappointed because the labor cost for a $67 part was almost $1,200. Mr. Wildner explained that the larger pieces of equipment are likely to have these types of labor costs. 5 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FLORIDA MAY 11, 1999 Mr. Nyquist requested that Mr. Wildner check to find out if Vehicle Maintenance uses a flat-rate book or the actual rate. CHAIRMAN HENSLEY REQUESTED THAT MR. WILDNER DISCUSS THE MEMORIAL DAY CELEBRATION AT THIS POINT IN THE MEETING. MEMORIAL DAY CELEBRATION Mr. Wildner reported that the Memorial Day Celebration would occur at 2:00 p.m. on Sunday, th May 30 at the Cemetery. The ROTC will hammer in the crosses and the veterans and volunteers will place the flags. The tent will be set up and staff will do whatever it takes to make sure the Cemetery looks good for the ceremony. IX. NEW BUSINESS: A. Ratification of Verbal Approval: 1. Disinterment of cremains of Olive Connell from Lot 97, Block C, and re-interred in Lot 104, Replat Chairman Hensley reported that Ms. Connell told her family that she was to be interred in her lot. The only lot she owned was the same one she purchased for her aunt and uncle. Ms. Connell’s ashes were interred in the unmarked grave because the funeral director was unaware that the aunt and uncle were buried in the grave. Ms. Connell’s cremains had to be disinterred and placed in another grave. B. Disinterment request from Hernan Arrieta to disinter remains of Dinorah Arrieta from Lot 296A, Block R Lorne & Sons handled this disinterment. C. Refund Request from Hernan Arrieta for Lots 296A & B, Block R, in the amount of $960 Motion Mr. Walker moved to grant the requests for disinterment and refund. Vice Chairwoman Kuehn seconded the motion that carried unanimously. E. Memorial Day Celebration See remarks above. 6 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FLORIDA MAY 11, 1999 IX. OTHER ? Vice Chairwoman Kuehn reported that to the north in the main building of the Mausoleum, the letters for the first name and middle initial (Kenneth A.) on the crypt for Schomberg/Schomberger are the same size as the last name. Mr. Wildner made a note to correct this situation. ? Chairman Hensley reported that he was at the Cemetery for an entombment when the Cemetery crew suggested that we purchase curtains to cover the gray plastic inner panel during a service. These curtains are inexpensive at approximately $40. The members agreed that two sets of curtains should be purchased and used alternately. ? Chairman Hensley recommended that the garage doors on the storage building be replaced using funding from the Parks Department budget. There are gaps in the doors that would make it very easy for the equipment to be stolen. Mr. Wildner explained that there would probably be a discussion about who should pay for those doors. Mr. Wildner said he would include the cost in his budget. Mr. Nyquist felt this cost should not come out of the Cemetery fund. Instead, it should come out of Facilities Management funding. Mr. Nyquist also recommended that funding for the replacement of two windows also be included. ? Mr. Wildner reminded the board of the issue of flowers at the Mausoleum. A woman requested a uniform policy of a classy-looking vase with the person’s name on it to be purchased by the family of the deceased. Chairman Hensley felt this was an issue that needed City Attorney review to determine the board’s position on a decision to allow bud vases and emblems. Mr. Nyquist recommended exploring the bud vase issue to see what the board’s legal rights are. ? Mr. Nyquist said he spoke with Mr. Wildner about running a fence from the High Point fence to hide that area in the southwest part where the dirt is stored to cosmetically hide that area. This would be south of the box fence at the end of Section “Y”. He also recommended putting asphalt or gravel on that dirt road. Chairman Hensley explained that the road would be eliminated when the building is constructed. Mr. Wildner said he could make it impossible to get through that area by creating a barrier. ? Mr. Nyquist recommended that when painting is going to be done in the future, a color that blends with the Mausoleum be selected to paint the restroom area behind the Mausoleum. ? Mr. Nyquist referred to a discussion about removing the block. He recommended that the board be provided with some suggestions of landscaping including color around the Mausoleum. 7 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FLORIDA MAY 11, 1999 Chairman Hensley questioned whether the board was considering planting trees or hedges in the area where the block would be removed. Mr. Wildner advised that one of the Parks’ staff members has horticultural training and she could provide some suggestions. ? Mr. Nyquist noted that there is a need for two sections of fencing on the end of the maintenance building where the crosses are stacked for Memorial Day. This area looks tacky. One section should be put on the east side and one on the west side. ? Mr. Nyquist asked Mr. Wildner to check into the matter about the truck that was discussed at the prior meeting at the Cemetery. Chairman Hensley thanked the board members and said it had been a pleasure serving as Chairman. X. ADJOURNMENT There being no further business to come before the Cemetery Board, the meeting properly adjourned at 8:15 p.m. Janet M. Prainito Deputy City Clerk (Two Tapes) 8