Minutes 01-27-05MINUTES OF THE CEMETERY BOARD SPECIAL MEETING HELD AT THE ART
CENTER, '125 SE 2nd AVENUE, BOYNTON BEACH, FLORIDA,
ON THURSDAY, JANUARY 27, 2005 AT 6:00 P.M.
Present:
Michael Enkoff, Chairman
Teresa Frazier, Vice Chair
Janet Prainito, Secretary
Susan Morrison
Jody Rivers, Parks Supervisor
Tom Balfe, Parks Manager
Absent:
Karilyn Norem Hohner
Also Present:
John Wildner
I. Call to Order
Chairman Enkoff called the meeting to order at 6:07 p.m.
II. Attendance
Secretary Prainito reported that all members were present and introduced John Wildner,
Jody Rivers and Tom Balfe.
II1. Agenda Approval
Secretary Prainito asked to add an item to the agenda, a letter from Karilyn Norem
Hohner, Funeral Director, containing a correction to the December 16, 2004 meeting
minutes. Ms. Hohner felt that her opinion would be better stated as follows: "Ms. Hohner
was totally against allowing a body to be entombed in only a Ziegler case. She felt that
a Ziegler case was not a suitable container when the existing rules require a casket."
Secretary Prainito read the entire letter and the Board members agreed to accept it as a
correction to the minutes. The minutes will be corrected accordingly and her letter will
be attached to minutes in the Office of the City Clerk.
Mr. Balfe wished to add to the agenda under New Business: D) Perpetual Care, E)
Vault Deliveries, and F) Expenditure Approval for Cemetery Office.
Motion
Ms. Morrison moved to approve the agenda as amended. Secretary Prainito seconded
the motion that passed unanimously.
Meeting Minutes
Cemetery Board
Boynton Beach, Florida
3anuary 27, 2005
IV. Approval of Minutes - December 16, 2004
Motion
Secretary Prainito moved to approve the minutes with the amendment as stated. Motion
seconded by Ms. Morrison and unanimously carried.
V. Receipt of Revenue/Expense Sheets - December 2004
Chairman Enkoff inquired if the cost for the purchase of the sod was included in the
expense sheets. Mr. Balfe responded that it was not.
Motion
Ms. Morrison moved to accept the December 2004 Revenue/Expense Sheets as
presented. Ms. Frazier seconded the motion that carried unanimously.
VI. Receipt of Sales Reports - December 2004
Motion
Ms. Morrison moved for approval. Motion seconded by Ms. Frazier and unanimously
carried.
VII. Unfinished Business
A. Parks Division Report
Mr. Balfe presented this report, noting that the title should have been January 20, 2005.
There were twelve (12) Mausoleum entombments, twenty-one (21) full-body burials,
and no cremain burials, for a total number of funerals of 33. There were no
disinterments or disentombments.
Cemetery staff participated in a walk-through of the Cemetery with the new landscape
company, Vila & Sons, in order to note any existing damage. Vila & Sons will assume
the maintenance responsibilities as of February 1 and will be responsible for any
damage not mentioned during the walk-through. Mr. Balfe believed that having Vila &
Sons perform the routine grounds maintenance would free the Cemetery staff to attend
to other necessary work such as the resetting of headstones.
B. Update on Cemetery Survey
Mr. Balfe reported that he had sent a letter to three companies who were asked to quote
on replatting portions of the Cemetery. One company turned the job down because they
Meeting Minutes
Cemetery Board
Boynton Beach, Florida
3anuary 27~ 2005
were too busy. A quote was received today from O'Brien Sutter & O'Brien, who quoted
a fee of $7,500 and 60 days to complete the replatting. Chair Enkoff thought that this
was a reasonable fee.
Mr. Balfe outlined the nature of the replatting:
2.
3.
4.
Driveway number 2 to be platted 2 rows of 3 foot by 3 foot plots (Blocks K
& L)
Driveway number 4 to be platted 1 row of 5 foot by 9 foot plots, with the 9-
foot section running east and west.
Driveway number 10 will be platted 1 row of 5 foot by 9-foot plots, with the
9-foot section running east and west.
The two walkways running from the east side of driveway number 7 to the
west side of driveway number 1 to be platted I row of 5 foot by 9 foot
plots, with the 9 foot section running east and west.
Mr. Balfe stated that the driveway between Blocks I & J would yield 44 5 x 9 burial plots.
