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Minutes 05-27-04MINUTES OF THE CEMETERY BOARD SPECIAL MEETING HELD AT THE ART CENTER, 125 SE 2Nr) AVENUE, BOYNTON BEACH, FLORIDA, ON THURSDAY, MAY 27, 2004 AT 7:00 P.M. Present: Teresa Frazier, Vice Chair John Wildner, Deputy Recreation & Janet Prainito, Secretary Parks Director Michael Enkoff Susan Morrison I. Call to Order Due to the passing of Chairman Ryzy, Vice Chair Frazier presided and called the meeting to order at 7:05 p.m. II. Attendance Secretary Prainito called the roll and declared a quorum was present. Secretary Prainito introduced John Wildner, the City's Deputy Director of Recreation & Parks, Ms. Karilyn Hohner, who was visiting the Board, and the Recording Secretary. III. Agenda Approval Secretary Prainito recommended adding to the agenda under New Business, as Item B, "Election of a Chairperson," IV. Approval of Minutes - April 2004 Motion Mr. Enkoff moved to approve the minutes. Motion seconded by Ms. Morrison and unanimously carried. V. Receipt of Revenue/Expense Sheets - April 2004 Motion Secretary Prainito moved to place them on file. Motion seconded by Mr. Enkoff and unanimously carried. Mr. Enkoff inquired what "Miscellaneous Revenue" covered. Mr. Wildner stated that they would consult with the Finance Department to determine what this includes. Meeting Minutes Cemetery Board Boynton Beach, Florida May 27, 2004 VI. Receipt of Sales Reports - April 2004 Motion Mr. Enkoff moved to accept the sales report. Motion seconded by Secretary Prainito and unanimously carried. VII. Unfinished Business A. Parks Division Report Mr. Wildner noted that the Parks Report was included in the agenda packet. There were 14 entombments in the Mausoleum, 12 ground burials, and 7 ground cremations for a total of 33 funerals for the month of April 2004. There was one disinterment this month. Mr. Wildner reported that Mark Aniki has been reassigned and would no longer be preparing the Cemetery Report. Motion Mr. Enkoff moved to accept the Parks Report. Motion seconded by Ms. Morrison and unanimously carried. B. Possible Cemetery Rate Increases - Requested by Jim Ryzy Secretary Prainito noted that this item had been placed on the agenda previously by Jim Ryzy and inquired if the Board still wanted to look at increasing rates. The current fees charged at the Cemetery were included in the agenda packet. Mr. Wildner stated that when he was preparing the report for the City Commission concerning the future of the Cemetery, he felt that the fees were Iow compared to other fees charged in this area. Because the cemetery fees are Iow, this was one of the reasons that non-residents were purchasing City plots. The non-residential rate is exceptionally Iow. Mr. Wildner reported that Mr. Ryzy was preparing a report on fees, but unfortunately passed away. Mr. Wildner thought that this was something the Board should still pursue. Mr. Enkoff was in favor of increasing the rates. He asked if Mr. Wildner had determined how many new graves could be added if the Cemetery were replatted and Mr. Wildner estimated that over 200 more gravesites could be added. Mr. Wildner felt it was important to find ways for the Cemetery to be more available to residents than non- residents. Also, Mr. Wildner thought they should look at cremations. He would also like the Board to consider adding a small mausoleum in the future for cremains only that would also favor residents. 2 Meeting Minutes Cemetery Board Boynton Beach, Florida May 27, 2004 Mr. Enkoff inquired how the Board wanted to proceed with this. Secretary Prainito asked if any Board members were aware of what other cemeteries charged. Ms. Frazier noted that Delray Beach is a little lower than Boynton Beach and charges $440 for a plot. She reported that Delray Beach's rates would be increasing in July. Mr. Enkoff noted that the prices at private cemeteries begin around $1,200. Secretary Prainito stated that there had been prior discussions about closing cemetery sales to non-residents. Mr. Wildner thought that this was something they could consider, but it would only apply to lots that have not yet been sold. Ms. Morrison thought that this could present a lot of problems. Mr. Wildner felt that it would be better to charge higher fees for non-residents and the Board needs to be sensitive to people's needs. Mr. Wildner reported that staff previously had done surveys to determine what other municipalities are charging and after the information was gathered, the Board was able to make recommendations on fee