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Minutes 07-13-06 MINUTES OF THE CEMETERY BOARD MEETING HELD IN COMMISSION CHAMBERS, CITY HALL, BOYNTON BEACH, FLORIDA, ON THURSDAY, JULY 13, 2006 AT 6:00 P.M. Present: Michael Enkoff, Chairman Janet Prainito, Secretary Karilyn Norem Hohner Susan Morrison Harry (Dale) Hatch Jody Rivers, Parks Superintendent Tom Balfe, Parks Manager 1. Call to Order Chair Enkoff called the meeting to order at 6:02 p.m. 2. Attendance Secretary Prainito called the roll. A quorum was present. 3. Agenda Approval Jody Rivers, Parks Superintendent, added Expansion of Sara Sims Cemetery to New Business Item B. There were no other changes. 4. Approval of Minutes - April 17, 2006 &. June 8, 2006 Motion Mr. Hatch moved to approve the minutes of April 17, 2006. Ms. Morrison seconded the motion. Mr. Hatch amended his motion to also include approval of the June 8, 2006 minutes. Ms. Morrison amended her second. s. Receipt of Revenue/Expense Sheets - May 2006 Chair Enkoff had questions at the June meeting regarding the April expenses. He received a written response to the questions he had and he indicated he was satisfied with the explanation. Motion A motion was made by Secretary Prainito to approve the May Revenue/Expense Sheets. Ms. Hohner seconded the motion. 1 Meeting Minutes Cemetery Board Boynton Beach, Florida July 13, 2006 6. Receipt of Sales Reports - May &. June 2006 The June Receipt of Sales Report was missing from some of the members' packages. Motion Secretary Prainito made a motion to approve the May Report and table the June Report. Ms. Hohner seconded the motion. 7. Unfinished Business A. Parks Division Report - May 2006 Tom Balfe, Parks Manager, reported the statistics for the Cemetery burials and entombments for May. The detailed report is attached to the backup for the minutes. B. Update on Cemetery Survey Ms. Rivers gave an update on the Cemetery Survey. Secretary Prainito explained the survey was put on mylar, which was signed and attested to. The survey needs one more signature and then it will be sent for recording. A discussion ensued about a meeting with Information Technology Services (ITS) regarding the assignment of plot numbers to Replat #2. The new plots immediately east of Block L would be designated as the "infant" section marked as Replat L-202 through Replat L-280. Immediately east of Block J are full-body plots numbered Replat J-281 through Replat J-302. Immediately east of Block M are full-body plots numbered Replat M-178 through Replat M-201. Replat 2 consists of Replat 2-1 through Replat 2-177 of which Replat 2-91 through Replat 2-146 are cremains plots. Carolina Luque of the ITS Department advised the Access program was already set up to accept the above data. Cemetery Clerk, Carol Mahoney, already began entering the information into the computer program so the infant plots could be available for sale. The board also discussed incorporating all of the blocks in the Cemetery and having them put on one map. Mr. Balfe explained there were several maps and this could be confusing when trying to find a plot in the older sections of the Cemetery. He provided a copy of the boundary survey and the new replat to ITS and they would be attempting to integrate the information in- house. ITS would also call O'Brien, Suitor & O'Brien, the surveyors, to try and obtain any Computer Aided Drawings (CAD) for the survey done in 1982, otherwise they would have to scan each map, put them together, and draw in some of the information, which would be a tedious process. Timothy Smith, who provided the most recent boundary survey, would also be contacted. Using the two surveys, ITS could then add the plots. ITS indicated CAD files were being used in the 1980's, and hoped the information would be available. They will report back on the project and the board will be kept apprised of the progress. 2 Meeting Minutes Cemetery Board Boynton Beach, Florida July 13, 2006 8. New Business A. Approve the request of Regina M. McClenin to allow Michael L. Lome, of Lome & Sons Funeral Home to disinter the remains of William F. McClenin, her husband, from Boynton Beach Memorial Park, Lot 498-B, Block 0 Motion A motion was made by Mr. Hatch to approve the request. Ms. Morrison seconded the motion. B. Expansion of Sara Sims Cemetery Ms. Rivers explained years ago, the Community Redevelopment Agency (CRA) created a plan for the Heart of Boynton (HOB). Situated in the HOB is the Sara Sims Cemetery. Ms. Rivers explained the plan includes recommendations to expand the Cemetery by purchasing the adjacent property. As a result, $200,000 for the purchase was set aside in the parks Capital Improvements Plan (CIP) budget, which was a five-year budget, for the expansion in 2007/2008. During the budget hearings that recently occurred, one of the City Commissioners recommended against expansion of the Cemetery at Sara Sims and wanted the board's opinion. The adjacent property has townhomes that were slated for demolition. Ms. Rivers clarified the thought behind the HOB Plan was to eliminate properties that were not contributing to the economic viability of the neighborhood. With the replat of Boynton Memorial Park, the Commissioner's opinion was plots in Sara Sims would not be used, and he requested the funding for the expansion of Sara Sims be removed from the CIP. Ms. Morrison asked whether there was anything to improve the looks of the present Cemetery. Ms. Rivers explained there would be no funding for the Cemetery for four years, but the entire Sara Sims Park had $2M allotted in the five-year budget. Mr. Hatch asked when the most recent burial occurred at Sara Sims. Secretary Prainito responded there were indigent burials from the County in the past and one burial about a year or two ago. Chair Enkoff responded there were changes in State law that would drastically change the indigent burials in the near future. The intention, in modifying and updating Sara Sims, was to encourage burials from throughout the community, and with the HOB Plan, there would be major changes. Chair Enkoff explained the City Cemetery would not last forever and he suggested expanding it. Ms. Rivers explained there seemed to be some consensus among the City Commissioners not to expand Sara Sims. Secretary Prainito remarked that the Mayor was questioning whether the City wanted to remain in the Cemetery business in the future. Chair Enkoff indicated, properly done, cemeteries generate a wonderful source of income. This issue would be officially discussed at the budget hearings, which were scheduled for September. Ms. Rivers indicated the CIP Team would like to have the CIP finalized in August. 