Minutes 12-13-12 MINUTES OF THE CEMETERY BOARD MEETING HELD O
THURSDAY, DECEMBER 13, 2012, IN COMMISSION CHAMBERS, CITY HALL
100 E. BOYNTON BEACH BLVD, BOYNTON BEACH, FLORIDA
PRESENT.
Harry "Dale" Hatch, Chair Tom Balfe, Parks Manager
Janet Prainito, Secretary
William Bone
Bonnie Glinski
SENT:
Karilyn Norem Hohner, Vice Chair
1. CALL TO ORDER
Chair Hatch called the meeting to order at 3:31 p.m.
2. ATTENDANCE
Secretary Prainito called the roll. A quorum was present.
3. AGENDA APPROVAL
Ms. Glinski noted a correction to Item 8C which was the original purchase price was $825
not $8.25. Additionally, a discussion regarding the fountain area was added to Old
Business as Item C, and burial vaults to New Business as Item E.
Motion
Ms. Glinski moved to approve the agenda as amended. Ms. Prainito seconded the motion
that unanimously passed.
4. APPROVAL OF MINUTES — September 13, 2012
One correction was noted on Page 3, Item C. The update regarding the gate at the pit
area was tabled to March 8th, not March 3rd.
Motion
Ms. Glinski moved to approve the minutes as amended. Mr. Bone seconded the motion
that unanimously passed.
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Meeting Minutes
Cemetery Board
Boynton Beach, FL December 13, 2012
5. RECEIPT OF REVENUE /EXPENSE SHEETS — September, October & November
2012
Motion
Ms. Glinski moved to enter the report into the record. Ms. Prainito seconded the motion
that unanimously passed.
6. RECEIPT OF SALES REPORTS — September, October & November 2012
Motion
Ms. Glinski moved to accept. It was pointed out the Availability Reports that were missing
from the last meeting were added. Mr. Prainito seconded the motion that unanimously
passed.
7. UNFINISHED BUSINESS
A. Parks Division Reports — September, October & November 2012
Tom Balfe, Parks Manager, announced there were twelve Mausoleum entombments, four
Mausoleum inurnments, 17 full -body burials, zero ground cremains, one
disentombment/disinterment and no disinurnments for the months of June, July and
August.
For the months of September, October and November, there were nine Mausoleum
entombments, one Mausoleum inurnment, 17 full -body burials, five ground cremains, one
disentombment/disinterment and two disinurnments.
B. Report on gate at the pit area
Mr. Balfe explained staff installed the gate at the pit area after priming and painting the
metal posts. The gate had the same design as the rest of the fence. Staff did not brace
the gate because it was stable. After a contractor readjusted the one gate, it was now level
and working properly. Ms. Glinski and Mr. Bone commented it looked very nice.
C. Discussion of fountain area
Mr. Bone suggested removing the No Swimming sign from the fountain. Mr. Balfe agreed
to do so and explained staff started filling the fountain with dirt in preparation for planting
the Blue Daze plants the Board had previously approved. He commented staff was having
difficulty obtaining the plants and he was hopeful Boynton Botanical would receive them
within the next few weeks. Once received, they would be installed, and the irrigation was
functioning. The discussion held at the last meeting had been to remove the pedestal, use
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Meeting Minutes
Cemetery Board
Boynton Beach, FL December 13, 2012
the base of the fountain as a planter, remove the rocks around the base, and plant flowers.
The rocks around the base remained to be removed and after brief discussion, Mr. Balfe
was authorized to use a green ground cover in place of the rocks as the ground cover
would look nice, last, and it was low to the ground.
8. NEW BUSINESS
The members discussed it would be appropriate to approve the two ratifications together.
A. Ratify the request of Frances Matonte for a refund of Niche D23, Serenity
Building, Section A, Boynton Beach Mausoleum. Original purchase price
was $5,850 less 20% ($1,170) for a total refund of $4,680. (All paperwork is
in order.) Telephone poll was conducted.
B. Ratify the request of Michael S. Richman and Muriel Forlini for a refund of
Lot A, Block Y, Boynton Beach Memorial Park. Original purchase price was
$750 less 20% ($150) for a total refund of $600. (All paperwork is in order.)
Telephone poll was conducted.
Motion
Ms. Glinski moved to ratify New Business Items A and B. Ms. Prainito seconded the
motion that unanimously passed.
C. Approve the request of Carl Perone for a refund of Niche E -1, Sunrise
Building, Section H, Boynton Beach Mausoleum. Original purchase price
was 5 825 less 50% ($412.50) for a total refund of $412.50. (All
paperwork is in order.)
Motion
Ms. Glinski moved to approve. Ms. Prainito seconded the motion that unanimously
passed.
