Loading...
Minutes 02-12-09 MINUTES OF THE CEMETERY BOARD MEETING HELD ON THURSDAY, FEBRUARY 12, 2009 AT 6:00 P.M. IN COMMISSION CHAMBERS, BOYNTON BEACH, FLORIDA PRESENT: Michael Enkoff, Chair Tom Balfe, Parks Manager Janet Prainito, Secretary Bonnie Glinski Harry (Dale) Hatch ABSENT: Karilyn Norem Hohner 1. CALL TO ORDER Chair Enkoff called the meeting to order at 6:09 p.m. 2. ATTENDANCE Secretary Prainito called the roll. A quorum was present. Don Roberts, Cemetery staff member, was also present. 3. AGENDA APPROVAL The follow items were added to the agenda: ? Item 8 B, Request by Patricia Rashkind to disinter the remains of her father ? Item 8C, Request by Jane Yarborough for a refund of $180 for Lot 486-B, Block S Ms. Prainito noted the paperwork was in order for each of the above requests. She also noted the Parks Report had been received this date. Motion Ms. Glinski moved to approve the agenda as amended. Ms. Prainito seconded the motion that passed unanimously. 4. APPROVAL OF MINUTES – Cemetery Board Workshop of November 28, 2008; Cemetery Board Regular Meeting of January 15, 2009 Motion Ms. Glinski moved approval of the minutes. Mr. Hatch seconded the motion that passed unanimously. 1 Meeting Minutes Cemetery Board Boynton Beach, Florida February 12, 2009 5. RECEIPT OF REVENUE/EXPENSE SHEETS – December 2008 Motion Mr. Hatch moved to approve. Ms. Glinski seconded the motion that passed unanimously. 6. RECEIPT OF SALES REPORTS – December 2008 & January 2009 Motion seconded the motion that passed unanimously. Ms. Glinski moved approval. Mr. Hatch 7. UNFINISHED BUSINESS A. Parks Division Report – January 2009 Mr. Balfe presented the report for the month of January 2009. Motion Mr. Hatch moved to accept the report. Ms. Glinski seconded the motion that passed unanimously. B. Fountain for Boynton Beach Memorial Park (Tabled) Chair Enkoff circulated pictures of a two-tiered fountain sculpted by a gentleman with whom Chair Enkoff had frequently conducted business. The fountain's finish could be smooth or grungy, in an off- white or pink color. He noted the fountain would be less expensive if it were not necessary to have a pool around the bottom. The pool, however, was necessary and would allow the fountain to remain filled for some time. The lower tier would flow over into the pool which was approximately 18 inches deep. The top ornament of the fountain could be selected by the Board. The price quoted was between $1,800 and $2,000 and included the pool, pump, marked corners, installation and delivery. The agenda packet included additional pictures of fountains also sculpted by Chair Enkoff's contact. Mr. Balfe called attention to the three-tiered fountain with two doves on top at a cost of $3,000. Two other fountains featuring doves were included in the packet, having heights of 6 feet 7 inches and 7 feet. Chair Enkoff noted his contact could make the fountain as high as the Board wished and could add the doves on top. Chair Enkoff emphasized he had known his contact for many years and his work was guaranteed. Mr. Balfe noted quotes were required for the fountain. Ms. Prainito and Mr. Hatch expressed a preference for the three-tiered fountain in a smooth finish with the doves on top. Chair Enkoff did not believe a ten-foot pool was necessary. Mr. Balfe pointed out the 10-foot pool might not appear as large if the sides were not as high. The sides could be straight, curved or scalloped with plantings added to reduce the height. Chair Enkoff offered to donate the plantings. 2 Meeting Minutes Cemetery Board Boynton Beach, Florida February 12, 2009 Motion Mr. Hatch moved that the Board ask Mr. Balfe to obtain quotes on the off-white, three-tiered fountain with the ten-foot pool, doves on the top, scalloped edges, smooth finish and pool with a scalloped border to match the tiers of the fountain. Ms. Glinski seconded the motion that passed unanimously. Mr. Balfe would provide the quotes at the next meeting. Discussion ensued as to whether the Board should approve a figure up to a certain amount at this time, to be followed by a subsequent telephone polling of the members. Motion Mr. Hatch moved to approve a figure up to a certain amount. Ms. Prainito suggested in lieu of the motion, Mr. Balfe obtain the quotes and telephone poll the members to obtain approval of the amount. Mr. Hatch rescinded his motion. Mr. Balfe would obtain the quotes and telephone poll the members. C. Discuss and approve revisions and additions of the following rules to the Cemetery Rules & Regulations 1. Discuss establishment of a written policy regarding notification by funeral directors of weekend burials. 2. 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. 