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Minutes 12-10-09 MINUTES OF THE CEMETERY BOARD MEETING HELD ON THURSDAY, DECEMBER 10, 2009, AT 6:00 P.M. IN COMMISSION CHAMBERS, BOYNTON BEACH, FLORIDA PRESENT: Harry (Dale) Hatch, Chair Tom Balfe, Parks Manager Karilyn Norem Hohner, Vice Chair Jody Rivers, Parks Superintendent Janet Prainito, Secretary Bonnie Glinski 1. Call to Order The meeting was called to order at 6:01 p.m. 2. Attendance Secretary Prainito called the roll. 3. Agenda Approval Motion Ms. Glinski moved to approve the agenda. Ms. Hohner seconded the motion that passed unanimously. 4. Approval of Minutes – October 8, 2009 Ms. Glinski moved to approve the minutes. Ms. Hohner seconded the motion that passed unanimously. 5. Receipt of Revenue/Expense Sheets – September & October 2009 Ms. Glinski moved to approve accept the reports. Ms. Hohner seconded the motion that passed unanimously. 6. Receipt of Sales Reports – October & November, 2009 Ms. Glinski moved to approve accept the reports as presented. Ms. Hohner seconded the motion that passed unanimously. 1 Meeting Minutes Cemetery Board Boynton Beach, Florida December 10, 2009 7. Unfinished Business A. Parks Division Reports – November 2009 It was noted a report for October 2009 was also provided. Mr. Balfe read the reports for the months of October and November 2009 as contained in the meeting materials. Motion Ms. Prainito moved to approve. Ms. Glinski seconded the motion that passed unanimously. 8. New Business A. Discuss prices for crypts and niches at Boynton Beach Mausoleum. (Tabled) Motion Ms. Glinski moved to remove the item from the table. Ms. Prainito seconded the motion that passed unanimously. Jody Rivers, Parks Superintendent, noted the Board had asked staff at the last meeting to determine what other municipal cemeteries charged and, in particular, Delray Beach. This information has been added to the comparison chart included with the meeting materials. Options could include averaging the cost, having the prices remain as they are, or lowering the costs so that they were closer to Delray's prices. It was believed the prices set forth on the chart were a bit high. Ms. Rivers noted there had not been that many prices available for comparison purposes. As such, she averaged the costs and came up with the prices reflected on the chart. She did, however, agree that the prices reflected were high. In considering the price range reflected for Delray Beach, $600-$700, she recommended a range of $700-$900 for Boynton Beach. Suggestions by Board members included the following: ?$1,500 to $1,750 for C and D ?$1,000 to $1,200 for A and B ?$800 to $1,000 for E and F 2 Meeting Minutes Cemetery Board Boynton Beach, Florida December 10, 2009 Ms. Hohner felt the middle level, or eye level, should be the most expensive as she believed it was the most desirable location. She felt the two top tiers were difficult to reach and should be the least expensive. Following discussion, the Board agreed on the following prices: $1,000 for A and B, $1,500 for C and D and $700 for E and F. Motion Ms. Glinski moved to approve the costs agreed to by the Board: $1,000 for A and B, $1,500 for C and D and $700 for E and F, and to recommend the figures to the City Commission for approval. Ms. Hohner seconded the motion. Mr. Balfe pointed out that the niches reached higher than level F. Standard crypts were at levels A through F and the niches were half of a standard-sized crypt. Niches A, B, C and D should have the same prices as they were equivalent to the height of two crypts. As such, Ms. Rivers suggested the following: ?A, B, C and D $1,000 ?E, F, G and H $1,500 ?I, J, K and L $700 Motion Ms. Glinski amended her motion to charge $1,000 for niche levels A through D, $1,500 for niche levels E through H and $700 for niche levels I through L, which would include openings, closings and etchings, and to recommend the figures to the City Commission for approval. Ms. Hohner seconded the motion that passed unanimously. B. Discuss the discrepancy regarding emblem engraving prices. At the July 9, 2009 meeting, action had been taken by the Board to establish a fee of $75 for emblems reflected on the list provided by Mr. Balfe. Emblems not included on the list would need to be approved by the Board and a price would be determined at that time. Thereafter, at the October 8, 2009, action was taken to allow up to two emblems at $50 each. All requests for emblems would require Board approval. Discussions at the July meeting revealed the Board felt $75 was a reasonable price for the emblems. The Board again concurred and agreed a motion should be made to reestablish a fee of $75 for the emblems. 