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Minutes 03-08-07 MINUTES OF THE CEMETERY BOARD MEETING HELD IN COMMISSION CHAMBERS, CITY HALL, BOYNTON BEACH, FLORIDA, ON THURSDAY, MARCH 8, 2007 AT 6:00 P.M. Present: Karilyn Norem Hohner, Acting Chair Janet Prainito, Secretary Susan Morrison Tom Balfe, Parks Manager Absent: Michael Enkoff, Chair Harry Dale Hatch I. Call to Order Karilyn Norem Hohner called the meeting to order at 6:07 p.m. II. Attendance Secretary Prainito called the roll and determined a quorum was present. She noted Chair Enkoff was in Bushnell and Mr. Hatch was in the hospital having open-heart surgery. III. Agenda Approval Motion Ms. Morrison moved to approve the agenda. Secretary Prainito seconded the motion that unanimously passed. IV. Approval of Minutes - February 8,2007 Motion Ms. Morrison moved to approve the minutes. Secretary Prainito seconded the motion that unanimously passed. V. Receipt of Revenue/Expense Sheets - January 2007 Motion Secretary Prainito moved to accept. Ms. Morrison seconded the motion that unanimously passed. 1 Meeting Minutes Cemetery Board Boynton Beach, Florida March 8, 2007 VI. Receipt of Sales Report - February 2007 Motion Secretary Prainito moved to accept. Ms. Morrison seconded the motion that unanimously passed. VII. Unfinished Business A. Parks Division Report - February 2007 Tom Balfe, Parks Manager, reported the statistics for the Cemetery burials and entombments for February. The detailed report is attached to the meeting backup. Motion Secretary Prainito moved to accept. Ms. Morrison seconded the motion that unanimously passed. B. Review and Discussion of Fencing Options for Boynton Beach Memorial Park (Tabled) Motion Secretary Prainito moved to remove from the table. Ms. Morrison seconded the motion that unanimously passed. Mr. Balfe explained he had three vendor quotes on the fence. Lawrence Fence could not match the existing fencing and faxed back indicating they were submitting a no quote. Mr. Balfe explained that was considered a quote. The other two contractors were able to match the existing fence along Woolbright Road. The first quote from Bulldog was for $18,720 and the lowest quote was from Fritz Massey for $15,149. The three vendors originally submitted quotes for work between the fence columns, however, Mr. Balfe explained he would remove the decorative block and prepare the walls in- house, which would save a lot of money. To assist the board with the wall preparation, Mr. Balfe would bring color chips to the next meeting for the board to use in selecting a color. Motion Secretary Prainito moved to recommend to the City Commission that they award the bid to Fritz Massey in the amount of $15,149 for the replacement of the fence along Seacrest. Ms. Hohner seconded the motion that unanimously passed. Mr. Balfe would provide copies of the quotes to Secretary Prainito for the agenda item. C. Discuss the possible designation of one vendor to engrave all new crypt and niche fronts (Tabled) 2 Meeting Minutes Cemetery Board Boynton Beach, Florida March 8, 2007 Motion Secretary Prainito moved to remove from the table. Ms. Hohner seconded the motion that unanimously passed. Mr. Balfe explained he was soliciting comments from the board for this item. He had a draft contract and he reviewed the scope of the bid, which provided a description of the work to be performed. He explained he tried to give as much detail and information as possible to the vendors. The board reviewed the document and had no questions. Mr. Balfe reviewed the City was looking for the same work to be done for the single, double and niche fronts. In the previous bid, the doubles were included because they were more expensive due to the size of the front. Mr. Balfe explained the contract would be for one year with three renewals. If the vendor and the City came to agreement and if price did not change, the vendor could remain for four years total. This also assisted the City by not having to go out for bid for that period of time. The board discussed unless the vendor agreed to a price four years out, each year the price would be renegotiated. Mr. Balfe explained if the vendor did not agree at the end of the year to maintain the pricing, the project would go back out to bid. The board agreed removing the word "future" from the document was appropriate. The board took a short recess at 6:27 p.m. The meeting reconvened at 6:34 p.m. The board discussed crypt/niche fronts and noted Mr. Balfe would have to be notified if there was damage to the fronts so he could determine if they could be repaired. He explained if a front was repaired once, it could not be repaired a second time and there was a local vendor who specialized in those types of repairs. The document needed to be forwarded to legal for legal sufficiency, to Finance for revisions and finally to the City Commission. After that, the bids would go to as many vendors as they could find. Mr. Balfe reported they sent it to seven or eight vendors and three responded. Mr. Balfe added a provision for a mandatory pre-bid meeting at the Cemetery. Once the change was approved by the City Commission there would be a 30 day period to submit the bids; the bids would be then opened and ultimately awarded. Mr. Balfe explained to save money, his intention was to do all the crypt and niche fronts so they would not have to go back for the year of birth and death. He also noted the less they handle the fronts, the less chance of damage to them. Mr. Balfe explained it was up to the board if the new fronts would be done immediately. Motion Secretary Prainito moved to approve the proposed bid specifications with changes. Ms. Hohner seconded the motion that unanimously passed. 