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Minutes 12-11-14 MINUTES OF THE CEMETERY BOARD MEETING HELD ON THURSDAY, DECEMBER 11, 2014, AT 3:30 P. M. IN COMMISSION CHAMBERS, CITY HALL, 100 E. BOYNTON BEACH BLVD, BOYNTON BEACH, FLORIDA PRESENT: Janet Prainito, Secretary Christine Roberts, Deputy Public Works Director William Bone Dwight Saulter, Parks Supervisor Bonnie Glinski Claudia Stine 1. CALL TO ORDER Janet Prainito, Board Secretary, called the meeting to order at 3:32 p.m. 2. ATTENDANCE Ms. Prainito called the roll. She noted Kari Norem Hohner did not apply for reappointment on the Board. 3. AGENDA APPROVAL Christine Roberts, Deputy Public Works Director, added item 8E to New Business, Request for Double Crypts from Boca Mausoleum. Mr. Saulter distributed the request to the members. Motion Ms. Prainito moved to approve the agenda as amended. Ms. Stine seconded the motion that unanimously passed. 4. APPROVAL OF MINUTES — March 13, 2014 Motion Ms. Prainito moved to approve the minutes. Ms. Stine seconded the motion that unanimously passed. 6. RECEIPT OF REVENUE /EXPENSE SHEETS — March, April, May, June, July, August, September, October & November 2014 Ms. Glinski inquired how long the money would last. Ms. Prainito advised she posed the question to the Finance Director who agreed to research the matter. She agreed to follow up and email the responses to the Board. Motion Meeting Minutes Cemetery or Boynton Beach, Florida December 11, 2014 Mr. Bone moved to accept the Revenue and Expenses. Ms. Prainito seconded the motion that unanimously passed. CEIPT OF SALES REPORTS — March, April, May, June, July, August, September, October & November 2014 Motion Ms. Prainito moved to approve. Mr. Bone seconded the motion that unanimously passed. 7. UNFINISHED BUSINESS A. Continued Discussion on Generating More Income for Cemetery Appearance and Services (including expansion of the Mausoleum) TABLED IN SEPTEMBER 2013 Ms. Roberts recommended this item be tabled. The City was working on the Strategic Plan and one item was to contemplate the future use for the cemetery. Discussion on the matter will take place in March 2015, She recommended the item be tabled until June. Motion Ms. Prainito moved to table the item until June. Ms. Stine seconded the motion that unanimously passed. B. Discussion of Landscaping at the Cemetery Ms. Prainito commented former Board member Kari Norem Hohner raised this issue. Ms. Stine commented the Seacrest frontage needed something to make the grounds more inviting otherthan the Cabbage Palm and the cemetery had areas that were lacking. Magnolias, Crepe Myrtles and Royal Palms had been planted, but they were not visible from Seacrest. The leaning Cabbage Palm was discussed and Ms. Roberts and Mr. Saulter inspected the tree. The tree was living and leaning for years due to the last hurricane. Discussion ensued the tree looked odd and unkempt. It was thought something could be done to straighten the tree or have something decorative along Seacrest. Ms. Stine was unsure if Mounts Botanical Gardens could offer any suggestions on how to beautify the grounds. The Cemetery's main entrance was from Seacrest and it did not look like it was maintained. It was noted there was not a lot of room along the wall, and irrigation was an issue. There were some issues with recordkeeping in that section, and staff was uncertain where the graves were, so caution must be used when digging in that area. Mr. Saulter pointed out they do not dig there at all. Ms. Stine preferred researching creative ways on how older cemeteries could be plotted. She agreed to research the matter and bring it back to the Board. Ms. Prainito was aware there was ground radar equipment that could be used to determine where remains were, but it would have a cost and require City Commission approval. She recommended first determining if funding were available to locate the graves. Florida Atlantic University students had located graves at Barton, but the activity was funded by a grant. She also agreed to discuss the 2 Meeting Minutes Cemetery or Boynton Beach, Florida December 11, 2014 matter with Warren Adams, Historic Preservation Planner, since he arranged for FAU to locate the graves at Barton Memorial Park and make a report at the next meeting. Motion Ms. Prainito moved to table this item to the June meeting. Ms. Stine seconded the matter that unanimously passed. 