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Minutes 08-11-05 MINUTES OF THE CEMETERY BOARD SPECIAL MEETING HELD IN COMMISSION CHAMBERS, CITY HALL, BOYNTON BEACH, FLORIDA, ON THURSDAY, AUGUST 11, 2005 AT 6:00 P.M. Present: Michael Enkoff, Chairman Teresa Frazier, Vice Chair Karilyn Norem Hohner Susan Morrison Jody Rivers, Parks Superintendent Tom Balfe, Parks Manager Absent: Janet Prainito, Secretary Also Present: John Wildner I. Call to Order Chairman Enkoff called the meeting to order at 6:06 p.m. Ms. Rivers announced that Mr. Balfe would be delayed due to traffic. II. Attendance The Recording Secretary called the roll and declared a quorum was present. III. Agenda Approval Motion Ms. Morrison moved to approve the agenda. Motion seconded by Vice Chair Frazier and unanimously carried. IV. Approval of Minutes - June 9,2005 Motion Ms. Morrison moved to approve the minutes of June 9, 2005. Chairman Enkoff seconded the motion that unanimously carried. Meeting Minutes Cemetery Board Boynton Beach, Florida August 11, 2005 V. Receipt of Revenue/Expense Sheets - June 2005 Ms. Rivers noted the expense sheets for July 2005 were distributed to members, but were not on the agenda. The reports were received in the City Clerk's Office on Wednesday, August 10, 2005. The report could be approved tonight or it could be added to the agenda for the next meeting. Members decided to table approval of the Receipt of Revenue/Expense Sheets for the months of June and July 2005 until they had an opportunity to review the July report. Chairman Enkoff recalled he had some questions regarding the expense sheets distributed at the June meeting. Ms. Rivers reported Chairman Enkoff questioned what a miscellaneous receivable was and she determined the funds were used to purchase additional equipment approved by the Board, but not budgeted. Chairman Enkoff pointed out it was not on the current statement. Ms. Rivers reported that this was a one-time expense, and whenever items such as this come up, they are listed as miscellaneous. In the future, she will try to have a response to what the miscellaneous expense was attributable to prior to approval by the Board. VI. Receipt of Sales Reports - June 2005 and July 2005 Chairman Enkoff inquired when the contract with the Mausoleum expired. Ms. Rivers reported the contract expired in 2008. Motion Chairman Enkoff moved to approve the Sales Reports. Motion seconded by Ms. Hohner and unanimously carried. VII. Unfinished Business A. Parks Division Report In the absence of Mr. Balfe, Ms. Rivers gave the parks report, which was included in the agenda packet. B. Update on Cemetery Survey Ms. Rivers reported the survey is complete and she anticipated receiving it within the week. The next step would be for staff to write a letter of request to the Department of Public Works and Engineering requesting it be put through the replat process. There is a $3,000 fee, but Ms. Rivers will request that the fee be waived. Normally departments have to pay in-house fees for services performed by another department. Chairman Enkoff inquired if a fee was paid when the cemetery had been previously replatted. Mr. Wildner explained that the cemetery had not been replatted for many 2 Meeting Minutes Cemetery Board Boynton Beach, Florida August 11, 2005 years dating back to the late seventies. He did not think a fee was involved because there was no policy in place for fees at that time. Chairman Enkoff inquired if the Board had to request the replatting. Ms. Rivers noted the Board previously approved that staff move forward with the replat. He inquired how long this would take. Ms. Rivers did ask the Engineering Department how long this would take, but she has not received an answer. Ms. Rivers will provide this information at the next meeting. C. Review & Approve Re-Write of Proposed Changes to Cemetery Rules & Regulations Ms. Rivers noted the draft included in the agenda packet was still a draft until the Board formally approved it. The underlined language and cross outs are rewrites. Chairman Enkoff recalled that at the last meeting the rules and regulations were reviewed in depth and final revisions were made. He felt it would now be appropriate for the Board to approve the rewrite of the rules and regulations. Motion Ms. Morrison moved to approve the amendments to the Cemetery Rules and Regulations. Motion seconded by Ms. Hohner and unanimously carried. Chairman Enkoff requested that the record reflect that Mr. Balfe arrived at 6:16 p.m. VIII. New Business Ms. Rivers reported Mr. Balfe had an update on the cemetery survey. Mr. Balfe reported that he spoke with the survey company yesterday and they informed him there was a problem with the survey, but they did not state what the problem was. Mr. Balfe had a copy of the draft survey, which members reviewed. He pointed out the survey set out how the cemetery would be numbered and replatted; however, the survey is not signed and sealed and is not the final survey. Mr. Balfe pointed out the location of the graves to be added between the walkways between Block B (by the flagpole) to Block G (old section). Chairman Enkoff inquired when the problem would be corrected. Mr. Balfe felt the survey should be ready by Wednesday of next week. Ms. Morrison inquired what the problem was, and Mr. Balfe did not know. He did not anticipate it would be a big problem and felt it could be corrected easily. When looking at the survey, it appeared to Mr. Balfe that the graves on the bottom far left were laid out in the wrong direction and he will discuss this with the surveyor. Mr. 3 Meeting Minutes Cemetery Board Boynton Beach, Florida August 11, 2005 Balfe pointed out that the graves are 9' x 5' and should be laid out so that the 9' would run east and west and the 5' would run north and south. However, it does not appear this way on the survey. Mr. Balfe felt the infant section was platted correctly and should