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Minutes 08-14-08 MINUTES OF THE CEMETERY BOARD MEETING HELD ON THURSDAY, AUGUST 14, 2008 AT 6:00 P.M. IN COMMISSION CHAMBERS, BOYNTON BEACH, FLORIDA PRESENT: Michael Enkoff, Chair Dale Hatch, Vice Chair Janet Prainito, Secretary Karilyn Norem Hohner Bonnie Glinski Tom Balfe, Parks Manager 1. CALL TO ORDER Chair Enkoff called the meeting to order at 6:04 p.m. 2. ATTENDANCE Secretary Prainito called the roll. A quorum was present. Also present was Tom Balfe, Parks Manager, and Dennis Wencil and John McCrane from Archangels Security Group, LLC. 3. AGENDA APPROVAL Tom Balfe, Parks Manager, added a discussion of Internet Connectivity to the Cemetery Office Computer to New Business, as Item 8C. There were no objections to the addition and the agenda was approved by consensus. 4. APPROVAL OF MINUTES - JULY 10, 2008 Motion Mr. Hatch moved approval of the minutes of July 10, 2008. Ms. Glinski seconded the motion. There were no objections and the motion was approved by consensus. 5. RECEIPT OF REVENUE/EXPENSE REPORTS - JULY 2008 Ms. Prainito noted there was an error on the agenda. The report should have been for the month of June. Motion Ms. Glinski moved to accept the June report. Mr. Hatch seconded the motion. There were no objections and the motion was approved by consensus. Meeting Minutes Cemetery Board Boynton Beach, Florida August 14, 2008 6. RECEIPT OF SALES REPORT - JULY 2008 Motion Ms. Glinski moved to approve. Ms. Hohner seconded the motion. There were no objections and the motion was approved by consensus. 7. UNFINISHED BUSINESS A. Parks Division Reports - July 2008 Mr. Balfe reviewed the report for the month of June. Motion Mr. Hatch moved to accept. Ms. Glinski seconded the motion. There were no objections and the motion was approved by consensus. B. Fountain for Boynton Beach Memorial Park (Tabled) This item remained on the table and would be discussed at the next meeting. Chair Enkoff explained he left the pictures of the fountains in his computer; however, he would email the photos to the members so they could discuss them at the next meeting. C. Archangel Security System, LLC - Dennis Wencil Dennis McCrane, Archangels Security System, LLC, explained at the last meeting the board was told how the security system worked. The main concept centered around two cameras that would scan the entire cemetery in a random pattern. Mr. Wencil explained the system would use a pan and tracking mode, and could zoom in on movement regardless of whether it was during the day or night. The system could be programmed to track motion during after hours, or 24 hours a day, and once movement was detected, the camera would follow it for the length of time the system was set. Mr. McCrane explained the system would also be set to certain sensitivity levels to mask the lights from passing vehicles on the roadways and palm fronds on trees within the cemetery. The challenge was the cemetery was so big, if the lens was fixed at a certain angle, some of the things that may be important would not be visible. He explained it would take time for the initial setup, but two cameras would work. A live demonstration was given. While panning, the camera would not be in a recording mode. Only when movement was detected would it zoom and record. The two cameras would work in concert with one another. If a fixed system were used, the system would need six or seven cameras. The system records onsite with no DVR needed; rather, it recorded onto a 2 Meeting Minutes Cemetery Board Boynton Beach, Florida August 14, 2008 flashcard that could be accessed through the internet. The system was wireless. The system could also be monitored through the Police Department. Additional features available were the system could be connected to an alarm to notify the Police. It could have a two-way voice system and if someone was monitoring the cemetery, there was a speaker that could be attached. The system had playback and auto tracker capabilities that when movement was detected, the camera would zoom in on it and follow it for approximately five minutes, or for however long the system was programmed. Mr. Wencil explained the product was a quality product at a reasonable price which could be delivered in a short amount of time. The system could be accessed through a hard internet line, a 900 MHZ radio control configuration or via wireless connection. It was noted the cemetery had exceptional reception due to the close proximity of the microwave tower. Mr. McCrane explained having layers of security was expensive and the system was the next best thing to having a security guard on site. The system could be accessed remotely and only an IP address was needed to connect to it. Ms. Hohner inquired about the cemetery being divided into two areas with one camera each. If one camera picked up motion it would follow it as long as it was in that half, and if it went into the other half of the cemetery, if the other camera would pick it up. If movement was detected in both parts, the cameras would record them separately or could follow it from one half of the cemetery to the other. The recording time was about 28 to 30 days and on average, the storage time was 30 days. After that, occurrences would start dropping off. Occurrences could be burned onto a CD or saved in a file. The records could also be saved on a hard drive. The system cameras used a SONY Chip with proprietary software which was legal in a court of law. The board members were considering a pole unit, which was the same as the mobile unit with the second camera. The system would be affixed to the top of the building in the center of the cemetery, four-to-six feet above the rooftop of the building. Mr. McCrane adjusted