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Minutes 01-11-07 MINUTES OF THE CEMETERY BOARD MEETING HELD IN COMMISSION CHAMBERS, CITY HALL, BOYNTON BEACH, FLORIDA ON JANUARY 11, 2007 AT 6:00 P.M. Present: Michael Enkoff, Chair Janet Prainito, Secretary Harry Dale Hatch Sue Morrison Karilyn Norem Hohner Jody Rivers, Parks Superintendent Tom Balfe, Parks Manager I. Call to Order Chair Enkoff called the meeting to order at 6:09 p.m. II. Attendance Secretary Prainito called the roll and determined a quorum was present. III. Agenda Approval Secretary Prainito had a request from Tim Hensley of Scobee-Combs-Bowden to consider whether a burial of a full body plus two cremains in each adult grave was allowed. This item was added to New Business as item B. Tom Balfe added to New Business, Item C, Discussion of the Restrooms at the Mausoleum. Secretary Prainito added to New Business, Item D, Email Discussion. Secretary Prainito distributed the December Parks Report to the members and added it to Unfinished Business, Item B. IV. Approval of Minutes - November 9,2006 Motion Mr. Hatch moved approval of the November 9, 2006 meeting minutes. Ms. Morrison seconded the motion that unanimously passed. V. Receipt of Revenue/Expense Sheets - October Be. November 2006 Motion Secretary Prainito moved to accept the Receipt of Revenue/Expense Sheets - October & November 2006. Mr. Hatch seconded the motion that unanimously passed. VI. Receipt of Sales Reports - November Be. December 2006 1 Meeting Minutes Cemetery Board Boynton Beach, FL January 11, 2007 Motion Mr. Hatch moved to accept the Receipt of Sales Reports for November and December 2006. Ms. Morrison seconded the motion that unanimously passed. VII. Unfinished Business A. Parks Division Report - November 2006 B. Parks Division Report - December 2006 Tom Balfe, Parks Manager reviewed the reports as written. Motion Secretary Prainito moved to accept the reports as presented. Mr. Hatch seconded the motion that unanimously passed. B. Review Be. Discussion of Fencing Options for Boynton Beach Memorial Park Mr. Balfe reminded the board of its previous direction for him to bring back designs and obtain quotes for the fencing along Sea crest Boulevard. He distributed two fencing designs. One design was an all-steel fence and the second design had an entrance arch that sat on pillars. There was consensus the board members liked the entrance arch design. If the pillar option were pursued, the Building Department would require signed and sealed engineering drawings. An outside engineer would need to draw the design. The board discussed using the existing pillars; however, Mr. Balfe advised that was not an option since there was some deterioration in the rebar and he did not believe they could support the weight of an arch or meet the current wind load standards. Mr. Balfe advised they had three or four vendors willing to bid on the fencing; however, he was not sure they would be interested if the design included an entrance arch. He thought if specifications were provided, the contractor would most likely be able to build it. Mr. Balfe advised had had received bids on the fencing portion. The arches could be installed at a later date. The board agreed the pillars could be handled as a separate issue. Mr. Balfe wanted to obtain a re-quote because one of the quotes to replace brick with metal was received in July 2006. The bid for the wall on Seacrest Boulevard involved removal of the fencing between the two pillars, replacing the fencing and adding a sliding gate. That bid came in at about $18K. He explained the Cemetery would have two gates and they would use and relocate the gate on Woolbright Road because the road was being replatted. He explained the fence would be custom made and matched exactly with the Woolbright side, but it would not be as tall. Creative Fencing was not interested in bidding on any of the fencing work the City had. The fencing industry was busy and there was enough work locally that resulted in many companies not willing to travel. Mr. Balfe would proceed with obtaining three more quotes for the next Cemetery Board meeting on February 8, 2006. Mr. Balfe recapped 2 Meeting Minutes Cemetery Board Boynton Beach, FL January 11, 2007 the pillars would remain in place. The fabricated red brick and decorative block would be removed. Everything between the pillars would come out. Jody Rivers, Park Superintendent, suggested if the board found a design they liked, staff would contact one of the engineering firms they had under contract. She apprised the board that as long as the contract would be under $25K, they could use one of the firms. The board was anxious to move the project forward. Motion Mr. Hatch moved the board proceed with attempting to have a design established. Secretary Prainito seconded the motion. The motion was unanimously supported. C. Discuss the possible designation of one vendor to engrave all new crypt and niche fronts (Tabled) Mr. Balfe spoke with the Finance Department about developing a bid for engraving services at the Cemetery. When the bids go to the vendors, there would be four different templates marked as "Schedule A through D" with a photo attached of exactly what the board wanted. Mr. Balfe reviewed the bid process with the different scenarios and announced the issue needed to be moved forward in a timely manner. He thought it would be a smooth transition and emphasized the bid would not cover existing work, which had been an issue in the past. There were no questions from the board. Secretary Prainito distributed copies of one of Mr. Osborne's Mausoleum contracts. At the last board meeting, there had been a question of whether funds were being collected for crypt front inscriptions. The contracts were reviewed and the board requested they be forwarded to the City Attorney for review. There were wording changes needed to show the cost of engraving services was included in the sale price and the City would be responsible for providing the inscriptions. It was noted that on the contract, no costs were itemized if financed. Chair Enkoff pointed out there were strict requirements on itemization with the Federal Trade Commission for Funeral Homes and Cemeteries, which fell under the purview of the Banking and Finance Board in the State of Florida. Mr. Balfe asked how the board wanted to handle the sale of new