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Minutes 05-08-08 MINUTES OF THE CEMETERY BOARD MEETING HELD ON THURSDAY, MAY 8,2008 AT 6:00 P.M. IN COMMISSION CHAMBERS, BOYNTON BEACH, FLORIDA PRESENT: Karilyn Norem Hohner, Acting Chair Janet Prainito, Secretary Bonnie Glinski Dale Hatch Susan Morrison Tom Balfe, Parks Manager Jody Rivers, Parks Superintendent ABSENT: Michael Enkoff, Chair 1. CALL TO ORDER Chair Enkoff was not present for the meeting. Ms. Hohner sat as Chair. The meeting was called to order at 6:05 p.m. 2. ATTENDANCE The recording secretary called the roll. 3. AGENDA APPROVAL Motion Ms. Morrison moved to approve the agenda. Ms. Glinski seconded the motion that unanimously passed. 4. APPROVAL OF MINUTES -April 10, 2008 Motion Mr. Hatch moved to approve. Ms. Glinski seconded the motion that unanimously passed. 5. RECEIPT OF REVENUE/EXPENSE SHEETS - April 2008 1 Meeting Minutes Cemetery Board Boynton Beach, Florida May 8, 2008 Motion Ms. Prainito moved to table the item to next month. Mr. Hatch seconded the motion that unanimously passed. 6. RECEIPT OF SALES REPORTS - April 2008 Secretary Prainito reported that last month Ms. Glinski questioned some of the figures contained within the Sales Report. An investigation indicated that there are 378 lots platted within Block W. However, only 340 were sold with an indication in the Cemetery records that the remaining lots could not be sold because they are "sandy". This note in the Cemetery Book was placed there many years ago at the direction of "Van" who managed the Cemetery operation. Secretary Prainito discussed her findings with Mr. Balfe, who agreed to review this situation to determine if these lots can be used. It is possible that could occur due to the use of cofferdams at the Cemetery that might not have been used years ago. Ms. Prainito clarified the number of lots included A and Blots. Motion Ms. Prainito moved to approve. Ms. Glinski seconded the motion that unanimously passed. 7. UNFINISHED BUSINESS A. Parks Division Reports - April 2008 Mr. Balfe reviewed the report for April. Motion Ms. Prainito moved to place the report on file. Ms. Glinski seconded the motion that unanimously passed. B. Fountain for Boynton Beach Memorial Park (Tabled) Due to the absence of Chairman Enkoff, this item was not addressed. Ms. Prainito acknowledged Paul Rossini in the audience and requested Public Audience be permitted. Secretary Prainito advised Mr. Rossini had visited with her this week and she suggested he address the board regarding his concerns with the mausoleum. Paul Rossini, 10530 Jog Rod, Boynton Beach, was present and explained he and his wife had purchased preconstruction at the mausoleum. He has been going back and forth with 2 Meeting Minutes Cemetery Board Boynton Beach, Florida May 8, 2008 Mr. Osborne about the matter for quite some time. He has not seen one pebble moved from the ground where the new building was supposed to be built six years ago. His wife passed recently and she is being held in a temporary crypt, which was not acceptable to him. Recently, Mr. Osborne suggested a new permanent location in place of the crypt in the Peace building which Mr. Rossini looked at and agreed to. A contract was written and Mr. Rossini advised he would not pay any more money. Mr. Osborne advised him it may be $25 or $50 to move his wife from the temporary crypt to the permanent crypt. After the contract was signed, Mr. Osborne then informed him that he had to pay $500 to City Hall to move his wife to her permanent resting place. Mr. Rossini debated this. When he signed the contract and paid Mr. Osborne in full, Mr. Osborne indicated that it would take at least a year to build the new building. At that time, Mr. Osborne told him the crew was working in Delray Beach and when they finished that job, they would commence construction in Boynton. That was six years ago. Mr. Rossini acknowledged he agreed to the temporary location, but the additional $500 cost to move her was not disclosed until now. He advised Mr. Osborne he would keep her where she was, but Mr. Osborne said he could not do that because that crypt was more money. Mr. Rossini did not think it was right. Ms. Prainito explained there was a disentombment fee of $500. When the crypt was purchased, the opening and closing fee was only for one opening and closing. The disentombment fee would apply since the original opening and closing fee applied when Mrs. Rossini was entombed in the temporary crypt. Ms. Prainito explained to Mr. Rossini that neither City staff nor the Cemetery Board has the authority to waive fees. Only the City Commission has that authority. She explained Mr. Rossini's issue was with Mr. Osborne rather than the City because Mr. Osborne chose to place Mrs. Rossini in temporary holding since the Peace building was not yet built. Jody Rivers, Parks Superintendent, agreed with Ms. Prainito's comments that they do not have the right to waive those fees. Mr. Rossini advised Mr. Osborne was blaming the City for holding up his building plans. Ms. Rivers requested the record reflect that the City had not delayed his application. She advised he only put in a permit a couple of months ago, and it was approved. Mr. Rossini further advised he met another individual with the same problem with Mr. Osborne, and he has been waiting for four years for the new building to be constructed. Ms. Prainito acknowledged she spoke with the daughter of that family about the matter. Mr. Osborne also directed that family to the City to waive the opening and closing fees when the family decided to accept a permanent resting place for their loved one in the Serenity building. There was lengthy conversation on the issue and how there were several of these issues outstanding. The members agreed with Mr. Rossini that he should not have to be responsible for the disentombment fee; however, Mr. Rossini would have to address that issue with Mr. Osborne. The members expressed that at the conclusion of the contract, 3 Meeting Minutes Cemetery