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Minutes 03-08-12 MINUTES OF THE CEMETERY BOARD MEETING HELD IN THURSDAY, MARCH 8, 2012, IN COMMISSION CHAMBERS, CITY HALL 100 E. BOYNTON BEACH BLVD, BOYNTON BEACH, FLORIDA PRESENT Harry "Dale" Hatch, Chair Tom Balfe, Parks Manager Karilyn Norem Hohner, Vice Chair William Bone Bonnie Glinski ABSENT Janet Prainito, Secretary 1. CALL TO ORDER Chair Hatch called the meeting to order at 3:32 p.m. 2. ATTENDANCE The Recording Secretary called the roll. A quorum was present. 3. AGENDA APPROVAL Tom Balfe, Parks Manager, added a discussion of an overtime fee for Sunday burials to the agenda as New Business, Item E. Motion Ms. Glinski moved to approve the agenda as amended. Vice Chair Hohner seconded the motion that unanimously passed. 4. APPROVAL OF MINUTES — December 8, 2011 There was a question raised regarding the vote on page three as it pertained to Item 8A. The vote was noted as 4 -1 with one abstention. Ms. Glinski inquired if it should read 4 -0. The matter would be reviewed and any change would be incorporated into the minutes. 1 Meeting Minutes Cemetery Board Boynton Beach, Florida March 8, 2012 Motion Ms. Glinski moved to approve as amended. Mr. Bone seconded the motion that unanimously passed. 5. RECEIPT OF REVENUE /EXPENSE SHEETS — December 2011, January & February 2012 Motion Ms. Glinski moved to accept. Vice Chair Hohner seconded the motion that unanimously passed. 6. RECEIPT OF SALES REPORTS — December 2011, January & February 2012 Motion Ms. Glinski moved to accept the report. Vice Chair Hohner seconded the motion that unanimously passed. 7. UNFINISHED BUSINESS A. Parks Division Reports — December 2011, January & February 2012 Mr. Balfe read the report. There were eight Mausoleum entombments, nine Mausoleum inurnments, 36 ground full -body burials, and eight ground cremains for a total of 61 funerals. There were no disentombments /disinterments or disinurnments for those months. B. Status report on the fountain filtration (Tabled on 12/08/11) Motion Ms. Glinski moved to remove from the table. Vice Chair Hohner seconded the motion that unanimously passed. Mr. Balfe explained he had made several calls to find a company willing to maintain the fountain on a monthly basis. Only one company was willing to do so as the fountain was small. Last month, the maintenance worker was injured in an automobile accident, and maintenance was not provided. The pump at the bottom of the fountain seized. Mr Balfe advised a new pump was ordered and once received, would be installed. A filtration system was needed and verbal quotes were obtained. The lowest quote for the system was $2,200 which included the electrical wiring, pump, a small skimmer for surface 2 Meeting Minutes Cemetery Board Boynton Beach, Florida March 8, 2012 debris and the filter. Mr. Balfe was unsure if the Board wanted to move forward with it. The maintenance was $50 per month. A suggestion was made to have flowers in the lower section fountain and top portion be a decorative piece. Discussion followed having plants in the fountain would be more economical as it appeared the Board was investing more and more money into the fountain. The plants would be watered from reclaimed water. There had not been issues with reclaimed water, but it was noted there were plants near the fountain that had died. Mr. Balfe clarified that issue was caused by the chemicals in the water used to keep the fountain clean. The wind would carry the fountain water to the nearby plants. Another suggestion was made to replace the fountain with a planter if plants would be used. The thought was a planter may be more appropriate looking. Presently, the fountain was not operational. The pump was removed as it was working intermittently. The debris clogged the water from circulating and birds were using it as a bird bath. Christine Roberts, Assistant Director, Public Works, recommended, if the Board opted to use plants, they use low- maintenance, low -cover plants that were tolerant to the environment. She suggested relying on Mr. Balfe's experience in selecting the plants. Mr. Balfe's suggestion was to use the "Blue Days" flowers. After further discussion there was agreement to table the item. Motion Vice Chair Hohner moved to table the fountain filtration system. Ms. Glinski seconded the motion that unanimously passed. C. Update on gate at the pit area Mr. Balfe explained they obtained sections of the fence and hung the gates; however, the weight became an issue and the gates leaned and sagged. Since then, the gates were hit and the posts were damaged. He explained the installer would straighten and strengthen the posts with