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Minutes 04-10-08 MINUTES OF THE BOYNTON BEACH CEMETERY BOARD MEETING HELD ON THURSDAY, APRIL 10, 2008, AT 6:00 P.M., IN CITY COMMISSION CHAMBERS, BOYNTON BEACH, FLORIDA PRESENT: Janet Prainito, Secretary Bonnie Glinski Dale Hatch Susan Morrison Karilyn Norem Hohner, Alternate Tom Balfe, Parks Manager Jody Rivers, Parks Superintendent ABSENT: Michael Enkoff, Chair 1. Call to Order Acting Chair Hohner called the meeting to order at 6:05 pm. 2. Attendance Secretary Prainito called the roll and determined a quorum was present. 3. Agenda Approval Mr. Balfe requested the addition of the following items: (1) Request from Mr. Osborne to relocate caskets from one crypt to another in the mausoleum; and (2) Discussion of the Cemetery fee structure. Motion Mr. Hatch moved to approve the agenda. Ms. Morrison seconded the motion that passed unanimously. The added items would be discussed under New Business as Items E and F, respectively. 4. Approval of Minutes - March 13, 2008 Ms. Glinski questioned the accuracy of the sentence on page 3, Item D, fifth line of the second paragraph: "The conduit was already in place, and ADT could put the cable through it." Mr. Balfe advised the line should be eliminated. Secretary Prainito noted the change would be made. Motion Ms. Glinski moved approval. Mr. Hatch seconded the motion that passed unanimously. 1 Meeting Minutes Cemetery Board Boynton Beach, Florida April 10, 2008 5. Receipt of Revenue/Expense Sheets - February and March 2008 Motion Mr. Hatch moved to accept as printed. Ms. Morrison seconded the motion that passed unanimously. 6. Receipt of Sales Reports - March 2008 Motion Ms. Glinski moved to place on file. Mr. Hatch seconded the motion that passed unanimously. 7. Unfinished Business A. Parks Division Reports - March 2008 Tom Balfe, Parks Manager, reviewed the reports, copies of which are on file in the City Clerk's office. B. Fountain for Boynton Beach Memorial park (Tabled) As Chair Enkoff was in possession of the information relating to this item, the board agreed to table this item until the next meeting. 8. New Business A. Approve the request of Mia and Robert Jones for a refund of Lots 67 A and B, Block W, Boynton Beach Memorial Park (Original purchase price was $1,050 less 20% ($210) for a total of $840 Secretary Prainito included the backup information in the packet, and all the paperwork was in order. Motion Mr. Hatch moved to make the refund as requested. Ms. Glinski seconded the motion that passed unanimously. B. Replacement carpets and tables for the mausoleum chapel (Tabled) Secretary Prainito visited the mausoleum and agreed the tables and rugs were in terrible condition and would support replacing both items. She pointed out that if the tables were replaced with wood tables, the same problems would occur. Suggestions included the use of laminate, marble, or glass tops. Mr. Balfe noted the current tables were composed of good quality, solid wood which had endured for 24 or more years. He noted he provided examples at 2 Meeting Minutes Cemetery Board Boynton Beach, Florida April 10, 2008 a previous meeting and suggested either revisiting that information or researching the item further and bringing back additional samples for the board's consideration. Motion Mr. Hatch moved for the board to have Mr. Balfe obtain samples of carpet and table tops, and facts and figures so that at the next meeting, the board would be able to make a determination. Secretary Prainito seconded the motion that passed unanimously. C. Pressure cleaning and sealing of the concrete walkway at the mausoleum (Tabled) Motion Secretary Prainito moved to take this item off the table. On consensus, the board agreed to take the item off the table. Pursuant to Chair Enkoff's request, Mr. Balfe spoke to Facilities, and they indicated they were not interested in sealing the walkway. They did not believe they had the time or the expertise to assume a task that large and felt it would be better to hire a company to pressure clean the walkway, which could be done in one day. After the walkway dried, in a day or two, the company could return and seal the walkway. Facilities recommended engaging a company that frequently performed this type of service. They agreed to review the quotes to ensure that the chemicals and sealants were comparable. Mr. Balfe was concerned with this issue, as the last quote received was $3,000 less than the first two quotes received. Mr. Balfe inquired whether it was the board's desire to approve the $3,000 quote, or that he meet with Facilities regarding