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Minutes 01-15-09 MINUTES OF THE CEMETERY BOARD MEETING HELD ON THURSDAY, JANUARY 15,2009 @6:00 P.M. COMMISSION CHAMBERS, BOYNTON BEACH, FLORIDA PRESENT: Michael Enkoff, Chair Janet Prainito, Secretary Bonnie Glinski Tom Balfe, Parks Manager ABSENT: Harry (Dale) Hatch Karilyn Norem Hohner 1. CALL TO ORDER Chair Enkoff called the meeting to order at 6:07 p.m. 2. ATTENDANCE Secretary Prainito called the roll. A quorum was present. Also present were Don Roberts, Cemetery staff, and Mr. Libengood, 3691 Seacrest Boulevard, Lantana was present. Mr. Balfe explained Mr. Libengood would address the Board at some point. 3. AGENDA APPROVAL The following items were added to the agenda: Item 6, A. - Public Audience Item 8, H. - Approval of Transfer of Deed for Edie loe Wetherley and Robert D. Wetherley, Lots 218, A & B, Block S at Boynton Memorial Park. Item 7, A. - Parks Report - December 2008 and discussion of keys to the Chapel at Boynton Memorial Park. Ms. Glinksi reviewed the minutes and inquired if a report would be given on the benches for the Mausoleum, and their cost. Mr. Balfe had information about benches and received one quote. This item would be added to the next agenda. Discussion of a $100 charge for ground cremains would be added to the next agenda. 1 Meeting Minutes Cemetery Board Boynton Beach, Florida January 15, 2009 Motion Ms. Glinski moved to approve the agenda as modified. Ms. Prainito seconded the motion that unanimously passed. 4. APPROVAL OF MINUTES - November 13, 2008 Motion Ms. Glinski moved approval of the minutes. Ms. Prainito seconded the motion that unanimously passed. 5. RECEIPT OF REVENUE/EXPENSE SHEETS - October & November 2008 Motion Ms. Prainito moved to approve. Ms. Glinski seconded the motion that unanimously passed. 6. RECEIPT OF SALES REPORTS - November 2008 Motion Ms. Prainito moved to approve. Ms. Glinski seconded the motion that unanimously passed. A. Public Audience Mr. Libengood, General Manager of Palm Beach Memorial Park, Lantana, advised the Cemetery was annexing into the City of Boynton Beach. As a new City resident, he offered his assistance to the City as it pertained to Cemetery land and the Mausoleum. He invited the members to tour his facilities and discuss any issues the City may have. Chair Enkoff expressed his appreciation and explained the City Commission governs the Cemetery. Mr. Libengood explained the invitation was an open invitation. 7. UNFINISHED BUSINESS A. Parks Division Reports - November 2008 Mr. Balfe presented the November report as follows: . Mausoleum Entombments - 3 . Ground full body burials - 16 2 Meeting Minutes Cemetery Board Boynton Beach, Florida January 15, 2009 . Ground Cremains - 4 . Disentombments, disturnments or disinurments - 0 The report for the month of December reflected: . Mausoleum Entombments - 2 . Ground full body burials - 9 . Ground Cremains - 3 . Disentombments, disinterments or disinurnments - 0 B. Fountain for Boynton Beach Memorial Park (Tabled) Mr. Balfe distributed pictures of fountains and prices to the members. The cost of the fountain did not include a fountain basin to catch water that may splash out or be blown from the wind. As such, it was anticipated the cost would be higher than the price reflected on the photos. Mr. Balfe spoke with a vendor and the price he received included a 10-foot basin. The members deferred selecting a fountain to the next meeting. Photos would be included with the next agenda. . Keys for Chapel Mr. Balfe explained, as a condition of sale, Mr. Osborne issued a key to family members when he sold a crypt or niche in the Chapel so they could visit at any time. Mr. Balfe was contacted by an owner who indicated she needed a key. He inquired if the practice of issuing keys would continue. Chair Enkoff noted individuals having keys would not be able to gain access to the Chapel when the Cemetery gates were closed. Mr. Balfe clarified access would be during business hours. Staff locks the Mausoleum Chapel door each day between 2:30 and 2:45 p.m., and key access would occur from 3:00 p.m. to approximately 6:00 or 7:00 p.m. Additionally, without keys, individuals would not be able to gain access to the Chapel on Saturdays or Sundays if there were no funerals scheduled. The exact number of keys issued was unknown, but Mr. Balfe surmised everyone who purchased in the Chapel received one. Chair Enkoff thought it would be prudent to have the locks