The driveway between Blocks M & L would yield another 44 5 x 9 burial plots. Between
Block K and the Infants Section, the replatting would create two rows of 3 x 3, or 72
infant burial plots, which was very much needed. The grass walkways running east to
west in Blocks B through F would create 80 burial plots. Removing the roadway
between Block D and E would create 55 5 x 9 plots, creating space for 110 burial plots.
The total of new burial spaces after the replatting, including the walkways, would be
350.
Motion
Secretary Prainito moved to request the City Commission to transfer $8K from the
Perpetual Care Fund into the Cemetery Maintenance account in order to cover the
anticipated expense of replatting the Cemetery. Ms. Morrison seconded the motion that
passed unanimously.
Status of possible rule change reqardin.q protective caskets (TABLED ON
12/16/04)
Chair Enkoff noted that the Cemetery professionals he had asked to come to this
meeting to assist the Board in making a decision on this had not been able to
accommodate the change in meeting time. They would be available for the meeting on
February 24, 2005.
Motion
Secretary Prainito moved to keep the rule change regarding protective caskets on the
table for another month. Ms. Frazier seconded the motion that passed unanimously.
Meeting Minutes
Cemetery Board
Boynton Beach, Florida
.lanuary 27, 2005
D. Discuss the potential of enqravinq Mausoleum crypts and niches
(TABLED ON 12/16/04)
Motion
Secretary Prainito moved to remove the item on engraving Mausoleum crypts and
niches from the table for discussion. Ms. Frazier seconded the motion that passed
unanimously.
Mr. Balfe reported that he had received a quote for $85.00 for single crypt fronts and
$127.50 for double crypt fronts. A company called Written in Stone sent a quote for a
single crypt front that included the first name, last name, middle initial, date of birth, date
of death, and one emblem for $69.00.
A lengthy discussion ensued about having the etching done in all the buildings at once
or in phases. It was thought that the price might be better if the job included all the
buildings. Everyone agreed that the new building should have etching throughout. They
also agreed that it would not be aesthetically pleasing to see some crypt fronts
engraved and some with the bronze lettering. The bronze lettering is also a
maintenance problem.
Motion
Secretary Prainito moved to table the engraving of Mausoleum crypt and niches until
Mr. Balfe had gotten a new quote on doing all the buildings at one time. Ms. Frazier
seconded the motion that passed unanimously.
VIII. New Business
Discuss purchasing additional equipment (including Iowerinq device, tent,
and chairs
Mr. Balfe reported that he had been asked to get bids for additional equipment to help
with multiple funerals in close proximity on the weekends. He had received bids for a
lowering device with a four-wheel carrier, a drape for the lowering device, two sets of
deluxe grass carpet, and 4 wooden folding chairs with compartment bags for protection.
The quotes ranged from $6,304.00 to $5,653.00. The lowering device, the drape, and
one set of the grass carpets would equal one full set-up. They did not need an
additional tent, because the tents are easy to move around, but they were replacing one
that had received hurricane damage. One set of chairs would go with the new set up.
The other set of chairs would go to replace the foldout, six-row chairs.
Ms. Rivers commented that the additional equipment would allow the Cemetery to give
better service and smooth the path for grieving families.
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Meeting Minutes
Cemetery Board
Boynton Beach, Florida
3anuary 27, 2005
Secretary Prainito added that the direction from the Assistant City Manager had been to
provide a greeter and directional signs when there were multiple funerals on the same
day.
Ms. Morrison asked if there had been any feedback from the funeral directors about the
letter that was sent out asking for assistance in scheduling funerals and notifying the
Cemetery about arriving early or late. Ms. Rivers said that one funeral home had
commented that they were glad to see the lines of communication open, and Chair
Enkoff noted that the letter had been well received at Boynton Memorial.
Motion
Secretary Prainito moved to purchase additional equipment for of $5,653.75 from
Holland Supply to be delivered as expeditiously as possible. The chairs should be
delivered in ten working days, the grass in one week, and the lowering device within
four to six weeks. Ms. Morrison seconded the motion that passed unanimously.
B. Discuss the fundinq of a "qreeter" for Boynton Beach Memorial Park
Mr. Balfe indicated that the City had some part-time parking attendants who might
possibly be interested in doing this work on the weekends, the time when multiple
funerals tend to occur. During the week, City staff can handle it.
When a funeral procession comes, the greeter would meet the parties at the entrance
and guide them to the burial spot. When two precessions arrive at the same time, the
greeter would route them in a way that would avoid a traffic jam. While the regular
Cemetery staff was actively engaged in the burial process, the greeter could meet the
processions, guide them, put them into holding, explain the situation to them, and so
forth.
