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Minutes 09-08-11 MINUTES OF THE CEMETERY BOARD MEETING HELD IN COMMISSION CHAMBERS, CITY HALL, BOYNTON BEACH, FLORIDA ON THURSDAY, SEPTEMBER 8, 2011 AT 6:00 P.M. PRESENT Karilyn Norem-Hohner, Vice Chair Tom Balfe, Parks Manager Janet Prainito, Secretary William Bone Bonnie Glinski ABSENT Harry “Dale” Hatch, Chair 1. CALL TO ORDER Vice Chair Hohner called the meeting to order at 6:03 p.m. 2. ATTENDANCE Secretary Prainito called the roll. The attendance is noted above. 3. AGENDA APPROVAL Ms. Glinski advised she wanted to add August, 2011 under Item 5, Receipt of Revenue/Expense Sheets. She also added a discussion about the filtration system for the fountain as I. under New Business. Motion Ms. Glinski moved to approve the agenda as amended. Ms. Prainito seconded the motion that carried unanimously. 4. APPROVAL OF MINUTES – April 14, 2011 Ms. Glinski advised she had two changes to the minutes. On page 2, item 7A, Mr. Balfe reported the Parks Division Reports for December 2010 and January and February 2011, not September, October and November 2010. On page 3, first paragraph, Chair Balfe should read Chair Hatch. Motion Ms. Glinski moved to approve the minutes as amended. Ms. Prainito seconded the motion that carried unanimously. MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FLORIDA SEPTEMBER 8, 2011 5. RECEIPT OF REVENUE/EXPENSE SHEETS – February, March, April, May, June, July and August, 2011 Motion Ms. Prainito moved to approve the reports. Ms. Glinski seconded the motion that carried unanimously. 6. RECEIPT OF SALES REPORTS – April, May, June, July and August, 2011 Ms. Glinski had some questions on the August sales report with figures that did not match. Ms. Prainito advised she would double check the numbers in question and report back at the next meeting. Motion Ms. Glinski moved to accept the reports for April through August. Ms. Prainito seconded the motion that carried unanimously. 7. UNFINISHED BUSINESS A.Parks Division Reports – March, April, May, June, July and August 2011 Mr. Balfe reported the following for March, April, and May: Mausoleum Entombments 17 Ground Full Body Burials 23 Ground Cremains 6 Total Funerals 46 Disentombments & Disinterments 0 Disinurnments 0 Mr. Balfe reported the following for June, July and August: Mausoleum Entombments 28 Ground Full Body Burials 24 Ground Cremains 7 Total Funerals 59 Disentombments & Disinterments 1 Disinurnments 0 2 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FLORIDA SEPTEMBER 8, 2011 Motion Ms. Glinski moved to approve the reports. Ms. Prainito seconded the motion that carried unanimously. 8. NEW BUSINESS A.Discuss Number of Cremated Remains Allowed in a Crypt Tabled on April 14, 2011 Motion Ms. Prainito moved to remove this item from the table. Ms. Glinski seconded the motion that carried unanimously. Ms. Prainito advised this was brought up at the last meeting and said there was no new information to report. She explained she had received a telephone call from Bill Sherman, a former Commissioner, who was considering selling his crypt but wondered how many cremains could be placed in a crypt. There currently was no rule or regulation that pertained to this issue. It was brought up and discussed at the last meeting and at that time, decided to table. Mr. Balfe advised one thing needing consideration was the number of names that could go on the front of the crypt. Using the same last name, no more than three first names could go on a crypt. Vice Chair Hohner advised if there were only cremains in the crypt, space would not be as much of an issue than if there were a casket in the crypt. She suggested if it were a double crypt, one casket and two urns, two caskets and one urn, two caskets, or three urns could be placed in the crypt. In the case of a single crypt, there could be one casket and one urn or two urns. Ms. Prainito advised it should be added to the rules. Motion Ms. Glinski moved to approve the rule of the number of cremains or caskets in a single or double crypt. Ms. Prainito seconded the motion that carried unanimously. B. Discussion regarding gates Mr. Balfe reminded the members that at the last meeting he reported a price for this gate of $2,550. Since that time, he had spoken with Lemans Welding, one of the City’s dumpster repair vendors, and was able to secure a price of $1,220 to fabricate and install the gate. The materials have been purchased and the vendor will begin fabrication immediately. There will be 3” square steel hinge posts and 2” square steel used in the strong fabrication. The fence boards and stringers will be of 2x4s and will match the wooden fence presently in place. 3 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FLORIDA SEPTEMBER 8, 2011 Motion Ms. Glinski moved to approve the gate installation for $1,220. Ms. Prainito seconded the motion that carried unanimously. C. Discuss possible addition to Cemetery Rule #1-M to include a minimum administrative fee to cover transfer fees Ms. Prainito advised she requested the item on the agenda as there had been discussion on the transfer fee charges. Currently, Boynton Beach charged $25 as a transfer fee. In checking other cities, for example, Delray Beach, charged $75. Their situation was unique in that they charge $75 for a transfer but they also have a regulation in place that if someone owns a plot and they sold and transferred that plot to another individual, they would allow that transfer to take place. However, the difference between the original purchase price and today’s prices must be paid to the City in order for them to complete the transfer. Ms. Prainito advised it takes a lot of time and work to do a transfer, including the invoicing and the paperwork. This fee had been in place for a long time and it was now time to increase it. Motion Ms. Prainito moved to recommend to the Commission an increase in the administrative fee for transfers to $75. Ms. Glinski seconded the motion that carried unanimously. D. Discuss a request by a funeral director to place a marker between plots at Boynton Beach Memorial Park Ms. Prainito advised this was a request by Boynton Memorial Chapel. She explained there were two plots purchased. There was a father in one plot, a child in the second plot and when the mother died, she was cremated. There was a request to place the cremains of the mother between