changed. The Chapel door could be setup so the key is used for entrance, and the door self-locked behind visitors. Discussion turned to notification ofthe lock change. The members agreed a notice should immediately be posted on the front and side Chapel doors advising that, effective March 30,2009, the locks would be changed. Individuals needing keys would have to contact the City or City Clerk's Office prior to that time. Ms. Prainito would contact the Legal Department to determine the format and verbiage to use. A temporary key would be issued to the family member who contacted Mr. Balfe. A list 3 Meeting Minutes Cemetery Board Boynton Beach, Florida January 15, 2009 would be created, and the City Clerk's Office would issue one key per family. Identification would need to be provided, and the information collected would be verified. If another family member requested a key, they would be directed to the family member to whom the key was issued. Additionally, staff could determine, through records, who did not contact them for a key. Chair Enkoff thought it was prudent to change the lock since the Mausoleum operation had transferred to the City, and because there were still crypts for sale. He suggested, after the locks were changed, posting another sign advising the locks were changed and affected individuals needed to contact the City Clerk's Office if they needed the key. C. Approval of rule changes and draft recommendation to the City Commission A marked draft of the rule changes discussed at the last meeting was provided to the members. It was noted the changes needed City Commission approval. The Board discussed whether they wanted to include the hours of operation in the rules. Ms. Prainito pointed out the members may want to consider having a group of policies, as the Board needed policies in writing. She suggested assembling a policy manual for the Cemetery operation. Ifthe hours of operation were included in the rules and they changed, the rules would have to be changed. Ms. Prainito would verify whether policies needed City Commission approval. Chair Enkoff mentioned when the Board made the recommendations at the workshop, they were made with the understanding both the rules and policies needed City Commission approval and they should be forwarded. Additionally, any items having to do with fees needed City Commission approval. This item would be put on the next agenda. Mr. Balfe suggested sending all the needed items to the City Commission at the same time. He explained items 8 B, C, D, and G should be included. There was agreement to hear Item 8.B. 8.B. Discuss establishment of a written policy regarding notification by funeral directors of weekend burials. (Heard out of Order) Mr. Balfe explained staff needed to have enough time to accommodate glitches. He suggested the City should be notified by Thursday noon before a weekend burial. The weekend was defined as Saturday and Sunday. Ms. Prainito would bring a proposal back for review. 8.C. Discuss establishment of a written policy regarding full payment of burial fees by noon on Thursday in cases where funeral directors do not assume responsibility for payment of invoice. (Heard out of Order) 4 Meeting Minutes Cemetery Board Boynton Beach, Florida January 15, 2009 Ms. Prainito advised some funeral homes were not taking responsibility for payment of their invoices, which covered the cost of the plot, the opening and closing, and the equipment set-up fees. Chair Enkoff explained it was the funeral director's responsibility to pay the invoice, and chances were, they took money in for that purpose. Ms. Prainito noted this was not a problem with all funeral directors and if they had a rule, letters to the funeral homes would not be needed. Chair Enkoff explained if a funeral director assumed responsibility, they needed to indicate whom it was for to the staff. Mr. Balfe clarified a policy was needed as he had been challenged by a funeral director about when payment should be made. He suggested payment be made by noon on Thursday for weekend burials, and if the funeral director does not assume responsibility, it is up the family to pay in full before the services are carried out. It was noted some individuals were under the impression payments could made in the same fashion as payments for plots. A discussion of weekday burials also took place. It was agreed if a funeral director did not assume responsibility for payment of the invoice, it must be paid by the family 48 hours in advance. 