City of Groveland Minutes City Council Workshop Tuesday, February 20, 2024  The Groveland City Council held a workshop on Tuesday, February 20, 2024 in the E.L. Puryear Building located at 243 S. Lake Avenue, Groveland, FL 34736. Mayor Evelyn Wilson called the meeting to order at 6:05 p.m. with the following members present: Vice Mayor Mike Radzik, Council Members Barbara Gaines, Richard Skyzinski, and Dina Sweatt. City officials present were City Manager Mike Hein, City Clerk Virginia Wright, Sergeant-At-Arms Chief Shawn Ramsey and As an alternate option, the public was provided the opportunity to attend the February 20, 2024 City Council Workshop virtually in listen/watch mode only. A public notice with instructions to participate was posted to the City's website under "public notices" at www.groveland-f.gov. and  City Attorney Anita Geraci-Carver.  int the display board at City Hall.  AGENDA  1. Greenwood Cemetery Final Report- Presentation by Local Government Solutions Mike Walker, Director of Parks & Community Services reported less than a year ago a meeting was held to discuss the Greenwood Cemetery, which is currently maintained by Edge Memorial United Methodist Church, to see if the City wanted to take over the cemetery. Mr Walker stated Alan and Jodi Rosen with Local Government Solutions would be providing an overview. Mr. Walker reported staff is seeking direction from Council to Mr. Rosen and Ms. Rosen provided the following PowerPoint Presentation as attached to  see if they would like to take over the cemetery as a public cemetery.  these minutes as Attachment 1.  Main Purpose  Analyze the impact of assuming the operations of the Greenwood Cemetery Loosely apply coast to the other cemeteries in the city, including Oak Tree Union Colored Cemetery of Taylorville, which the city took ownership of last fiscal year.  Applied Methodologies Document Review Interviews Peer Comparison Financial Analysis  Outline  Cemetery History & Operations Cemetery Revenue Cemetery Costs Lifetime Forecast Additional Considerations Recommendations  1    FEBRUARY 20, 2024 CITY COUNCIL WORKSHOP MINUTES  Q&A  Historical & Current Cemetery Operations Greenwood Cemetery History and Background  1928: Created  1995: Deeded to Edge Memorial Methodist Church  Managed by church volunteers.  The church offered to donate the land to the city and transfer the perpetual funds. 1,500 interments, a full columbarium, and 2,332 single spaces available.  7.5 acres:  o 39% (2.9 acres): Headstones 1% (0.1 acres): Columbarium 60% (4.5 acres): vacant/unsold Approximately 20 burials per year  Cemetery Rules & Regulations Enforcement  Each lot shall be restricted to tow flower vases, one on each sided of and in line with the headstone. (Except for the time of the funeral). The rest of the lot is to be kept clear to allow for the proper maintenance of the cemetery. No borders or trinkets shall be placed on the lot. NO  alterations shall be made to an individual lot.  Calendar Year 2021 Forecasted Cemetery Budget  Revenue $29,785  Expenses $11,060  Savings $18,725  Perpetual Fund Balance $96,604.47  Cemetery Revenue  Peer Burial Plot Fees - Residents (included in Attachment 1) Peer Burial Plot Fees - Non Residents (included in Attachment 1)  Cremation Forecast for the United States  2023 60.5%  2040 78.4%  2045 81.4%  2    FEBRUARY 20, 2024 CITY COUNCIL WORKSHOP MINUTES  Increase in Available Inventory by Converting 12% of Current Burial Spaces  (included in Attachment 1) Burial Grave Open and Close  Cemetery customers pay for an "open/close" Cities usually outsource for this service Costs passed to customers Eliminates capital costs One peer marks up fee to recoup admin costs  Customary Fees Charged by Peers  Customary Fees Administrative Fee Grave Opening Permit Fee Niche Engraving Fee Recording Deed Processing Fee Doc Stamp Fee Additional Internment Cemetery Costs  Benefits of Customary Fees Increases revenues Reduces administrative work Helps cover administrative costs  2023 Peer Century Average Expense Per Acre  (included in Attachment 1)  Level of Effort by Weed Eating Method Mechanical Weed Eating = FTE's per acre = 0.095 Chemical Weed Eating - FTE's per acre = 0.053  Goat scaping: Reduces carbon footprint, chemicals, and promotes biodiversity. Use in  Washington, D.C.'s historic Congressional Cemetery.  