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Minutes 07-22-04MINUTES OF THE CEMETERY BOARD SPECIAL MEEING HELD AT THE ART CENTER, 125 SE 2ND AVENUE, BOYNTON BEACH, FLORIDA, ON THURSDAY, JULY 22, 2004 AT 7:00 P.M. Present: Michael Enkoff, Chairman Teresa Frazier, Vice Chair Janet Prainito Karilyn Norem Horner Susan Morrison John Wildner, Deputy Recreation & Parks Director I. Call to Order Chairman Enkoff called the meeting to order at 7:07 p.m. I1. Attendance Secretary Prainito called the roll and declared a quorum was present. John Wildner, Deputy Recreation and Parks Director, was introduced. III. Agenda Approval Motion Chairman Enkoff moved to approve the agenda. Motion seconded by Ms. Morrison and unanimously carried. IV. Approval of Minutes - May 2004 Motion Ms. Morrison moved to approve the minutes of the May 27, 2004 meeting. Motion seconded by Secretary Prainito and unanimously carried. V. Receipt of Revenue/Expense Sheets - May & June 2004 Chairman Enkoff stated that he received a letter from Secretary Prainito dated June 3, 2004 responding to his request for a definition of "miscellaneous revenue" for the Cemetery. Included with Secretary Prainito's letter was a response from the Finance Department to his inquiry. The Finance Department uses the miscellaneous revenue account for marker fees and transferring fees that accounted for the discrepancy in the figures of $3,350. Meeting Minutes Cemetery Board Boynton Beach, Florida July 22, 2004 Motion Secretary Prainito moved for approval. Motion seconded by Vice Chair Frazier and unanimously carried. VI. Receipt of Sales Reports - May & June 2004 Motion Ms. Morrison moved for approval. Motion seconded by Secretary Prainito and unanimously carried. VII. Unfinished Business A. Parks Division Report Mr. Wildner reviewed the information contained in the report. There were a total of 26 funerals for the month of June, which is somewhat less than usual. Chairman Enkoff inquired where re-sales of plots would be covered in the report. Mr. Wildner noted that there have been no recent re-sales, but occasionally requests are made to sell back a plot to the City. This is handled by the Clerk's Office and would be included in the report. Motion Chairman Enkoff moved to accept the Parks Division Report. Motion seconded by Ms. Morrison and unanimously carried. Discussion of Price Survey and Consideration of Potential Cemetery Rate Increases Secretary Prainito reported that Ms. Sarka in the Clerk's Office contacted various entities and municipalities to gather information for a report on what other cemeteries are charging. Ms. Sarka ~eported that she encountered some difficulty in obtaining prices over the phone. Ms. $arka contacted and obtained figures from - Palm Beach Memorial Park Royal Palm Funeral Home & Cemetery City of Lake Worth Our Lady Queen of Peace Lake Worth Memory Gardens Ms. Morrison reported that she contacted the City of Delray Beach this morning and obtained their prices. Delray Beach raised their prices for plots this month as follows: Meeting Minutes Cemetery Board Boynton Beach, Florida July 22, 2004 · City residents - $495 · Non-residents - $850 · Infants- Resident- $ 50 · Infants- Non-resident $100 · Openings & closings on weekdays for residents and non-residents - $400 · Openings & closings on week-ends and holidays for residents and non-residents - $500 The previous fee for a non-resident in Delray Beach was $750. The fee for a resident was increased from $450 to $495. Mr. Wildner noted that Delray Beach has a lot of space available because in the past the cemetery had been underutilized and has since expanded. Members commented that the prices for plots being charged by other cemeteries are much higher than Boynton Beach and consideration should be given to increasing fees. Mr. Wildner pointed out that the City of Lake Worth charges $750 for a resident and $1,200 for a non-resident. Secretary Prainito noted that the prices charged by Palm Beach Memorial Park begin at $1,150 and go up to $1,750. Chairman Enkoff asked members how they would like to proceed with instituting a rate increase. Mr. Wildner responded that usually the Board would come up with figures for rate increases and present them to the City Commission for consideration. Mr. Wildner recommended reviewing the information for discussion at the next Board meeting. At that time they could decide on how to proceed. Discussion ensured and it was agreed that non-residents should pay a great deal more than residents since cemetery space is dwindling. The members felt obliged to provide for City residents first, rather than to the general public that is looking for an inexpensive burial plot. A recommendation was made to increase the fees for residents to $500 and for non- residents to $1,000. Also, Mr. Wildner pointed out that the fees for openings and closings are very Iow and consideration should be given to raising those fees. Secretary Prainito pointed out that the fees were raised over two years and are still considerably Iow when compared to the surrounding communities. When the rates