D. Discussion and Possible Elimination of portions of Rule #1 M of the Cemetery
Rules & Regulations
Ms. Prainito explained she recently received a copy of the Mausoleum Agreement because
a situation arose where staff needed to charge the 15% transfer fee. Mr. Osborne sold a
crypt and he sent the paperwork to the City to transfer ownership. When staff figured out
how much was owed, staff notified Mr. Osborne of the amount. Through Mr. Osborne and
the City's attorneys, staff learned that due to the settlement agreement, staff could not
charge any fees on Mr. Osborne's sales that would go into the Perpetual Care Fund. This
applied to anything that he had sold or would sell prospectively. The Rule was established
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Cemetery Board
Boynton Beach, FL December 13, 2012
for the purpose of recovering revenue on the crypts and niches after they were purchased
by Mr. Osborne and before staff learned they could not charge it. Years ago the fee was
$62.50. The current 15% transfer fee used a convoluted equation and staff felt the transfer
amount should be $75 for all. The City has since established a separate dedicated account
for Opening and Closing fees; therefore, they would no longer be deposited into the
Perpetual Care Account.
At the time the City put this Rule into effect, staff thought they had a legal opinion. Since
the City could not charge the fee to Mr. Osborne, this portion of the Rule needed to be
eliminated and staff needed something in writing detailing what the transfer fee was and
that staff believed it should be $75 for everyone.
The members were amenable to Ms. Prainito developing the wording and then polling the
members via phone for approval. The first paragraph would have the new wording.
Motion
Ms. Glinski moved that Ms. Prainito come up with wording to change Rule 1 -M to include a
transfer fee of $75 and she will contact the members by phone to take a poll to approve the
wording, and strike the lines of the last paragraph and leave the underlined lines in the last
paragraph. Mr. Bones seconded the motion. It was noted the wording would be run past
the Legal Department prior to going before City Commission. The motion unanimously
passed.
E. Discussion of burial vaults
Mr. Balfe explained there has been a problem with burial vault companies for a while
regarding delivering the vaults to the Cemetery in a timely manner. There have been
instances where the vault did not arrive until two hours before a service. Mr. Balfe
proposed to institute the same practice with the burial vaults as they have with the urn
vaults for cremains. The current practice was to purchase the urn vaults and resell them at
a profit. He wanted to stock 10 burial vaults at a time and resell them at a small profit.
Additionally, by purchasing 10 vaults at a time, they would receive a better price.
Earlier in the day, a new vault company delivered a vault for a Saturday service to the
wrong Cemetery and it was now scheduled to arrive tomorrow at the end of the day. There
are five different vault companies, with the newest only being in business a few months.
Staff also learned that each vault company should be providing the City with a Certificate of
Insurance, which would lessen the liability.
By having a small stock of burial vaults, staff would not have to wait on a vault company to
complete the work orders. When three burial vaults remained, staff would order 10 more.
Burial vaults could be purchased for $145 each. Mr. Balfe proposed to sell them for $275.
Quotes were needed because the initial purchase would be over $1,000 and Mr. Balfe
sought the Board's approval of the concept. The members could then be polled via phone
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Boynton Beach, FL December 13, 2012
to determine the profit margin and those monies would then be deposited into the
Perpetual Care Fund.
There were several vaults already at the Cemetery; however, Mr. Balfe explained they
were double depth vaults. The vaults under discussion were single vaults. The vaults
would be stored inside the fenced area of the Cemetery. Funeral directors sell the vaults,
and still could at a markup. With urn vaults, funeral directors call the Cemetery, purchase
an urn vault and mark -up the price. This practice was not uncommon and it was Mr.
Balfe's understanding that the funeral homes charge from $800 to $895. In this manner,
funeral homes would still make a profit. Mr. Balfe clarified the only vaults being stocked
were liners. He explained about the different types of liners and noted if one purchased a
double depth plot, the price included the plot and the vault.
Motion
Ms. Glinski moved that Mr. Balfe go out for quotes and then notify the Board on the pricing
and markup. If the pricing was what was provided to the Board, Mr. Balfe could just move
forward. Ms. Prainito seconded the motion that unanimously passed.
9. OTHER
Ms. Glinski inquired about the clover at the Cemetery. Mr. Balfe explained one major
issue was the Cemetery sits on top of a well field and there are very few chemicals staff
could use. This was due not only because of the type of permit they have, but also
because of the Materials Safety Data Sheet and recommended rate of the chemical to
eliminate it Atrozine would be the appropriate treatment, but staff was strictly prohibited
from using it over the well field. He spoke with a chemical representative who sent an all
organic chemical. It does not control all weeds, but it does control some of them. The
current weeds, within a few months would stop blooming and would be barely visible.
Christine Roberts, Assistant Director of Public Works, commented the first frost would
help kill the clover, as it was very invasive.
10. ADJOURNMENT
Motion
There being no further business to discuss, Ms. Prainito moved to adjourn. Ms. Glinski
seconded the motion that unanimously passed. The meeting was adjourned at 4:03 p.m.
0- d'�
Catherine Cherry
Recording Secretary
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