crypts. More specifically, if a new crypt or niche was sold, he wanted to know how the inscription would be provided and who would provide that service. Mr. Balfe would consult with the Finance Department. When the bids are received back, they would be brought to the board. The matter would be discussed with the City Attorney and with the Finance Department. D. Discuss benches at the Mausoleum (Tabled) Secretary Prainito distributed an opinion from the City Attorney about who owned the land around the Mausoleum. The board desired to place benches on the sidewalk, and questions arose at the last meeting regarding who was required to maintain those areas. The City of Boynton Beach had been maintaining the Mausoleum and the property 3 Meeting Minutes Cemetery Board Boynton Beach, FL January 11, 2007 around the Mausoleum. Mr. Osborne did not share in any those expenses. Ms. Rivers requested an opportunity to research the issue further. Ms. Rivers noted there could be several interpretations of the contract and further noted the contract presently used was antiquated and written 30 years ago. Ms. Rivers would ask the City Attorney to look into the matter for discussion at the next meeting. VIII. New Business A. Approve the request of Annette Horvath for a refund on Lot 450- A, Block S. Boynton Beach Memorial Park Addition #1 (Original purchase price was $225 less 200/0 [$45] for a total refund of $180). Secretary Prainito advised the paperwork was in order. Motion Mr. Hatch moved to approve the request. Ms. Morrison seconded the motion that unanimously passed. B. Consideration of whether a full body burial, plus two cremains in each adult grave was allowed. Secretary Prainto explained she had received a request from Tim Hensley from Scobee- Combs-Bowden Funeral Home regarding the above. She pulled prior meeting minutes and thought the reason the above was not allowed was because there may not be enough room to accommodate a casket and two cremains. Ms. Hohner thought the rules were changed and a discussion ensued. Secretary Prainito recalled the rules were changed to allow three cremains with three markers for one adult grave, and one casket and one cremains in one adult plot. In an adult plot in the Replat section, two cremains with one marker are allowed, or one full-body and one cremains with one marker was permitted. The board discussed the issue focused on the amount of space available. Mr. Balfe noted the Cemetery went to urn vaults. He thought if there were two cremains that fit into one urn vault, it would not be a problem; however, they did not know if two cremains would always fit, and that would be a problem. The board also discussed the placement of the urn. Mr. Balfe noted that depending on who performed previous funerals at the site, the vault could be closer to the head of the grave, or closer to the foot. He thought two urn vaults would fit, but the urns cannot be placed on top because the vaults are not deep enough and the vault could be damaged. The Cemetery staff was now ensuring when they put in a vault there was enough room at the head of the plot on the west side of the grave to accommodate requests when possible. He advised, they would know immediately upon burial of the first urn if there would be enough space for a second. The board discussed allowing the requests, but to word it as such that it was under the discretion of the superintendent. Ms. Rivers thought wording could be developed for 4 Meeting Minutes Cemetery Board Boynton Beach, FL January 11, 2007 two cremains and a full body could be accommodated provided space was available with no guarantees. If there would be an issue, it would be with the first cremains and then it would not lock staff into a situation. Wording would be developed and brought back to the board by the next meeting. Secretary Prainito would respond to Mr. Hensley advising the board was considering the request. Ms. Hohner suggested adding wording indicating the third cremains would be an immediate family member, which would avoid grave sharing. The board discussed they had no jurisdiction over that issue. Someone who owned the plot had the right to use the plot however they wanted and for whomever they allowed. The members were reminded that animal cremains were not allowed. It was also noted the definition of immediate family member varied. Chair Enkoff would research the matter and Secretary Prainito would ask the City Attorney for language. C. Mausoleum Restroom Repairs Mr. Balfe reported the Mausoleum roof developed a leak over the Men's and Ladies' restrooms. He showed pictures of the leak that started molding. He reported the Facilities Department would review the roof to see when it had been replaced or installed. The restrooms, however, needed to be repaired with something other than dry wall. Facilities suggested tiling the walls from floor to ceiling, exclusive of the ceiling, and advised that work could be done in-house. An outside company, however, would need to take care of the roof. Mr. Balfe distributed photographs depicting the mold. Ms. Rivers indicated this was an emergency repair that must be done immediately. Mr. Balfe pointed out there were sections of the wall in the men's room that may need to be removed to ensure there was no remaining mold. Motion Mr. Hatch moved to repair the restrooms post haste. Secretary Prainito seconded the motion that unanimously passed. D. Email Discussion Secretary Prainito announced different board members wanted their minutes emailed as opposed to receiving hardcopies. She requested board members who wanted to receive the minutes electronically provide their email addresses to her. Secretary Prainito advised the members that once they provided their email addresses, they would become public record. She also advised that in the near future, the City would be implementing Teleworks, which was an electronic distribution system. Individuals wishing to receive electronic copies of minutes would need to sign up for that service when it becomes available. IX. Other Chair Enkoff placed electric service to the cemetery island on the next agenda. 5 Meeting Minutes Cemetery Board Boynton Beach, FL January 11, 2007 x. Adjournment There being no further business before the board, the meeting properly adjourned at 7: 15 p.m. Respectfully submitted. cw Catherine Che -Guberman Recording Secretary 011607 6