Loading...
Minutes 04-12-07 MINUTES OF THE CEMETERY BOARD MEETING HELD IN COMMISSION CHAMBERS, CITY HALL, BOYNTON BEACH, FLORIDA, ON THURSDAY, APRIL 12, 2007 AT 6:00 P.M. PRESENT Michael Enkoff, Chairman Tom Balfe, Parks Manager Janet Prainito, Secretary Karilyn Norem Hohner Susan Morrison ABSENT Harry "Dale" Hatch 1. CALL TO ORDER Chair Enkoff called the meeting to order at 6:00 p.m. 2. ATTENDANCE Secretary Prainito called the roll and the attendance is noted. Mr. Hatch was hospitalized earlier in the day. 3. AGENDA APPROVAL Mr. Balfe requested the following additions to the agenda: ./ Unfinished Business - Item E - Update on the Air Conditioning System at the Mausoleum ./ Unfinished Business - Item F - Microsurfacing of Roads at Boynton Beach Memorial Park Secretary Prainito requested the following addition to the agenda: ./ New Business - Item E - Approve the request of Jan Taylor for a refund of Lot 83-A, Block N, Boynton Beach Memorial Park Addition #1. (Original purchase price was $225 less 20% ($45) for a total refund of $180. Motion Ms. Morrison moved to accept the agenda as amended. Mr. Hohner seconded the motion that carried unanimously. 1 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FLORIDA APRIL 12, 2007 4. APPROVAL OF MINUTES - March 8, 2007 Ms. Morrison moved to approve the minutes. Ms. Hohner seconded the motion that carried unanimously. 5. RECEIPT OF REVENUE/EXPENSE SHEETS - February 2007 Motion Secretary Prainito moved to accept the Revenue/Expense Sheets for February. Ms. Hohner seconded the motion that carried unanimously. 6. RECEIPT OF SALES REPORTS -March 2007 Motion Secretary Prainito moved to accept the Sales Report for March. Ms. Morrison seconded the motion that carried unanimously. 7. UNFINISHED BUSINESS A. Parks Division Report - March 2007 Mr. Balfe reported the following activity: . Mausoleum Entombments 8 . Ground Full Body Burials 18 . Ground Cremains 5- Total Funerals 31 Motion Secretary Prainito moved to accept the Parks Division report. Ms. Hohner seconded the motion that carried unanimously. 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 (Tabled) There was discussion among the members regarding their desire for these benches to be perpetual monuments. Chair Enkoff felt the license agreement should include a clause for perpetual care for the bench. He estimated the cost of the bench to be 2 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FLORIDA APRIL 12, 2007 approximately $2,000 to $3,000 and the cost for perpetual care should be $200 to $300. The members agreed that the board would set the style and size of the benches and place them in locations at the Cemetery where they would remain. Mr. Balfe mentioned that approximately 50 benches could be placed. The benches would be purchased with Cemetery funds. Chair Enkoff agreed to seek out information and provide it to the board at the next meeting regarding the cost of granite benches and the amount other cemeteries are charging. Chair Enkoff requested that the City Attorney draw up a purchase agreement for the purchase of the benches. C. Discuss electricity to island at Boynton Beach Memorial Park (Tabled) Mr. Balfe reiterated his remarks from last month's meeting wherein he reported that a directional bore from FPL would cost $7,575. Using in-house services, including the cost of wiring, piping and rack, the cost would be $2,400. With labor added, the total estimated cost would be $3,365. Following discussion, the members decided the first step should be to confirm that the person who made the offer of the fountain was still willing to do so. If so, the board would then move forward with the installation of electric service to the island. Chair Enkoff will meet with the potential donor to find out his intentions. He will also photograph some of the fountains to provide the board with some choices to review. As a result of Ms. Hohner's suggestion, there was consensus of the board that if a person/company were to donate a fountain, the board would acknowledge that donation with a plaque. D. Review and approval of revised language of Cemetery Rule #3M regarding sandblasting of Mausoleum crypt and niche fronts The members reviewed the language of Rule 3-M and agreed to the following: "3-M. All identification information including letters and emblems on crypts and niches shall be inscribed by engraving. The cost of new crypt or niche inscription fees shall be paid at time of interment. 3 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FLORIDA APRIL 12, 2007 Existing bronze letters shall be replaced with inscription by the City. Replacement inscription shall be done at no cost to the owner of the crypt or niche, but shall be paid from the Perpetual Care Fund. If existing bronze emblems are damaged, replacement of an existing bronze emblem with a sandblasted emblem shall be done at the owner's expense." Motion Secretary Prainito moved to approve the amended wording. Ms. Hohner seconded the motion that carried unanimously. E. Update on the Air Conditioning System at the Mausoleum Mr. Balfe reminded the members they previously authorized the expenditure of $5,000 for the air conditioning system at the Mausoleum. Upon investigation, it was determined a better system was required. The new equipment would include a digital thermostat to better control the temperature. Four quotes were secured with William Sanders providing