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Minutes 02-14-08 MINUTES OF THE CEMETERY BOARD MEETING OF THURSDAY, FEBRUARY 14, 2008 AT 6:00 P.M., IN COMMISSION CHAMBERS, CITY HALL, BOYNTON BEACH, FLORIDA PRESENT Michael Enkoff, Chair Janet Prainito, Secretary Bonnie Glinski Karilyn Norem-Hohner, Alternate Jody Rivers, Parks Superintendent Tom Balfe, Parks Manager ~BSENT Dale Hatch Susan Morrison 1. CALL TO ORDER Chair Enkoff called the meeting to order at 6:07 p.m. 2. ATTENDANCE Secretary Prainito called the roll and attendance is noted above. A quorum was present. 3. AGENDA APPROVAL Jody Rivers requested the "Update on Vases at the Cemetery" be moved up on the agenda to Item AA under New Business. Secretary Prainito requested the following additions: . Item F, New Business, "Approve the transfer of Lots 440 A&B, Block N from Beatrice and Cornelius Belanus to Boynton Memorial Chapel"; . Item G, New Business, "Request for a refund from Jeannine, Louis and Joseph Lombardi"; and . Item H, New Business, "Add Clarifying Language to the DisintermentfDisinurnmentfDisentombment Resolution." Mr. Balfe requested the following additions: . Item I, New Business - "Discussion of Hours of Operation of Cemetery; and . Item J, New Business - "Discussion of Security System at Boynton Memorial Park". 1 Meeting Minutes Cemetery Board Boynton Beach, Florida February 14, 2008 Motion Ms. Glinski moved approval of the agenda as amended. Ms. Prainito seconded the motion that carried. 4. APPROVAL OF MINUTES - January 10, 2008 Motion Ms. Glinski moved approval of the minutes. Ms. Prainito seconded the motion that carried. 5. RECEIPT OF REVENUE/EXPENSE SHEETS - December 2007 Motion Ms. Prainito moved approval. Ms. Glinski seconded the motion that carried unanimously. 6. RECEIPT OF SALES REPORTS - December 2007 Motion Ms. Prainito moved approval of the Sales Report. Ms. Hohner seconded the motion that carried. 7. UNFINISHED BUSINESS A. Parks Division Reports - January 2008 Mr. Balfe reported the Cemetery activities for the month of January. There were eight Mausoleum entombments, 13 ground full body burials, three ground burials of cremains and one disentombmentfdisinterment. (The full report is on file in the City Clerk's Office. ) B. Replacement Shutters for the Mausoleum (Tabled) Mr. Balfe reported that he was able to secure a cost estimate from Category 5 to install all aluminum shutters throughout the Mausoleum that would be Dade County approved. That cost would be $16,876. Mr. Balfe offered his opinion that the existing shutters are 2 Meeting Minutes Cemetery Board Boynton Beach, Florida February 14, 2008 somewhat worn, but they present no injury risk to the employees who install them and they are still doing the job. Consensus There was a consensus of the members to put this item on the back burner for the time being. Motion Ms. Prainito moved to strike this item from the agenda. Ms. Glinski seconded the motion that carried. C. Lighting for Cemetery Entryway (Tabled) Because of the absence of Mr. Hatch, who was to bring additional information to the meeting, this item was re-tabled. D. Fountain for Boynton Beach Memorial Park (Tabled) Chair Enkoff advised that the person who was to make the presentation before the board was unable to attend this evening because it was Valentine's Day. 8. NEW BUSINESS AA. "Update on Vases at Cemetery" Ms. Rivers provided the following update on the issue of theft of vases from Boynton Beach Memorial Park. As was reported, 353 vases were stolen. Thefts such as this have occurred in three other cemeteries in Palm Beach County and one in Hollywood. The Sheriff's Office has formed a task force to work with the City agencies to try to track down the perpetrators. The board discussed that the headstones are the property of the deed holder and the City is not responsible for any damage unless it is due to negligence on the part of the City. The Cemetery Rules & Regulations are silent with respect to stolen items. It was reported Lake Worth Memorial is not replacing the stolen vases. Palm Beach Memorial and Memory Gardens have agreed to replace them; however, they will wait for families to come forward because in many of the cases where the vases were stolen, no one ever visits the graves. They will purchase the base of the vase (bronze plug) to cover the hole. 3 Meeting Minutes Cemetery Board Boynton Beach, Florida February 14, 2008 Mr. Enkoff experienced a similar theft when he worked in West Palm Beach with Hillcrest. It is very expensive to replace all of the vases. Lake Worth Memory Gardens estimated it would cost $29,000 to replace the missing vases. Chair Enkoff advised that there is no requirement for a grave to be marked and markers can be purchased without vases. He does not believe it is the City's responsibility to replace the vases. He