Ms. Rivers believed that having a greeter would be invaluable in terms of customer
care.
The timing was discussed and using the Saturday after the meeting as a guide, there
were funerals at 11:00 a.m., 12:00 a.m., and 1:00 p.m. The greeter would be on hand
from shortly before the 11:00 burial to shortly after the start of the 1:00 p.m. burial. If
one funeral were scheduled at 9:00 a.m. and the other at 2:00 p.m., City staff could
handle it.
Motion
Secretary Prainito moved to have a greeter when necessary to accommodate multiple
funerals. Ms. Morrison seconded the motion that passed unanimously.
Meeting Minutes
Cemetery Board
Boynton Beach, Florida
3anuary 27, 2005
C. Discuss urn vaults
Mr. Balfe stated that the Cemetery Rules did not require that cremains be placed in a
vault. He believed that cremains should be placed in a vault to insure that they could be
located if and when a family requested disinterment. Not being able to find the
cremains was a potential liability to the City. Most of the urns that are placed in plots
are very small and made of materials that are subject to deterioration. Wooden and
plastic containers do not last well. ^ cardboard box, for example, could deteriorate very
rapidly. Placing the remains in a concrete vault would provide better preservation of the
remains and protect the City from liability. The current Cemetery Rules & Regulations
did not call for a vault. The vaults for cremains are inexpensive at about $60.
Chair Enkoff remarked that this Cemetery was the only one in the County that did not
require urn vaults. For many years, cremains were placed under the marker to make
them easier to find, but that was not always the case. With a concrete urn vault, all
cremains could be located when necessary.
Motion
Secretary Prainito moved to recommend that the City Commission amend the Cemetery
Rules and Regulations to require a concrete (at minimum) urn vault for cremated
remains (cremains), the cost of which to be borne by the Funeral Director. Ms. Frazier
seconded the motion that passed unanimously.
D. Perpetual Care
Mr. Balfe reported that there were two aboveground mausoleums at the Cemetery, and
the Board had asked that he contact the families about making repairs to them. He was
not certain whether this repair would be the responsibility of the family or the City via the
Perpetual Care funds.
A discussion ensued. The consensus was that it was the responsibility of the family to
maintain the mausoleums and that if they could be contacted, they would probably be
amenable to making the repairs.
Motion
Secretary Prainito moved to direct staff to contact the family who owned the two
aboveground mausoleums at the Cemetery and ask them to provide the needed
repairs. Ms. Morrison seconded the motion that passed unanimously.
E. Vault Deliveries
Mr. Balfe explained the problem he had been having with Pyramid Vault Company, who
was not delivering vaults until 6 p.m. on the day before a service. That requires overtime
for a person to come in and prepare the ground on the day of the service. Through
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Meeting Minutes
Cemetery Board
Boynton Beach, Florida
3anuary 27, 2005
conversation, it was determined that the vault needed to be at the Cemetery at a
minimum of noon on the day before any service. There was some feeling that it was the
funeral director's responsibility to follow through to make certain the vault was delivered
on time. On the other hand, knowing that there was going to be a funeral and seeing no
vault, the City had to take action. All agreed that communication and as much advance
notice as possible would help this situation.
Another problem was that normally, when a vault company comes, they set it into the
ground. In situations where the vault is not delivered in a timely manner, the ground is
not prepared and the Cemetery staff has to pick the vault up and move it, a process that
could create damage to the vault. If something happened to a vault on Saturday, it was
not certain that the vault company would be able to arrive before the service with a new
vault.
Ms. Frazier said she would handle this for Straghn. Ms. Rivers will write a letter to
Emmanuel, the only other funeral home that was using the services of Pyramid Vaults.
Chair Enkoff asked that Ms. Rivers send a copy of that letter to the Board members.
F. Expenditure Approval for Cemetery Office
Mr. Balfe requested permission to order a refrigerator and microwave oven for the
Cemetery office building. The ones that were there now were old and worn and were
not City property. There were many times during the week when having a place to store
cool drinks and warm up food for lunches would be very useful for staff. He believed
that he could make this purchase for $400 total. Chair Enkoff directed Mr. Balfe to set a
ceiling of $450 and buy it in Boynton Beach.
IX. Other
Chair Enkoff asked about the fence at the Cemetery, and Mr. Balfe responded that it
would be fixed by Tuesday of the next week.
X. Adjournment
Since there was no further business, the meeting was duly adjourned at 7:35 p.m.
Respectfully submitted,
Susan Collins
Recording Secretary
(013105)