the two plots and put the marker between the two plots. If it were not acceptable to place the cremains between the two plots, there was the issue of the marker being placed between the plots. As an alternative, the cremains could remain in the plot with the father. There was discussion as to there being enough space and whether, it could be done. Mr. Balfe advised past practice was if there was a marker placed, the cremains were to be either in front of the marker or directly under the marker. Ms. Prainito stated there was a rule in place that specifically mentioned the placement of markers on a grave; the first marker being on top, the second following and then the third. There was no mention of allowing the marker between graves. She advised to keep in mind that if the cemetery workers had to probe, they might not feel anything there, if the marker were to be placed between the two graves. Mr. Balfe advised it would depend on how deep the two vaults were and if the urn vault would fit where the family wanted to place it. In some cases, some of the burial vaults are 10” – 12” deep and the urn vault is around 18-22”. In some instances, the urn would actually be placed under the marker or at the foot of the grave. The request was to move the cremains and the marker. Mr. Balfe indicated he was skeptical about putting the marker away from the cremains. 4 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FLORIDA SEPTEMBER 8, 2011 There was discussion on whether there would be space between the two graves to put the cremains between the two vaults. There were a lot of factors involved. He advised there is a rule that stated there could be three markers on a single plot, but they must run consecutively in a row from top to bottom. Ms. Prainito advised there might have to be a rule change if it was determined this could be done. She proceeded to read the rule regarding marker placement. Mr. Balfe indicated that it would be acceptable to him to have the cremains in the middle, if the marker was close to where the cremains could to be located. There was agreement by the Board. Mr. Balfe inquired if the rule could be modified to add additional language to read that it would be acceptable only if it would fit and only for an immediate family member. After further discussion about other issues that could arise, it was decided to table the matter and bring it back to the next meeting. Motion Ms. Prainito moved to table this issue to the next meeting. Ms. Glinski seconded the motion that carried unanimously. E. Approve the request of Robert Danner for the disinurnment of the cremated remains of George Danner from Boynton Beach Mausoleum, Devotion Building, Section N, Niche A-1 Motion Ms. Prainito moved to approve. Ms. Glinski seconded the motion that carried unanimously. F. Approve the request for Transfer of Deed from Margaret W. Copeland to Timothy W. and Elizabeth Hensley of Lot 2A, Block R, Boynton Beach Memorial Park Motion Ms. Glinski moved to approve. Ms. Prainito seconded the motion that carried unanimously. G. Approve the request for Transfer of Deed from Michael P. Torick to Eric Irwin of Lot 593B, Block O, Boynton Beach Memorial Park Motion Ms. Glinski moved to approve. Ms. Prainito seconded the motion that carried unanimously. H. Approve the request for a refund from Joan Ingram of Lot 54A, Block Y, Boynton Beach Memorial Park Addition #1. Original sale price was $750 less $150 (20%) for a total refund of $600 5 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FLORIDA SEPTEMBER 8, 2011 Motion Ms. Glinski moved to approve. Ms. Prainito seconded the motion that carried unanimously. I. Fountain filter Mr. Balfe advised he spoke to two different pool maintenance companies. The cost to maintain the fountain would be $100-$125 per month, based on whether there was a filtration system or not. There were two parts he was to bring to the Board: one was to find a company to do maintenance and the second part was to have a filtration system installed. Therefore, the price was dependent upon whether there was a filtration system that had to be maintained. To have filtration installed, dependent upon a number of factors, would be between $700 and $1,000. This was not a written quote as he was not sure the Board wanted to move forward. If the Board were to move forward, he would get more solid quotes. As far as maintenance, staff currently maintains the fountain. Rather than purchase a filtration system, which is an unbudgeted item, there was a suggestion to pay for monthly maintenance for two months to determine if the fountain could be maintained without the filtration system and a recommendation could be made at the next meeting. If it could be properly maintained without the filtration system, it would be a savings. Maintenance would still have to be performed even if a filtration system was installed. Mr. Balfe would look into whether the maintenance of the fountain was an unbudgeted item. Vice Chair Hohner suggested possibly looking into the donation of services for recognition. It was noted that due to the new ethics regulations, that could pose a problem. Ms. Glinski commented that she had visited the cemetery and felt it looked very good. Mr. Balfe noted the previous contractor that maintained it defaulted on the contract. The staff did the mowing for a couple of weeks and then a new landscape contractor, unfamiliar with cemetery maintenance, came in as the second lowest bidder. They would continue until October st 1. Currently, quotes are being sought for a new landscape contractor. An addendum was added to better clarify maintenance specifications. Mr. Bone concurred that he was impressed with the way the cemetery looks. 9. OTHER Mr. Balfe advised the Board of the new ethics training requirements and that each Board member of every Board had to complete this training. Mr. Balfe stated that the City extended the agreement with Lake Worth Monument for another year of sandblasting of the crypt fronts. The next meeting of the Board would be December 8, 2011. 6 MEETING MINUTES CEMETERY BOARD BOYNTON BEACH, FLORIDA SEPTEMBER 8,2011 10. ADJOURNMENT There being no further business to come before the Board, Ms. Glinski moved to adjourn the meeting. Ms. Prainito seconded the motion that carried unanimously. The meeting adjourned at 7:00 p.m. (l' C/lc~- (~OJLU./l-<-~ c Ellie Caruso Recording Secretary 7