Loading...
Minutes 06-09-05 MINUTES OF THE CEMETERY BOARD SPECIAL MEETING HELD AT THE ART CENTER, 125 SE 2nd AVENUE, BOYNTON BEACH, FLORIDA, ON THURSDAY, JUNE 9, 2005 AT 6:00 P.M. Present: Michael Enkoff, Chairman Janet Prainito, Secretary Susan Morrison Jody Rivers, Parks Superintendent Tom Balfe, Parks Manager Absent: Teresa Frazier, Vice Chair Karilyn Norem Hohner Also Present: John Wildner I. Call to Order Chairman Enkoff called the meeting to order at 6:10 p.m. II. Attendance Secretary Prainito called the roll and declared a quorum was present. III. Agenda Approval Motion Ms. Morrison Secretary Prainito moved for approval. Motion seconded by Ms. Morrison and unanimously carried. IV. Approval of Minutes - March 24, 2005 and May 28,2005 Motion Secretary Prainito moved for approval. Ms. Rivers pointed out she was Parks Superintendent. Motion seconded by Ms. Morrison and unanimously carried. Meeting Minutes Cemetery Board Boynton Beach, Florida June 9, 2005 V. Receipt of Revenue/Expense Sheets - March 2005 and April 2005 Chairman Enkoff inquired what miscellaneous receivables pertained to on page 3 under the heading "transaction amounts." One miscellaneous receivable totaled $10,275 and questioned what this would have been attributable to. Ms. Rivers thought this might be for equipment that Mr. Balfe was authorized to purchase that was not previously budgeted. Ms. Rivers will check on this. Motion Ms. Morrison moved to place the revenue/expense sheets on file. Motion seconded by Secretary Prainito and unanimously carried. VI. Receipt of Sales Reports - March 2005, April 2005 and May 2005 Secretary Prainito commended Ms. Susan Collins of the City Clerk's Office, who has taken on the responsibilities of Betty Sangi, the Cemetery Clerk. Ms. Sangi has been out of the office on extended sick leave, and Ms. Collins is doing an excellent job filling in for her. Motion Secretary Prainito moved to approve the Sales Reports. Motion seconded by Ms. Morrison and unanimously carried. VII. Unfinished Business A. Parks Division Report Mr. Balfe presented the Parks Reports for March, April and May. Mr. Balfe stated the urn vaults are working out well. One funeral home inquired if they could use a combination urn/vault. Mr. Balfe inspected it and informed the funeral home that the size was not sufficient because the purpose of using the urn vaults was not only to protect the cremains, but also to locate them. Urn vaults are now being referred to as outer burial containers. Mr. Balfe stated the only time a problem might arise is if there were two vaults in the ground and a request was made to place the cremains between them. In this case, it would have to be placed between the headstones. B. Update on Cemetery Survey Mr. Balfe anticipated the survey would be completed by the end of the month. Mr. Wildner inquired what the next step would be after the survey is done. Ms. Rivers responded it would go to Engineering for processing. 2 Meeting Minutes Cemetery Board Boynton Beach, Florida June 9, 2005 Secretary Prainito asked who would be doing the replatting. Mr. Balfe thought staff could and the firm doing the replatting would leave survey markers for this purpose. Ms. Rivers pointed out it would have to go to the City Commission for approval and she will find out how the process worked prior to the next meeting. Mr. Balfe inquired if the costs of the replatting went before the Commission for approval. Ms. Rivers explained that the Cemetery budget does not go to the Commission for approval, but the Commission would have to approve the replatting. Mr. Balfe reported that the etching would be going out to bid. They are not scheduling a mandatory meeting at the Cemetery, but staff will accommodate any person that would like to meet at the Cemetery that has questions. C. Review of Proposed Changes to Cemetery Rules & Rules Secretary Prainito noted the rules and regulations changes that had been discussed at the workshop have been incorporated into the Cemetery rules and inquired if any member had any questions. Chairman Enkoff recalled that they reviewed the changes in depth at the workshop. Mr. Wildner inquired if the proposed changes would be forwarded to the Commission for approval. Secretary Prainito noted before they could go to the Commission, they have to be forwarded to Brady Osborne. Mr. Osborne has 45 days to respond. After that time, they could be forwarded to the Commission for approval. Mr. Wildner noted the Cemetery Board has an item on the Commission agenda. Secretary Prainito responded this pertained to gasketed caskets and human remains only and Rule #16 must be changed to state "human remains only." Secretary Prainito stated City Manager Bressner inquired if it was the Board's intention that the rules would cover Sara Sims Cemetery as well, and she informed him that it was the Board's intent. She pointed out that Sara Sims Cemetery was not included. It was decided to change the wording in Rule #16 to state, "Human remains only shall be buried in any municipal cemetery." Members took the opportunity to review the revised rules and regulations. Chairman Enkoff inquired if Mr. Osborne was in agreement with Rule #4 for the Mausoleum and Secretary Prainito responded that he was. Mr. Balfe inquired if the hours of operation were stated in a document so that people would be aware if funerals were held after a certain time, overtime would be charged. Secretary