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Minutes 03-09-06 MINUTES OF THE CEMETERY BOARD MEETING HELD IN COMMISSION CHAMBERS, CITY HALL, BOYNTON BEACH, FLORIDA, ON THURSDAY, MARCH 9, 2006 AT 6:00 P.M. Present: Michael Enkoff, Chairman Janet Prainito, Secretary Karilyn Norem Hohner Susan Morrison Jody Rivers, Parks Superintendent Tom Balfe, Parks Manager Absent: Teresa Frazier, Vice Chair I. Call to Order Chair Enkoff called the meeting to order at 6:02 p.m. II. Attendance Secretary Prainito called the role and determined a quorum was present. Also present was John Wildner. III. Agenda Approval Motion Ms. Morrison moved to approve the agenda. Ms. Hohner seconded the motion. IV. Approval of Minutes - January 12, 2006 Mr. Balfe referred to page four of the minutes. The minutes reflected Mr. Balfe thought the Cemetery Board could make rules without going to the Commission. Mr. Balfe clarified the minutes should reflect the Cemetery Board is able to make recommendations to the City Commission. Motion Secretary Prainito moved to approve the minutes as amended. Ms. Hohner seconded the motion. v. Receipt of Revenue/Expense Sheets - September & October & November 2005 (Tabled) & December 2005 & January 2006 Meeting Minutes Cemetery Board Boynton Beach, Florida March 9/ 2006 Secretary Prainito reviewed the Revenue/Expense Sheets were tabled because there were questions about the miscellaneous receivables. She indicated the last page in the Board's agenda package addressed this issue. Motion Ms. Morrison moved to accept the Receipt of Revenue Expenses. Secretary Prainito seconded the motion. VI. Receipt of Sales Reports - December 2005 & January 2006 Motion Secretary Prainito moved to accept the Sales Reports. Ms. Morrison seconded the motion. VII Unfinished Business A. Parks Division Report - December 2005 Mr. Balfe reported the statistics for the cemetery burials and entombments for December. The detailed report is attached to the backup for the minutes. B. Update on Cemeterv Survey Mr. Balfe reported the survey was received from O'Brien Suiter and O'Brien. Ms. Jody Rivers, Parks Superintendent is reviewing the survey and will forward it to the Engineering Department by Monday. Ms. Rivers indicated the surveyors were given a full list of changes by Engineering and when the survey was received, there were two changes made. Accordingly, the survey was returned to the Surveyor for correction. The Board decided to table the survey to the next meeting. At Ms. Rivers' request, former Parks Director John Wildner explained when the survey comes back, it will go to Engineering and ultimately the City Commission. Secretary Prainito explained typically, the replat is submitted to the City Commission by the Engineering Department and is usually put on the Consent Agenda. Mr. Wildner did not anticipate it would take a long time for final approval. Typically, if there are questions, a Commissioner might pull the item for comment or discussion, but historically, even if there were questions, the requests are still approved. Ms. Prainito explained the City has 244 plots left. The replat would add an additional 350 plots. C. Status Report on Last Month's Discussion of Arrivals at Cemetery Mr. Balfe explained he spoke with the funeral director they had prior issues with regarding adherence to assigned time schedules and there have been no issues since. Other funeral homes have called to advise if they would be late. Since the last meeting, there have been no further incidents. 2 Meeting Minutes Cemetery Board Boynton Beach, Florida March 9/ 2006 Mr. Balfe reported there was a letter of commendation in the Board's agenda package regarding an employee, Nadir Rayman Shakoor. Mr. Shakoor is an exemplary employee who is transferring from a Cemetery position to one with Facilities. A Request for Replacement was submitted to Human Resources to expedite the hiring process but nobody has applied. The position will be posted externally. It was noted Mr. Nadir left the position in spite of the position being reclassified by one pay grade and the one pay grade reclassification probably occurred due to the extra duties Mr. Nadir indicated were part of his daily tasks. Mr. Nadir's former position was upgraded to a Grade 8; the position with Facilities is a Grade 13. Ms. Rivers explained other municipalities have a Cemetery Sexton position with more responsibilities. Ms. Rivers reported the Cemetery Board could upgrade the position to a Cemetery Sexton. She suggested this be approached through the budget process as a reclassification. It was thought the position might have a better chance of being upgraded because the position is funded through the Cemetery's Budget and not the General Fund. A comparative analysis with other municipalities would be conducted and submitted before the end of April. Chair Enkoff commented in recent years, the cemetery has looked better than ever. Motion Secretary Prainito moved to upgrade the Cemetery Leaders position to a Sexton which would entail more duties, responsibilities and more money. Ms. Hohner seconded the motion. VIII. New Business A. Request for Personnel Ms. Rivers reported there was a personnel issue involving two employees at the Cemetery over a year ago. There were two employees assigned and paid for by the Cemetery. The one employee was terminated and the position filled. The second employee went to the Parks Department and was funded by Park funds. The second cemetery position was not replaced. Motion Secretary Prainito moved to request the Cemetery Board fund a Cemetery Maintenance Worker to fill the position lost. Ms. Morrison seconded the motion. Mr. Balfe reported the cost would be $27/544 inclusive of hourly rate and benefits and would be an entry level position, funded from the Cemetery's Budget. B. Approve the request of Gordon Trainor for a refund on Lot 200-A, Block R, Bovnton Beach Memorial Park Addition #1. Original purchase price was $225 less 20% ($45) for a total refund of $180. Motion 3 Meeting Minutes Cemetery Board Boynton Beach, Florida March 9/ 2006 A motion was made by Ms. Morrison to approve the request for the refund noted above. Ms. Hohner seconded by motion. C. Approve transfer of Lot 26-A, Block R, Boynton Beach Memorial Prk from the Price Estate to Lorne & Sons Funeral Home. (Transfer fee in the amount of $25 per plot has been paid.). Motion Ms. Morrison moved to approve the transfer as noted above. Ms. Hohner seconded the motion. IX. Other A. Distribution of Revised Cemetery Rules and Regulations Approved by City Commission on February 7, 2006 Secretary Prainito explained the rules were revised last June and the document that was provided was a courtesy copy of the new regulations. These revisions were also being distributed to the general public. Consequently, Mr. Balfe announced they will begin enforcing the new rules at the cemetery accordingly. Ms. Morrison asked if any of the Board members received a call from a reporter last week. Ms. Rivers explained the reporter was going through archived articles at the Sun-Sentinel and came across a report about the Cemetery Survey and wanted an update. Ms. Rivers explained to the reporter the survey was sent back to the surveyor. The reporter put in a written report to the Public Information Officer indicating Ms. Rivers had not told him the truth and the reporter thought the City was withholding the plat from him. Mr. Enkoff explained to the reporter it was in the City's best interest to replat the Cemetery and gain additional plots for the citizens. He further indicated the survey was sent back because the corrections weren't all accurate. B. Memo from Sue Maronev Responding to Ouestions from the Board members. This item pertained to the Expense Sheets and was addressed earlier in the meeting. Secretary Prainito asked if the Board would meet every month. The Board explained they decided to meet each month until the survey was completed. x. Adjournment There being no further business, the meeting adjourned at 6:37 p.m. Respectfully submitted, 4