City Commission Workshop Meeting

I APPROVED 9/8/2022 I MINUTES City Commission Workshop 5:00 PM - Thursday, August 18, 2022 - City Hall CALL TO ORDER: 5:00 P.M. ACKNOWLEDGEMENT OF QUORUM AND PROPER NOTICE PRESENT: Commissioner Nan Cobb, Commissioner Willie Hawkins, Vice Mayor Emily Lee, Commissioner Karen LeHeup-Smith and Mayor Michael Holland 1. WORKSHOP ITEM WITH COMMISSION DISCUSSION AND DIRECTION 1.1 Presentation on Greenwood Cemetery Rick Gierok, Public Works Director, presented a report on Greenwood Cemetery. He reviewed the history and current situation of the 33-acre site that is approximately 65% - 70% developed. He cited the recent staff changes at the cemetery due to the retirement of the Sexton and Asst. Sexton. He introduced Michelle Saxman, GIS Specialist, and explained her work on the cemetery records. He noted a report that was prepared for the City in 2012 to identify "Long Term Goals of Greenwood Cemetery." He reviewed the cemetery fees, including current fees, local comparison, and proposed changes. He noted the 2021/2022 operating cost budget of $176,921 and the Greenwood Cemetery Trust Fund balance of $279,000. The Commission asked what goes into the Cemetery Trust Fund with Mike Sheppard, Finance Director, explaining that 80% of sales goes to the General Fund and 20% goes to the Cemetery Fund. He added that there is a donation from a trust fund that the cemetery receives interest from as well and those are the major sources of revenue for the Cemetery Fund. He indicated that the expenditures from that fund are major expenditures such as the mausoleum and niches although some equipment has also been purchased from that fund. Mr. Gierok provided a map of Greenwood Cemetery indicating the current capacity for gravesites, old mausoleum and new mausoleum (with niches and crypt sites). He indicated that 50% of the new mausoleum is filled; however, all have been reserved. Discussion was held regarding the shift in the cemetery industry from burials to cremations. It was noted that not all cremations wind up at a cemetery. Mr. Gierok detailed the number of burials in 2021 and 2022 and reviewed the fee schedules and explained the different types of fees. The Commission questioned the number of burials allowed per space and whether or not the City could build another mausoleum. Eustis City Commission Workshop Page 1 of 3 August 18, 2022  Mr. Gierok indicated there is one burial per space allowed and Mayor Holland recommended that the City not undertake another mausoleum. Discussion was held regarding the cremation fees and the number of available spaces with Mr. Gierok indicating that there 144 spaces in the mausoleum with six of them filled. He noted that prices have not been increased in over 20 years. He acknowledged the desire for a higher level of service at the cemetery; however, in order to do that there needs to be additional revenue. Mr. Gierok stated that the fees Eustis charges for the spaces are the lowest compared to surrounding areas. He discussed the pricing structure and explained what goes into each type of burial. He reported they were looking at outsourcing the opening and closings. He stated the quote received was for $1,400 which also includes setting up a tent and chairs. He indicated there would be an additional 30% added for administrative costs. Tom Carrino, City Manager, explained the difference between a cremation garden and a niche. Mr. Gierok described the difference between types of burial spaces including burial space, garden space, columbarium, mausoleum niche and mausoleum crypt. The Commission questioned the price breakout for the opening and closing rather than including that in the original cost of the space with Mayor Holland explaining that the State of Florida controls what can be written into pre-need and sometimes they have allowed the incorporation of opening and closing and sometimes not. Mr. Carrino explained another reason for the price breakout is the possibility of someone reselling their burial space. Mr. Gierok discussed future plans and opportunities with ongoing projects including creation of the GIS database. He and Ms. Saxman provided an example of searching for a specific burial and explained some of the difficulties regarding development of the database. He noted that the City of Live Oak has the same system and has a link on their website that allows people to search for a burial space. He indicated the project is close to completion with approximately 156 data points still to be verified. He stated future projects will include resurfacing of internal roadways, installing reclaim irrigation controllers, placing directional signage, replacing the veteran's monument, and obtaining lawn maintenance assistance particularly during the summer. Mr. Gierok noted the shift in percentage of cremations versus crypt burials in the past decades and other options for burial plots. He presented a short marketing video obtained from a private cemetery as well as photographs from the Lake Mary cemetery. Mayor Holland noted that he assisted with the creation of the Lake Mary cemetery. He stated it cost over $1 million; however, it made back the money in the next year. Eustis City Commission Workshop Page 2 of 3 August 18, 2022  Mr. Gierok presented an additional video of a cremation garden and private estate areas with pathways, additional landscaping and memorial opportunities. He commented on what the City could consider stating that they would need assistance with design and it would need to be replatted. Mr. Gierok asked the Commission for direction about the pricing structure and thoughts or ideas regarding improvements. Vice Mayor Lee asked about families being placed together with Mr. Gierok stating that family members already interred would have to be relocated. He indicated that has been done in the past. Vice Mayor Lee indicated her thought they were headed in the right direction. Mayor Holland recommended addressing the prices first and outsourcing the openings and closings and then looking at the improvements. Mr. Gierok asked if the Commission would like to obtain pricing for the cremation garden and estate burial sites with Mayor Holland stating it would be premature. He recommended addressing what the City has now and then they can address additional improvements. Mayor Holland noted the City has had a Cemetery Board which currently isn't functioning. He recommended getting the Cemetery Board reactivated. He suggested that Mr. Gierok bring back the pricing structure as a resolution. The Commission questioned whether or not credit cards are accepted at that time with Mr. Gierok indicating they are not; however, as the pricing change is completed that can be done by getting the app on their phones and incorporate the doc stamps into the pricing. Commissioner Cobb expressed concern about having the cemetery staff collect payments and suggested customers come to City Hall to pay for the spaces. Mr. Gierok agreed noting that then they would be able to pay with a credit card. 2. ADJOURNMENT: 5:57 P.M. These minutes reflect the actions are taken and portions of the discussion during the meeting. To review the entire discussion concerning any agenda item, go to www.eustis.org and click on the video for the meeting in question. A DVD of the entire meeting or CD of the entire audio recording of the meeting can be obtained from the office of the City Clerk for a fee. CHRISTINE HALLORAN City Clerk Mayor/Commissioner Eustis City Commission Workshop Page 3 of 3 August 18, 2022