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Minutes 10-28-04MINUTES OF THE CEMETERY BOARD SPECIAL MEEING HELD AT THE ART CENTER, 125 SE 2ND AVENUE, BOYNTON BEACH, FLORIDA, ON THURSDAY, OCTOBER 28, 2004 AT 4:00 P.M. Present: Michael Enkoff, Chairman Tom Balfe, Parks Manager Janet Prainito Susan Mordson Absent: Teresa Frazier, Vice Chair Karilyn Norem Homer Also Present: John Wildner At 4:00 p.m. the members met and toured Boynton Beach Memorial Park. Mr. Balfe, together with Mr. Wildner, pointed out the areas being considered for replatting, which were reviewed and discussed at length when the meeting convened at the Arts Center. I, Call to Order Chairman Enkoff called the meeting to order at 5:30 p.m. II. Attendance The Recording Secretary called the roll and declared a quorum was present. Secretary Prainito introduced Tom Balfe, Parks Manager, and Mr. John Wildner. III, Agenda Approval Secretary Prainito requested that the agenda be amended by adding under New Business a transfer of ownership for Lots 341 A and 342 A & B, Block N in Boynton Beach Memorial Park. The fee for the transfer has been paid. Motion Chairman Enkoff moved to approve the agenda. Motion seconded by Ms. Morrison and unanimously carried. Meeting Minutes Cemetery Board Boynton Beach, Florida October 28, 2004 IV. Approval of Minutes - August 26 2004 Motion Ms. Prainito moved to approve the minutes. Motion seconded by Ms. Morrison and unanimously carried. V. Receipt of Revenue/Expense Sheets Chairman Enkoff inquired if everyone is complying with the increase in costs for the Cemetery. Mr. Wildner also asked if there were any complaints. Secretary Prainito said that she only knew of one complaint from Weiss that dealt with the charge for use of equipment. Motion Secretary Prainito moved to place the Revenue/Expense Sheets on file. Motion seconded by Ms. Morrison and unanimously carried. VI. Receipt of Sales Reports - August & September 2004 Mr. Wildner noted that them are approximately 420 adult lots available in the Cemetery and 94 additional lots for cremains. Ms. Morrison commented that there were no infant lots available. She was informed that infant burials are being placed in the cremains section. Mr. Wildner felt it would help with replatting if they were able to track what the yearly sales of lots have been. Ms. Prainito stated she could determine this by checking the records, but from looking at the current report it appeared that sales averaged around 200 per year. Mr. Wildner pointed out that if this were the case, within two and one-half years there would be no lots available in the Cemetery unless the Cemetery was replatted. Secretary Prainito felt that sales might slow down now that the cost of a lot for a non- resident has gone up significantly. This was the result that the Board had anticipated to discourage sales to non-residents so that more lots would be available for residents. Motion Chairman Enkoff moved to approve the receipt of the Sales Report. Motion seconded by Secretary Prainito and unanimously carried. VII. Unfinished Business A. Parks Division Report Meeting Minutes Cemetery Board Boynton Beach, Florida October 28, 2004 Mr. Balfe read the Parks Report into the record, a copy of which is on file in the City Clerk's Office. It was noted that less activity took place during the month of September, which members felt was attributable to all the storms. Motion Chairman Enkoff moved to accept the Parks Division Report. Motion seconded by Ms. Morrison and unanimously carried. B. Update on Possible Cemetery Rate Increases Secretary Prainito reported that this item was on the agenda to refer members to the letter that was sent out regarding the increase in cemetery fees, a copy of which is on file in the City Clerk's Office. Secretary Prainito reported that there have been no complaints regarding the increase in fees. Mr. Wildner stated he was present at the City Commission meeting when the item was on the agenda and there was no public input. Chairman Enkoff sent a letter to the Mayor commending the Cemetery staff for doing an excellent job in cleaning up the Cemetery after the hurricanes. Mr. Wildner noted during the tour of the Cemetery, Board members felt that the trees needed to be shaped. He felt that the Cemetery staff would be getting to this in the near future. C. Update on Cemetery Survey Mr. Wildner noted that the purpose of touring the Cemetery was to consider changing locations of graves. He would recommend that the Board hire the same surveyor that performed the boundary survey to give the Board a price on how much it would cost to replat the Cemetery. Secretary Prainito requested what was discussed during the Cemetery tour with regard to replatting be placed into the record. Mr. Balfe noted that the following is being recommended: v' Remove the road between Blocks I and J. If this were done, 22 5'x9' plots would be created, resulting in 44 new burial spaces. v' Remove the road between Block M and L. If this were done, 22 5'x9' plots would be created, resulting in 44 new burial spaces. v' Remove the road between the infant section and Block K. This would create two (2) rows of 3' x 3' plots, resulting in 72 new plots for infant burials. v' Plat the two (2) grass walkways running east and west in Blocks B through F, resulting in eighty (80) new burial plots in each walkway. v' Remove the road between Blocks D and E. This would create 55 5'x9' plots, resulting in 110 new burial spaces. 