3 Meeting Minutes Cemetery Board Boynton Beach, Florida July 13, 2006 Secretary Prainito explained one of the comments made by the Commissioners were the residents in the area did not want to be buried in Sara Sims because their families were buried in Boynton Memorial Park; however, with the redevelopment and new residents, she thought people would want to be buried at Sara Sims. Chair Enkoff asked how many plots were used at Sara Sims. Mr. Balfe responded the majority of the marked graves they were aware of were on the north portion of the Cemetery. He also noted there were some graves that were unmarked. Mr. Balfe was aware there were plots used and sporadically located in the southwest portion of the property. Coming from the south side, there did not appear to be many plots used at all. Chair Enkoff expressed his opinion to appropriate funds for the expansion. Mr. Hatch agreed and indicated there was no way to make more land available. He thought it would be a wise move to purchase the land for possible future use. Chair Enkoff explained the area was already changing and very soon, the area would be even better. Ms. Rivers explained the relationship between the Cemetery and Sara Sims Park was a parking lot, which divided the park from the Cemetery portion of the parcel. The park would also be improved and the entire area would be one large passive park. Chair Enkoff polled the members for a consensus for expansion of the park and the board was unanimously in favor of the expansion. Chair Enkoff requested when the will of the board was transmitted to the City Commission, that the Commission be apprised of the board's reasoning. Secretary Prainito advised the board the City Commission receives copies of the minutes and they would read the conversation. 9. Other A. Response from Director of Financial Services regarding questions raised at June 8th meeting Secretary Prainito explained this item was put on the agenda for informational purposes only. Chair Enkoff asked whether any applications for the board were received. Secretary Prainito replied none were received and very few applications were received for most board appointments. Mr. Balfe announced the upgrade for the crew leader position and the addition of a new maintenance worker at the Cemetery was approved. He announced they have an applicant in mind for the crew leader position, who was also a City employee. The maintenance worker position would be available October 1st. Both positions were full-time and Parks staff would be cross-trained so there would always be a three-person crew present at the Cemetery. 4 Meeting Minutes Cemetery Board Boynton Beach, Florida July 13, 2006 He also reported the sand blasting of the crypt fronts was working out very well. He had obtained two quotes for the wall and the entrance improvements discussed at the last meeting. He elaborated he had difficulty trying to get a block mason to do any work, even with the decorative block in the back. He contacted about ten different companies, some did not show up, or were not interested. Mr. Balfe advised he did, however, make three inquiries to obtain pricing for the fence. One vendor was not interested, the second indicated they would install 365 feet of metal fencing with the same type of material and design as presently existed. That quote was for $24,140 which included installing a sliding gate. The vendor indicated they would take the gate from the north side of the Cemetery, and fence that off and fabricate another gate. There would be one gate on the side and a metal gate in the front that would look just like the one on Woolbright. Mr. Balfe asked, as an alternative to removing the wall completely, if the board wanted him to obtain prices to replace just the decorative brick and put metal gating between the pillars and paint the columns. The board thought that would be a better option. Mr. Balfe announced the other price he obtained for the wall and entrance improvements was $31,995. He estimated that would be for about 15-17 columns on the north side and 7-8 on the other side. Chair Enkoff thought that would look nice and he requested Mr. Balfe look into that further. The board discussed design features such as an arch or receiving pictures of design options. Ms. Rivers offered to contact their architect for some easy mark-ups for the board's review. Mr. Balfe announced he also had catalogues available. The board expressed they wanted the appearance to be attractive, especially in light of trees that were previously removed. The members were advised color was being added through Crepe Myrtle trees, Magnolias and other plantings. The linear island could have landscaping such as shade trees, as could the circle area where the hibiscus bush was located. The board discussed placing a fountain in the circle and asked Mr. Balfe to investigate obtaining electric service. Ms. Rivers advised the planting plans originally included alternating rows of Magnolias and Crepe Myrtles, but the power lines were too low. As a result, the plan was changed and the Magnolias would be located elsewhere and more Crepe Myrtles would be ordered. Chair Enkoff announced he knew of a family with a member entombed in the mausoleum. A family member offered to put benches all across the Mausoleum but was not allowed. Chair Enkoff announced his friend owns a bench and fountain establishment and he would approach him about donating those items. Ms. Rivers advised the Cemetery was City property, and permission would need to be given before any items could be placed on the grounds. Chair Enkoff noted the Delray Cemetery has a fountain on all the time and further commented Boynton Memorial Park looks much nicer than Delray's. The board expressed with lighting and a fountain, along with the other improvements, the park would look really nice. There was a short discussion about some of the roadways being removed at the Cemetery and the new Palm Trees. Mr. Balfe responded the trees would not interfere with any graves and were planted in the right-of-way where there were no plots. 5 Meeting Minutes Cemetery Board Boynton Beach, Florida July 13, 2006 Chair Enkoff asked where the $200,000 for Sara Sims Park was coming from. Ms. Rivers responded the funds would come entirely out of the Cemetery budget. 10. Adjournment The board decided to meet next month. All the information and prices for improvements should be available at that time. There was no further business and the meeting adjourned by consensus at 6:43 P.M. Respectfully submitted, (11 U<J /LHuJJ ~J j!JJ ~ ~uL{UfVIOJ Catherine Cherry-Guber an Recording Secretary 071906 6