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Minutes 11-09-06 MINUTES OF THE CEMETERY BOARD MEETING HELD IN COMMISSION CHAMBERS, CITY HALL, BOYNTON BEACH, FLORIDA, ON THURSDAY, NOVEMBER 9, 2006 AT 6:00 P.M. Present: Michael Enkoff, Chairman Janet Prainito, Secretary Karilyn Norem Hohner Susan Morrison Harry (Dale) Hatch Tom Balfe, Parks Manager I. Call to order Chair Enkoff called the meeting to order at 6:07 p.m. 2. Attendance Secretary Prainito called the roll and determined who was present. 3. Agenda Approval Motion A motion was made by Mrs. Morrison to approve the agenda. Mr. Hatch seconded the motion that unanimously passed. 4. Approval of Minutes - September 14, 2006 Motion Mr. Hatch moved to approve the minutes. Ms. Hohner seconded the motion that unanimously passed. 5. Receipt of Revenue/Expense Sheets - August & September 2006 Ms. Morrison had a question about the expenses. She noticed bills on one of the reports. Secretary Prainito explained they were water bills, which were paid but were not included in the billing cycles. She explained at the end of the fiscal year the City does not always close out all the accounts. Although the City was paying itself, the bill showed payment last month. It appeared to the board, it was just a timing issue. Secretary Prainito would confirm this. Chair Enkoff questioned a credit card charge on the statement for wire and equipment supplies for $240. He asked if a credit card was being used for purchases. Mr. Balfe, Parks Manager confirmed that was correct. The purchase was for a new carpet setup. 1 Meeting Minutes Cemetery Board Boynton Beach, Florida November 9, 2006 Motion Ms. Hohner moved to approve the Revenue/Expense Sheets. Mr. Hatch seconded the motion that unanimously passed. 6. Receipt of Sales Reports - September & October 2006 This report included the new replat. Motion Secretary Prainito moved to approve the reports. Ms. Morrison seconded the motion that unanimously passed. 7. Unfinished Business A. Parks Division Report - September & October 2006 Mr. Balfe reviewed the reports as presented. He pointed out there was one disinterment pending. Motion Mr. Hatch moved to approve the report. Ms. Morrison seconded the motion that unanimously passed. B. Review & Discussion of Fencing Options for Boynton Beach Memorial Park Secretary Prainito reviewed the minutes regarding fencing options and arches at the entranceway to Boynton Memorial Park. Ms. Rivers had offered to bring back designs. Mr. Balfe suggested tabling the item until Ms. Rivers was present. Motion A motion was made by Mr. Balfe to table the item until Ms. Rivers was present. Ms. Hohner seconded the motion that unanimously passed. Chair Enkoff met with an individual about fencing and a fountain. The individual indicated to him he would work with the Cemetery Board on anything they wanted. He discussed the center island and the round-about. He asked whether there was electric in the circle and if not, whether there could be. The individual Chair Enkoff had spoken with had suggested a fountain that would be visible at car level. The fountain at the Delray Beach Cemetery was discussed and Chair Enkoff commented the fountain was always running and was very peaceful and calming. There could be flowers placed at the base. Chair Enkoff thought having a white or off-white fountain that would match the columns would be very appealing. After further discussion, the board decided to table the item until they could speak with Ms. Rivers. Chair Enkoff gave driving directions to the Delray Beach Cemetery to the board members. C. Discuss the possible designation of one vendor to engrave all new crypt and niche fronts 2 Meeting Minutes Cemetery Board Boynton Beach, Florida November 9,2006 Mr. Balfe indicated he had concerns with the present vendor providing engraving services. The current contract had expired in October 2006 and could be renewed, but was not. The current vendor had not inquired about a new contract and it was unknown if the vendor would even bid. Currently, they were not doing anything because the job needed to be put out for bid. He reported the last fronts came in a few weeks ago. Mr. Balfe was working with the Finance Department to put a bid package together and hoped to have information available by December 31, 2006. The existing fronts would not be bid on since it had caused an issue with the last bid. Specifically, anything done after the date the bid was in effect, had not been included in the pricing. Mr. Balfe wanted to bid per crypt front and hoped by the first of the year, they would have a person onboard. He explained many of the crypts