the camera height several times, so even with the palm trees what was occurring would be visible. One solution to blocked sight lines was a "Flame" camera which used thermal imaging to see through trees and buildings. The military used this technology but that type of camera ranged from $1,200 to $45K. Ms. Prainito inquired about the system during the evening if someone entered the cemetery grounds and the ability of the system to distinguish between images of the grass and someone crouching by the building. Mr. McCrane responded the system was sensitive enough to make those distinctions because of the light in the cemetery. The camera was a low light camera. There were existing light poles along Woolbright Road and on the south side of the park. Mr. Wencil explained if lighting really became an issue, there were IR illuminators that could be mounted at a reasonable cost. The light was invisible to the eye and would greatly light up the area. The camera would focus to the best picture possible and does 3 Meeting Minutes Cemetery Board Boynton Beach, Florida August 14, 2008 well, night or day, with detecting motion. It picks up objects up to 400 feet away and even picks up license plate numbers. There was further discussion about additional lighting and this item would be put on the next agenda for discussion. In the interim, Mr. Balfe would check with FPL for costs versus the City providing their own lighting. Chair Enkoff suggested contacting the security company as to how high the light should be. Mr. Balfe also explained that when there was bright light at the Little League Park, there was a big difference in the system images. It was also recognized that surrounding communities would be impacted by light, although the IR illuminator was invisible to the eye. It was decided they would play with the system and determine if they needed to add or reduce lighting. The west side of the cemetery was the darkest area of the park and that was the area from which the vases were stolen. Chair Enkoff announced he had stopped at the VA Medical Center and observed their security system. He thought their pictures were not as good as this system and that this system was impressive. He polled the board members and the consensus was to move forward with the recommendation to purchase the system. Accordingly, this item would be sent to City Manager Kurt Bressner for his approval. Further discussion followed about using the mobile equipment as a joint venture with the Police Department; however, it was thought if the unit was shared, the cemetery would not be able to use it. The consensus of the board was they did not want a mobile unit. The cost, which included freight, was $11,925. There was a two-year warranty on the system. After the warranty expired, they would propose a maintenance contract, or a separate exclusive maintenance agreement. Chair Enkoff asked for a motion to remove the item from the table to go to Mr. Bressner for approval. Since the total cost was over $10K Mr. Bressner had to approve it and there would be contracts associated with the purchase. Motion Ms. Hohner so moved. Ms. Prainito seconded the motion. There were no objections to the motion and the motion was approved by consensus. Ms. Prainito inquired if the vendor was a sole source provider. Mr. Wencil confirmed that as correct. Mr. Balfe would send correspondence to them detailing the outcome of the Mr. Bressner's consideration of the purchase and it was anticipated the vendor would be contacted before the next meeting. On a different subject, the new gates were installed at the cemetery recently. There was a question about closing them in the evenings. Mr. Balfe explained the Police 4 Meeting Minutes Cemetery Board Boynton Beach, Florida August 14, 2008 Department closes them; however, if the Police become busy, the gates are not a priority. Ms. Prainito explained she received a complaint from Ms. Tardonia and she was notified the gates were being installed and would be closed in the evenings by the Police Department, as a favor. The members discussed an appropriate time to close the gates. Some cemeteries closed the gates at 3:00 or 4:00 p.m. The majority of visitors, however, visited the cemetery between 9:00 a.m. and 1 :00 p.m. The members acknowledged visitors want to visit with loved ones at the cemetery but also acknowledged it was a matter of safety and security. If the gates could not be closed consistently at the same time, the City would have to hire someone to do so at sundown. Mr. Balfe had spoken with Frank Briganti and to Lisa Lillie, both of the Police Department who were aware the gates needed to be locked. As an alternative to the Police Department closing the gates, Mr. Balfe noted the Utilities Department has staff coming off shift at 5:00 p.m. or 5:30 p.m. and he could speak with them to see if they would be willing to help out. Presently there was a sign indicating the cemetery was open at 7:00 a.m. to 6:00 p.m. The members discussed the Cemetery Board sets the hours for the cemetery and it was agreed, ideally, the hours would be dawn to dusk; however, Ms. Rivers had previously indicated the cemetery was like any other park, and those hours were set by the Recreation Director. Mr. Balfe explained when closing the cemetery gates, one issue was individuals already present visiting were not receptive to having to leave and the City could not lock them in. There was agreement to contact the Police Chief first. 