were raised, it was done by calculating the costs for the workers. Currently, opening and closing fees on weekdays are only $330. Secretary Prainito pointed out that the City of Lake Worth charges $500 for openings and closings and after 3:00 p.m. the fee increases to $750. Ms. Morrison inquired if there were different fees for residents and non-residents for openings and closings, and Mr. Wildner responded that the fees are the same. Secretary Prainito pointed out that other cemeteries also charge additional fees for openings and closings after 3:00 p.m. Mr. Wildner explained the increase is due to the costs for paying the crews overtime. Meeting Minutes Cemetery Board Boynton Beach, Florida July 22, 2004 Chairman Enkoff felt that the cost for a lot should be increased to $525 for City residents and, for non-residents, it should be increased to $1,125. Chairman Enkoff felt that infant plots should be increased to $100. With regard to cremains, he felt that this service would be increasing and he suggested that the cost for a plot for cremains should be increased from $200 to $350. For non-residents, it should be $525. Chairman Enkoff asked for guidance on Sara Sims Cemetery fees. Mr. Wildner noted that these fees were always lower because people of lesser means mainly utilized this Cemetery. Mr. Wildner pointed out that the Cemetery now has a new fence and new sign and he anticipates more usage of this Cemetery. Also, the Cemetery is part of the Heart of Boynton Program and there have been discussions about purchasing the decaying apartment buildings at the site and incorporating this area into the Cemetery to create a much bigger Cemetery. Chairman Enkoff said that considering these circumstances, a fee increase of some kind would be in order. Mr. Wildner felt that in the future, Sara Sims Cemetery would become a viable Cemetery once the main Cemetery fills up. Mr. Wildner recommended increasing the lots at Sara Sims from $225 to $300. Chairman Enkoff felt that the fees for plots in Sara Sims should be the same as the main Cemetery. Mr. Wildner thought that if the fees were too high, this would discourage use of Sara Sims. Chairman .Enkoff next suggested raising fees to $325 for residents and $750 for non-residents. The price for infant lots could be raised to $75. With regard to increasing the fees for openings and closings at Boynton Beach Memorial Park, Chairman Enkoff felt that the fees should be at least equal to Delray Beach that charges $400 for weekdays and $500 on Saturday, Sunday and Holidays. Vice Chair Frazier pointed out that the opening and closing fees for an infant were $50 for residents and $100 for non-residents. Secretary Prainito noted that Palm Beach Memorial Park charges $325 for infants during the week and $525 on weekends. Mr. Wildner suggested that opening and closing fees for an infant could be raised to $150. Chairman Enkoff felt that the interment and disinterment of cremains should be raised from $82.50 to $100. He questioned the disinterment cost of a body at $247.50 with no equipment charge and recommended that this be increased to $400. Members felt that the fee for weekend and holiday Mausoleum openings and closings should remain as is at $225. Secretary Prainito inquired what a complete setup consisted of and was informed that it included the tent, chairs, grass and the lowering device. Chairman Enkoff would like staff to look into acquiring a new lowering device that would be more efficient for the vaults. Mr. Wildner said that he would look into it. Mr. Wildner explained that the current lowering device is mechanical, but is hand operated. Meeting Minutes Cemetery Board Boynton Beach, Florida July 22, 2004 Secretary Prainito will prepare a matrix on the recommended increases and the current prices for the Board to review at the next meeting. Mr. Wildner requested that this be included with the minutes so that members would have an opportunity to look it over. C. Report on Cemetery Survey Mr. Wildner reported that Smith & Associates began the survey this week at the Cemetery. This company has done a great deal of work for the City's Engineering Division. They will also be contacting the original surveyor to obtain information to assist with the survey to make certain that the information is accurate. They anticipate that the survey will be completed by Friday of next week. As soon as Mr. Wildner receives the survey, he will send copies to the members for their review. This should assist in replatting of the Cemetery. Once this is completed, the surveyors would begin the replatting process that would be done in conjunction with the Engineering Division. Mr. Wildner anticipates that this could take several months. Ms. Morrison inquired if Mr. Wildner would still be employed by the City during this process and he stated that his retirement date was September 30th. However, he informed his supervisor that he would be willing to continue assisting with the replatting of the Cemetery as a volunteer advisor. Secretary Prainito inquired who would be the new liaison to the Cemetery Board