were full and a full inscription could be done. At some point, they would need to determine whether a vendor should be paid by character, last name, or date of death because there would be instances when additional information would need to be added. The current vendor has completed about 100 inscriptions in a full year. Ms. Rivers, at a prior meeting, indicated about 20% of the inscriptions were done. At the next meeting, Mr. Balfe will present different options. The last time the issue was put out for bid, there were three bids received. Chair Enkoff explained at some point there should probably be an extra charge for inscriptions. Mr. Balfe explained there would be a cost for unsold crypts. Chair Enkoff indicated, once they were sold, the funds would have to be set aside or earmarked for the inscription and that those funds should be in escrow and drawing interest because the prices for the inscriptions would go up. Brady Osborne's contract was discussed as it pertained to the sale of crypts. It was thought Mr. Osborne was charging for the inscriptions. Chair Enkoff clarified if so, services must be itemized and shown as a separate item on the contract. Mr. Osborne had told Mr. Balfe that it was one al/-inclusive price. Chair Enkoff noted funeral homes and cemeteries operate under specific State and Federal guidelines. Secretary Prainito would obtain a copy of the contract for the board's review. Mr. Balfe advised when having a marker inscribed with just the date, the cost was $275. That money was called a cash advance and the operating entity cannot make money off of that. The entity must be prepared to show the family the check the entity wrote for the services. That cost would keep rising each year. This item would need to be discussed in the future when Mr. Osborne's contract expires in January 2008 and the City takes over the operation of the Mausoleum. There would need to be a fee structure. Mr. Balfe clarified Mr. Osborne sold a few crypts and promised the buyers the inscription would be done on the crypt front. The check for that service had been given to the City for the inscription for four crypt fronts. There were several crypts and niches that have the full inscription labeled on the front. Once a crypt is sold, Mr. Balfe would prefer the name be listed, the fees collected up front, and when they got to it, they knew the funds were there. By further calculating the costs for two people, the funds would be earmarked if they were collected at the time of sale or on a pre-need basis. 3 Meeting Minutes Cemetery Board Boynton Beach, Florida November 9,2006 The board discussed whether the City could provide the sandblasting for the crypt fronts through an employee. It was noted it would take a skilled person to provide those services. Mr. Hatch did not think a City employee could be called on to provide those services. Mr. Balfe will bring back different options with everything included and the board could review the contract and bids together. Chair Enkoff requested in January or February, having one of the City Attorneys attend a meeting to review the contracts to make a determination about putting funds in escrow. Those funds would be temporary and would draw interest. Secretary Prainito suggested inviting the Finance Director to attend. 8. New Business A. Approve the request of Fred H. Bender to allow Michael Lorne of Lorne & Sons Funeral Home to disinter the remains of Gladys M. Bender, his wife, from Boynton Beach Memorial Park, Lot 139-B, Block Y Motion Mr. Hatch moved to approve. Ms. Morrison seconded the motion that unanimously passed. B. Discuss benches at Mausoleum Mr. Balfe explained on occasion, there are families who inquired why there are no benches at the Mausoleum. He explained this item was previously discussed. One woman was invited to attend a meeting about the benches at the Mausoleum; however, the meeting was cancelled. One woman indicated Mr. Osborne explained benches were prohibited at the Mausoleum. When questioned by the board about property ownership, it was Secretary Prainito's understanding the concrete in front of the Mausoleum was City property. The board was interested in asking the City Attorney about liability issues if someone tripped and fell in the cemetery or, more specifically, the Mausoleum. Chair Enkoff explained the same person who had previously inquired about the fountain, had a family member entombed at the Mausoleum. This individual offered to donate matching benches in front of the Mausoleum. Mr. Osborne would not permit the benches. Chair Enkoff explained the City Attorney needs to advise about the matter. If a