the quote and provide information at the next meeting. Mr. Balfe noted it would not be detrimental to wait another month for the pressure cleaning and sealing to be done. Consensus Board consensus was for Mr. Balfe to meet with Facilities and determine whether the $3,000 quote involved a lower-grade chemical or sealant. If staff was not comfortable in its determination, Mr. Balfe could obtain additional quotes and provide the information to the board. D. Fence replacement on the west side of the mausoleum (Tabled to view hedge samples) Ms. Rivers provided images of Podocarpus, Cocoplum, Duranta and Bamboo. The Podocarpus was hardy, could grow to 20 feet high and six feet wide, was not poisonous and was relatively easy to maintain. Cocoplum was native to Florida, could grow to 15 feet high, and required more maintenance than the Podocarpus. Duranta, also called the Golden Dewdrop, would not grow as high, but produced flowers. Bamboo, which was a good deal more expensive than the other species, could grow to 60 feet high. There were approximately 80 different species of Bamboo, including clumping and non-computing varieties. Staff at Recreation and Parks had 3 Meeting Minutes Cemetery Board Boynton Beach, Florida April 10, 2008 planted Black Bamboo at Laurel Hills, and was pleased with the results. Ms. Rivers believed the Podocarpus would be the best selection from a maintenance standpoint. Secretary Prainito left the dais at 6:24 p.m. Motion Mr. Hatch moved to use Podocarpus. Ms. Morrison seconded the motion. Secretary Prainito returned to the dais at 6:26 p.m. Vote The motion passed unanimously. E. Request from Mr. Osborne to relocate caskets from one crypt to another in the mausoleum (Added item) Mr. Balfe was approached by Mr. Osborne last week with regard to deceased persons temporarily entombed in the mausoleum, who were to be entombed in the Peace Building, the last building to be constructed. The family was upset with the deceased's current location. Mr. Osborne and the family had discussed moving the deceased to a different location in the existing mausoleum buildings and relocating the caskets. The family agreed to permanently entomb the deceased in another crypt in the mausoleum rather than in the Peace Building. Mr. Balfe advised this would have to be scheduled through the City Clerk's office and there would likely be a fee associated therewith. Mr. Osborne contended he was merely trading one crypt for another and there should be no charge associated therewith. Mr. Osborne never advised Mr. Balfe in which area the crypt to be exchanged was located. Mr. Osborne advised the families there would be a fee associated with moving the caskets from one location to another, but he informed them he was uncertain of the amount. He advised Mr. Balfe he had no intention of paying the $500 fee. Mr. Balfe explained there was more work involved as Mr. Osborne's request involved a disentombment and re-entombment in another location. Additionally, the $500 fee was reasonable in light of fees charged by other cemeteries. In particular, Palm Beach Memorial charged a fee of $1,995 for a disentombment or disinterment. Mr. Balfe noted the same fee would apply if the deceased were moved to the Peace Building. Mr. Balfe advised Mr. Osborne the issue would be placed on tonight's agenda for discussion and invited him to attend the meeting. Mr. Osborne did not attend. Mr. Balfe noted the fee was formerly $62.50 to relocate a deceased person from a temporary to a permanent location, and this was discussed at previous meetings. Secretary Prainito noted she was not aware of this fee, but could research previous minutes. Mr. Balfe was not certain whether Mr. Osborne originally discussed with the family the fee to move the deceased from temporary entombment to the Peace Building. Nevertheless, Mr. Balfe believed the City had met its obligation for a one-time entombment. The board agreed the 4 Meeting Minutes Cemetery Board Boynton Beach, Florida April 10, 2008 disentombment fee was Mr. Osborne's responsibility. Secretary Prainito distributed copies of the fee structure for the board's review. Mr. Balfe indicated Mr. Osborne would be calling the City Clerk's office to schedule the disentombment and re-entombment. Secretary Prainito noted she would advise Mr. Osborne of the $500 fee, which had recently been adopted. It would also be necessary for Mr. Osborne to complete, and have the family execute, the disentombment order prior to the disentombment and re-entombment. F. Discussion of the Cemetery fee structure. (Added Item) Mr. Balfe advised it was necessary