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Minutes 03-13-08 MINUTES OF THE BOYNTON BEACH CEMETERY BOARD MEETING HELD ON THURSDAY, MARCH 13,2008 AT 6:00 P.M. IN CITY COMMISSION CHAMBERS, BOYNTON BEACH, FLORIDA PRESENT: Michael Enkoff, Chair Janet Prainito, Secretary Dale Hatch Sue Morrison Bonnie Glinski Tom Balfe, Parks Manager Jody Rivers, Parks Superintendent ABSENT: Karilyn Norem-Hohner, Alternate I. Call to Order Chair Enkoff called the meeting to order at 6:02 p.m. 2. Attendance Ms. Prainito called the roll and determined a quorum was present. 3. Agenda Approval Ms. Prainito added one item - New Business Item E - Approving the request of Eleanor Russell to disinter her husband, Donald Dean, from Lot 225B - Block, R, Re-internment in Greensboro Cemetery in Alabama. Mr. Balfe added two items - Item F, New Business Connectivity for computer and phone lines at Cemetery Office; and Addition of another cofferdam. He explained this would be one cofferdam in addition to the two they have. Motion Ms. Morrison moved approval of the agenda. Ms. Glinski seconded the motion. There were no objections noted and the motion was passed unanimously. 1 Meeting Minutes Cemetery Board Boynton Beach, Florida March 13, 2008 4. Approval of Minutes - February 14, 2008 The minutes were approved by consensus. 5. Receipt of Revenue/Expense Sheets - September, 2007 Motion Ms. Prainito moved to place on file. Ms. Glinski seconded the motion that unanimously passed. 6. Receipt of Sales Reports - January, 2008 Motion Ms. Morrison moved to accept. Mr. Hatch seconded the motion that unanimously passed. 7. Unfinished Business A. Parks Division Reports - January & February 2008 Tom Balfe, Parks Manager, reviewed the report, copies of which are on file in the City Clerk's office. Motion Ms. Prainito moved to place the report on file. Ms. Morrison seconded the motion that unanimously passed. B. Lighting for Cemetery Entryway (Tabled) Mr. Hatch brought a lantern lighting sample of what could be used at the Cemetery. The unit was available in many colors and was made of heavy gauge plastic. It was available with one light or several smaller lights, contingent on what space there was, and it attaches to a small post that mounts on the pillar. The lights run approximately $120 each. There was discussion on the type of light, housing and bulbs to use. Chair Enkoff liked the single light, preferably energy efficient and it was thought the clear bulb was preferred. The light housing would be black with one clear single bulb. There was discussion on the location of the light. Motion 2 Meeting Minutes Cemetery Board Boynton Beach, Florida March 13, 2008 Ms. Morrison motioned to move forward with obtaining the lights. Ms. Glinski seconded the motion. There were no objections and the motion passed. A copy of Mr. Hatch's Conflict of Interest Form is on file in the office of the City Clerk. C. Fountain for Boynton Beach Memorial park (Tabled) Chair Enkoff was awaiting a call back from the individual interested in donating the fountain to the cemetery and would bring back information when he received it. There was discussion about looking at fountains and pricing them; it was hoped doing so would expedite the matter. Chair Enkoff would try to obtain a catalog or photos for the next meeting. Jody Rivers, Parks Superintendent, requested the name of the business to obtain literature, so that when the donor came before the board, the members would know what they wanted. The fountain would be obtained from Brogen's. Mr. Enkoff would visit the establishment and advise whether he was able to obtain any literature. O. Security System at Boynton Beach Memorial Park (Tabled) Mr. Balfe announced he received a quote from an AOT representative to install two cameras at the park. One camera would be facing towards the entrance which would be a fixed camera. On the south and north side, there would be a second camera that could be set on a scanning pattern and the camera would run on a 30 day digital loop. A sign would also have to be posted at the cemetery that there were security cameras in use. The system would be connected to the existing system at Little League Park, and would save $4K to $6K. Tho oonduit '.vas already in pI3CO, and ,I\OT could put tho o3ble through it. Additionally, by connecting to the existing system, Ms. Rivers could review the images in her office. The price for two cameras, installation of the equipment, all cables and a transformer that would have to be connected to the mausoleum, would be $6,280 inclusive. There was a bid that they could piggyback. There was also a maintenance agreement that could be purchased for $673.10 annually. The need for the system was, in part, predicated on the recent theft of cemetery vases. In the future, the camera would be able to capture all cemetery activities. The board discussed the Little League system was excellent. Mr. Balfe noted there would be an additional charge to dig the trench to the Little League system to lay the conduit. Motion Mr. Hatch moved they proceed with the purchase. Ms. Morrison seconded the motion that unanimously passed. 