changes. Mr. Wildner said that they could do another survey in conjunction with the replatting of the Cemetery. Secretary Prainito requested that Mr. Enkoff provide the Board with the names of cemeteries in the area in order to do a survey. Mr. Wildner inquired how long it would take to do this type of survey. Secretary Prainito thought that she could have this information available at the July meeting. Members agreed to place this on the July agenda. Board members were encouraged to bring their suggestions to the July meeting. Secretary Prainito announced that she would be out of town and would not be available for the June meeting. Mr. Enkoff recommended that the June meeting be cancelled. Motion Mr. Enkoff moved to cancel the June Cemetery Board meeting. Motion seconded by Secretary Prainito and unanimously carried. VIII. New Business A. Report on Cemetery Survey Mr. Wildner reported that he is working with the Engineering Division that is assisting with the survey. Mr. Wildner said that they have received one informal written bid from Timothy Smith Land Surveying Inc. of Royal Palm Beach for a boundary survey in the amount of $3,200. He expected to receive two more additional quotes. He anticipated that the survey would be done prior to the July meeting since the Board at its previous meeting authorized an expenditure of up to $7,000 for the survey. Mr. Wildner thought that they could add 200+ full size gravesites after the survey is done. The Board could consider putting full body graves on the northwest side of Cemetery, but may want to use this area for cremation sites or for adding a small Meeting Minutes Cemetery Board Boynton Beach, Florida May 27, 2004 mausoleum. He also anticipates that the infant section could be increased once the survey is done. Mr. Wildner reported on the burial of the infant that was discussed at the last meeting. The infant was placed in a cremation grave, which worked out well. He felt that the replatted area that has cremation graves is actually large enough to hold infant burials up to a certain age. However, once the Cemetery is replatted, additional infant graves would be available immediately. Secretary Prainito inquired if a scattering garden could be added to the Cemetery and Mr. Wildner said that this was possible and could be placed in the northwest section also. He was not certain how many ashes could be scattered because monuments are needed as well. Secretary Prainito recommended having a large wall where names could be added on plaques. Mr. Enkoff stated that this was called an ossuary where all the ashes are commingled and would require written permission from the family. Mr. Enkoff explained that a large piece of granite could be purchased on which the names of persons whose ashes are buried in the ossuary could be added. Mr. Enkoff explained that a normal size burial vault would be buried below the ground and a section of the lid could be opened to place the cremains. Mr. Wilder felt that as options for burials decrease, people would become more open to alternatives. Mr. Enkoff reported that cremations are on the rise and there are churches in the area that have their own ossuaries. Mr. Wildner noted that this would increase the life of the cemetery, and Mr. Enkoff said that it would also bring in more income. Secretary Prainito inquired how long the vault could be utilized for cremains. Mr. Enkoff felt it could be used for at least two years. Ms. Morrison inquired about the land to the south of the mausoleum and Mr. Wildner stated that one more mausoleum building would be built in this space. Mr. Osborne is already selling space in this new area. Secretary Prainito pointed out that Mr. Osborne's contract ends in January 2008. Mr. Enkoff inquired if this was something the City could build and Mr. Wildner said that the Board could always make this recommendation. Motion Vice Chair Frazier moved to accept the Report on the Cemetery Survey. Motion seconded by Mr. Enkoff and unanimously carried. B. Election of a Chair Motion Secretary Prainito moved to elect Michael Enkoff as Chairperson. Motion seconded by Meeting Minutes Cemetery Board Boynton Beach, Florida May 27, 2004 Ms. Morrison and unanimously carried. IX. Other Mr. Enkoff assumed the duties of Chair. Chair Enkoff inquired if the Clerk's Office had received any Affidavits of Embalming, and Secretary Prainito said that she would check on that. Mr. Wildner did not think that any had been presented. Chair Enkoff reported that the trays are working well. Secretary Prainito stated