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Minutes 07-10-08 MINUTES OF THE CEMETERY BOARD MEETING HELD ON THURSDAY, JULY 10, 2008. AT 6:00 P.M. IN COMMISSION CHAMBERS, BOYNTON BEACH, FLORIDA PRESENT: Michael Enkoff, Chair Janet Prainito, Secretary Bonnie Glinski Dale Hatch Tom Balfe, Parks Manager ABSENT: Karilyn Norem Hohner, Alternate 1. CALL TO ORDER Chair Enkoff called the meeting to order at 6:06 p.m. 2. ATTENDANCE Secretary Prainito called the roll. 3. AGENDA APPROVAL Mr. Balfe requested a presentation be added by Dennis Wencil and John McCrane, of Archangels Security Group. This would be added under Item 8, New Business. Ms. Prainito had received the Parks Department report for June and requested this be considered along with the May report. There was no objection to the requested additions. 4. APPROVAL OF MIN UTES - May 8, 2008 With regard to page 2 pertaining to the Receipt of Sales Report for April, Ms. Glinski believed a change should be made to indicate 338 lots were sold and 38 lots could not be sold because they were sandy. Ms. Prainito explained of the 378 lots in Block W, 38 could not be sold because they were sandy. The remaining 340 lots were sold. Thereafter, two lots were returned and refunds were provided, as indicated in the May report. One of the lots had since been sold, and an additional lot was currently available. The 38 sandy additional lots had not been reflected on the reports but would be reflected shortly, as the City would be moving forward with the sale of those lots. The report for June was correct, and Ms. Glinski was satisfied with the explanation provided. Meeting Minutes Cemetery Board Boynton Beach, Florida June 10, 2008 Ms. Glinski referred to the top of page 4 of the minutes. Subsequent to the publication of the minutes, Ms. Glinski received a copy of the letter sent to Brady Osborne by Ms. Prainito pertaining to the Peace Building; however, she contended no reference was contained in the minutes as to the funds to be deposited with the City by Boynton Mausoleum. Ms. Prainito informed Ms. Glinski that she would listen to the recording of the meeting. Motion Mr. Hatch moved to approve the minutes. Ms. Glinski seconded the motion that passed unanimously. 5. RECEIPT OF REVENUE/EXPENSES SHEETS - April and May 2008 Ms. Prainito advised the format had been revised for the May report, as the HTE program was utilized to prepare the report. The April report contained the statements from Florida Power & Light Co. (FP&L). Ms. Prainito inquired whether the members wished to continue receiving copies of the FP&L statements, or whether the accounting was sufficient. The board agreed the accounting was sufficient. It was also agreed the line items as reflected in the May report were more concise and easier to read and as such, the reports should be provided in this format from this point forward. Motion Ms. Prainito moved approval of the April and May reports. Ms. Glinski seconded the motion that passed unanimously. The question arose as to whether the program was operating at a loss and whether reserves were used. Ms. Prainito believed the Finance Department would be more qualified to provide an explanation and would inquire whether a representative would have an interest in attending the next meeting. 6. RECEIPT OF SALES REPORTS - May and June 2008 Motion Mr. Hatch moved to accept the reports as printed. Ms. Glinski seconded the motion that passed unanimously. 7. Unfinished Business A. Parks Division Reports - May and June 2008 Mr. Balfe reviewed the reports for May and June. 2 Meeting Minutes Cemetery Board Boynton Beach, Florida June 10, 200S Motion Ms. Prainito moved to approve the Parks Reports. Mr. Hatch seconded the motion that passed unanimously. B. Fountain for Boynton Beach Memorial Park (Tabled) As Mr. Brogen has been unavailable, Chair Enkoff met with a business acquaintance who constructed statuaries, large planters and fountains, some of which were placed in a cemetery in West Palm Beach. They discussed the fountain and foundation base and whether water could be brought to the fountain. Mr. Balfe informed the board staff could construct the foundation. Water could be provided through the irrigation system, and the water level could be maintained through the use of a float system. Staff could pour either a square or round foundation base, depending upon what was needed. Chair Enkoff suggested rods be drilled into the foundation in order to prevent theft. Ms. Prainito inquired whether the fountain would be required to meet hurricane standards. Mr. Balfe believed the base would have to be engineered to ensure that whatever was anchored to the base would not tip over. For example, the large monument at Bicentennial Park was set upon a good-sized base and could withstand wind loads of 140 miles per hour. Chair Enkoff noted he would meet with the gentleman to take