determination is made that benches may be permitted, the benches need to be coordinated. The board wanted to determine who was responsible for making that decision. Then they could decide how to proceed. Ms. Hohner suggested offering the benches for sale as a memorial, as far as placing engraved names on it, which would be profitable. Secretary Prainito would send a memo to the City Attorney asking for an opinion on the matter. The board would need to be strict and would have to carefully monitor the endeavor. There would be no benches on the grounds, only at the Mausoleum. C. Discuss the Cemetery Board Meeting Schedule 4 Meeting Minutes Cemetery Board Boynton Beach, Florida November 9, 2006 Mr. Balfe advised on several occasions, he had public inquiries about the meeting schedule. He had advised one woman of the date of the meeting. The woman called the morning of the meeting to confirm the meeting was still on, which he confirmed. The meeting was ultimately cancelled and the woman called Mr. Balfe the next day very upset. Chair Enkoff explained this was a voluntary board, and the woman could apply to become a member of the board through the City Clerk's office. Mr. Balfe was looking for a solution to the matter and suggested the members commit one week before, or the Monday before the meeting. Ms. Hohner explained the members anticipate attending the meetings; however, the member could be called to assist a family who just lost a family member and they cannot control their schedules. Chair Enkoff suggested advising such individuals that the board thanks them for the request and as far as the board is concerned the meeting is scheduled. The members are working individuals such as the citizen was and if they would like to participate and attend the meeting, they should contact the City Clerk's office around 4:30. Secretary Prainito also explained the Recording Secretaries work a flexible schedule. If they have an evening meeting, they either come in later in the day or go home earlier in the afternoon and return for the meeting. Secretary Prainito acknowledged there would always be emergencies. If the meetings are cancelled on a consistent basis, the Recording Secretary lags in time because they have not worked the 40-hour work week. There was no quorum last month, or in August. The City calendar indicates the board meets every other month. Secretary Prainito asked how often the board would meet. The board thought there was enough business to warrant meeting each month. The board further discussed the vacancy on the board and if the board wanted to change the meeting date. Ms. Hohner noted Thursday night was not convenient for her. The board could meet in Chambers or the Madsen Center, if needed. Ms. Hohner also noted that in a pinch, the board could meet at Boynton Memorial Chapel. Mr. Balfe advised he would apprise interested individuals of the date and to call the City Clerk between 4:00 and 4:30 p.m. to confirm the meeting. Chair Enkoff noted the request to disinter they approved earlier would be occurring more frequently in anticipation of the opening of the Veterans Administration Cemetery. Ms. Hohner noted these types of requests could perhaps be handled administratively. The board discussed this could be appropriate, even on a temporary basis. Secretary Prainito advised a resolution would need to be passed to change the rules, and she would bring the Rules and Regulations and put this item on the agenda for the next meeting. Secretary Prainito thought it might be possible and would consult with the City Attorney. Chair Enkoff thought additional guidelines should be instituted such as: . disinterments only occur between certain hours, . funeral services should take priority, and, . section off a portion of the cemetery while these disinterment activities are occurring, . having an extra person to intercept individuals on their way to the Mausoleum. 5 Meeting Minutes Cemetery Board Boynton Beach, Florida November 9, 2006 Chair Enkoff commented disinterments can have many things go wrong and can be dangerous. The charge for opening and closing is $400. Chair Enkoff suggested increasing that fee. 9. Other None 10. Adjournment Motion Mr. Hatch moved to adjourn. Chair Enkoff seconded the motion. The board discussed when the fence and other issues the board was presently dealing with were completed; there were no objections to the change in meeting times. Chair Enkoff suggested working through the current issues first. Vote The motion unanimously passed. The meeting adjourned at 7: 10 p.m. Respectfully submitted, Catherine Ch rry-Guberman Recording Secretary 111306 6