the lowest quote of $8,775. This would cover the cost of a four ton unit and the duct work. Consensus There was consensus of the board for Mr. Balfe to contact some local vendors for additional quotes. Once those quotes are secured, a telephone poll of the members would be in order to gain approval for the expenditure. F. Microsurfacing of Roads at Boynton Beach Memorial Park Mr. Balfe reported that a microsurfacing contractor is currently working on City streets. Since the CIP contains funds to resurface the roads in the Cemetery in asphalt, Mr. Balfe approached the contractor who visited the Cemetery and provided an estimate. Microsurfacing would last eight to ten years. The contractor provided an estimate of $21,622 to microsurface all of the roads in the Cemetery except the Replat. To resurface in asphalt, the cost would be approximately $37,000. The contractors offered the price because they are working within the City presently. If they have to remobilize, there would be additional costs involved. Because the board is considering running electric service to the island, Chair Enkoff mentioned that would result in the road being torn up right after having been resurfaced. He was not in favor of patching the roads. 4 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FLORIDA APRIL 12, 2007 Mr. Balfe said a sleeve could be placed underground so that if a decision is made by the board to move forward with the electric service, the road would not be destroyed. Chair Enkoff requested that Mr. Balfe ask the contractor to do the job at the Cemetery for $20,000 since they are already here and doing work for the City. Mr. Balfe agreed and will conduct a phone poll to gain authorization if the contractor meets the price requested. 8. NEW BUSINESS A. Review and approval of proposal from consultant for the entrance archway at Boynton Beach Memorial Park (Tabled) The board was reminded this item had been tabled at the last meeting because of the $6,000 price for consultant services. In addition, there had also been discussion about the installation of gates in place of an archway. Consensus There was consensus of the board that Mr. Balfe would arrange for fencing companies to make presentations to the board at the June meeting. B. Consider the addition of a rule to the Cemetery Rules & Regulations dealing with equipment damaged during burial services Mr. Balfe requested this item be placed on the agenda for board discussion because it was his opinion that someone needs to be held responsible for damage to Cemetery equipment, specifically, chairs, during funeral services. When Ms. Hohner questioned whether the damage was being done on purpose or as an accident, Mr. Balfe explained that emotional outbursts of family members/friends resulted in the damage. Chair Enkoff and Ms. Hohner felt the person doing the damage should be confronted and a Police report should be filed. The individual should be responsible. Ms. Hohner further stated that if disorderly conduct were involved, the Police should be called. Chair Enkoff recommended that Mr. Balfe send a memorandum to the City Attorney and Risk Management asking for their opinion on what to do in these instances. He further advised Mr. Balfe to contact the Police if there are any problems before this situation is resolved. 5 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FLORIDA APRIL 12, 2007 C. Discuss emblem samples and who should provide them Mr. Balfe related that in developing the bid, there were emblems the vendor could provide for a flat rate and other emblems that are more detailed. Mr. Osborne should have samples to show to the public. In addition, the Cemetery staff should also have samples to show to the public. Consensus There was consensus of the board that Mr. Balfe will get the samples and provide them to Mr. Osborne. The Cemetery staff will have an additional set for viewing by the public. D. Status of pre-bid conference for sandblast engraving on crypts & niches Three vendors attended the mandatory pre-bid conference for this project. Those vendors were: 1. AA Sandblasting 2. A Monumental Task 3. Lake Worth Monument There were a lot of questions from the vendors and Mr. Balfe is confident a vendor will be selected on April 24th when the bids are opened. The award of this bid would probably go before the City Commission for consideration by the first meeting in June. E. Approve the request of Jan Taylor for a refund of Lot 83-A, Block N, Boynton Beach Memorial Park Addition #1. (Original purchase price was $225 less 20% ($45) for a total refund of $180. Motion Chair Enkoff moved to approve the refund. Ms. Morrison seconded the motion that carried unanimously. 9. PUBLIC AUDIENCE None 10. OTHER None 6 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FLORIDA APRIL 12, 2007 11. FUTURE AGENDA ITEMS 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 & 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 termination. 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. At the board's request, Secretary Prainito reported she would ask the City Attorney to assign completion dates to the Future Agenda Items. Chair Enkoff suggested the City Attorney be invited back to address the board in June. 12. ADJOURNMENT There being no further business to come before the board, the meeting properly adjourned at 7:08 p.m. 'M. p~ anet M. Prainito, CMC City Clerk (042407) 7