be 3' x 3' graves. The infant section will be located between Blocks K and L. Ms. Rivers also noted an error in the number of graves in one area of the survey. Originally, staff requested twenty-two 5' x 9' graves in this area and it appears there are more graves than requested. Chairman Enkoff inquired how long the survey would be in Engineering, and Ms. Rivers estimated a few weeks. She pointed out, however, that a replat of the cemetery has not been done for thirty years. Chairman Enkoff felt it would be necessary to have a meeting in September to address the survey and then forward it to Engineering. Ms. Rivers inquired if staff received the survey prior to the next meeting, did the Board want staff to forward it to Engineering. Chairman Enkoff felt the Board should review the corrected survey before it was forwarded to Engineering. Ms. Hohner suggested calling a special meeting when the survey was completed instead of waiting for the next meeting in order to keep the process moving. Chairman Enkoff agreed with this. Ms. Rivers noted there was some old business she would like to bring before the Board involving an update on the etching. Mr. Balfe reported the etching of the letters went out for bid. There was a non- mandatory meeting held at the cemetery for vendors that wanted to bid on the sandblasting. One vendor did show up and made some very good suggestions. When the bid went out the first time, it stated gold lettering on niche fronts. A vendor, however, recommended using white on the inlay of the niche fronts because he had experience where the gold lettering faded. When the bid went out this time, white was used for the niche fronts, black for the crypt fronts, and marble for inside the chapel. The vendor also recommended against sandblasting in the chapel because it could cause cracks. The bid opening will take place on August 16th. After the bids are opened, a recommendation will be made and forwarded to the City Commission for approval. Brady Osborne asked Mr. Balfe if he could start charging for the engraving of the new crypts and niches that he sells, and staff agreed he could move forward with this. A letter was provided to allow him to do so. Mr. Osborne questioned if he should pay the City directly and the City would then be responsible, or would he be responsible for paying the contractor. Mr. Wildner recommended that Mr. Osborne pay the contractor directly. Further, he did not think Mr. Osborne should charge for the engraving of the new crypts until the bid has been awarded. Chairman Enkoff agreed with this procedure and recommended 4 Meeting Minutes Cemetery Board Boynton Beach, Florida August 11, 2005 when the bid was awarded, the name of the vendor and the costs should be provided to Mr. Osborne. With regard to any new crypts that Mr. Osborne sold, he should be responsible for contacting the vendor after the bid is awarded. Mr. Wildner pointed out that Mr. Osborne includes the cost of lettering with the price of the purchase of a crypt or niche in the mausoleum and it is not listed separately. Mr. Wildner recommended against becoming involved with Mr. Osborne's business when he makes a sale. He suggested adding to the bid that the contractor will charge the same price to the mausoleum company as the City. Mr. Balfe had spoken with Mr. Osborne about this previously, and Mr. Osborne indicated he did not want to be involved with dealing with the vendor. He would prefer to collect the fee and then forward it to the City that would arrange for the engraving. Ms. Rivers thought this might entail a change in the contract that the City has with Mr. Osborne. Chairman Enkoff recommended asking the Legal Department how they should proceed with this. Mr. Wildner pointed out even though Mr. Osborne included the cost of lettering in the sale of the mausoleum service, the City always installed the letters. Mr. Osborne thought the same arrangement should be used for engraving the crypts. Mr. Wildner explained that Mr. Osborne purchased the letters and the City staff would install them. Chairman Enkoff thought Mr. Osborne did not want to become involved in notifying the company to do the work. Ms. Rivers would like to discuss this further with Mr. Balfe to work out the entire process and then bring back a recommendation to the Board. She would also like to discuss this with Legal. Chairman Enkoff was agreeable and requested it be added as an item to the next agenda. Ms. Rivers inquired if the Board would like to set a date for the next meeting. After discussion, it was determined that the next meeting would take place on Monday, September 19,2005 at 6:00 p.m. in Commission Chambers. Chairman Enkoff inquired about the cemetery fence that was damaged as the result of a car driving through it. Mr. Balfe reported the damage to the fence was $1,400 and an additional $1,100 to the headstones. Risk Management is handling the replacement and costs of the fence and headstones. Chairman Enkoff inquired if the costs would come out of the Cemetery fund. Ms. Rivers said the costs would either come from the City's Risk Management fund or the insurance company of the driver that caused the damage. Chairman Enkoff asked for an update regarding Ms. Devalle's marker. Ms. Rivers reported that a reminder would be sent to her on August 26th and she would then have one more month to replace the marker. Mr. Balfe had spoken with the monument company making Ms. Devalle's marker and forwarded the specifications to them. To date, a new marker has not been installed. 5 Meeting Minutes Cemetery Board Boynton Beach, Florida August 11, 2005 VIII. New Business None IX. Adjournment There being no further business, the meeting properly adjourned at 6:45 p.m. Next meeting will be Monday, September 19, 2005 at 6:00 p.m. in Commission Chambers. Respectfully submitted, " ,-f1-U,v&M/tC)"" . /J1-fl.d'<-'l~'-- Barbara M. Madden Recording Secretary (August 12, 2005) 6