8. NEW BUSINESS A. Pressure cleaning and sealing of the concrete walk way at the mausoleum Mr. Balfe announced he sent the information out regarding the type of sealant wanted for the facility. The board wanted all the respondents to use the same acrylic solution, which was an Infinity Paints and Coatings, Stone Age Brick Paver and Sealer product. The respondents then submitted bids as follows: ~ Hartzell Construction - $7,812 ~ Maximum Impact - $6,390 ~ Tally Walker - $4,340 ~ American - $3,550 Walker had submitted a quote a slightly less than the original one but Mr. Balfe was not sure if it was because they were asked for a second quote. Sometimes if the quote expired, the second quote would come back with as much as a $500 difference. Mr. Balfe felt more comfortable going with the low bidder because the vendors would all be using the same product. This was an all clear coat applied to the Chattahoochee. The only area that needed repair was the expansion joints, but that was something that 5 Meeting Minutes Cemetery Board Boynton Beach, Florida August 14, 2008 could be done in-house. As far as applying the sealant, Mr. Balfe approached Facilities Management to do the work, but they indicated the job was too big for them to handle. Motion Ms. Glinski moved to go with American, the lowest bidder. Mr. Hatch seconded the motion. There were no objections noted and the motion was approved by consensus. B. Purchase of permanent or easy-to-install shutters for the Mausoleum Mr. Balfe announced he called all three companies who originally provided quotes for the shutters. One company did not return the phone call and another gave a verbal quote for $3,500 to $4,200 to do the second floor in Lexan. He sought direction from the board members whether this was something the Cemetery Board wanted to proceed with. Mr. Balfe suggested the Lexan for the second level because of the light but he pointed out it was also a labor intensive process that would require Facilities Management to assist them with the bucket truck. The upkeep of the clear panels was discussed. Previously with the metal shutters there was no issue with leaves or debris collecting behind them. Chair Enkoff requested they receive a formal quote for the top part of the structure to have Lexan which would remain until hurricane season was over. Mr. Balfe pointed out due to the impending two storms, they would be installing the metal shutters. There was agreement this item would remain on the agenda. C. Internet Connectivity to the Cemetery Office Computer Mr. Balfe explained he had previously discussed having internet connectivity between City Hall and the Cemetery. The price to purchase the equipment for it was a one-time fee of $5K, which consisted of the purchase of the router and the switch to connect to the existing T -1 line. The ITS Department would not cover the additional cost because they paid for the T-1 line. He spoke to ITS again and a new quote was given for $5K, but there would be a monthly recurring charge of $700 per month for the connectivity. The charge would cover the phone service connection to the City's telephone network, to send and receive email, and to go online and connect to City Hall. Another ITS suggestion was to use a SprintlNextel broadband access card which had a $50 one-time fee for the purchase. Cemetery workers could use a cell phone that would make the connection from the broadband access card to the City's equipment. A cell phone on the City's plan was an estimated $50 per month. There would be approximately a $100 up-front charge and then a $50 recurring, monthly charge for the cell phone. The computer at the cemetery was an old Com pac computer, but Mr. Balfe announced they would be getting a new computer, most likely a Dell. 6 Meeting Minutes Cemetery Board Boynton Beach, Florida August 14, 2008 With the second option, the Cemetery workers would still have a dial up system, but the computer would have read-only access to the cemetery programs in the City Clerk's office. The access would be real time access. Chair Enkoff thought the members should move forward with that option and he explained it worked similar to the security system, which was a wireless system. Having the read-only access would make it easier for cemetery staff. Mr. Balfe explained the process of obtaining new computer was already started. Motion Ms. Glinski moved to take the item off the table and move forward with the $50 per month option. Ms. Hohner seconded the motion. There were no objections to the request and the motion was approved by consensus. 9. OTHER Chair Enkoff explained a letter and check, dated July 29, 2008, was received from Brady Osborne for the Mausoleum Sales Report. The tally was accurate but it did not include the Peace Building. The City Attorney had previously sent correspondence to Mr. Osborne regarding the issue, which was a contract violation, but no response was received. The Mausoleum Transition Team had a meeting and the City Attorney was drafting correspondence regarding issues of concern. The City still had no indication what the sales were for the Peace Building. 10. FUTURE AGENDA ITEMS A. City Attorney to review Code Section on the Cemetery for the purpose of updating archaic language, and add definitions. 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 7 Meeting Minutes Cemetery Board Boynton Beach, Florida August 14,2008 Chair Enkoff reviewed the items. Ms. Glinski did not understand why the City was determining whether it was appropriate to ask for monies the City was entitled to. Ms. Prainito explained she has been reviewing cemetery programs. She hoped to bring a recommendation to the Cemetery Board later this year regarding a software purchase to completely automate the cemetery records. She announced they found an excellent program, but they still had others to view. 11. ADJOURNMENT There being no further business to discuss, the meeting properly adjourned at 7:23 p.m. ~.cJJ:Ji'l~ vU'- U~'-t 'lJLL~ Catherine Cherry (J Recording Secretary 082108 8