cement and inquired if there were any other suggestions. He noted Lowe's has a plastic -type of fence which looks like wood. It was a lot lighter and could be a suitable replacement. Discussion followed and a question was posed if hedges could be planted in front of the pit, creating a hallway. The Board had discussed installing the gates for aesthetic reasons and hedges would help in this regard. A 12 -14 foot opening was needed to accommodate the truck and tractor. The opening for the gates was 25 -feet wide. There was not much room between the fence and the angle that would be created to obstruct Blocks W and Y of the Cemetery from view. Further discussion followed about using a support wheel for the gates; however, the ground was uneven and the gates were sagging about three to four inches. Further dialogue ensued it should be determined if there was enough room to install hedges. After discussion it was agreed the members would view the fountain, look at the 3 Meeting Minutes Cemetery Board Boynton Beach, Florida March 8, 2012 plants and the gate, brainstorm how to proceed, and decide the issue at the next meeting. It was further agreed this item would be kept as Unfinished Business and it would be discussed at the next meeting. 8. NEW BUSINESS A. Discuss and make recommendation on cost of replacement vases for the Mausoleum (Tabled on 12/08/11) (See memo from Janet Prainito to Carisse LeJeune dated December 12, 2011) Mr. Balfe explained a party visiting the Cemetery noticed an eight -inch vase they had purchased was missing from the Mausoleum. It was not known whether the wind blew it off, or someone took it and used it elsewhere in the Cemetery. The issue brought to light the Cemetery had no policy regarding replacement pricing for just the vase. The eight - inch vase and ring with installation was $150. The four -inch vase was $125. The City's cost to purchase an eight -inch vase, including freight, was $6.82. The four -inch vase was $5.52. After discussions with Board Secretary, Janet Prainito, a fee of $20 and $15 for the large and small vases, respectively was suggested. It was noted the woman felt the City should bear the replacement cost, as the family had paid for it initially. It was further noted this decision could set a precedent. Mr. Balfe explained that just as the vases from the Cemetery had come up missing in the past, the property was deeded property and was not the responsibility of the City. The City would only be liable for damage caused by staff. The woman was amenable to purchasing another vase, but had been told she would have to purchase the entire ensemble again for $150. Motion Vice Chair Hohner moved to request the City Commission approve the Board's recommendation for the $20 replacement cost of the eight -inch vase and a $15 replacement cost for the four -inch vase. Mr. Bones seconded the motion that unanimously passed. B. Discuss and make recommendation regarding buy -back policy at the Boynton Beach Mausoleum. (Memo February 1, 2012, from Janet Prainito to Cemetery Board Members) Mr. Balfe reviewed Cemetery Rule 1 -M only referred to crypts that were previously occupied. Currently, there are owners wanting to sell new crypts and niches back to the City. He noted in- ground plots are purchased back at 80% of the purchase price. The members discussed making the buy -back policy consistent at 80% as long as it covered the administrative fees. It was not known what the crypts and niches were 4 Meeting Minutes Cemetery Board Boynton Beach, Florida March 8, 2012 originally sold for and the City had already earned 15% from them through Mr. Osborne's sales. If the City instituted the buy -backs at 80 %, the City would actually receive 15% of the original price plus 20% from the buy -back, and could then resell the crypt or niche. A suggestion was made to buy -back the property at 80% of the original contract price or 80% of the current selling price, whichever was Tess. It was clarified this pertained only to crypts or niches that had never been used. Motion Vice Chair Hohner moved to buy -back the unused crypts and niches at 80% of the original contract price, or 80% of the City's current selling price, whichever was less. Ms. Glinski seconded the motion that unanimously passed. C Clarification of Mausoleum Inurnment Fee and Engraving Fee (See memo dated March 5, 2012) Mr. Balfe explained he had made several calls because he had questions about inurning cremated remains in occupied crypts, because an established fee was not in place. When the original contract was drawn up, there was no second right of inurnment. As to engraving, this pertained to when the City bought back crypts