3 Meeting Minutes Cemetery Board Boynton Beach, Florida October 28, 2004 Mr. Wildner pointed out that the Board has the option when replatting the road between Blocks D and E, not to sell all the newly platted lots. He recommended that the other plots be sold first before opening up this area. Mr. Balfe noted that this had been a prior practice in the 90s when the City held off selling plots in Blocks Y and W until plots in other areas were sold. Chairman Enkoff inquired about the status of the survey. Mr. Wildner noted that the survey was done only to determine the boundaries. If the Board wanted to replat, this would involve much more work and he anticipated that this would cost a lot more money. Ms. Morrison inquired how much the survey cost and Mr. Wildner thought that it cost around $4,000. Mr. Wildner recommended that the Parks staff go out for bids to determine the cost to replat the Cemetery. Chairman Enkoff inquired if this would have to be approved by the City Commission and Mr. Wildner responded that it would depend upon the cost. The City Manager can approve any expense up to $10,000. Anything over this amount would go to the City Commission. Mr. Wildner felt that staff would be able to obtain three bids for replatting before the next Cemetery Board meeting that would allow Board members to review the cost. After that, the Board could determine how it wanted to proceed. Mr. Wildner pointed out that it took several months to get bids for the first survey, but he felt that it might be possible to get bids for replatting by the next meeting. If this were not possible, the Board would review the bids whenever staff can produce them. Motion Secretary Prainito moved to request staff to seek bids to replat the Cemetery sections as discussed. Motion seconded by Chairman Enkoff and unanimously carried. D. Status of possible rule change regarding protective caskets Secretary Prainito reported that she sent a memo to the City Attorney regarding the Board's liability about instituting a rule change requiring protective caskets. She received E-mail from Attorney Cherof that stated, "The Board has the authority to implement a rule requiring sealed metal caskets for all interments, including temporary interments." Chairman Enkoff inquired if "interments" referred to "entombments." Secretary Prainito responded that Attorney Cherof was aware that she was asking about entombments in the Mausoleum because her memo was very specific. Therefore, she felt that the Board could now move forward with this recommendation. Mr. Wildner noted that Mr. Osborne has always been opposed to any restriction on the type of casket used for entombments. Mr. Osborne felt that the more money people spent on caskets, the less they would spend on a crypt. Further, Mr. Osborne felt it was the manufacturer's responsibility to provide a warranty for the casket. Meeting Minutes Cemetery Board Boynton Beach, Florida October 28, 2004 Chairman Enkoff noted that there are Mausoleums in the State of Florida that not only require a protective casket, but the body must be embalmed and the gauge of metal of the casket is also specified. He pointed out that this Board is not specifying the gauge of metal of the casket, but is requiring that a "metal gasketed (protective) casket" be used for entombment in the Mausoleum. Chairman Enkoff pointed out that the protective applies to "outside" elements, as well as nothing should be able to go from the inside to the outside. Secretary Prainito pointed out that the Board was concerned regarding the latter since there was a prior incident at the Mausoleum involving a leaking casket. Chairman Enkoff pointed out that when a manufacturer of a casket provides a warranty for their product, there is no liability on the part of the Cemetery or the purchaser of the casket. Chairman Enkoff would like to present a motion that this Board prepare and present a rule change to the City Commission to require a metal gasketed (protective) casket. Secretary Prainito pointed out that Mr. Osborne must be notified of any rule change involving the Mausoleum and he would then have 45 days to respond before the item goes to the City Commission. Mr. Wildner recommended that when Mr. Osborne is notified of the proposed rule change, the Board offer him an opportunity to present his comments at a Cemetery Board meeting. Motion Chairman Enkoff moved that City staff notify Mr. Osborne of the proposed rule change regarding metal gasketed (protective) caskets and that he provide his input by the November 18, 2004 meeting. Secretary Prainito suggested that the Board could make a motion to the City Commission regarding the rule change after Mr. Osborne attends the November meeting, When Secretary Prainito notified Mr. Osborne of a prior change, she invited him to the Board meeting to respond, but he did not attend. However, he did attend the City Commission meeting when the item was on the agenda and presented his comments at that time. Mr. Wildner reported that Ms. Jody Rivers was hired as his replacement and should be on staff after her contract is approved by the City Commission at its first meeting in November. Ms. Rivers was a former Parks Superintendent for the City of West Palm Beach and was in charge of the cemetery as well. Mr. Wildner assumed that Ms. Rivers would be speaking with Mr. Osborne regarding the Mausoleum operations that would provide her an opportunity to set up a working relationship with him, which Mr. Wildner thought would be beneficial to everyone. Meeting Minutes Cemetery Board Boynton Beach, Florida October 28, 2004 Secretary Prainito noted that if Mr. Osborne did not attend the November Board meeting, the Board recommendation regarding the rule change would probably go to the City Commission in January. VIII. New Business Motion Transfer of ownership for Lots 341 A and 342 A & B, Block N in Boynton Memorial Park Secretary Prainito moved to accept the transfer. Motion seconded by Ms. Morrison and unanimously carried. IX. Other Chairman Enkoff noted that at the last meeting he discussed acquiring some new equipment for the Cemetery. Mr. Balfe stated that he researched the loading device that Chairman Enkoff recommended, but he did not think that it would work under Florida conditions and could cause a cave in. Chairman Enkoff will provide Mr. Balfe with a book of equipment that is available because he has seen this type of equipment being utilized in other cemeteries. Chairman Enkoff inquired if the Mausoleum lift was now functioning and Mr. Balfe stated that it was. Members discussed replacing the old plastic vases at the Mausoleum. Mr. Balfe stated that people put the vases in the patio area to avoid having to walk on the wet grass. Secretary Prainito inquired if City staff maintained the grounds around the Mausoleum. Mr. Balfe stated that the City is responsible for all maintenance and repairs to the Mausoleum. She questioned why vases were not allowed on the crypts if the City was responsible for the maintenance of the Mausoleum. Mr. Wildner thought that this was an issue the Board could look into. Adjournment- Next Meetings: November 18, 2004 December 16, 2004 There being no further business, the meeting properly adjourned at 6:25 p.m. Respectfully submitted, Barbara M. Madden Recording Secretary (October 29, 2004) 6