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CEMETERY COMMISSION 2018/01/24 MinutesThe City of Lake Forest is subject to the requirements of the Americans with Disabilities Act of 1990. Individuals with disabilities who plan to attend this meeting and who require certain accommodations in order to allow them to observe and/or participate in this meeti ng, or who have questions regarding the accessibility of the meeting or the facilities, are required to contact City Manager Robert R. Kiely, Jr., at (847) 234-2600 promptly to allow the City to make reasonable accommodations for those persons. CEMETERY COMMISSION MEETING MINUTES LAKE FOREST CEMETERY GATEHOUSE WEDNESDAY, JANUARY 24, 2018, 5:00 P.M. I. CALL TO ORDER, ROLL CALL: Chairman O’Brien called the meeting to order at 5:15 pm. COMMISSIONERS PRESENT STAFF PRESENT Dennis O’Brien, Chairman Chuck Myers, Super. Of Parks, Forestry & Cemetery Daniel Kelly, MD Phil Alderks, Cemetery Sexton David Hooke Robert R Kiely, Jr., Secretary Treasurer, City Manager COMMISIONERS ABSENT OTHERS PRESENT Patrick Looby Tony Hoban, (IAR), William Blair & Co., LLC John Dick APPROVAL OF OCTOBER 25, 2017 MINUTES: Chairman O’Brien presented the minutes from October 25, 2017 Cemetery Commission for approval. Commis sioner Hooke stated that there should be a correction to item V. Cemetery Updates, A. West Ravine Restoration, and paragraph 1. The word ‘there’ should be ‘their’ and the comma after bid should be eliminated. Motion by Commissioner David Hooke , seconded by Commissioner Kelly to approve the Minutes from October 25, 2017 with the noted corrections . Being no further discussion the vote was called by Chairman O’Brien and passed by unanimous voice vote. II. FOURTH QUARTER INVESTMENT REPORT FROM WM BLAIR AND CO.: Tony Hoban reviewed the fourth quarter investment report explaining that for the year, large cap stocks out performed small cap stocks and growth stocks outperformed value stocks. Hoban posed the question, ‘How long can this continue?’. He said indicators are showing that the end could be coming as more money is moving to the bond market and indexed funds. There are also the wild cards out there – North Korea, Washington, Trump, etc. Hoban said that right now no one is sure how the market is going to react. That being said, the total portfolio was up 23.7 percent for the year. Overall Hoban said they still continue to favor stocks over bonds and Wm Blair remains constructive on non -U.S. equities . Motion by Chairman O’Brien to continue with the current investment strategy regarding Lake Forest Cemetery investment with William Blair & Co. and to move new monies into the international equities area. Second by Commissioner Kelly. Motion carried unanimously. Mr. Hoban then left the meeting following his report. III. REVENUE/EXPENSE REPORT: Chairman O’Brien reviewed the Revenue and Expense Report for the quarter. O’Brien stated that not much has changed since the September meeting (the September Commission meeting was a rescheduling of the July meeting which was cancelled 2 due to the flooding at the Cemetery.) O’Brien further stated that revenues and expenses were about normal for this time of the year. Chairman O’Brien asked if there were any further questions or comments regarding the report. The other Commissioners had no questions or comments at this time. IV. CEMETERY UPDATES A. West Spur Ravine Restoration Superintendent Myers reported that the West Spur Ravine project was completed by Keno Construction in December. Myers said that total cost of the project was $230,000 with $80,000.00 in grant funding to be credited against that once it is received. Myers said that all that is remaining on the project is follow up herbicide treatment in the late Spring and monitoring of the project to satisfy our grant requirements. B. Barrell Entrance Gate Restoration Superintendent Myers reminded the Commission that at the last meeting he reported that the Cemetery had received bids for the Gate Restoration and due to the disparity in pricing and the differing approaches to the projects, all bids were rejected. Since that time, the Cemetery has contracted with a consultant to do a mortar analysis on the original mortar used on the arch and we are currently waiting on the result of this. Because of the disparity in pricing and the differing approaches suggested in proposals, staff is recommending that the Cemetery initiate an RFQ for a restoration architect/consultant to write the specifications and bid documents for the restoration and then bidding the project as opposed to the RFP that was sent out . Myers estimates this will cost around $10 ,000, but it will help in the selection of a vendor and also increase our chances of the work lasting a longer time (20-25 years instead of the 7-9 years that we have been getting out of the repointing. Motion by Commissioner Kelly for the Cemetery to proceed with an RFQ to seek out a restoration architect/consultant to help write bid specifications for the Barrell Memorial Entrance Restoration. Second by Commissioner Hooke. Motion carried unanimously. Sexton Alderks said that he checked with the Community Development Department as to the feasibility and process of adding electrical lighting to the entrance as suggested by Commissioner Dick at the last meeting. Alderks said that the Cem etery would need to present a design/plan of the proposed lighting to the Historical Preservation Commission and Community Development for approval. Alderks said this could be done either as part of the restoration presentation or when the Cemetery presents the Memorial Garden Phase