digital photographs of the fountains and provide them at the next meeting. S. NEW BUSINESS Presentation (Added Item) At the request of Jodi Rivers, Mr. Balfe met with Dennis Wencil pertaining to a mobile security system for the cemetery and mausoleum. This had been discussed at the last meeting. Mr. Wencil recommended a system that could be mounted on the roof of the maintenance building and viewed from the Internet. The cameras within the system were technologically advanced and could capture license plates on passing vehicles. A quote had been received from another company; however staff had concerns relating to services provided by the company. Dennis Wencil, Archangels Security Group LLC, reported the company's mobile unit was currently placed at the cemetery, and this was viewed by the board on a laptop via the Internet. In lieu of the mobile system, Mr. Wencil was proposing a pole unit system which utilized the same technology as the mobile system, with the exception of its battery bank source. The pole unit included two fixed cameras which could be viewed via the Internet from any location. Activities were recorded on flashcards within both the mobile and pole unit systems. The equipment had the ability to zoom in and out, with full day and night capabilities. The cameras could be put on "guard patrol," to pan the entire cemetery and mausoleum. The proposed location of the system (the 3 Meeting Minutes Cemetery Board Boynton Beach, Florida June 10, 200S maintenance building) would provide full monitoring and surveillance of the entire cemetery property. The pole would extend to five or six feet above the rooftop of the building. Activities would be recorded on motion and would be accessible for approximately one month. Main roads and trees could be shadowed out. John McCrane, Archangels Security Group LLC, pointed out the use of the flashcards negated the need for a DVR, and he believed the problems encountered at the baseball field were likely caused by the DVR. The proposed technology was not new, but reconfigured, and as such, Archangels Security was the only company currently in possession of the technology. The dimensions of the box were approximately 24 by 18. The two PTZ (Pan Tilt Zoom) cameras would be suspended from the bottom of the box. Chair Enkoff inquired whether the board had ever discussed the system with the Police Department or Risk Management. Mr. Wencil noted he was currently working with John Bonafair, of the Boynton Beach Police Department, on target areas in the City and had monitored several businesses, including the L.A. Fitness Center. It was the intent of the Police Department to integrate the mobile units into their surveillance activities. Chair Einkoff inquired whether Mr. Balfe had obtained any other quotes. Mr. Balfe pointed out Archangels Security was a sole source provider of this particular system, and there were no other vendors to provide quotes. Mr. Wencil advised the City would be required to purchase the equipment at a cost of $11,625, and monitoring fees would not be necessary. The flashcard technology could record for up to three weeks and allow replay. When the flashcard was full, it would begin to drop off the old recording. Recordings were stoppable by the minute. Incidents could be identified, saved and burned onto a CD, and would be admissible in court. Chair Enkoff commented on the excessive cost of the equipment and wondered whether a package could be offered at a lesser cost if the cemetery were to partner with the Police Department and Recreation and Parks. Mr. Wencil indicated he would attempt to work with the board. He acknowledged, however, that the teChnology was not inexpensive for either the company or the end user. The proposal in the amount of $6,200 discussed at the last meeting would be labor intensive for staff. Mr. Wencil offered to prepare a maintenance agreement for the pole unit system in order to work with the board. He noted the system included a two-year full warranty. Chair Enkoff thanked Messrs. Wencil and McCrane for the presentation and suggested they remain in contact with Mr. Balfe while the board determined the feasibility of a joint effort with the City. 4 Meeting Minutes Cemetery Board Boynton Beach, Florida June 10, 200S A. Replacement carpets and tables for the mausoleum chapel (Tabled) Mr. Balfe informed the board two carpets had been received and two were on back order. He brought in one of the tables for the board's viewing. The table top was made of aluminum and the base was wooden. Mr. Balfe poured water over the aluminum top, and the water beaded, evidencing the aluminum's resistance to water. Four tables, at a cost of $200 each, would be purchased to replace the existing tables. The board members indicated they were pleased with the table. Mr. Balfe pointed out no action was required as the board previously approved