7.D. Review and approve style and cost of vases for Mausoleum Ms. Prainito inquired if this item should be included in the rules based on style and not cost. This item would be addressed later in the meeting and would be a policy or rule. 8.D. Consider assessment of a fee for funeral homes that arrive too early or too late for scheduled funeral services Mr. Balfe indicated there were at least two funeral homes arriving for services at times later than those reported on the work order. In one instance, three funerals were scheduled. The last funeral of the day showed up first and two hours early. Mr. Balfe thought it was unfair for a family that was on time, to either not be able to gain access to the Cemetery, or be crowded by another family that was either too early or too late. A funeral director had suggested putting the families in holding; however, the Cemetery does not have holding lanes. There is one-way in and one-way out. If other gates were opened, chaos would ensue. A rule or policy to indicate the family needs to arrive within 15 or 30 minutes of the scheduled service is needed, and funeral homes should contact staff if the family was early so they could work together. One funeral director called staff and indicated they were en route and staff requested they wait; however, the request was blatantly disregarded. This issue would become more pronounced because work would be commencing on the road near the Cemetery entrance. 5 Meeting Minutes Cemetery Board Boynton Beach, Florida January 15, 2009 There were occasions when there were four or five funerals scheduled. Mr. Balfe asked funeral attendees which service they were present for, and if it was not the immediate service, they were asked to return with the service. The members noted the emphasis was on the funeral directors, because they literally, direct the funeral. One funeral home was typically an hour early, or an hour and a half late. Don Roberts, Cemetery Staff Maintenance worker, explained some funeral homes arrive when they want to, and are disturbed they cannot get their hearse or lead car out. Additionally, the funeral home is shown the work order reflecting the arrival time, and staff is advised they were scheduled an hour earlier. A late fee is imposed when services arrive late: however, some funeral homes pay the fee upfront, knowing they will be late. In another instance, a service arrived even though the funeral home had not contacted the City Clerk's Office to arrange for a burial service. Accordingly, a plot was not ready. The Police Department was called because the funeral party was very upset. The attendees did not blame the funeral director; they blamed the Cemetery staff. Chair Enkoff believed a rule for being early should be imposed and discussion turned to whether the early fee could be instituted in the same fashion as the late fee, which was by resolution and through the fee schedule. There was agreement an "early fee" was appropriate and it would be the same amount as the late fee. Ms. Prainito would research the matter and bring the issue back. Chair Enkoff also requested being contacted the next Saturday more than two burials were scheduled, as he wanted to be present. Mr. Balfe advised three funerals were manageable, but four funerals were difficult. The Cemetery only has three equipment setups and they have been fortunate no one had been injured when staff is rushed. Chair Enkoff reiterated he wanted to be present for those situations, and a police officer would accompany him. 7. D. Review and approve style and cost of vases for Mausoleum (continued) Mr. Balfe provided samples ofthe plastic vases in 4", 5~" and 8" sizes. He demonstrated how the vases would be connected to the niche/crypt fronts with a metal vase holder. The Board decided to permit the 4" vase for niches and the 8" vase for crypts. Both vases would be in the deep gold color. The vases would be centered X" from the bottom of the niche and/or crypt fronts. A pole would be available at the Mausoleum to assist patrons in removing the vases from their holders. The cost of the vases would be $125 for the 4" vase and $150 for the 8" vase. These prices reflect the cost of the vase, shipping and handling, and installation by City staff. Ms. Prainito advised this charge would require City Commission approval. The vases, which would be displayed at the Mausoleum and in the City Clerk's Office, could be ordered and received within 10 days. Ms. Prainito and Mr. Balfe agreed to work out the details of how the sale of the vases would be handled. 