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Minutes 03-12-09 MINUTES OF THE CEMETERY BOARD MEETING HELD ON THURSDAY, MARCH 12, 2009, AT 6:00 P.M. IN COMMISSION CHAMBERS, BOYNTON BEACH, FLORIDA PRESENT: Harry (Dale) Hatch, Vice Chair Jody Rivers, Parks Superintendent Janet Prainito, Secretary Tom Balfe, Parks Manager Bonnie Glinski Jamilla Alexander, Assistant City Attorney Karilyn Norem Hohner ABSENT: Michael Enkoff, Chair 1. CALL TO ORDER Vice Chair Hatch called the meeting to order at 6:05 p.m. 2. ATTENDANCE Secretary Prainito called the roll. 3. AGENDA APPROVAL Motion Ms. Glinski move to approve the agenda as presented. Ms. Hohner seconded the motion that passed unanimously. 4. APPROVAL OF MINUTES – February 12, 2009 Motion Ms. Glinski moved to approve the minutes as presented. Ms. Prainito seconded the motion that passed unanimously. 5. RECEIPT OF REVENUE/EXPENSE SHEETS – January 2009 Motion Ms. Glinski moved to approve. Ms. Prainito seconded the motion that passed unanimously. 1 Meeting Minutes Cemetery Board Boynton Beach, Florida March 12, 2009 6. RECEIPT OF SALES REPORT – February 2009 Motion Ms. Prainito moved to approve. Ms. Glinski seconded the motion that passed unanimously. 7. UNFINISHED BUSINESS A.Parks Division Report – February 2009 Motion Ms. Glinski moved to approve. Ms. Prainito seconded the motion that passed unanimously. B.Fountain for Boynton Beach Memorial Park (Tabled) Mr. Balfe received three quotes for a six-foot fountain with a nine-foot pool. One of the vendors, Urdls, inquired whether the Board wished to obtain engineered drawings and a permit. It was noted staff from the Building Department had advised engineered drawings were necessary for the slab to be poured for the pool portion of the fountain. Additionally, Mr. Balfe believed a blanket permit was available through the City's Facilities Department. Mr. Balfe was awaiting word from the Building Official as to whether he could assist with the drawings, and he would report back to the Board. The quotes received were as follows: ?Artistic Design - $2,000 ?Andean - $3,199 ?Urdls - $15,194 (including the cost of the engineered drawings) Chair Enkoff had previously contacted Artistic Design, and was quoted a figure of $1,800 without the slab, and an additional $200 for the slab. The $2,000 quote also included a pump and a float. While Andean and Urdls purchased their fountains from other sources, Artistic Design fabricated its own. Mr. Balfe noted all three vendors' quotes had been based on the same specifications, and the only difference, other than price, was Urdls' inclusion of the engineered drawings. Jody Rivers, Parks Superintendent, noted the City had hired a new registered, Professional Engineer, and she hoped he would be able to provide signed and sealed engineered drawings. If not, engineers currently under contract with the City could 2 Meeting Minutes Cemetery Board Boynton Beach, Florida March 12, 2009 provide the drawings. She noted Mr. Balfe was correct, and a blanket permit was available through the City. Motion Ms. Glinski moved to accept Artistic Design's quote of $2,000. Ms. Hohner seconded the motion that passed unanimously. C.Approve the language of Rules 21, 22, 23, 24 and 10M of the Cemetery Rules and Regulations Ms. Prainito noted revisions to the Cemetery Rules and Regulations regarding burials had been previously discussed, and the following amendments were suggested: 21. "All burial information must be submitted to the City Clerk's office by 12:00 Noon on Thursday for a burial service or entombment on the weekend (Saturday and Sunday) or 48 hours in advance on weekdays unless otherwise approved by the Parks Manager or his designee." 22. "Payment must be made in full by 12:00 Noon on Thursday for a weekend Saturday and Sunday) or 48 hours in advance of a weekday burial service or entombment service." 23. "If the funeral director will not assume responsibility for payment of the invoice, the fees must be paid in full by the family 48 hours in advance of the burial or entombment service." 24. "A fee of $200 will be charged if the funeral director and/or family arrive at the cemetery more than 30 minutes in advance of the scheduled service. If an earlier than scheduled arrival is anticipated, the funeral director and/or family must contact cemetery staff in an effort to work out the details of the arrival." It was noted a resolution had been previously adopted establishing fees for late arrivals. However, the language had not been included in the Rules and Regulations. It was questioned whether the language for both early and late arrivals should be incorporated into the Rules and Regulations. Jamilla Alexander, Assistant City Attorney, recommended the language pertaining to late arrivals be added to Rule 24 as set forth above, in order to maintain uniformity and avoid confusion. Ms. Prainito noted she would add to Rule 24 the language set forth in the resolution establishing fees for late arrivals. It was questioned whether Board approval would be necessary. Ms. Prainito believed it would be sufficient to cull the 3 Meeting Minutes Cemetery Board Boynton Beach, Florida March 12, 2009 language from the resolution, as it had already been approved, and add it to Rule 24. The Board concurred. It was suggested Rule 10M be amended as follows: 10M. "Vases may be purchased only