and Mr. Wildner stated that there have been discussions that his replacement would be a Parks Superintendent, which is a lower level than his grade. That person would more than likely take his place as the Board liaison. Secretary Prainito inquired if it would assist Mr. Wildner if the Board met more often prior to his retirement. Mr. Wildner did not think that this was necessary since he would be available as a volunteer advisor for the next several months. VIII. New Business A. Proposed rule change regarding protective caskets Mr. Wildner noted that it had been a rule of the Cemetery that a sealed casket must be used in the Mausoleum. Mr. Osborne was not in favor of this rule because it increased the price of a casket, thus making his Mausoleum a little less competitive compared to the cost for ground burials. As a result, in 1996 there were some proposed changes to the Cemetery rules that were approved by the City Commission. One rule change Was intended to eliminate the distinction between sealed and other type caskets, but a casket was required. Somehow during this rule change, the entire rule requiring a casket was accidentally eliminated. However, staff always felt that it was a requirement that a sealed casket must be used until a question arose last month. The City received a request to take delivery of a body that was being disinterred up north to be entombed in the Mausoleum. Staff was not certain whether the body was in Meeting Minutes Cemetery Board Boynton Beach, Florida July 22, 2004 a casket or just in a Ziegler case. After researching the rules, staff learned that a casket was not required and the rule had been eliminated in 1996. Chairman Enkoff said that the rules need to be changed immediately to state that a protective casket is required. Ms. Horner felt that the term "gasketed casket" would be the correct term for the type of casket required. Chairman Enkoff also added that the requirement should be changed to require a "gasketed metal casket" with no exceptions. Mr. Wildner pointed out that some religions use wood caskets only. Chairman Enkoff stated that if this were a requirement, the body would have to be buried in the ground and not the Mausoleum. Wood decomposes very quickly and offers no protection when placed in the Mausoleum. Chairman Enkoff stated that there have been unembalmed bodies placed in Mausoleums in wooden caskets that caused the fronts of the crypts to be blown out. This is very dangerous and could cause serious injuries. Mr. Wildner noted that the rule now states that a body must be embalmed if going into a crypt in the Mausoleum; however, if the crypt were purchased before the effective date, it could be entombed in the Mausoleum as long as the body was placed in a Ziegler case, which would cover this situation. Mr. Wildner also recommended speaking with Mr. Osborne for his input and he was willing to do so. Secretary Prainito recommended inviting Mr. Osborne to attend a Board meeting. It was determined that Mr. Wildner would first speak to Mr. Osborne advising him of the intended rule change. Secretary Prainito noted that a summary of the rule changes was included in the agenda packet. B. Discussion of alternative methods of Mausoleum lettering Mr. Wildner reported that currently metal letters are used on the Mausoleum and they have been falling off and some are stolen. Staff feels that vandalism is involved because as the letters fall off, or disappear, they are not located anywhere on the ground. A new method of lettering needs to be used to prevent the letters from disappearing. Staff is recommending inscribing the letters on the crypts as an alternative. Chairman Enkoff noted that the lettering on the Baca Raton Mausoleum is inscribed. Mr. Wildner did not think that this would cost much more than $85 per crypt. Chairman Enkoff noted that if they changed to inscribing the crypts there is a margin for error with misspelling of the names and matching the granite. It also needs to be set out who would be responsible for any mistakes. Ms. Horner stated that bronze plaques could be used on the crypts, which members agreed was also alternative. Mr. Wildner said that staff was looking for consistency and only one method should be selected. Secretary Prainito inquired if this were to become a requirement on the new section of the Mausoleum, would it be a requirement that the lettering on the existing buildings should also be changed to match. Members agreed that this could result in a great expense. Members discussed the problem of security in the City parks as well as the Cemetery. Mr. Wildner anticipates that at some time in the Meeting Minutes Cemetery Board Boynton Beach, Florida July 22, 2004 future the City will have a Park Ranger Program in place to cut down on vandalism and to lock the park gates. IX. None X. Other Adjournment - The next meeting is scheduled for Thursday, August 26, 2004 at 7:00 p.m. in the Art Center There being no further business, the meeting properly adjourned at 8:15 p.m. Respectfully submitted, Barbara M. Madden Recording Secretary (July 27, 2004)