3 Meeting Minutes Cemetery Board Boynton Beach, Florida March 13, 2008 8. New Business 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) Motion Ms. Prainito moved to remove from the table. Mr. Hatch seconded and the motion unanimously passed. Ms. Rivers discussed this request with the City Attorney, and he indicated the budget does not include money for refunds, and they don't have a means to do so. He recommended waiting until the mausoleum contract was over. There was discussion if the City did not want to purchase it back, whether he was free to sell it to a third party. The way the rules read, he was not. Ms. Rivers differed and explained if he has a deed he can resell his plot or crypt. Ms. Rivers explained the rules indicate "after inurnmentlentombment, it may be sold only to the City of Boynton Beach." It did not address anything prior to inurnmentlentombment. He could sell to a third party. It was noted there was someone entombed in the crypt at one time. Accordingly, the refund could not be approved. Chair Enkoff expressed he did not feel comfortable making a decision of any kind and the board could determine not to buy crypts back until the attorney made a decision on the contract. He requested a motion to not make any determinations or buy anything back until they are so guided by the City Attorney. Motion Ms. Glinski moved to approve. Mr. Hatch seconded. There were no objections and the motion unanimously passed. B. Replacement carpets and tables for the mausoleum chapel (Tabled) Ms. Glinski had visited the mausoleum and agreed the tables needed to be replaced. In her opinion, they should have four new area carpets and she did not perceive area carpets as a tripping hazard. All new wall-to-wall carpeting would require too much maintenance upkeep. New area carpets could be affixed by Velcro strips. Chair Enkoff requested reviewing the table and carpets and then making a formal decision next month. Mr. Balfe did not know the turnaround time for ordering the tables; 4 Meeting Minutes Cemetery Board Boynton Beach, Florida March 13,2008 the carpets could be purchased from Lowes. There were no objections to tabling the matter. Motion Ms. Prainito moved to table the item to the next meeting. Ms. Morrison seconded the motion that unanimously passed. C. Pressure cleaning and sealing of the concrete walkway at the mausoleum (Tabled) Mr. Balfe obtained quotes from four companies, and the best price came from American Pressure Cleaning at $3,225. There was board discussion that staff may be able to do the pressure cleaning, but not the sealing. Mr. Balfe would speak with Facilities to see if they had any painters who could do the work, probably on an overtime basis. They would have to compare the price of overtime to the quote. The second lowest bid was almost double and was $6,390. Mr. Balfe felt the cost of the job was in the sealing, most likely due to the cost of the product, and not the pressure cleaning. The other bid prices were discussed as was the square footage involved. The area was 10,850 sf. The vendors were not asked when they could begin the job, nor were they asked what kind of sealer they were using. Depending on who manufactured it, the product was different. The last time this was done was over 10 years ago. The main issue was the material used, and the cost of the product constituted the bulk of the price. It was suggested obtaining a cost from in-house staff, and at the next meeting they could compare the costs. It was also mentioned that perhaps the sealer could be bought by the drum from the manufacturer. D. Fence replacement on the west side of the mausoleum (Tabled to view hedge samples) Mr. Balfe had quotes from two fence companies. Tropic Fence gave a quote for a fence in black vinyl coating for $17,861; a galvanized fence was $14,009. Bulldog Fence sent a quote for black and galvanized fencing and had the same price but Mr. Balfe announced they contacted him and they made an error. He suggested waiting until the next meeting before making a determination, but at least the board had an idea of the cost. The quote was for installation of 625 feet of black vinyl chain link fence. He quoted it with one walk through gate at the center of all the mausoleum buildings and the drive-through gate on the far south end. The prices included both gates. Mr. Balfe would bring back information next month and he thought Bulldog would 5 Meeting Minutes Cemetery Board Boynton Beach, Florida March 13, 2008 be cheaper on the galvanized. It was noted Bulldog Fence Company would be installing the fence at the Civic Center and was the company making the gates at the cemetery. After a brief discussion, the members decided to table this item to the next meeting. E. Approving the request of Eleanor Russell to disinter her husband, Donald Dean, from Lot 225B - Block, R, reinternment in Greensboro Cemetery in Alabama