II work. C. Private Planting Rule Chairman O’Brien took opportunity to switch up the order of the meeting at this time and asked Superintendent Meyers to report on the Memorial Garden Phase II. 3 D. Memorial Garden Phase II Superintendent Chuck Myers reported to the Commission regarding the Memorial Garden Phase II project. Myers stated that there is not much new to report at this time, but he shared a memo he presented to the Lake Forest City Council Finance and Public Works Committees. Myers said that the presentation was informational in nature for the Committees regarding upcoming projects within the City. Myers said that currently staff is in talks with Craig Bergman Landscape Architects regarding some revisions to the original pl an due to grading issues that are a holdover from the Memorial Garden construction. Myers said that a site survey is needed to move forward with design revisions, but this probably would not happen until the frost is out of the ground due to points beneath the surface that need to be located. C. Return to the Private Planting Rule Chairman O’Brien handed out two proposed planting payment options to the Commission. Both proposals had a 5% increase included each year. The first plan, totaled th e costs and broke down the total into 10 equal payments. The second plan increased each yearly payment by the 5% increase. Two maintenance options/plans were also reviewed. O ne that included a Spring clean -up, June pruning, and Fall clean-up and a second that added monthly weeding, spading and pruning. Sexton Alderks stated that in his opinion the monthly weeding, etc. is excessive and would drive up costs for Cemetery families. It was decided that the monthly weeding option would not be pursued. Chairman O’Brien asked if the Commission thought that a 5% a year increase would be enough. Following some discussion i t was decided that for the next meeting Sexton Alderks would update the quotes for installation and maintenance and a decision w ould be made at that time. V. APPROVAL OF FY2019 BUDGET: Chairman O’Brien presented the FY2019 to the Commission. O’Brien said that because the majority of the budget is related to labor and benefit costs which are controlled by City policy, he would focus o n the parts of the budget the Commission controlled. O’Brien said general cemetery operating expenses are relatively the same for FY2019. O’Brien explained that because the Barrell Memorial Gateway project is projected to cost more than originally estimated, there is an additional $90,000 in the CIP to add to the $110,000 that was budgeted for FY2018 which will be rolled over. Sexton Alderks added that there is $17,500 added to the budget in order to repair a broken storm sewer. Also, the 1996 Toro Workman utility vehicle requires replacement at an estimated cost of $30,000. 4 Motion by Chairman O’Brien, seconded by Commissioner Kelly, to approve the FY2019 Budget. Motion carried unanimously. VI. APPROVAL OF McCLENNAN LOT BUYBACK: Sexton Alderks shared with the Commission that when he presented the potential McLennan lot buyback to the Commission he erred on the number of graves available for buyback from the family. Since the number of graves determines the overall amount the family would receive from the Commission he was bringing the issue back to the Commission . Alderks said he originally estimated that there were 30 graves available for the Cemetery for buyback from the family, but after doing a detailed, physical survey of the lot rather th an just working off the maps, there are actually 35 graves that the Cemetery could buyback. Because of this Alderks is requesting that the Commission approve an additional $10,000 for the buyback should the family desire to proceed. This is in keeping with the Cemetery Commission’s policy of buying back unused graves for the original purchase price or $2,000 per grave, whichever is greater. (5 additional graves times $2,000 equals $10,000 additional) Motion by Commissioner Kelly to approve the additional $10,000 for the McClennan lot buyback should the family decide to move forward with the Quit Claim . Second by Commissioner Hooke . Motion carried unanimously VII. OTHER MATTERS: Sexton Alderks brought before the Commission a couple of questions from Commissioner Dick who could not attend the meeting. Alderks said that Commissioner Dick was inquiring of the other members of the Commission that b ecause July is traditionally the busiest month for vacations, ‘Should the Commission consider changing the me eting dates to ensure a quorum for the meeting?’ Commissioner Dick was also inquiring about meeting earlier in the afternoon. Chairman O’Brien said that the Commission is required to meet quarterly by its by -laws and the meeting months are scheduled to coincide with business that needs to take place in conjunction with the City’s budgeting process. Due to the City budget process the Commission needs to maintain its current quarterly meeting schedule (months). O’Brien also said that because some members of the Commission are still in the workforce, the 5 pm meeting time is as early as he cares to schedule the meetings. O’Brien said that he understands Commissioner Dick’s concerns and while we will stay with curr ent meeting dates and times, O’Brien will continue to make an effort to run the meeting efficiently. VIII. CITIZENS’ OPPORTUNITY TO ADDRESS CEMETERY COMMISSION No public in attendance IX. NEXT MEETING: WEDNESDAY, APRIL 25, 2018, 5:00 PM X. ADJOURNMENT: Motion by Chairman O’Brien, seconded by Commissioner Hooke, to adjourn. Motion carried unanimously. Meeting adjourned at 6:36 pm.