Lifetime Forecast  Greenwood and Oak Tree Forecast (graph included in Attachment 1) Scenarios that could impactforecasts Switching burial plots for columbaria Increasing fees above recommended amounts Allowing purchases of plaques, benches, and donations  Factors that could reduce revenue and place more burden on the general fund Using the perpetual fund for items other than the long-term care of cemeteries  Reducing the proposed fee structure  3    FEBRUARY 20, 2024 CITY COUNCIL WORKSHOP MINUTES  Providing additional discounts on burial prices to certain populations  Additional Considerations and Opportunities  Cemetery Information Management Software (CIMS) Number of cremains permitted in the burial spaces Sale of benches, memorial plaques, and donations  Renting of burial plots Arboretum Eco-friendly burials Recommendations  Recommendation 1: Decide whether managing the Greenwood Cemetery is a public good.  Recommendation 2-3:Increase burial plot fees to market rate. Decision Point: Restrict plots to residents only?  Recommendation 4: Automatically adjust cemetery fees by 5% or CPI every year and re- Recommendation 5-7: Increase columbaria spaces and create market rate niche fees. Recommendation 8 - 10: Outsource open/close and implement market rate fees for this and Recommendation 11: Consider whether to chemically weed to save money or mechanically weed to better conform with the organizational values. Note: It's currently done chemically. Recommendation 12: Contact Abe Moreno to determine the costs and logistics of providing maintenance services should Groveland take over the cemetery operations. Recommendation 13: If outsourcing maintenance, layout responsibility for fixing damage in the Recommendation 13A: If keeping maintenance in-house, designate or hire part-time staff  evaluate every five years.  other services to recoup costs and help save for the perpetual fund.  contact. member.  Recommendation 14: Use an Excel spreadsheet and/or internal Gls map to track cemetery plots Recommendation 15: Consider implementing additional opportunities to maximize the life cycle Recommendation 15A: Ensure appropriate knowledge transfer and that the cemetery rules are  and purchases.  and revenue of the cemetery.  enforced before assuming ownership.  4    FEBRUARY 20, 2024 CITY COUNCIL WORKSHOP MINUTES  Legal Obligation to Take Over Cemetery?-No.  Florida Statutes 497.284 Abandoned cemeteries; immunity; actions, - (1) not action taken by a county or municipality that has maintained under this subsection shall establish an ongoing obligation or duty to provide continuous security or maintenance of any cemetery. (3)A C county or municipality that has maintained or secured a cemetery pursuant to the provisions of subsection (1) may maintain an action at law against the owner of the cemetery to  recover an amount equal to the value of such maintenance or security.  Moral Obligation to Take Over Cemetery?  To be or not to be.... .that is the question. Public Good - Once the cemetery was no longer able to generate new funds, each resident would pay to maintain it whether they used it or not. Council Member Sweatt stated the first photos in the presentation showed the cemetery was a mess. She asked City Attorney Geraci-Carver if bringing the cemetery into compliance could be enforced. City Manager Hein stated this was not a legal question at this point, that staff was currently seeking discussion and direction as to bringing cemeteries within the city under the City Manager Hein noted compliance would be discussed internally as there were cultural Council Member Gaines inquired as to what risks the City stood to encounter if the decision was to not take over the cemetery. Mr. Rosen replied that according to Florida Statutes, there was no City Manager Hein reiterated