recommended people look to their homeowner's policies to determine whether or not there is coverage for such an item. A comment was made by Mr. Balfe and a member of the audience that the insurance deductibles were higher than the cost of the replacement vase. Discussion ensued about a time when a vehicle was broken into at the Cemetery and it was determined the City was not responsible because it was personal property. Chair Enkoff pointed out that a marker is considered personal property as well. Chair Enkoff suggested that no recommendations or motions be made until a report is received from the City Attorney regarding whether or not the City has any liability. The board recommended that Ms. Rivers send a memorandum to the City Attorney for an opinion on whether the City has any liability in this case. Chair Enkoff requested that the City Manager of Lake Worth also be contacted to determine what another municipality is planning to do. Mr. Balfe reported that Lake Worth Pinecrest is not doing anything at this time. When families report the loss of a vase, they record the contact information. If and when someone is caught, the families can pursue reimbursement from the perpetrator. Palm Beach Memorial Park will cover all the holes with a bronze plug so that the cemetery is not unsafe. As families come forward, they will replace the vases. They have a record of the graves from which the vases were stolen. Memory Gardens is doing the same thing. It was discussed that the Cemetery looks unsightly where the vases are missing and the holes remain open. When it was determined the holes create a risk, Mr. Balfe was directed by the board to fill the holes with sand to eliminate the risk. Phyllis Minns, 3500 Lakeview Drive, Delray Beach, asked if the City had insurance covering vandalism at the Cemetery. Chair Enkoff said that is the purpose of contacting the City Attorney. We are trying to determine whether or not the City is liable. Ms. Minns said her homeowner's insurance would not cover this loss since she has a $5,000 deductible. Ms. Rivers advised that the Risk Manager is looking into whether or not the City's insurance covers private property since the markers and vases are considered private property. 4 Meeting Minutes Cemetery Board Boynton Beach, Florida February 14, 2008 A. Approve the request of Frances M. Del Casino for a refund in the amount of $3,225 for Boynton Beach Mausoleum, Serenity Building, Section A, Crypt C-26. (Original Purchase Price was $6(450) (TABLED) Chair Enkoff inquired if we had responded to Mr. Del Casino. Ms. Rivers reported that she has not heard from the City Attorney on this issue. Chair Enkoff requested that we send a letter to Mr. Del Casino advising him that we are still working on this issue and we are awaiting a response from the City Attorney. Although there is a rule in our Cemetery Rules & Regulations saying the City is the only party to be able to buy back spaces in the Mausoleum for 50% of the original price paid, we are attempting to determine if we are obligated to buy back those spaces. Only the City Attorney can make this determination. Ms. Hohner pointed out that Mr. Osborne's contract will expire soon and if the City is going to take over the Mausoleum, we will have the opportunity to resell the space at the regular price. At this time, since the City does not have control of the Mausoleum, it should not make any decisions about the Mausoleum. B. Replacement carpets and tables for the mausoleum Chapel Mr. Balfe reported receiving several complaints about the condition of the tables and the carpets from people who have crypts and niches in the Chapel. One of the Oriental carpets is missing and the tables are water-damaged from people putting flowers on them. Mr. Balfe brought photos of possible replacements. Ms. Hohner and Ms. Prainito expressed their opinions that the area rugs should be eliminated because they present trip hazards. Mr. Balfe said he has never received a complaint of someone tripping over the carpets. Chair Enkoff pointed out that he would receive many complaints if the carpets were removed. Further, the carpets serve to muffle noise in the Chapel where the ceilings are so high. After lengthy discussion, a decision was made for each of the members to arrange an appointment with Alex Carrion to visit the Mausoleum to look at the carpets and tables. The item will appear on the next agenda for a decision. C. Pressure cleaning and sealing of the concrete walkway at the Mausoleum Mr. Balfe reported that the concrete walkway at the Mausoleum needs to be cleaned and sealed. The area near the restrooms is in the worst condition. Mr. Balfe will have a quote for the next meeting. The board agreed to table this item until the next meeting. D. Fence replacement on the west side of the Mausoleum 5 Meeting