the purchase of the carpets and tables. B. Pressure cleaning and sealing of the concrete walk way at the mausoleum (Tabled) Mr. Balfe received a response from one of the vendors. He also met with a representative from a paint company the City dealt with regularly, and the individual recommended a sealant. However, Mr. Balfe requested this item be tabled for a month in order to remove the brick facade behind the mausoleum chapel buildings. In this manner, all of the pressure cleaning and sealing could be accomplished simultaneously. Mr. Balfe would provide the quotes received and the board could render its decision on the sealant at the next meeting. The board agreed to table this item until the next meeting. C. Purchase of permanent or easy-to-install shutters for the Mausoleum Mr. Balfe informed the board that as a result of budget cuts and staff reduction, Facilities would not be able to assist Parks staff in the event of a storm. It was requested the board consider installing the Lexan Panels only on the second floor of the building and for the stained glass on the back side of the building. Mr. Balfe noted the difficulty in installing shutters on the second floor and on the stained glass, and as such, he preferred the shutters not be removed once they were installed. In this way, the safety of staff would not be compromised, nor would staff be caught off guard in the event of a storm. The shutters could be taken down if it were the board's desire they not remain year-round. In such event, Mr. Balfe would prefer the second floor and stained glass be shuttered at the beginning of the hurricane season when time permitted, as there were 15 other buildings to be shuttered. Forestry and Grounds had other commitments, and only one person on staff was able to operate the bucket truck. Board discussion ensued. Highlights were as follows: . The Lexan Panels allowed light through while allowing one to see outside, and it would be in the best interests of the board to move forward and obtain quotes for the Lexan panels. 5 Meeting Minutes Cemetery Board Boynton Beach, Florida June 10, 200S . The shutters were not attractive; however, with staff cuts, it was understandable why the shutters should remain throughout the hurricane season, provided they were removed at the end of the season. Chair Enkoff recommended Mr. Balfe obtain quotes for the Lexan Panels for the upper windows and stained glass. It was noted the stained glass was approximately 22 feet high. The board had no objection to this matter being tabled until the next meeting, and Mr. Balfe would provide an estimate of the costs at that time. D. Residency requirements for resident rate at City cemeteries Ms. Prainito explained several incidents had occurred in the City Clerk's office wherein a funeral director had telephoned to arrange funerals for deceased individuals. The calls were always from the same funeral home. When asked who the deed holder would be, the funeral director would provide a name and Boynton Beach address, and the fee would be charged at the City residency rate. There were occasions when three funerals were scheduled, and all three deeds were requested to be in the name of the same person (likely an employee of the funeral home). Ms. Prainito brought this issue before the board in order to determine the manner in which incidents of this nature should be handled. Ms. Prainito believed, if the name of the deed holder did not correspond to the name of the decedent, the requesting deed holder should be required to appear at the City Clerk's office and provide proof of City residency (utility bill, telephone bill or driver's license). If City residency could not be established for the deed holder, the non-residency rate would be charged. The board was in accord with Ms. Prainito's suggestion. E. Discussion of election of Chair and Vice Chair of board Ms. Prainito noted the last election was held was in 2004 when Jim Ryzy passed away, and Mr. Enkoff became Chair. Chair Enkoff pointed out the board was polled at that time, and he was appointed as the Chair. Ms. Prainito pointed out elections should appropriately be held annually and suggested the board move forward with the election of a Chair and Vice Chair at this time. Ms. Prainito nominated Michael Enkoff as Chair of the board. Ms. Glinski seconded the nomination. There were no other nominations and Michael Enkoff was unanimously elected Chair. Chair Enkoff called for nominations for Vice-Chair of the board. Ms. Prainito nominated Dale Hatch as Vice-Chair. Ms. Glinski seconded the nomination. 