3 Meeting Minutes Cemetery Board Boynton Beach, Florida March 8, 2007 D. Discuss benches at the Mausoleum Secretary Prainito explained the City Attorney provided a license agreement based on discussions held at the last meeting. Mr. Balfe explained, in the past, individuals had approached him about the benches and he referred them to Mr. Osborne. The board discussed if they granted a license to someone whose name was on the bench for 10 years, would the bench have to be removed after the 10 year period? Ms. Hohner noted other cemeteries had permanent benches. The board agreed it should be the City's bench and they should sell the right to have names put on it. There was consensus to bring these comments back to the City Attorney. The board further discussed 10 years may not be a long enough period of time; there might be remaining survivors. Secretary Prainito also indicated someone could buy the bench and the license agreement would allow them to have the name on the bench. There was lengthy conversation about this issue and the members agreed the benches were intended to be a permanent memorial. When there was no more room for benches, no more benches would be offered. Ms. Hohner did not think there was a need for a licensing agreement; rather, the City should sell the right to have the name engraved on the bench. Ms. Hohner advised if the City would sell benches, they would need to be registered with the State as a monument type entity. Motion After additional discussion, Secretary Prainito moved to table the item. Ms. Hohner seconded the motion that unanimously passed. E. Consider amendment to Cemetery Rules and Regulations to allow for the in- ground burial of one full-body and two cremated remains in a plot at Boynton Beach Memorial Park Secretary Prainito announced the City Attorney adjusted the language to reflect the above. Another rule change had to do with the lettering the board discussed last month. All identifications and emblems would be inscribed by engraving. New crypt or inscription fees shall be paid at the time of internment. Bronze lettering was discontinued and existing bronze lettering and numbers shall be replaced by inscription at no cost to the owner. Secretary Prainito was unsure whether the board was in agreement with these changes. The board discussed there were crosses, etc. already existing, which could not be duplicated by sandblasting. It was agreed those would be left as is. The board liked the idea of a flat fee for a choice of emblems and decided to remove the language "plaques shall be discontinued" from the document. Using the same word in the document such as "emblems" would help clarify the issue. Replacement inscription of existing emblems shall be at the owner's expense. 4 Meeting Minutes Cemetery Board Boynton Beach, Florida March 8,2007 It was also noted if someone wanted to replace a bronze emblem with a sandblasted emblem, they could do so at a cost. There was agreement to send the information to Mr. Osborne who would have 45 days to comment. Then it is forwarded to the City Commission for final approval. The board further discussed information about the benches did not need to be sent to Mr. Osborne because it was not a rule. If approved, however, specifications about the benches would need to be added to the Cemetery Rules and Regulations. Motion Secretary Prainito moved to accept the rules. There was discussion the rule would be forwarded to the City Attorney to finalize the language and then be brought back to the board for review. There was board consensus this was acceptable. F. Discuss electricity to island at Boynton Beach Memorial Park Mr. Balfe advised he obtained pricing to extend electric service to the circular island at the Cemetery entrance. The Florida Power and Light fee for a directional bore to provide this service was $7,565. To provide the service in-house, with the price of wiring, piping and rack included, would be about $2,400; when labor was added in, the total estimated cost was $3,365. It was noted the board was seeking the electric service for a fountain. Because of costs involved, the board discussed receiving the fountain before installing the electric. Mr. Balfe explained this was a starting point. He thought the board might want to move forward with the service and added they would have to surface cut the road. This item would be put on the agenda for next month. Using a solar power battery pack was also mentioned. VIII. New Business A. Review and approve language of a rule to be added to the Cemetery Rules and Regulations requiring payment of inscription fees for crypt/niche fronts at the Mausoleum at the time of entombment/inurnment. This item was discussed earlier in the meeting. B. Review and approve a license Agreement including a license fee that would allow a long or fixed term legal right for benches at the Mausoleum with the City having control. This item was previously tabled. C. Review and approval of proposal from consultant for the entrance archway at Boynton Beach Memorial Park. 5 Meeting Minutes Cemetery Board Boynton Beach, Florida March 8, 2007 This item was a request for funding authorization for consultant services to develop a conceptual design plan for the entrance of the park. Staff requested the consultants would develop a base plan, conduct a site observation, prepare