Minutes Cemetery Board Boynton Beach, Florida February 14, 2008 The fence on the west side of the Mausoleum needs to be replaced and Mr. Balfe questioned what kind of material the board would like to use. Consensus There was a consensus of the members to replace the fence with a chain link fence and dense hedge. Ms. Rivers suggested the use of bamboo for the buffering and offered to bring some suggestions to the next meeting. It was agreed that the hedge material should be a variety that would not require too much trimming. Mr. Balfe will provide a quote. E. Approve the request by Clifford A. & Laura A. McCormick for disinterment of Mark Alan McCormick from Block C, Lot 20, Boynton Beach Memorial Park for re-interment in the VA National Cemetery Motion Ms. Prainito moved to approve. Ms. Hohner seconded the motion that carried. F. "Approve the transfer of Lots 440 A&B, Block N from Beatrice and Cornelius Belanus to Boynton Memorial Chapel" Motion Ms. Prainito moved approval. Ms. Glinski seconded the motion that carried. G. Request for a refund from Jeannine, Louis and Joseph Lombardi on Lots 212 A&B, Block S in the amount of $720". (Original purchase price was $900 less 20%) Motion Ms. Prainito moved approval. Ms. Glinski seconded the motion that carried. H. Adding Clarifying Language to the recent change in the Disi ntermentfDisi n u rnmentfDisentom bment Resol ution Ms. Prainito explained this item relates to the fee structure the board put in place for DisintermentsfDisinurnmentsfDisentombments. One of the funeral directors suggested the language be clarified to indicate that payment of an "opening & closing" fee would be required if the body was being re-interred. 6 Meeting Minutes Cemetery Board Boynton Beach, Florida February 14, 2008 Consensus There was consensus of the board to add language to the Resolution as follows: (Re- interment fees (opening & closing fee) apply at today's cost.) 1. Discussion of Cemetery Hours of Operation Mr. Balfe questioned whether the board was interested in setting hours of operation for the Cemetery whereby the gates would be locked when the Cemetery is closed. Other City parks have hours of operation from dawn to dusk. However, there are some parks that are open later in the evening. Mr. Balfe would arrange for the Police Department to close the gates in the evening. Motion Ms. Glinski moved that the Cemetery would be open from dawn to dusk. A sign will be posted. Ms. Hohner seconded the motion that carried. It was confirmed by Ms. Rivers a sign would be prepared similar to other City signs and would be posted at the Cemetery. There will be a press release and announcements would be placed on BBTV and the City website. J. Discussion of Security System at Boynton Memorial Park In reviewing the video surveillance from Little League Park, Mr. Balfe learned from one of the ADT technicians that additional cameras could be added to that system by running cable to the Cemetery. Ms. Rivers would be able to view the Cemetery from her office. It would be cost effective to do this. ADT has a bid that the City could piggyback and Mr. Balfe could secure a quote. The PTZ cameras cost approximately $2,000 to $2,500 each because they are recording cameras. With this camera, a pattern could be set up and the entire Cemetery could be visible from the upper level of the Mausoleum. It is anticipated that we would need one PTZ camera and one fixed camera. Mr. Balfe will provide information and quotes at the next meeting. 9. OTHER None 7 Meeting Minutes Cemetery Board Boynton Beach, Florida February 14, 2008 10. FUTURE AGENDA ITEMS A. City Attorney to draft a rule for the Cemetery Rules & Regulations that would provide for specific times and guidelines for d isi ntermentsf disentombments B. City Attorney to review Code section on the Cemetery for the purpose of updating archaic language, and add definitions. C. Mausoleum Transition Team to work on: · The issues of construction of the new Mausoleum building; · Determining whether it is appropriate to demand funds the City is entitled to from the Boynton Mausoleum Inc. andfor to compel an audit prior to contract termination; and · 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. · Look at inscription costs for crypts and niches Ms. Rivers reported that the Mausoleum Team met to review information sent by Mr. Osborne's attorney. The information was not complete. We are volleying back and forth trying to get the information we requested. Mr. Osborne submitted three options for the contract that the City Attorney will respond to. None of the options were favorable. 11. ADJOURNMENT Chair Enkoff complimented Alex Carrion on doing a wonderful job at the Cemetery. There being no further business, the meeting properly adjourned at 7:20 p.m. . ~a~'c~~ City Clerk Transcribed from one recording 8