6 Meeting Minutes Cemetery Board Boynton Beach, Florida June 10, 200S There were no other nominations and Dale Hatch was unanimously elected Vice-Chair of the board. Chair Enkoff noted he contacted a Parliamentarian to determine whether an alternate could participate in the voting process. The Parliamentarian advised Chair Enkoff that a vote for a Chair or Vice Chair could be made only by an eligible, regular voting member. Ms. Hohner had expressed an interest in serving as a regular member and Ms. Prainito notified the appointing Commissioner of Ms. Hohner's interest in the hope that Ms. Hohner could move into that position. 9. OTHER None 10. FUTURE AGENDA ITEMS A. City Attorney to review Code section on the Cemetery for the purpose of updating archaic language, and add definitions. This item was addressed when the City Attorney met with the board. While nothing had transpired to date, it was believed the City Attorney wanted to schedule a meeting of the Mausoleum Transition Team with regard to this matter. As noted earlier in the meeting, Ms. Prainito sent a letter to Brady Osborne with regard to the funds due the City from sales made in the Peace Building. Copies of the letter were sent to the board members. The letter was approved by the City Attorney, including the language pertaining to the percentage to be deposited with the City by Boynton Beach Mausoleum, Inc. The letter also requested information pertaining to the sales made in the Peace Building be provided to the City by July 11, 2008. Ms. Prainito would follow up on this matter with the City Attorney. Mr. Balfe inquired whether the members had received a letter from Mrs. Tardonia regarding the vases. Ms. Prainito noted she had the letter in her possession, and the City Manager requested that she bring it forward to the Cemetery Board for discussion. It was noted; however, in the opinion of the City Attorney, the vases were private property. Chair Enkoff noted Ms. Prainito could respond to the City Manager by email, or in any manner she wished, advising the board was acting upon the advice of the City Attorney and was not responsible for replacing the vases. Mr. Balfe noted he had communicated with most of the individuals whose vases were stolen and, while there were mixed emotions, most people appreciated the City's situation. It was noted the criminal had been apprehended. Ms. Prainito commented she was approached by a woman in Publix with whom she was acquainted, whose vase was stolen from her daughter's grave. The woman inquired why the City was not replacing the vases. Ms. 7 Meeting Minutes Cemetery Board Boynton Beach, Florida June 10, 200S Prainito explained the City Attorney determined the vases were private property and it would be very expensive for the City to replace all of the vases that were stolen. The question arose as to when the hedge would be placed between the High Point condominiums and the cemetery. Mr. Balfe advised the work would commence shortly, and the delay was occasioned by the imposition of water restrictions. Chair Enkoff inquired as to the rundown condition of Sara Sims Park. Mr. Balfe explained maintenance was performed weekly. During droughts, the grounds were not always mowed. Sara Sims Park and Cemetery were maintained by Parks staff, and Heritage Park was the only section contracted out. Mr. Balfe noted the construction project for the revamping of Sara Sims had been put on hold. While the CRA had set funds aside, it did not appear staff was committed to the project. With regard to the gates at the cemetery, the vendor, Bulldog, had come down to the cemetery to install the posts for the gates. At that time, the vendor advised Mr. Balfe that he had not obtained a building permit, which was required pursuant to the quote. Mr. Balfe would not allow the vendor to continue until the permit was obtained. As such, the vendor was currently in the permitting process. The owner of Bulldog had semi-retired and, since that time, the business had not been operating as it had in the past. On another matter, Mr. Balfe advised that the last windstorm blew a tent across the cemetery, destroying the tent and damaging two of the panels in the new fence. A second tent blew from Block Y, flipped over the top of the maintenance building and broke into pieces. Staff cleared the property and Risk Management would replace the destroyed tent, repair the second tent, and replace the panels in front of the cemetery. B. Mausoleum Transition Team to work on: . The issues of construction of the new Mausoleum building; . Determining whether it is appropriate to demand funds the City is entitled to from the Boynton Mausoleum Inc. and/or to compel an audit prior to contract termination; and . To begin sending written requests to begin the process of Mr. Osborne turning over records to the City in anticipation of the termination of the contract in 2008. . Look at inscription costs for crypts and niches 8 Meeting Minutes Cemetery Board Boynton Beach, Florida June 10, 200S 11. ADJOURNMENT There being no further business to discuss, the meeting properly adjourned at 7:42 p.m. (, (/) .' c-YJa,hr~' ...c.;.. i-- Stephanie D. Kahn Recording Secretary 9