to amend the fee structure to require overtime charges be assessed after 3:00 p.m. rather than 3:30 p.m. The adjustment was required as the new Union contract required staff to take a 30-minute lunch and as a result, rather than leaving at 3:30 p.m., staff currently left at 3:00 p.m. Therefore, any service that extended beyond 3:00 p.m. would be deemed overtime. Secretary Prainito noted the change would take a few months to become effective and would require a Rule change. She pointed out she would amend the language in Resolution #06-039 to indicate the time change. Rule 19 required, "Services that extend past 3:30 p.m. shall be charged for staff time according to the rate chart on file in the City Clerk's office." Therefore, the rates could be changed but the item would have to go before the City Commission because of the time change. Ms. Rivers suggested amending the language without specifying a time. The Rule would then read, "Services that extend beyond the normal scheduled work hours shall be charged for staff time according to the rate chart on file in the City Clerk's office." The board concurred. Motion Mr. Hatch moved to accept the language. Ms. Glinski seconded the motion that passed unanimously. Secretary Prainito advised of a telephone call she received from a woman whose vase was stolen. She inquired as to when the gates would be installed at the cemetery. Mr. Balfe anticipated the gates would be installed within the next couple of weeks. The signs had been installed, noting the hours of operation. Ms. Rivers advised an opinion was received from the City Attorney asserting the City was not responsible for replacement of the vases. It was suggested callers be referred to local funeral homes or the Yellow Pages regarding inquiries to purchase a vase. Mr. Balfe advised he had been in contact with a vendor with regard to alternative materials to be used for the vases. One option was a fiberglass composite, which cost approximately $80, and included a vase ring and cup assembly. Mr. Balfe noted the perpetrator was apprehended at Memory Gardens, and he admitted to stealing all the vases from the City's cemetery. 9. Other None 5 Meeting Minutes Cemetery Board Boynton Beach, Florida April 10, 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 disinterments and Disentombments The language would be drafted prior to the next agenda. B. City Attorney to review Code section on the Cemetery for the purpose of updating archaic language, and add definitions These were suggestions recommended by the City Attorney at a previous meeting and would be attended to at a future date. The City Attorney asserted a good deal of language in the Code was outdated and could be removed. The item has remained on the agenda as it had not yet been addressed by the City Attorney. C. Mausoleum Transition Team to work on: · The issues of construction of the new mausoleum building. Some of the board members inquired as to why the building had not yet been constructed. Ms. Rivers understood the permitting had been completed. It was, therefore, up to Mr. Osborne to determine when construction would commence. · 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 proceeds 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. Members of the board inquired about an issue addressed several months ago pertaining to the removal of flowers, fences or other unsightly items that were inconsistent with the Rules of the cemetery. Mr. Balfe indicated that since the theft of the vases, staff had been more proactive in removing unsightly flowers. Most of the vases that were stolen were in an upright position, while the vases not stolen were turned down inside the headstones. After the theft, staff turned as many vases over as possible. Rather than removing unattractive articles or leaving notes for the visitors, Alex Carrion had been attempting to communicate with the visitors while they were at the cemetery. Members of the board inquired whether the landscaping between High Point and the Cemetery was underway. Mr. Balfe indicated Ficus would be planted to match the hedge that ran along the two south sides of the cemetery. High Point agreed to maintain the Ficus if it were placed on their side of the fence. The black fence was installed approximately a month ago and was originally located at the Sims Center. 6 Meeting Minutes Cemetery Board Boynton Beach, Florida April 10, 2008 11. ADJOURNMENT Motion Mr. Hatch moved to adjourn. Ms. Morrison seconded the motion that passed unanimously. The meeting adjourned at 6:52 p.m. ~O- Stephanie D. Kahn Recording Secretary 041608 7