6 Meeting Minutes Cemetery Board Boynton Beach, Florida January 15, 2009 On a different matter, Mr. Balfe advised the vendor who provided Mr. Osborne with Mausoleum trays charged $17 and he received quotes from $29 to $32 with $400 for shipping. Accordingly, he recommended using the same vendor Mr. Osborne used and he advised the company would determine the shipping charges. They have been using the trays for a while; they were durable and worked well. The Mausoleum would purchase 30 trays at a time. 8. NEW BUSINESS A. Purchase of permanent or easy-to-install shutters for the Mausoleum (Tabled) B. Discuss establishment of a written policy regarding notification by funeral directors of weekend burials. This item was discussed earlier in the meeting. C. Discuss establishment of a written policy regarding full payment of burial fees by noon on Thursday in cases where funeral directors do not assume responsibility for payment of invoice. This item was discussed earlier in the meeting. D. Consider assessment of a fee for funeral homes that arrive too early or too late for scheduled funeral services. This item was discussed earlier in the meeting. D. Approve the request of Bella Abrams for a refund in the amount of $400 for Lot #372-A, Block S, Boynton Beach Memorial Park. The original Purchase Price was $500 less 20% [$100]. This item was discussed later in the meeting. F. Approve the request of Helen Jara for a refund in the amount of $160 for Lot 289, Replat, Boynton Beach Memorial Park. The original purchase price was $200 less 20% ($40). This item was discussed later in the meeting. G. Ratify increasing the price of the urn vaults from $80 to $85 to cover the increase in cost to the City of Boynton Beach. The Cemetery purchases five or six urn vaults at a time from Callaway Concrete Company, 7 Meeting Minutes Cemetery Board Boynton Beach, Florida January 15, 2009 for people mail or have cremains in their possession they want placed. The Cemetery pays $82 for the vaults and Mr. Balfe inquired how much they should charge. Chair Enkoff expressed the Cemetery should charge more than the cost and thought $125 was low. Ms. Glinski was not certain a public entity should make a profit. It was explained the Cemetery was permitted to generate revenue. After further discussion, Mr. Balfe suggested using a price range, with a not to exceed amount. In this manner if the cost of the urns increased, the new price did not have to receive City Commission approval. The price charged would be $100, but the range would be $100 to $125. The Recreation and Parks Department used this method often. There was agreement the $100 fee was reasonable, and would cover the cost of staff picking up the urns, vehicle wear and tear, fuel, and the salary of the employee. Mr. Balfe suggested speaking with Mr. Majors about the matter. The Recreation and Parks Department used a price range for all their facility rentals. Ms. Prainito inquired if the Board wanted a dollar amount in the rules and regulations; however, using a fee schedule was suggested instead. Ms. Prainito would bring the fee schedule to the next meeting and the item would be put on the next agenda. E. Approve the request of Bella Abrams for a refund in the amount of $400 for q Lot #372-A, Block S, Boynton Beach Memorial Park. The original Purchase Price was $500 less 20% [$100]. Motion Ms. Glinski moved to approve. Ms. Prainito seconded the motion that unanimously passed. F. Approve the request of Helen Jara for a refund in the amount of $160 for Lot 289, Replat, Boynton Beach Memorial Park. The original purchase price was $200 less 20% ($40). Motion Ms. Glinski moved to approve. Ms. Prainito seconded the motion that unanimously passed. H. Approval of Transfer of Deed for Edie loe Wetherley and Robert D. Wetherley, Lots 218, A & B, Block S at Boynton Memorial Park. Motion Ms. Prainito moved to approve. Ms. Glinski seconded the motion that unanimously passed. 8 Meeting Minutes Cemetery Board Boynton Beach, Florida January 15, 2009 9. OTHER None. 10. FUTURE AGENDA ITEMS A. City Attorney to review Code section on the Cemetery for the purpose of updating archaic language, and add definitions. 11. ADJOURNMENT There being no further business before the Board, the meeting properly adjourned at 7:43 p.m. (1rLl}-liU'VLl. (Lj~:J-L Catherine Cherry if Recording Secretary 011609 9