Ms. Prainito advised the paperwork for this transaction was in order. The check was received. Mr. Balfe advised, for the record, staff had been using the new disinterment form and it has been working well. Motion Mr. Hatch moved to approve. Ms. Morrison seconded the motion that unanimously passed. F. Business Connectivity for computer and phone lines at Cemetery Office and the addition of another cofferdam. Mr. Balfe advised the cemetery staff was using dial-up to connect to the internet. The Cemetery has a city extension listed, but a line was not connected to the city router. Consequently, staff does not have voice mail. To connect to the City router, they need to have a T1 line. ITS paid for that cost and the line was installed. They need additional equipment to complete the connection and the total charge to connect would be $6,500. Ms. Rivers requested this item be tabled. She had received a cost estimate from ITS and thought they were getting a package deal. She indicated they were told ITS would bear the cost. This item was tabled. Mr. Balfe explained they have two cofferdams. One was in good shape, the other needed repair at a minimal cost; most likely less than $500. The cemetery staff was experiencing cave-ins. He advised they need the additional cofferdam and he obtained a quote. Staff would be able to piggyback a bid for dumpster repair and welding to repair the existing cofferdam. The cost for the purchase of another one would be $1,800. Mr. Balfe explained the equipment is used frequently. It is a steel box that is tapped into the earth as they dig the grave, preventing the walls from caving in. The coffin is placed in the grave and then the cofferdam is lifted out. He explained they have four to five 6 Meeting Minutes Cemetery Board Boynton Beach, Florida March 13,2008 funerals on the weekends. Mr. Balfe clarified the repair was being made on the first model made and it was not as stout as the others. Over time, the sides have bowed. Motion Mr. Hatch moved to accept the bid as presented by Mr. Balfe. Ms. Glinski seconded. It was clarified this was for the purchase and repair. There were no objections to the request and the motion was unanimously passed. 9. Other None 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 disinterment' sId isentom bments Ms. Prainito and Mr. Balfe drafted some language for the rule they would rework the language and move it forward to the City Attorney for approval and the resolution. B. City Attorney to review Code section on the cemetery for the purpose of updating archaic language, and add definitions. There was nothing to report on this item at the moment and nothing from the Mausoleum Transition Team. The contract for the mausoleum was being worked on. The issue of the stolen vases was reviewed and no decision had been made. Mr. Hatch noted the theft of the vases was not a local issue, it was occurring all over the country. Kansas City had a tremendous amount of vases stolen. Chair Enkoff noted the vases have enormous value when the metal was melted down. He was curious to find who was accepting the vases and melting them down as it requires permission from the cemetery. It was noted in West Palm Beach, a cemetery there accumulated $34K in losses over the matter. Mr. Balfe explained he had previously spoken with a vendor that sells composite vases. The vendor was a cemetery up north, who had partnered with two or three other cemeteries and they were mass producing the vases. The vendor further indicated he would include a base ring and cup assembly. By sending the base ring and cup assembly to Mr. Balfe, it was determined they could retrofit all the markers. The cost of the vases was $85 each. If the vases were ever stolen, along with a police report, they would be replaced free. 7 Meeting Minutes Cemetery Board Boynton Beach, Florida March 13, 2008 On another matter, Ms. Glinski had a newspaper article comparing fees from different cemeteries for the board review. Ms. Prainito also had included a copy of Brady Osborne's transmittal letter and his check for the sales for the last quarter of 2007. None of the sales were for the new building. In reference to the mausoleum transition matters, the City Attorney was waiting for information from Mr. Osborne. Mr. Osborne's attorney returned the information but none of those three options suggested were acceptable by the City Attorney and he did not receive all the information from Mr. Osborne's attorney. At the moment, the attorneys were going back and forth and there is no meeting scheduled until there is resolution of the issues. 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., and/or to compel an audit prior to contract termination; · 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; and · Look at inscription costs for crypts and niches 11. Adjournment Motion Mr. Hatch moved to adjourn. Ms. Morrison seconded the motion that unanimously passed. The meeting adjourned at 7:01 p.m. ~~nLnj^'I- Catherine Cher~ULlvO Recording Secretary 031908 8