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Minutes 04-28-05MINUTES OF THE CEMETERY BOARD WORKSHOP MEETING HELD AT THE ART CENTER, 125 SE 2nd AVENUE, BOYNTON BEACH, FLORIDA, ON THURSDAY, APRIL 28, 2005 AT 6:00 P.M. Present: Michael Enkoff, Chairman Teresa Frazier, Vice Chair Janet Prainito, Secretary Karilyn Norem Hohner Jody Rivers, Parks Supervisor Tom Balfe, Parks Manager Absent: Susan Morrison Also Present: John Wildner I. Call to Order Chairman Enkoff called the meeting to order at 6:15 p.m. II. Review of Cemetery Rules Secretary Prainito noted the purpose of today's workshop was to review the Cemetery rules to bring them up to date and to determine which sections needed to be addressed. Members took an opportunity to review each section. Secretary Prainito pointed out that they were reviewing the latest rules and regulations as amended through April 19, 2005. This included Section 26 that addressed the change to the urn vaults. The Rules and Regulations are divided into two categories: General and Mausoleum. Section 1. Chairman Enkoff pointed out that State law currently does not require the filing of a disinterment permit with the Health Department. However, if this ever becomes a requirement, the Cemetery Rules already address this, which is covered in the Note to Section 1. Chairman Enkoff recommended that this language remain. Chairman Enkoff suggested it might be beneficial for the City to require its own disinterment permit. Mr. Balfe noted this issue came up today and to address it, the City Clerk's Office adapted an interment form and changed it to "disinterment." The form contained most Meeting Minutes Cemetery Board Workshop Boynton Beach, Florida April 28, 2005 of the necessary information. Secretary Prainito thought they should have a form for record keeping. Chairman Enkoff recommended they draft a form and submit it to the City Attorney for approval. After approval, it could be added to the Rules and Regulations. There was a consensus to move forward with this. Chairman Enkoff suggested that the form require the following information: (1) where the body was interred, (2) date of disinterment, (3) the funeral director in charge of the disinterment, (4) where the body is going, and (5) who would receive it. There also should be a place to state how the remains were transported from the Cemetery. Mr. Balfe recommended putting a second Note in this section stating that a disinterment form is required. Chairman Enkoff recommended language that would state, "City disinterment forms shall accompany all disinterments." Chairman Enkoff also recommended that in Note changed to "re-interment point" or "final disposition." the Note in Section 1. 1 the words "terminal point" be Secretary Prainito will add this to Section 2. After review, it was determined that no changes were necessary. Section 3. Ms. Rivers questioned the wording "must be able to be moved with one hand" since Mr. Balfe informed her that people have placed concrete objects at gravesites. Mr. Balfe reported that there are occasions where people have placed more than three items at gravesites. The Cemetery staff has been making a list of these graves and will be asking staff to prepare and send out a letter to the owners of those gravesites. Chairman Enkoff recommended providing copies of this rule to people that visit the Cemetery. Mr. Balfe felt it would be difficult to enforce this. Mr. Wildner noted in the past staff sent letters to people to remove objects at the gravesite. Chairman Enkoff recommended that the height of objects be limited. Ms. Hohner stated the rules should prohibit anything made of glass being placed at a gravesite. After discussion, it was determined that no object could exceed 18" overall. Language reading "not to exceed 18" in height" will be added in the third line of Section 3, after the words "moved with one hand." Also the wording "and no glass vases or figurines will be permitted" will be added after "gravesites." Section 4. Chairman Enkoff recommended changing the first sentence to read, "Lot enclosures of any kind are prohibited." Also in the second sentence, Ms. River inquired if "corner stones" should be allowed. Mr. Balfe noted that there were some corner stones in the old section of the Cemetery and he did not think they should be allowed. Ms. Rivers suggested adding language "corner stones shall not be allowed." The sentence will, therefore read, "Lot enclosures and corner stones of any kind are prohibited." Chairman Enkoff did not think that brickwork should be allowed as well since this could be considered a lot enclosure. Meeting Minutes Cemetery Board Workshop Boynton Beach, Florida April 28, 2005 Discussion took place regarding "no mounds are permitted over graves." Ms. Rivers noted some of this language is included in the Ordinance governing