there was no legal obligation. It becomes a question of morals compass and public good. He stated the worst-case scenario was people would stop maintaining the cemetery. At some point if future generations stop maintaining the cemeteries it would reflect poorly on the City. He stated the options were to do nothing, to pursue municipalization, or to Council Member Gaines understood that once the cemetery was full there would no longer be revenue generated. Regarding only residents being at the cemetery, Council Member Gaines asked what other cemeteries allowed for. She asked what would happen in a scenario where a fatherv was buried here and the mother lived out ofstate, but the child wanted them buried together. Ms. Rosen stated unfortunately she was not entirely sure in that case. However, something of Vice Mayor Radzik felt the risk, once the cemeteries were full, would be that the properties would  municipality.  sensitivities to be aware of.  legal obligation by the City. The risk could be political.  create partnerships.  that nature could be stipulated in the rules.  need to be maintained through the general fund.  5    FEBRUARY 20, 2024 CITY COUNCIL WORKSHOP MINUTES  Council Member Skyzinski noted after the forty-five to fifty (45-50) year mark the City would break even. He asked ifi it would get worse financially for the City each year. Mr. Rosen stated based on the forecast of two hundred and fifty thousand dollars ($250,000) per year, by Fiscal Year 2070 it Council Member Skyzinski asked City Manager Hein how this could be managed. City Manager Hein stated this evening's workshop was to ensure Council was fully informed with options at this Vicey Mayor Radzik inquired as to what happens if a future Council decides they no longer want to fund cemetery operations. City Manager Hein stated if that were the case he was unsure of who the responsibility could be abdicated to. A third party would need to be located. Mayor Wilson asked if the paperwork for plot ownership would be conveyed to the City with a transfer of responsibility and if there was any communication with the families who owned the plots. Jerry Fleetwood, who is the current caretaker of the Greenwood Cemetery, stated he was Mayor Wilson inquired if the families of those buried at the cemetery visit the cemetery. Mr. Julia Law stated she was a member of Edge Memorial United Methodist Church. The church took on the cemetery for the past twenty-five (25) years and felt it was definitely a public good. She James Smith stated he oversaw the cemetery located on Sampey Road. He stated he started with a few volunteers. However, over time he ended up being the only caregiver. He asked that  would cost five hundred thousand dollars ($500,000) per year for maintenance.  time.  not in contact with any of the family members. Fleetwood stated yes, but not an overabundance.  noted there were records but probably not current addresses.  Council consider the takeover with an open heart and consider the longevity.  2. Discussion & Direction  Council consensus was to look into the City taking over the Greenwood Cemetery. City Manager Hein stated the first step would be for Mr. Walker to work with City Attorney Geraci-Carver and the Edge Memorial Methodist Church for a timeline oft the transfer. Legal documents for the adoption, as well as several policies would be required. City Manager Hein stated he would work with Finance Director Jo-Anne Drury. He does not foresee the  adoption taking place prior to the new budget in October.  ADJOURNMENT  Mayor Wilson adjourned the workshop at 6:56 p.m.  6    FEBRUARY 20, 2024 CITY COUNCIL WORKSHOP MINUTES  Groveland FLORIDA City with NaturalCharm  GelpClaon Evelyn Wilson, Mayor Maillsl VirginiaWright, City Clerk  Attest:  7    Local Government  à  III  Groveland FLORIDA  Solutions  GREENWOOD CEMETERY BUSINESS PLAN  TUESDAY, FEBRUARY 20, 2024    LOCAL  SOVERNMENT SOLUTIONS  JODI ROSEN  IIII  ALAN ROSEN, MPA, ICMA-CM  Introduction Cemetery Operations Revenue Costs Forecast Additional Considerations Recommendations Q&A    HORSES wathn MISSION  THERAPEUTICRIDING ROGRAMS MEET THE!  