preliminary sketches, make a presentation to the Cemetery Board and make any revisions arising from the presentation. The consultant would provide electronic files for review and one presentation board of sketches for the entrance only. There was discussion on what to do if the columns did not match. Mr. Balfe explained that was the purpose of separating the fence and archway. The present pillars could not be used to support an archway. The projects were close together and they should be coordinated so they would match. The columns would remain separate from the entrance. The four pillars and two signs announcing the name of the park would remain until the board decided to do something with the archway. Mr. Balfe thought the pillars in existence may be able to support a gate system, but would have to be reviewed from a structural standpoint. The board liked a decorative gate, but did not want the cost to be excessive. There was agreement Mr. Balfe would bring gate designs back to the board. They also discussed signage and whether the name of the park would be incorporated into the fence design. An engineering firm would need to review the changes and ensure they were Code compliant. After further discussion, the board agreed to table the item to next month. D. Ratify the approval of a request by SVEA Peterson to disinter the cremains of her husband John A. Peterson from Lot 709-A, Block 0, Boynton Beach Memorial Park Addition #1. Motion Secretary Prainito moved to ratify the approval. Ms. Morrison seconded the motion that unanimously passed. E. Approve the request of Svea Peterson for a refund on Lot 709-A, Block 0, Boynton Beach Memorial Park Addition #1. (Original purchase price was $150 less 20% ($30) for a total refund of $120. Motion Secretary Prainito moved to approve the refund. Ms. Morrison seconded the motion that unanimously passed. F. Ratify the approval of a request by Fred H. Bender to disinter the casketed remains of his wife Gladys M. Bender from Lot BG-B, 139-B, Block Y, Boynton Beach Memorial Park Addition # 1. Secretary Prainito explained this request was made in advance for when the Veterans Administration Cemetery opens. 6 Meeting Minutes Cemetery Board Boynton Beach, Florida March 8, 2007 Motion Secretary Prainito moved to approve the request. Ms. Morrison seconded the motion that unanimously passed. There was a short discussion that after a request for distinterment occurs, a request for refund usually, but not always occurs. IX. Other None X. Future Agenda Items Secretary Prainito explained the items listed below were coming from the City Attorney, and were placed on the agenda so they would not fall through the cracks. She explained any changes to the rules and regulations needed to go to the City Commission for consideration and approval. A. Discuss potential liability of correct placement of human remains in the Mausoleum for entombments. B. City Attorney to draft a rule for the Cemetery Rules and Regulations that would proVide for specific times and guidelines for disinterments/disentombments c. City Attorney to review Code section on the Cemetery for the purpose of updating archaic language, and add definitions. D. City Attorney to determine whether it is appropriate to demand funds the City is entitled to from the Boynton Mausoleum, Inc. and/or to compel an audit prior to contract terminations. E. City Attorney to begin sending written requests to begin the process of Mr. Osborne turning over records to the City in anticipation of the termination of the contract in 2008. The board discussed the Veterans Cemetery opening and the Boynton Beach Memorial Park hours of operation as it pertained to disinterments occurring between certain hours in order to allow for coordination of the two cemeteries. Individuals would be seeking approvals but they would still need to be scheduled. The board discussed the requests for disinterments would increase and they needed a way to be approved by the board. There was no reason the board would not approve the requests, and they sought a methodology where all distinterments occur as usual and Veterans Administration disinterments would be done automatically. Using a form to indicate the request was related to the Veterans Administration Cemetery and fast tracking those requests was discussed. The board thought allowing one day a week for disinterments might suit the need as would having a separate VA transfer methodology with some sort of preference. Cremated remains could be done at any time. 7 Meeting Minutes Cemetery Board Boynton Beach, Florida March 8, 2007 Secretary Prainito would ask the City Attorney if there was some type of procedure for these requests to be handled administratively and to draft a rule that would provide for specific times and guidelines for disinterments/disentombments. Mr. Balfe proVided an update on the Mausoleum repairs. He announced the restroom roof was replaced. A consultant that was piggybacked off a Palm Beach County contract inspected the premises and recommended fixing both restrooms. Mr. Balfe recommended using a product similar to Lexan because it did not hold moisture, it was easy to clean and would be a better replacement. Before repairs are made, the Facilities Department would advise him what the costs of the repairs would be. XI. Adjournment Motion Secretary Prainito moved to adjourn. Ms. Morrison seconded the motion that unanimously passed. Meeting properly adjourned at 7:56 p.m. (I CJUJ'Jj JktJl;UJi tLil;t( Catherine ChJrry-Guberman Recording Secretary 8