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Minutes 06-08-06 MINUTES OF THE CEMETERY BOARD MEETING HELD IN COMMISSION CHAMBERS, CITY HALL, BOYNTON BEACH, FLORIDA, ON THURSDAY, JUNE 8, 2006 AT 6:00 P.M. Present: Michael Enkoff, Chairman Janet Prainito, Secretary Susan Morrison Karilyn Norem Hohner Tom Balfe, Parks Manager Absent: Harry (Dale) Hatch 1. Call to Order Chair Enkoff called the meeting to order at 6: 11 p.m. 2. Attendance Secretary Prainito called the roll and declared a quorum was present. 3. Agenda Approval Parks Manager, Tom Balfe, announced he would like to discuss the east wall at the Cemetery. Secretary Prainito reported after the agenda was distributed, she received the Cemetery Sales Report for the month of May and the Financial Services Month End Report for May. The Sales and Financial Reports would be added to the next meeting agenda. The Cemetery wall would be addressed under New Business. 4. Approval of Minutes - April 17, 2006 Because some members had not received the minutes, approval of minutes was Tabled to the next meeting. The April 17, 2006 minutes would be re-issued. 5. Receipt of Revenue/Expense Sheets - April 2006 There were no questions regarding the Receipt of Revenue/Expense Sheet, however, Chair Enkoff wanted to review the Cemetery Trust Fund Schedule of Investments for April 30, 2006, showing Commerce Bank that was attached to the sheets. Chair Enkoff requested clarification on who determines where the funds go and the basis for their selection. Secretary Prainito explained, historically, the City has tried to obtain the best rates and when the funds would mature, they would roll the account over to wherever they could Meeting Minutes Cemetery Board Boynton Beach, Florida June 8, 2006 obtain the best rates. Secretary Prainito will check with the Finance Department and report back on this at the next meeting. Chair Enkoff indicated he thought some funds were moved. He was aware of the money market account with the Bank of America, but indicated he thought funds were moved because Commerce Bank was not indicated on the statement last month. He requested the board be apprised of these types of financial transactions. Chair Enkoff had questions regarding the Local Government Investment Pool. Secretary Prainito responded they have been investing in the pool for many years. She will obtain a written explanation for the next meeting. Chair Enkoff inquired about the Certificates of Deposit, and wanted to know why they were divided between the Cemetery and the Mausoleum. He surmised the delineation was for upkeep and amounts set aside for opening and closing for each. Secretary Prainito will report back on this issue for the next meeting. Chair Enkoff reviewed the receipt of Sales Reports for April. Mr. Balfe indicated there were no disinterments, however, Ms. Morrison indicated there were a lot of burials, which was confirmed by Mr. Balfe. Chair Enkoff requested clarification of page 12 of the Account Activity Listing, which showed dental, health, funeral, life and health expenses. Secretary Prainito explained employees with Recreation and Parks Department, as well as the Cemetery Clerk, in the Clerk's Office, are assigned to the Cemetery and their expenses are proportionately deducted from the Cemetery Account. 7. Unfinished Business A. Parks Division Report - April 2006 Mr. Balfe reported the statistics for the Cemetery burials and entombments for April, 2006. The report is attached to the backup for the agenda. B. Update on Cemetery Survey Mr. Balfe announced the City Commission approved the Cemetery Replat. A meeting needs to be scheduled to determine what to name the sections and how to number the plots. The surveyor put in the survey markers and the task is nearing completion. The issues Engineering had have been resolved. The need to identify new grave orders in the replat section was discussed. The board suggested using a letter and corresponding number, and there was consensus this 2 Meeting Minutes Cemetery Board Boynton Beach, Florida June 8, 2006 would be a good methodology to use. Mr. Balfe indicated they are currently using areas in the replatted sections for infant burials but wanted to use the new plots in the infant section. He also indicated further down the road, there may be another replat. He noted there is a fairly large piece of land to the south, however the area was so old, they would need to ensure the land is usable. Secretary Prainito explained it is necessary for Information Technology Services to update the Cemetery information, and a discussion about marking the sites took place. Secretary Prainito announced they were waiting for the replat to be final so the new plat and the existing plat could be given to GIS for them to develop a master map. It was her understanding the survey would provide this type of information and it was noted the previous replat information should be incorporated into the master map. Currently O'Brien, Suitor and O'Brien do the markings. Mr. Balfe explained currently each individual plot is not indicated and would not be until the first funeral occurred. At that point they would