Prainito was not aware if there was a document that set forth the "hours of operation." Chairman Enkoff felt that a time should be set so any time after that would incur overtime. Secretary Prainito noted that people must pay extra for weekend and holiday funerals or if they are late. 3 Meeting Minutes Cemetery Board Boynton Beach, Florida June 9, 2005 Ms. Rivers did not think that a rate schedule should be included with the Cemetery rules and regulations, but the rules could refer to the rate schedule that would be a separate document. Mr. Balfe noted recently a funeral was scheduled for 4:30 p.m. and the procession did not arrive until 5:30 p.m. Secretary Prainito pointed out that a late fee should have been charged. Ms. Rivers stated the hours of operation must be established. Mr. Balfe pointed out that the regular hours at the Cemetery are 6:30 a.m. to 3:30 p.m. Mr. Balfe also questioned if the hours of operation on weekends should remain the same as weekday hours. Ms. Rivers suggested language that would state, "services that begin after 2:30 p.m. shall be charged for staff time in accordance with the rate sheet on file with the City Clerk's Office." Mr. Balfe recommended 3:30 p.m. in place of 2:30 p.m. Secretary Prainito pointed out if a funeral began at 3:00 p.m., overtime would be incurred. Mr. Wildner recommended language that overtime would be incurred "if funerals extended past 3:30 p.m." Therefore, the new language would read- "Services that extend past 3:30 p.m. shall be charged for staff time in accordance with the rate sheet on file in the City Clerk's Office." Secretary Prainito pointed out that the rate sheet would have to be computed and brought back to the Board for approval. This would be added to the Rules and Regulations as No. 18. Secretary Prainito also recommended that the rules pertaining to the Mausoleum be renumbered to include "m," such as "1 m", "2m", etc. Members agreed to this change. Secretary Prainito inquired if the Board would like to review a revised draft of the Rules and Regulations and Chairman Enkoff thought they should. Motion Chairman Enkoff moved to approve the changes to the Cemetery Rules and Regulations. Motion seconded by Ms. Morrison and unanimously carried. Ms. Morrison inquired if the letter received from Mr. Osborne's attorney had any bearing on the revised Rules and Regulations. Secretary Prainito responded this would not be known until the next Commission meeting when the City Commission considers the Board's recommendation that only gasketed metal caskets be allowed in the Mausoleum. This is an item on the Commission agenda for the June 21, 2005 meeting that begins at 6:30 p.m. Secretary Prainito pointed out the item is on the consent agenda, but there is always the possibility of it being pulled for discussion. Chairman Enkoff will be present to speak on the item. Secretary Prainito noted that the item might be discussed at the Agenda Preview Meeting on Friday, June 1ih. Ms. Rivers will inform the members if anything transpires at that meeting. 4 Meeting Minutes Cemetery Board Boynton Beach, Florida June 9, 2005 VIII. New Business A. Approve the request by Jay Major Callaway, Sr. to transfer Lots 152-A&B and 153-A&B, Block R at Boynton Beach Memorial Park to Joseph Van Ness. Transfer fee of $25 will be paid by Jay Major Callaway. Motion Secretary Prainito moved for approval. Motion seconded by Ms. Morrison and unanimously carried. B. Ratification of board approval of request by Mary H. Mannion to disinurn her husband's cremated remains from the Boynton Beach Mausoleum, Sunset Building, Section G, Niche No. D-4 Motion Secretary Prainito moved for approval. Motion seconded by Ms. Morrison and unanimously carried. C. Approve the request by Harriet S. Denhan for a refund on Boynton Beach Memorial Park, Lot #391 of the Replat. The original purchase price was $250 less 20% for a total refund of $200. Motion Secretary Prainito moved for approval. Motion seconded by Ms. Morrison and unanimously carried. IX. Other Secretary Prainito noted the Board used to meet every other month. She inquired if members felt it was necessary to meet every month or would they like to go back to the old schedule of every other month. When Ms. Morrison originally joined the Board, the Board used to meet quarterly. Chairman Enkoff recommended going back to meeting every other month until the replat is ready to be submitted to the City. At that point, it may be necessary to meet monthly. Secretary Prainito inquired if the Board would have to address the replat next month, since Mr. Balfe indicated it would be completed by the end of this month. Ms. Rivers noted the Engineering Division has a great deal of development work to do, and she was not certain when they would get to the replatting of the Cemetery. Chairman Enkoff recommended holding the July meeting and perhaps not meet until September. Ms. Morrison felt if the replat was not complete, as Mr. Balfe reported, the Board did not have to meet in July. Ms. Rivers recommended setting a date to meet in Au~ust. There was consensus that the next Board meeting would be held on August 11 t at 6:00 p.m. in Commission Chambers. 5 Meeting Minutes Cemetery Board Boynton Beach, Florida June 9, 2005 x. Adjournment There being no further business, the meeting properly adjourned at 6:55 p.m. Respectfully submitted, ~'- fk. /1A dLt~~ Barbara M. Madden Recording Secretary (June 20, 2005) 6