DONATE  GIVING PEOPLE WITH PHYSICAL, MENTAL, AND EMOTIONAL DISABILITIES AC CHANCE TO BOND AND EXPERIENCE THE THERAPEUTIC BENEFIT OF HORSES.  $807 Donation  Introduction Cemetery Operations Revenue Costs Forecast Additional Considerations Recommendations Q&A    Budget & Management Analysis Comp and Class Analysis  Local Government  Emotional Intelligence Training Executive Recruitment Leadership Development Organizational Analysis Performance Measurement Process improvement Strategic Planning  IIII  $olutions  Introduction Cemetery Operations Revenue Costs Forecast Additional Considerations Recommendations  a    MAIN PURPOSE  Analyze the impact of assuming operations  of the Greenwood Cemetery.  Loosely apply costs to the other cemeteries in the city, including Oak Tree Union Colored Cemetery of Taylorville, which the city took  GREENWOOD  ownership of last fiscal year.  Introduction Cemetery Operations Revenue Costs Forecast Additional Considerations Recommendations Q&A      APPLIED MEHODOLOGIES  Document Review  Interviews  Peer Comparison Financial Analysis  Peer Learning  Introduction Cemetery Operations Revenue Costs Forecast Additional Considerations Recommendations Q&A    OUTLINE  Cemetery History & Operations  Cemetery Revenue Cemetery Costs Lifetime Forecast  Additional Considerations  GREENWOOD  Recommendations  CEMETERY!  Q&A  Introduction Cemetery Operations Revenue Costs Forecast Additional Considerations Recommendations Q&A  5    oDw  HISTORICAL& CURRENT  CEMETERY OPERATIONS  Introduction Cemetery Operations Revenue Costs Forecast Additional Considerations Recommendations Q&A  n (    GREENWOOD CEMETERY HISTORY AND BACKGROUND  CEMEVER EMEUER TERVCEMETERY  1928: Created.  MEVE EMEVERY MEVERY  1995: Deeded to Edge Memorial  Methodist Church.  CEMETERY  CEMEUERY  Managed  church volunteers.  GGREENWOOD'ST CEMETER? CEMEUERT MEVERS? CEMEVERI CEMEVERY CEMEIER  by  The church offered to donate the land to  the city and transfer the perpetual fund.  Introduction Cemetery Operations Revenue Costs Forecast Additional Considerations Recommendations Q&A  A    GREENWOOD CEMETERY HISTORY AND BACKGROUND  a  1,500 interments, a full columbarium,  ERV GEMEVERM  METERYE CEMETERY  and 2,332 single spaces available.  EMEVERY CEMEIERY  7.5 acres:  EMETERY CEMEUERV  CEMEJERT  39% (2.9 acres): Headstones.  EGREENWOOD'ST CEMETER? CEMEVERY EMEVER GEMEVERSY CEMEVERY CEMEJERY  1% (0.1 acres): Columbarium.  60% (4.5 acres): vacant/unsold.  Approximately 20 burials per year.  Introduction Cemetery Operations Revenue Costs Forecast Additional Considerations Recommendations Q&A    CEMETERY RULES & REGULATIONS ENFORCEMENT  4. Each lot shall be restricted to two flowervases, one on each side of and in line withthe headstone. (Except for the time of the funeral). The rest of the lot isto be kept clear to allow for the proper maintenance of the cemetery. No borders or trinkets shall be  placed on the lot. No alterations shall be made to an individual lot.  Introduction Cemetery Operations Revenue Costs Forecast Additional Considerations Recommendations Q&A  a    CALENDAR YEAR 2021 FORECASTED CEMETERY BUDGET  Revenue  Expenses  Savings  Perpetual Fund Balance  $29,785  $11,060  $18,725  $96,604.47  Source: Edge Memorial Methodist Church Records  Introduction Cemetery Operations Revenue Costs Forecast Additional Considerations Recommendations Q&A  0    17980  24224  CEMETERY REVENUE  K22  Introduction Cemetery Operations Revenue Costs Forecast Additional Considerations Recommendations Q&A    PEER BURIAL PLOT FEES - RESIDENTS  $1,600 $1,400 $1,200 $1,000 $800 $600 $400 $200 $-  $1,400  $1,150 = Average of the  $1,200  $1,000  $1,000  top four peers  $890  $625  $555  $450  Fee  Peer Average  Introduction Cemetery Operations Revenue Costs Forecast Additional Considerations Recommendations Q&A    PEER BURIAL PLOT FEES - NON-RESIDENTS  $2,000 $1,800 $1,600 $1,400 $1,200 $1,000 $800 $600 $400 $200 $-  $1,800  $1,600  $1,500  $1,250  $1,370  $1,633 = Average of the  $700  top three peers  Fee  Peer