Board Boynton Beach, Florida May 8, 2008 these matters would probably become a civil matter. There was also discussion whether Mr. Osborne was fulfilling his obligations under the contract. The board recognized that until the mausoleum reverted back to the City in October, there was nothing that could be done. 8. NEW BUSINESS A. Replacement carpets and tables for the mausoleum chapel (Tabled) Mr. Balfe distributed photos of tables for the mausoleum chapel. Mr. Balfe found a cultured marble top table and suggested, in the alternative, a wood table and having marble cut for the table top with a remnant. A cultured marble top would resist all stains. The regular marble top would need to be sealed properly to resist stains. The board liked the wood topped table for $219 with a marble top added. There were four tables existing that would be replaced. A copy of the selected item is included in the backup materials of the meeting. Motion Mr. Hatch moved to go with the second table and work with Mr. Ferazzoli for a marble top. Ms. Glinski seconded the motion that unanimously passed. The board discussed the area rug replacements and three selections were provided. The members liked the second selection at a cost of $218. The four area rugs would be replaced. A copy of the selected item is included in the backup materials of the meeting. Motion Mr. Hatch moved with choice number two. Ms. Glinski seconded the motion. The motion passed 4-1. (Ms. Hohner dissenting). B. Pressure cleaning and sealing of the concrete walk way at the mausoleum (Tabled) Mr. Balfe met with Facilities to ascertain whether Facilities could do the entire job in-house or at least part of it, and to also determine why there was a large variation in pricing. The Facilities Division was not able to accommodate the request to do the job. Mr. Balfe learned that the grades of sealants were similar to grades of paint, and price had everything to do with the quality of the product. The better quality would cost more. The quotes ran from $7,812 to $3,225. Mr. Balfe explained the vendor would pressure clean the area, followed by an acid wash and then they would use a clear sealer. The process was they send the specifications to the vendors and they respond back. Mr. Hatch thought it would be good to get the name or brand of the sealer they would use 4 Meeting Minutes Cemetery Board Boynton Beach, Florida May 8, 2008 to ensure a quality product. A job like this should last a long time. Mr. Balfe would speak with other mausoleums to see what they were using to determine how long it lasted and then spec a particular type of sealer and see what prices come back. Mr. Balfe would also get references. This item was left on the table for next month C. Review and approve language for Cemetery Rules & Regulations that would provide for specific times and guidelines for disinterments/disentombments Ms. Prainito explained she and Mr. Balfe had been working on language regarding the above to be adopted into the Cemetery rules. Because a safety issue is involved, the disinterments/disentombments should occur at the least busy times. Two suggestions were given and the board opted to use the following: "Disinternmentsl disentombments are restricted to the hours of 8:30 am to 10:30 a.m. Special accommodations for hours other than those stated are subject to the approval of the Parks Manager." 9. OTHER Mr. Balfe originally received a quote for a security system for $6,280 to install the cable and cameras on top of the mausoleum. Since then, Ms. Rivers was approached about a mobile system for half the price. It involves a tower and equipment in a trailer. He announced the vendor would be giving a demonstration. In response to a question from Ms. Hohner, Mr. Balfe explained the mobile system has wheel locks and chains to prevent the trailer from being removed. The camera and tape would be kept separate. The equipment could be stored anywhere in the cemetery, but probably would be placed on the side of the building. Additionally, the equipment folds and could be moved inside the building in the event of a hurricane. After further discussion, it was decided not to pursue that option. There was a brief discussion about reaching Cemetery staff via email.Ms. Rivers explained this was an ITS item. The cemetery staff has an email account, but the cemetery was on dialup. The original cost of the installation was $6K. Then ITS advised it would cost an additional $6K. Parks staff questioned why they were not told the total cost up front. The delay right now is there is no ITS Director at this time and the ITS Department is in a holding pattern. Ms. Prainito noted the City has a Cemetery program, and Cemetery staff could benefit from read-only access to those records. On another matter, Ms. Morrison received a letter from a cemetery lot owner about the way the Cemetery looked, and more specifically, about the sod. She noted the letter was not sent to the City Manager or Parks. 5 Meeting Minutes Cemetery Board Boynton Beach, Florida May 8, 2008 Ms. Rivers advised staff placed sod on the lot and hoped the sod lives. They wrote a letter for the Mayor's signature responding to her. The good news was they will have reclaimed water by December. It was acknowledged the cemetery looks awful because of the grass, as did all the other City parks, because the landscaping was not getting enough water. There is no moisture for about two feet. Ms. Prainito commented that was a daily complaint in her office as well. People were not interested in hearing about water restrictions. 10. FUTURE AGENDA ITEMS A. City Attorney to review Code section on the Cemetery for the purpose of updating archaic language, and add definitions. B. 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; 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 11. ADJOURNMENT Motion Ms. Prainito moved to adjourn. Mr. Hatch seconded the motion that unanimously passed. The meeting adjourned at 7:07 p.m. C(ll)<tfUfd GkivUf Catherine Cherry Recording Secretary 051308 6