by the property owner or their survivors directly from the City of Boynton Beach." The language in Rule 10M had been approved by City Attorney Cherof and would be presented to the City Commission for approval, along with the increased cost of the urn vaults. Motion Ms. Glinski moved to approve all the changes. Ms. Hohner seconded the motion that passed unanimously. Ms. Hohner requested clarification of Rule 21 requiring information be submitted to the City Clerk's Office by 12:00 Noon on Thursday for a weekend burial. Mr. Balfe explained the Rule had been established to provide staff enough time to complete the paperwork and make the necessary arrangements. Staff had accommodated the public in the past and would continue to do so whenever possible. D.Status report regarding engraving charges for benches at the Cemetery (Tabled) The Board had previously requested Mr. Balfe obtain prices on a black bench or a color that matched the cryptfronts. Mr. Balfe had received three quotes on a black granite bench with harp-shaped legs and a straight seat. Photographs of benches printed from the Internet were distributed. The marble pearl that matched the nichefronts was very costly, and the granite that matched the cryptfronts was only available in the square bench. It was pointed out a black bench would retain heat and would not provide comfortable seating. The Board requested Mr. Balfe return with samples of lighter colors. Mr. Balfe agreed to obtain samples from a monument company, as well color samples of the cryptfronts and nichefronts which matched the border around the base of the Mausoleum buildings. Motion Ms. Glinski moved for the item to remain on the table. Ms. Hohner seconded the motion that passed unanimously. 4 Meeting Minutes Cemetery Board Boynton Beach, Florida March 12, 2009 8. NEW BUSINESS A.Resodding of Cemetery Ms. Rivers reported complaints had been received regarding the appearance of the sod, which was covered with weeds. Even though reuse water was expected to be pumped into the Cemetery by the end of the month, with the current draught conditions and sandy soil, it was not believed the sod would be sufficiently enhanced. The City Manager had requested staff explore resodding the entire cemetery as well as other possible alternatives. As such, Mr. Balfe sought and received quotes. The cost for the basic resodding of the entire cemetery, excluding fertilizing and spraying, would be $188,718. With the inclusion of spraying, fertilizing and top dressing, the cost would increase to $233,363. This method would produce healthy sod and facilitate maintenance, especially with the reuse water. The alternative would be to strip sod, at a cost of approximately $16,000 for each strip, and this method would take some time to produce a healthy lawn. Ms. Rivers noted two additional quotes were required, after which the item would be brought before the City Commission for approval. Motion Ms. Hohner moved for staff to obtain the additional quotes and present the item to the City Commission for approval so that the resodding could be accomplished as soon as the reuse water was provided. Ms. Glinski seconded the motion that passed unanimously Staff would also obtain prices for trees for the Cemetery. B.Approve request of Joan Anne Bove for disinurnment from Boynton Beach Mausoleum of Joseph H. Loeb from Sunset Building, Section F, Niche D-2 Ms. Prainito reported all the paperwork was in order. Motion Ms. Glinski moved to approve. Ms. Hohner seconded the motion that passed unanimously. 9. OTHER None 5 Meeting Minutes Cemetery Board Boynton Beach, Florida March 12, 2009 10. FUTURE AGENDA ITEMS A. City Attorney to review Code section on the Cemetery for the purpose of updating archaic language, and add definitions. Ms. Prainito advised that to date, no updates had been provided. The question arose as to the issue of the sale of crypts. Attorney Alexander explained crypts had been transferred from Boynton Beach Mausoleum, Inc. to Boca Raton Mausoleum, Inc. The matter was currently in litigation and nothing could be done until a decision had been reached by the court. Three crypts and three niches were available for sale, but prices had not been established. Ms. Prainito had secured a comparison of crypt and niche costs, and suggested this item be placed on the next agenda. Funeral directors inquiring about the niches and crypts were reminded of the existing moratorium. The Board agreed this item should be placed on the next agenda. The issue was raised regarding the re-keying of the doors to the Chapel building in the Mausoleum. Ms. Prainito noted she still had not received approval from Legal to post the notice informing the publiC the locks would be changed. The original intent was to change the locks so that a record could be maintained reflecting the holders of the keys. Discussion ensued, and it was determined that even if the locks were changed and new keys were issued, it would be difficult to track who was in possession of the keys. Other problems could arise from the loss of keys and the failure to notify current key holders of a lock change. Therefore, the consensus was to leave the locks as they are and not to re-key. 11. ADJOURNMENT There being no further business to discuss, the meeting properly adjourned at 6:54 p.m. ~ 0,-- Stephanie D. Kahn Recording Secretary 031309 6