Average  Introduction Cemetery Operations Revenue Costs Forecast Additional Considerations Recommendations Q&A    CREMATION FORECAST FOR THE UNITED STATES  2023  2040  2045  60.5%  78.4%  81.4%  Source: US cremation rate per National Funeral Directors Association (NFDA)  Introduction Cemetery Operations Revenue Costs Forecast Additional Considerations Recommendations Q&A    INCREASE IN AVAILABLE INVENTORY  BY CONVERTING 12% OF CURRENT BURIAL SPACES  Current  Future  Difference  Burial Spaces/Niches 2,332 Burial Plots  2,052 Burial Plots 6,720 Cremain Niches 8,772 Total Spaces  6,440  Total Additional Spaces  Net Revenue  $3,381,400  $9,067,080  $5,685,680  1The columbarium purchase costs are included in the future net revenue.  Introduction Cemetery Operations Revenue Costs Forecast Additional Considerations Recommendations Q&A  6    BURIAL GRAVE OPEN AND CLOSE  Cemetery customers pay for an open/close".  Cities usually outsource for this service.  Costs passed to customers.  Eliminates capital costs.  One peer marks up fee to recoup admin costs.  Introduction Cemetery Operations Revenue Costs Forecast Additional Considerations Recommendations Q&A    CUSTOMARY FEES CHARGED BY PEERS  Customary Fees  Benefits of Customary Fees  Administrative Fee  Increases revenues  Grave Opening Permit Fee Niche Engraving Fee  Reduces administrative work  Helps cover administrative costs  Recording Deed Processing Fee  Doc Stamp Fee  Additional Internment  Introduction Cemetery Operations Revenue Costs Forecast Additional Considerations Recommendations Q&A      CEMETERY COSTS  Introduction Cemetery Operations Revenue Costs Forecast Additional Considerations Recommendations Q&A  U    2023 PEER CEMETERY AVERAGE EXPENSE PER ACRE  $14,000 $12,000 $10,000 $8,000 $6,000 $4,000 $2,000  $12,270  $8,298  $6,861  $5,148  $4,861  $3,728  $1,681  $1,200  Clermont Mount Dora  lavares Expense/Acre  Umatilla  Eustis Peer Average  Howey  Greenwood  Note: Peer Average excludes Howey and Greenwood. Mount Dora inclades estimated salary data. Tavares benefit  information is estimated.  Introduction Cemetery Operations Revenue Costs Forecast Additional Considerations Recommendations Q&A  (    LEVEL OF EFFORT BY WEED EATING METHOD  Mechanical Weed Eating  Chemical Weed Eating  FTE's Per Acre = 0.095  FTE's Per Acre = 0.053  Introduction Cemetery Operations Revenue Costs Forecast Additional Considerations Recommendations Q&A  20    Goatscaping: Reduces carbon footprint, chemicals, and promotes biodiversity.  Used in Washington D.C.'s historic Congressional Cemetery  Introduction Cemetery Operations Revenue Costs Forecast Additional Considerations Recommendations Q&A  a    LIFETIME FORECAST  Introduction Cemetery Operations Revenue Costs Forecast Additional Considerations Recommendations Q&A  93    GREENWOOD AND OAK TREE FORECAST  $7,000,000 $6,000,000 $5,000,000 $4,000,000 $3,000,000 $2,000,000 $1,000,000  $(1,000,000)  FY FY FY FY FY FY FY FY FY FY FY FY FY FY FY FY FY FY FY FY FY FY FY FY 24 26 28 30 32 34 36 38 40 42 44 46 48 50 52 54 56 58 60 62 64 66 68 70  Revenue  Expenditures  Ending Perpetual Fund  Introduction Cemetery Operations Revenue Costs Forecast Additional Considerations Recommendations Q&A  lobe ypco  09    SCENARIOS THAT COULD IMPACT FORECASTS  Factors that could increase revenue and extend the life of the cemetery.  Switching burial plots for columbaria.  Increasing fees above recommended amounts.  Allowing purchases of plaques, benches, and donations.  Factors that could reduce revenue and place more burden on the general fund. Using the perpetual fund for items other than the long-term care of cemeteries.  Reducing the proposed fee structure.  Providing additional discounts on burial prices to certain populations.  Introduction Cemetery Operations Revenue Costs Forecast Additional Considerations Recommendations Q&A  a4    ADDITIONAL CONSIDERATIONS AND OPPORTUNITIES  Cemetery Information  Renting of Burial Plots  Management Software (CIMS) Number of Cremains Permitted in  Arboretum  Eco-Friendly Burials  Burial Spaces  Sale of Benches, Memorial Plaques  & Donations  Introduction Cemetery Operations Revenue Costs Forecast Additional Considerations Recommendations Q&A  36    D  .  