3. Consider assessment of a fee for funeral homes that arrive too early or too late for scheduled funeral services. Mr. Balfe noted there had been 10 Saturday burials during the month of January, with funeral directors arriving earlier and later than the scheduled arrival time. While Chair Enkoff believed late arrivals would cease to be an issue, he believed guidelines should be established. Ms. Prainito noted the fee had previously been established by resolution for late arrivals and suggested a fee for early arrivals be established by resolution as well. She pointed out any changes made would require Commission approval, including the recent revamping of the Rules and Regulations. Mr. Balfe inquired whether the establishment of early-arrival fees could be added to the existing resolution for late-arrival fees. Ms. Prainito advised she would verify with Legal whether individual resolutions were required or if they could be combined. Ms. Prainito opined the early- 3 Meeting Minutes Cemetery Board Boynton Beach, Florida February 12,2009 arrival fee would likely create a controversy, as the establishment of the late-arrival fee created a good deal of controversy. The Board agreed it would be appropriate for Ms. Prainito and Mr. Balfe to develop language for Items C1, C2 and C3. Ms. Prainito suggested Items C1 and C2 be grouped together for inclusion in the Rules and Regulations and Item C3 be established by resolution. The Board agreed. The Board also agreed the language in Items C1 and C2 should be consistent and require 48 hours notification of weekday and weekend burials and entombments, with full payment made 48 hours in advance of the burials and entombments on weekdays and weekends. It had been previously agreed a funeral director would be deemed to have arrived early or late if arriving either 30 minutes before or 30 minutes after the scheduled time of arrival. Ms. Prainito and Mr. Balfe would provide the draft language for the Board's approval. D. Approve style and cost of vases for Mausoleum Costs for the vases were lower than originally quoted and were as follows: 4" - $14.79, 5112" - $16.44 for the vase and ring, and 8" bronze - $18.05 for the vase and the ring. The Board had previously agreed on the 4" vase for niches at $125 and the 8" vase for the crypts at $150. The 5112" vase had not been discussed, as it was believed to be too large for the niche. Upon approval, it was suggested it be determined how many vases should be kept on hand. The fees require Commission approval. As such, Ms. Prainito would prepare an agenda memo, hopefully for the first meeting in March, requesting the approval of the $125 fee for the 4" vase and $150 for the 8" vase. It had been previously agreed the vases should be offered for sale exclusively by the City in order that they be uniform in appearance. The Board believed language evidencing this should be included in the Rules and Regulations and suggested the following: ''The vases may be purchased only by the property owner from the City of Boynton Beach in order to maintain a uniform appearance." Ms. Prainito would provide the language to the City Attorney for his review. Motion Ms. Glinski moved to permit the 4" vases for the niches and the 8" vases for the crypts, both vases to be in the bronze color and to be centered 1/4" from the bottom of the niche and/or cryptfront, and the cost should be $125 for the 4" vase and $150 for the 8" vase. Mr. Hatch seconded the motion that passed unanimously. E. Ratify increasing the price of the urn vaults from $80 to $85 to cover the increase in cost to the City of Boynton Beach This item had been discussed last month, and a range of $100 to $125 had been mentioned. 4 Meeting Minutes Cemetery Board Boynton Beach, Florida February 12, 2009 Motion Ms. Glinski moved to increase the price of the urn vault from $80 to $125 to cover the increases in the cost to the City of Boynton Beach. Mr. Hatch seconded the motion that passed unanimously. As the price increase would require Commission approval, Ms. Prainito would include this item in the agenda memo as well. It was noted the urn vaults would continue to be provided at a cost of approximately $82 pending Commission approval of the price increase. F. Discuss the current charge of $100 for cremated remains buried in the ground A copy of the fee structure was included with the meeting materials, and it was noted the City had been charging $100 to bury cremains for some time. Opening and closing charges for a regular full body burial amounted to $400 on weekdays and $500 on Saturdays and Sundays. It was proposed $200 be charged for weekday cremains interment and $250 for weekends. Chair Enkoff noted cemeteries outside the County charged $412 to open and close a grave, including the setting of the urn vault. The opening and closing fees for an adult burial were $1,195. Memory Gardens in Lake Worth charged $1,295 to open and close a