the Cemetery and she read the applicable section that states, "No mounds are permitted over any grave or graves. The grade of all lots shall be determined by the board of governors." Ms. Rivers noted that the Ordinance also permits corner stones. Mr. Wildner recommended amending the Ordinance and to forward the Board's recommendations to the City Attorney's Office for review. Ms. Rivers felt that the Ordinance needed to be changed since it still provided that Tereesa Padgett would serve on the Board for life. Section 5. Chairman Enkoff noted that this section provides that a person could build something on the lot if they obtained a permit from the City. Mr. Balfe said that this could apply if a person wanted to change or modify the marker. Secretary Prainito recommended changing the language to state this. Ms. Rivers recommended language that would read, "No person shall be allowed to perform any modification or construction of a headstone or marker on a lot without a permit from the City." Mr. Wildner recommended using the word "construction" in place of "installation." After discussion it was determined that this sentence would read, "No person shall be allowed to perform any modification or installation of a marker or monument on a lot without authorization from the City." The second sentence of this paragraph was moved and will become Section 15. Secretary Prainito will renumber the remainder of the Sections. Mr. Balfe would like Section 26 moved to be included with Section 10 since this applies to the Cemetery. Ms. Rivers recommended that the second sentence in Article 5 that reads "No money should be paid to any person in the employ of the City for services or attention, other than their salaries and wages paid by the City" should become Section 16. Section 6. This section shall be changed to read, "All excavations shall be made by the City, unless otherwise approved by the City. Installation of markers must be approved by the City." Section 7. Mr. Balfe presented a drawing of a marker. He explained that lengths and widths of markers vary, depending upon the size of the plot. Single plot markers cannot exceed 2' 6" wide by 9' in length. Double plot markers cannot exceed 5' wide by 9' in length. The thickness of marker must be a minimum is 4" and made of solid marble and granite. If the marker is bronze, it must have a 4" minimum solid base, made of marble, granite or concrete and properly attached to it. Markers cannot be constructed of separate pieces of material laminated, glued or attached in any manner, with the Meeting Minutes Cemetery Board Workshop Boynton Beach, Florida April 28, 2005 exception of bronze markers that require a minimum 4" base made of marble, granite or concrete. It was recommended that this would now become Section 7. Mr. Wildner suggested having the diagram available at the Cemetery. Mr. Wildner inquired about the markers provided by the Veterans Administration. Mr. Balfe stated most Veteran markers are made of white granite. Mr. Wildner noted that some have come in bronze as well. Mr. Balfe stated when a bronze marker is received, staff would attach it to a concrete base and install it. Section 8. Will remain as written. Mr. Balfe reported that he has instructed the Cemetery staff not to accept any headstone without first receiving a work order from the Clerk's Office. If they do not have a work order, they are to call the Clerk's Office. If the Clerk's Office informs staff that they do not have a work order, the Cemetery staff cannot accept any headstones. Most headstones are delivered via a freight company and occasionally UPS. Mr. Balfe brought up a situation regarding a headstone that is currently being held at the Cemetery. There appears to be a family dispute. A woman had a headstone delivered to be placed on her father's plot. However, another sister, who is the owner of the plot, would not allow the marker to be placed on the plot. Chairman Enkoff recommended that the City write a letter to the sister who had the marker made inquiring what she would like the City to do. A second letter could be sent to the sister that owns the lot asking her the same question. Secretary Prainito recommended writing only to the owner of the plot, with a copy to the sister who sent the marker, requesting how she wants to handle this. This then provides a written record on how to handle the situation. Mr. Balfe requested that some language be added to the rules regarding the procedure for accepting markers. Ms. Rivers recommended adding the language to Section 5 that would state, "no marker shall be accepted by the City without a work order from the Clerk's Office." Mr. Balfe noted that there have been occasions where bronze markers have been sent directly to the Clerk's Office. Mr. Wildner stated that markers from the Veterans also