3 Meeting Minutes Cemetery Board Boynton Beach, Florida December 10, 2009 Motion Secretary Prainito moved to establish the fee of $75 for the emblems that was approved at the July 9, 2009 meeting and to disregard the motion passed at the October 8, 2009 meeting. It was noted the motion passed at the July 9, 2009 meeting required the Board's approval of the emblems. Ms. Glinski seconded the motion that passed unanimously. C. Approve the request from Lucy Velez for a refund on Lot 167-A, Block Y, Boynton Beach Memorial Park Addition #1 in the amount of $600. (The original price was $750 less $250 (20%) for a total refund of $600. Secretary Prainito noted the paperwork for all the refunds was in order. The Board agreed to approve all of the refunds in one motion. It was noted a change in Item D was required. The original price was $50 less $10 for a total refund of $40. Motion Secretary Prainito moved to approve the requests for refunds under Items C, D, E and F. Ms. Glinski seconded the motion that passed unanimously, D. Approve the request from Linda Barber for a refund on Lot 242, Block L, Boynton Beach Memorial Park Addition #1 in the amount of $40. (The original price was $50 less $10 (20%) for a total refund of $50. E. Approve the request from Louise Santos for a refund on Lots 564-A&B, Block O, Boynton Beach Memorial Park Addition #1 in the amount of $1,200. (The original price was $1,500 less $300 (20%) for a total refund of $1,200. F. Approve the request from Donna Petrick for a refund on Lot 394-A, Block O, Boynton Beach Memorial Park Addition #1 in the amount of $360. 9. Other A. Discuss engraving of crypts and niches on purchases made through former Mausoleum operator. 4 Meeting Minutes Cemetery Board Boynton Beach, Florida December 10, 2009 Secretary Prainito noted families had been calling the City Clerk's Office complaining that their crypts or niches had not been engraved. Brady Osborne sold the crypts/niches and supposedly was collecting the fees for the engraving. This item was placed on the agenda to discuss the manner in which this issue should be handled, especially since it was believed there was no money in the budget for the engraving. Ms. Rivers confirmed the fact that there was no money in the budget for engraving. Additionally, as a result of contractual arrangements between Mr. Osborne and his customers, Mr. Osborne bore the responsibility for the engraving. Staff had been in discussions with City Attorney Cherof regarding a similar situation, and had been attempting to make it clear to the individual that the City was not the responsible party. Calls of this nature were being referred to Mr. Osborne. While staff had previously arranged for some of the engraving, they did so as they empathized with the families. However, this could no longer be accomplished in the current economic climate. In fact, budget transfers were necessary to cover operational expenses. With regard to the pending litigation, Ms. Rivers noted the attorneys were going forward with the litigation as opposed to settling the matter. It was questioned whether a fee could be established for those families wishing to have the engraving done. Ms. Rivers suggested staff work with Lake Worth Monument to have the engraving done at cost. Those families that chose not to do that would still have to pursue their contractual rights through Mr. Osborne. Mr. Balfe noted the emblems, which cost the City $15 each, were of major concern, in addition to the inscription of the names and dates. Ms. Hohner felt that the names and dates should be added to the crypts/niches. If the families wanted to pay for the inscriptions while a resolution of the litigation was pending, they should be able to do so. However, she believed the emblems were a separate issue. Ms. Rivers noted staff could arrange to send the families directly to Lake Worth Monument in order to pay for the engraving. Mr. Balfe did not believe Lake Worth Monument would object to charging the families the cost normally extended to the City, as long as staff notified Lake Worth Monument in advance of the families' arrivals. After payments were made to Lake Worth Monument, staff would follow the usual process which included removing the cryptfront, sending it to Lake Worth Monument and replacing the cryptfront after it was returned. Ms. Rivers would communicate with Lake Worth Monument to ensure the City was not placing them in an awkward position. The Board was in agreement with the recommendations. 5 Meeting Minutes Cemetery Board Boynton Beach, Florida December 10, 2009 Motion Ms. Glinski moved to pursue the recommendations made. Secretary Prainito seconded the motion that passed unanimously. The question was raised as to the status of the fountain. Mr. Balfe noted a full-time electrician would be joining the Facilities Maintenance Department on the 21st and the fountain would top his list of priorities. The bushes circling the bottom of the fountain had already been installed, and it was anticipated the fountain would be fully operational by early January. 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. Discuss and make recommendation to the City Commission regarding a transfer fee for crypts and niches at Boynton Beach Mausoleum. (Tabled). 11. Adjournment There being no further business to discuss, the meeting properly adjourned at 6:37 p.m. ~~a Stephanie D. Kahn Recording Secretary 122209 6