grave, with an additional $200 on the weekend. Motion Mr. Hatch moved to approve the charges of $200 on weekdays and $250 on weekends for the cremains interment. Ms. Prainito seconded the motion that passed unanimously. G. Status report regarding engraving charges for benches at the cemetery Mr. Balfe had not obtained engraving charges, but provided information on the cost of the benches. He distributed pictures of benches placed at Bicentennial Park evidencing an inscription. Quotes to purchase ten benches simultaneously were $550, $845 and $1,000 per bench, including installation. Inscription charges provided by one vendor amounted to $110 for each inscription service call, plus $2.25 per letter and $10 per emblem. The cost for one bench at $550 (the lowest bid) together with the $110 inscription service call fee and $42.75 for a 19- letter inscription ("In memory of John Smith") totaled $702.75. Ms. Prainito felt the engraving evidenced in the picture was unattractive, as there was too much engraving for the small area on the side of the bench. Suggestions for inscriptions included: (1) placing the surname on the front side of the bench, with the man's name on the left and the woman's name on the right with the year of birth beneath each name; (2) inscribing on the top seat of the bench, "In Memory of II along with the complete name of the person being memorialized; or (3) use of the surname only. Motion Mr. Hatch moved to approve the style of bench shown in the picture and accept the best bid. 5 Meeting Minutes Cemetery Board Boynton Beach, Florida February 12, 2009 It was suggested, rather than choosing a gray bench, a color be selected that matched the beige/carmel color of the Mausoleum. Mr. Balfe pointed out the price of the bench would triple if a color other than the gray granite were selected. Since it was not necessary that a decision be reached at this meeting, the Board could consider other styles and colors. Rustic and black colors were suggested. Mr. Balfe noted the benches shown in the pictures were from Lake Worth Monument, the lowest bidder. Chair Enkoff suggested Mr. Balfe contact Coldwater Granite for an estimate. (Mr. Hatch left the meeting at 7:35 p.m.) Motion Ms. Prainito moved to table this item until the next meeting. Ms. Glinski seconded the motion that passed unanimously. In response to Ms. Glinski's inquiry, Mr. Balfe noted the fence on Seacrest had been repaired, and work on the hedges at High Point Condominiums should be completed within the next couple of weeks. Ms. Prainito reported the City Clerk's Office had received a telephone call from an individual who wished to purchase a crypt; however, prices had not been established. Chair Enkoff noted the City Attorney's direction was to suspend all sales. Ms. Prainito pointed out the City had three crypts and three niches that were not included in the suspension. She suggested this item be placed on the next agenda. There was no objection by the Board. Chair Enkoff suggested the City Attorney be present to assist in setting price standards. 8. NEW BUSINESS A. Purchase of permanent or easy-to-install shutters for the mausoleum (Tabled) It was agreed this item would be removed from the agenda. B. Request by Patricia Rashkind to disinter the remains of her father (added item) Motion Ms. Prainito moved to approve. Ms. Glinski seconded the motion that passed unanimously. C. Request by Jane Yarborough for refund of $180 for Lot 486-B, Block S (added item) Motion Ms. Prainito moved to approve. Ms. Glinski seconded the motion that passed unanimously. 6 Meeting Minutes Cemetery Board Boynton Beach, Florida February 12, 2009 Chair Ehkoff inquired whether any complaints had been received regarding the amounts of refunds. Ms. Prainito replied complaints were rarely received. If an individual wished to sell the lot privately, they could do so, and the City Clerk's Office would prepare a Transfer of Deed. Chair Enkoff inquired whether further information had been received regarding the keys to the Chapel building in the Mausoleum. Ms. Prainito had advised that to date, she had not received approval to post the notice. She advised Legal that it was the Board's desire to change the locks. Mr. Balfe advised a number of people had requested keys. Staff had been providing keys to individuals for the lock in place. However, these individuals expected to pick up new keys on April 1st, as they had been advised by staff that the locks would be changed. New keys had been issued to approximately five people. Ms. Prainito advised she would contact Legal to determine whether the notice could be published. 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 to discuss, the meeting properly adjourned at 7:46 p.m. r \ Jer~""~ Stephanie D. Kahn Recording Secretary 02/19/09 C:c:'_ . ).-;.:~~ -- 7