arrive at the Cemetery prior to obtaining a permit from the lot owner. Mr. Balfe reported that before a marker is shipped from the Veterans Administration, he receives a form that must be signed agreeing to the size and specifications of the marker. Ms. Rivers felt that completing and signing this form could be considered authorization. Ms. Rivers recommended amending her change to Section 5 that would read "no marker shall be accepted by the City without prior authorization by the City." Meeting Minutes Cemetery Board Workshop Boynton Beach, Florida April 28, 2005 Secretary Prainito pointed out that she would prepare all the recommended changes in draft form and bring them to the next meeting for review before sending them on to the City Attorney. Ms. Rivers announced that she would not be available for the May 12th Board Meeting. After discussion it was determined to cancel the May meeting. Ms. Rivers recommended that the draft changes be sent to the members for review prior to the June meeting. There was a consensus to proceed in this manner. Section 9. Mr. Balfe thought that this was a duplication of the language in Section 3. Secretary Prainito questioned the sentence in Section 3 that reads, "Employees will, for cemetery maintenance purposes, move and replace these items with care, but the City does not accept responsibility for replacing broken items unless there is a clear negligence on the part of the City employees." Mr. Balfe stated if a Cemetery worker damages a marker, the City replaces it. Ms. Rivers recommended adding language that states, "unless there is clear negligence on the part of City employees." Section 10. Mr. Balfe would like to have Section 26 included with this Section. Also, Chairman Enkoff recommended that the second sentence of this section be changed to read, "Casket must be encased in an outer barrel container made of concrete." It was decided that the first sentence reading, "No wooden boxes may be used for interment" would be deleted. Section 11. Mr. Wildner inquired if the Cemetery Board was considered the "Board of Governors." Ms. Rivers will check with Legal on this. Section 12. No change. Section 13. No Change Section 14. For clarification, Chairman Enkoff recommended that "Secretary of the Cemetery Board, the City Clerk" be changed to "the City Clerk's Office." Mr. Wildner also recommended including Memorial Day, Veterans' Day and other national holidays." Mr. Balfe inquired where animal cremains would be addressed. Secretary Prainito recalled that the Board at the last meeting made a motion prohibiting this, and she will check on the status of the motion. Mr. Wildner recommended that the rule prohibiting animal cremains be included as Section 17. Review of Mausoleum Rules Chairman Enkoff inquired if Mr. Osborne was notified about the rule change requiring gasketed caskets. Mr. Prainito responded that he was notified, but he has 45 days to respond and still has time left to do so. Meeting Minutes Cemetery Board Workshop Boynton Beach, Florida April 28, 2005 Ms. Rivers asked Mr. Balfe if there were any Mausoleum rules or regulations that he thought needed to be addressed. Secretary Prainito noted that Section 25 under Mausoleum Rules should be moved to the Cemetery rules. This would become Section 18. Chairman Enkoff inquired about silk flowers at the Mausoleum. Mr. Balfe reported that Mr. Osborne does not want to have any potted flowers or plants at the Mausoleum. Mr. Balfe inquired if silk flowers were, in fact, allowed at the Mausoleum. Secretary Prainito noted that the rule changed recently to allow them. Chairman Enkoff inquired about the rule for bud vases. Mr. Balfe stated people must supply their own bud vases that they can store in the cabinets that are provided for this purpose on the Chattahoochee. People are allowed to put fresh flowers in the vases. When the flowers die, they are disposed of and the vase is put back into the cabinet closest to the crypt. Chairman Enkoff asked if it was a rule that bud vases be stored in the cabinets. Mr. Balfe was not sure and thought because people were leaving the vases on the Chattahoochee, it was determined to store them in the cabinets. The question of Poinsettias came up. Mr. Balfe noted Poinsettias were allowed between December 21st through January 1st. Members did not think there were any rules in the Mausoleum that needed to be changed at this time. Mr. Balfe noted there is an issue involving veterans. Families have requested to place crosses or small flags on the front of the niche and this is not allowed. This will be addressed at a future date. Next Meeting: June 9, 2005 @ 6:00 p.m. in the Arts Center Adjournment. There being no further business, the meeting properly adjourned at 8:00 p.m. Respectfully submitted, Barbara M. Madden Recording Secretary (April 29, 2005)