and niches. The ones purchased initially included the opening and closing (0 & C) fees, as well as the casket tray and the lettering on the front of the crypt. The Board had previously discussed how many additional cremated remains could be placed in the crypts and niches because the front of them could only accommodate so many names. Mr. Balfe reviewed the City's cost for engraving for a single crypt front with one last name, two first names, year of birth and death was $70. The price for an additional first name was $35. The price for the year of birth and death was $70 if the crypt front was already engraved and the bronze letter was there. If granted a second right of inurnment, the City's cost to add the additional first name, year of birth and death would be $70. If one wanted to add a third set of cremains, there would be a third first name and third year of birth and death. The fees charged for the engraving did not include the employee's time. Ms. Roberts explained a fee to place additional cremains in crypts was not in place, but each time a crypt is opened there should be a $250 charge. There was very lengthy conversation about the matter and it was decided that a $250 fee for opening and closings and a $200 engraving fee for additional cremains, that were not included in the original price, would be appropriate. Motion Vice Chair Hohner moved to charge $250 for openings and closings, and $200 for engraving. Ms. Glinski seconded the motion that unanimously passed. D. Approve the request of Martin C. Lueck to transfer Lot 81 -B, Block Replat 2, Boynton Beach Memorial Park to Edna I. Falls. The transfer fee of $75 has 5 Meeting Minutes Cemetery Board Boynton Beach, Florida March 8, 2012 been paid. Motion Vice Chair Hohner moved to approve. Ms. Glinski seconded the motion that unanimously passed. E. Discussion of Overtime Fee for Sunday Burials Mr. Balfe explained the current fees include an overtime charge of $250 after 2:30 p.m. everyday, including holidays. Mr. Balfe suggested initiating an overtime fee for any burial regardless of time on Sunday. Often if there are four services on a Saturday, there was no way for staff to open the cemetery lot resulting in staff having to come in on Sunday morning to do so. They would then wait for the burial to be over, the parties leave, and close the lot when the funeral was complete. There was discussion whether it would be better to have the Sunday overtime fee, or to close on Sunday. It was also noted, the national cemetery in Lake Worth was closed on the weekends and in some northerly areas, Sunday funerals do not take place due to religious reasons. Discussion followed there was no particular segment of the community that has funerals on a Sunday. They only occurred because they could not get a time slot for a Saturday burial and they moved it to Sunday. Mr. Balfe explained this has been occurring more often, as there were three Sunday funerals over the past couple of months. When there are two workers at the Cemetery for four or five hours at straight time, the City was not recouping the funds for the service, and it cost the City money. A suggestion was made to change the wording to include the overtime fee would apply all day on Sunday. This would result in an additional $300; however, Mr. Balfe explained that would not cover the cost. Normally, the overtime fee during the week was only to cover an hour extra. The Sunday burials would be longer than an hour and the workers would still have to dig the hole. Cemetery staff could pre -dig the hole for holiday burials. A fee of $300 was discussed. Motion Ms. Glinski moved to approve a $300 overtime fee for funerals all day on Sunday. Discussion followed the $300 was a conservative amount. Two workers would be on site for about five hours. This would result in Sunday funeral at 4 p.m. having the $250 overtime fee, which was only $50 less than the suggested amount, the $500 Opening and Closing, and $100 for the tent and chairs. After further discussion, there was agreement to charge a $500 overtime fee just for Sunday as staff had to be called in. The members agreed. 6 Meeting Minutes Cemetery Board Boynton Beach, Florida March 8, 2012 Motion Ms. Glinski amended her motion to make the overtime fee, all day Sunday, $500. Mr. Bone seconded the motion that unanimously passed. It was noted the City Commission would have to approve the fee. 9. OTHER None. 10. ADJOURNMENT There being no further business to discuss, Vice Chair Hohner moved to adjourn. Ms. Glinski seconded the motion that unanimously passed. The meeting was adjourned at 4:41 p.m. (-? Otik.A-CAUL 4U4 Catherine Cherry Recording Secretary 030812 7