measure out from specific points within the Cemetery. Secretary Prainito indicated although there are different maps for the Cemetery, one master map needs to be created, which could be posted on the wall. Mr. Balfe agreed. He showed a section map, which identified each plot that was added, and indicated the City gained some full sized plots. Additionally, he reported there were cremains plots added at the base of one of the rows between Rows D and E. Mr. Balfe recommended contacting Delray Blueprint who could scan the information onto disk. The map would be invaluable and it would be one consolidated map with all the information incorporated into it. Mr. Balfe will investigate the associated costs for Delray Blueprint to scan the information onto disk. The board thought the map was urgently needed and once developed, would be distributed to the board members. Motion A motion was made by Chair Enkoff to get the map. Secretary Prainito seconded the motion. There were no objections to the motion and the motion passed by consensus. Secretary Prainito explained once the map is developed, they would need to go back and enter the information into the books and the computer at the same time. This would eliminate errors. 8. New Business Mr. Balfe recounted several months back, the east wall of the Cemetery was pressure cleaned and painted. He reported he has now noticed the rebar that holds the pillars up, had stress cracks, and the brick work, which is not real brick, rather it is a frame between the two pillars with high rib wire lath and plaster, was beginning to deteriorate. The cost of repair or replacing the wall would be very high. He discussed the matter 3 Meeting Minutes Cemetery Board Boynton Beach, Florida June 8, 2006 with Parks Superintendent, Jody Rivers, and they recommend replacing the wall with the same type of fencing/gating that is on the north side of the Cemetery. He has already begun contacting contractors for quotes. The only other cost associated with the wall would be the disposal charge for the debris. Chair Enkoff requested the board members stop and look at the wall, and requested Mr. Balfe obtain estimates. He indicated staff could take the fence out which would help reduce costs. There was consensus the fence was dated and the board wished to see an attractive replacement. Mr. Balfe indicated the signage needs to be reviewed and he will bring back estimates for different types of fences. Mr. Balfe gave a report about the tree replacements at the Cemetery, which were replaced through a grant. He explained the storm damaged some trees and the limbs became weakened as the damaged tree grows. He indicated this was a dangerous situation because limbs would begin dropping off. Chair Enkoff and the board expressed their dismay they were not made aware of the replacement before it occurred. Mr. Balfe reported in the process of replacing trees, two headstones were damaged. One was a double headstone with two bronze plates, which is being replaced. A second bronze headstone was hit with a stump grinder. A welder filled it and it was fine. Mr. Balfe will be contacting the associated parties about these issues. He further elaborated the trees were cut down and stump ground. Stumps were removed only where trees were planted. He reported nine more trees will be coming in and will be planted in front of the mausoleum. There will be additional landscaping planted on the north side along the fenced area of the Cemetery. He also believed there would be small plantings along the south side. Ms. Rivers is working with the landscaping contractor that maintains the Cemetery to obtain prices and ideas for that area. Chair Enkoff requested Ms. Rivers bring the landscaping proposal to the board. Ms. Hohner explained families selected plots based on their proximity to trees and the immediate landscaping. She asked if the lot owners were contacted about the replacements. A discussion about how to contact the various lot owners regarding the improvements ensued. The board noted it would be difficult to contact individuals due to address changes and the like. Contacting the various funeral directors about the improvements as well as a sign at the Cemetery indicating the improvements would be beneficial. There was consensus to request the information be conveyed to the public in the next City Newsletter and the erection of a sign at the Cemetery entrance. Parties that sustained damage to headstones due to tree removals will also be contacted. Ms. Morrison indicated that any remaining tree roots, over time will rot out and there may be sinking occurring in the future. 4 Meeting Minutes Cemetery Board Boynton Beach, Florida June 8, 2006 9. Other With the replat complete, Secretary Prainito requested the board decide whether they would begin meeting every other month. There was consensus the board would meet next month to review the updates. The date of the next meeting is July 13, 2006. 10. Adjournment There being no further business before the board, the meeting was duly adjourned at 7:01 p.m. Respectfully submitted, Ci (i lvl/4f,' ~~1/ Catherine herry-Guberman Recording Secretary 061206 5