8. NEW BUSINESS A. Parks Division Reports — March, April, May, June, July, August, September, October & November 2014 Motion Ms. Prainito moved to accept. Ms. Stine seconded the motion that unanimously passed. B. Status Report on Gate Closure — TABLED Ms. Glinski commented she drove to the site before the meeting, and the gate has slats missing and there are holes. The gate was sagging and they had to support the end of it. It was a hazard, looked bad and repairs are needed to the fence all the way around. Mr. Saulter explained they have all the materials to make the repairs and they will commence the beginning of next week. The gate will lock and the gap will be closed. He agreed to make a report at the next meeting C. Status Report on raising markers — TABLED Mr. Saulter explained they were constantly raising the markers overall, about 55% of the work at the cemetery was complete. They work on the markers between services and routine maintenance. Ms. Stine commented she has 13 graves owned by family members she maintains and on Memorial Day she has to clean the dirt off the markers. She liked that the markers were being raised. There was agreement this item would be removed from the agenda and if there was a problem, the issue could be readdressed. D. Report on the Cabbage Palm — TABLED This item was discussed earlier in the meeting. Mr. Bone agreed the one lone Cabbage Palm looks out of place. Ms. Roberts explained she could readdress the tree with the Public Works Director, but could not guarantee it would be removed. Ms. Prainito inquired if it could be relocated to another area in the Cemetery and learned since it was in the Old Section, it could not be removed. This item would be removed from the agenda and could be readdressed, if needed. E. Request for Double Crypts from Boca Mausoleum. Ms. Roberts and Mr. Saulter met in July with Brady Osborne, Jr. and Fritz Miner from Boca Raton Mausoleum. They have ownership of double crypts, were running out of space, wanted permission from the City to turn their double crypts into singles, and Boca Mausoleum would bear the cost. Ms. Roberts sought direction from the Board. If approved, the proposal would proceed to the City Commission for review. Ms. Prainito clarified these were crypts Boca Mausoleum purchased when they no longer operated the Boynton Memorial Park Mausoleum and they purchased almost all of 3 Meeting Minutes Cemetery or Boynton Beach, Florida December 11, 2014 the unoccupied crypts. Ms. Stine recalled a report was supposed to be given about building another Mausoleum. Ms. Prainito explained the City Commission has to decide what they want to do. Ms. Roberts explained the City Attorney did not see a legal issue permitting it, and advised it was a business decision. It was noted, however, Boca Mausoleum competes with the City. The City has only one remaining single crypt, and the rest were doubles. Ms. Glinski inquired if the City would consider splitting the City's double crypts into singles, and it was thought the City would likely not. Ms. Roberts explained this discussion would take place with the Strategic Plan. Mr. Osborne owns the crypts; ,but the City charges to open and close the crypts and niches that were sold after 2008. Ms. Prainito commented Ms. Norem Hohner had been approached by Boca Mausoleum and her thought was not to allow it. Ms. Roberts also pointed out they do not know how construction would affect daily operations or how long it would take. There were only about 35 ground lots left and there may be more activity at the Mausoleum when the ground graves sell out, so Boca Mausoleum sales may increase. Overall, it was thought construction would be problematic at the Cemetery. Ms. Roberts sought direction. There was nothing legally binding to obligate the City to permit the changes. Motion Ms. Stine moved to decline the offer because they do not know what the ramification would be to Cemetery operations. Until they are clear it would not affect them dramatically, the Board recommends declining the offer. Ms. Prainito seconded the motion. Ms. Prainito commented the City Commission may view the proposal as a benefit to the residents. She thought the recommendation should be made to the City Manager and she can determine whether it goes to the City Commission. Ms. Roberts also thought the City Manager may hold off on the decision until after the Strategic Plan discussions because then they would determine a future use of the'Cemetery and recommended they wait. Ms. Stine agreed. Motion Ms. Prainito moved to table the item until June with the understanding they would have a report from the Strategic Plan. Ms. Stine seconded the motion that unanimously passed. Ms. Roberts agreed to contact Boca Mausoleum about the Board's decision. Ms. Glinski inquired if there had been any further discussion of consolidating or eliminating Boards in the City. Ms. Prainito had not heard any further discussion about the matter. No other Boards were eliminated or consolidated. If the members were aware of anyone interested in serving on the Board, they could apply. It was great if they have expertise, but it was not a prerequisite. 9. OTHER Ms. Roberts thanked the Board for their direction and wished all a Merry Christmas and Happy New Year. 10. ADJOURNMENT 4 Meeting Minutes Cemetery or Boynton Beach, Florida December 11, 2014 Motion There being no further business to discuss, Ms. Prainito moved to adjourn. Mr. Bone seconded the motion that unanimously passed. The meeting was adjourned at 4:05 p.m. Catherine Cherry Minutes Specialist 012315