RECOMMENDATIONS  Introduction Cemetery Operations Revenue Costs Forecast Additional Considerations Recommendations Q&A  26    RECOMMENDALIONI  Decide whether managing the  Greenwood Cemetery is a public good.  Introduction Cemetery Operations Revenue Costs Forecast Additional Considerations Recommendations Q&A  21    RECOMMENDATIONS2-3  Increase burial plot fees to market rate.  Decision Point: Restrict plots to  residents only?  Introduction Cemetery Operations Revenue Costs Forecast Additional Considerations Recommendations Q&A  2e    RECOMMENDATION4  Automatically adjust cemetery fees by  5% or CPI every year and reevaluate  every five years.  Introduction Cemetery Operations Revenue Costs Forecast Additional Considerations Recommendations Q&A  24    RECOMMENDATIONS5-7  Increase columbaria spaces and create  market rate niche fees.  Introduction Cemetery Operations Revenue Costs Forecast Additional Considerations Recommendations Q&A    RECOMMENDATIONS 8-10  Outsource open/close and implement  market rate fees for this and other  services to recoup costs and help save  for the perpetual fund.  Introduction Cemetery Operations Revenue Costs Forecast Additional Considerations Recommendations Q&A  A    RECOMMENDATION 11  Consider whether to chemically weed to  save money or mechanically weed to  better conform with the organizational  values.  Note: It's currently done chemically.  Introduction Cemetery Operations Revenue Costs Forecast Additional Considerations Recommendations Q&A  a    RECOMMENDATION12  Contact Abe Moreno to determine the  costs and logistics of providing  maintenance services should Groveland  take over cemetery operations.  Introduction Cemetery Operations Revenue Costs Forecast Additional Considerations Recommendations Q&A      RECOMMENDATION13  If outsourcing maintenance, layout  responsibility for fixing damage in the  contract.  Introduction Cemetery Operations Revenue Costs Forecast Additional Considerations Recommendations Q&A    RECOMMENDATION 13A  Ifkeeping maintenance in-house,  designate or hire a part-time staff  member.  Introduction Cemetery Operations Revenue Costs Forecast Additional Considerations Recommendations Q&A    RECOMMENDATION14  Use an Excel spreadsheet and/or  internal GIS map to track cemetery  plots and purchases.  Introduction Cemetery Operations Revenue Costs Forecast Additional Considerations Recommendations Q&A  9    RECOMMENDATION 15  Consider implementing additional  opportunities to maximize the life cycle  and revenue of the cemetery.  ntroduction Cemetery Operations Revenue Costs Forecast Additional Considerations Recommendations Q&A  a    RECOMMENDATION 15A  Ensure appropriate knowledge transfer  and that the cemetery rules are enforced  before assuming ownership.  Introduction Cemetery Operations Revenue Costs Forecast Additional Considerations Recommendations a  G    LEGAL OBLIGATION TO TAKE OVER CEMETERY?  No  Florida Statutes 497.284 Abandoned cemeteries; immunity; actions.- (1) :. no action taken by a county or municipality under this subsection shall establish an ongoing obligation or duty to provide continuous security or maintenance for any cemetery. G Alon 6 Fill CafEh)  (3) A county or municipality that has maintained or secured a cemetery pursuant to the provisions of subsection (1) may maintain an action at law against the owner of the cemetery to recover an amount equal to the value  of such maintenance or security.  Introduction Cemetery Operations Revenue Costs Forecast Additional Considerations Recommendations Q&A  A6    MORAL OBLIGATION TO TAKE OVER CEMETERY?  To be or not to be... That is the question.  Public Good?  N  Public Good: Services everyone pays for even if they don't use it.  Introduction Cemetery Operations Revenue Costs Forecast Additional Considerations Recommendations Q&A  ah    Introduction Cemetery Operations Revenue Costs Forecast Additional Considerations Recommendations Q&A  4D