that she received a telephone call this week from Scobee Combs regarding disinterring a body buried up north and having it placed in the mausoleum in Boynton Beach. She was not sure who spoke to Mr. Osborne at the mausoleum, but Mr. Osborne informed that person that the body could be placed in a Ziegler case without a casket. This resulted in Scobee Combs calling the Clerk's Office to determine if this was permissible, since Mr. Hensley of Scobee Combs recalled that a casket was required. Chairman Enkoff stated that if a body is disinterred, it must be in a container already. Some Ziegler cases are large enough to surround a smaller casket. Secretary Prainito thought that the body was not in a container, but was only in a Ziegler case. Secretary Prainito noted that the Rules and Regulations in 1994 stated that "sealed, metal caskets were required." However, sometime in 1996 that rule was eliminated and there was no mention in the Rules and Regulations that a casket was required, whether it was sealed or metal. Ms. Morrison inquired why this rule was eliminated and Secretary Prainito reported that in 1996 there were many rule changes made. Secretary Prainito discovered a rule change summary sheet in the files that showed that this rule was going to be eliminated; however, this could not be confirmed by any minutes. Chairman Enkoff requested that he be furnished with a copy of the rule change summary sheet. Chairman Enkoff reported that Mr. Osborne required a casket. Also, Secretary Prainito inquired if the casket must be sealed and Chairman Enkoff stated that it had to be sealed. When speaking with Mr. Hensley of Scobee Combs, Secretary Prainito got the impression that he felt that the requirement for a sealed casket had been eliminated. Chairman Enkoff stated that this needed to be addressed. Secretary Prainito noted that the rules state that a plastic tray must be placed under the casket on all entombments, but this was the only time that a casket is mentioned in the rules. Chairman Enkoff requested that this be put on the agenda for discussion at the July meeting. Mr. Wildner said that he would research this further as well. Chairman Enkoff requested that when the item is added to the agenda it should state "protective casket," not "sealed." Secretary Prainito will add the item to the agenda as "Proposed Rule Change regarding Protective Casket" that would apply only to the mausoleum. Meeting Minutes Cemetery Board Boynton Beach, Florida May 27, 2004 Mr. Wildner recommended reviewing all the rules to determine if there are other changes needed. Secretary Prainito will include a copy of the Rules and Regulations with the minutes. Mr. Wildner reported that there is an old green tent at the Cemetery that is no longer used, as well as the original mausoleum lift purchased in 1992 that is in poor condition. A new lift had been purchased to replace the older lift. Mr. Wildner recommended that these two items be brought to Palm Beach County's resale facilities for sale. Any monies realized from the sale of these two items would be placed into the Cemetery Fund. There was a consensus among the members to send these items to the County for sale. Chairman Enkoff inquired who pays for the purchase of new equipment. Mr. Wildner stated that usually any purchases for the Cemetery are approved by this Board and are included in the City's budget. A copy of Cemetery budget will be furnished to the Board and Mr. Wildner anticipates that there was very little equipment needed this year. Secretary Prainito inquired who is preparing the Cemetery budget and Mr. Wildner stated that the Parks Department is doing the budget. When Mr. Wildner brings the budget to the Board, he will also bring a list of equipment and the age. Chairman Enkoff inquired if there were plans to purchase a new lid lowering device and Mr. Wildner said that they could look at this. Mr. Wildner will research the cost of a new one and bring it to the Board in July. Mr. Wildner reported that the Memorial Day Services would be held at the Cemetery on Sunday, May 30th beginning at 2:00 p.m. Flags and crosses are placed in the Cemetery to honor over 1,000 veterans that are buried in the Cemetery. Volunteers from veterans' groups place the flags and members of the Atlantic High School Junior ROTC place the crosses. Mr. Wildner noted that the ceremony is very well attended. X. Adjournment There being no further business, the meeting property adjourned at 8:00 p.m. Respectfully submitted, Barbara M. Madden Recording Secretary (June 4, 2004)