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CEMETERY COMMISSION 2018/10/24 MinutesThe City of Lake Forest is subject to the requirements of the Americans with Disabilities Act of 1990. Individuals with disa bilities who plan to attend this meeting and who require certain accommodations in order to allow them to observe and/or participate in this meeting, 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, October 24, 2018, 5:00 P.M. I. CALL TO ORDER, ROLL CALL: Chairman O’Brien called the meeting to order at 5:01 pm COMMISSIONERS PRESENT Dennis O’Brien, Chairman John Dick David Hooke Patrick Looby COMMISSIONERS ABSENT Daniel Kelly, MD STAFF PRESENT Robert R. Kiely, Jr., Secretary Treasurer, City Manager Chuck Myers, Superintendent of Parks, Forestry & Cemetery Phil Alderks, Cemetery Sexton Debra Warren, Administrative Assistant OTHERS Tony Hoban, William Blair II. APPROVAL OF JULY 25, 2018 MINUTES: Chairman O’Brien presented the minutes to the Commissioners for approval. Motion by Commissioner Looby, seconded by Commissioner Hooke, to approve the Minutes from July 25, 2018 and passed by unanimous voice vote. III. THIRD QUARTER INVESTMENT REPORT FROM WM BLAIR AND CO.: Tony Hoban from William Blair and Company distributed an October 2018 Economic & Market Overview information packet to commissioners and reported on the Cemetery investment accounts. Hoban indicated the market was showing some expected volatility during September and October in the run-up to the November mid-term election. Hoban informed the Commissioners that the combined account asset distribution benefitted from a strong quarter and saw a significant jump from June to September 2018. Overall, the portfolio purchased more in bonds than stocks. Despite the substantial increase from the end of the last quarter, the market has now pulled back. The total portfolio was up 7.8% for the third quarter. The combined accounts reflected $7,395.000.00 in cash at the end of September, but realized an 8% drop to $6,772,00.00 as of October 23. Following the overview of market conditions, Chairman O’Brien made the following motion. Motion by Chairman O’Brien directing Tony Hoban to continue with current investment strategy regarding Lake Forest Cemetery investment with William Blair & Company. Second by Commissioner Dick. Motion carried unanimously. October 24, 2018 Page 2 IV. REVENUE/EXPENSE REPORT: Chairman O’Brien reviewed the Revenue and Expense Report for the quarter. O’Brien noted that the general revenue stream was up 13%. Sexton Alderks reported that over $100,000.00 in sales were recently realized in just over a week and a half. He explained that expenses had increased due to customer lot buybacks and that expenses were over the YTD budget by $10,000.00 due to plant purchases that typically occur in the fall. O’Brien noted that the operating side showed a 3% better return than expected by budget projections. Chairman O’Brien inquired if there were any further questions or comments. The other Commissioners had no questions or comments about the report. V. CEMETERY UPDATES A. Ravine Restoration Update Superintendent Myers reported that the City has submitted a grant proposal through the National Fish and Wildlife – National Coastal Resilience Fund Grant for the eastern ravine portion of the cemetery. This ravine restoration has a projected cost of $1.4 million. If approved, the grant would provide a 50/50 match on funding for the restoration project. A decision on the grant is expected sometime in November 2018. Since the City possesses the Army Corp permit from the previous restoration project, work can be undertaken without another lengthy permit application process. Superintendent Myers also noted that the Cemetery is experiencing additional pressing issues with the ravine that will need to be remediated regardless of whether the City receives the grant funds from the National Fish and Wildlife Foundation. Myers said there was a blockage in storm water structures that caused some major erosion on the sides of the ravine as well as some erosion along the sides of the ravine where there are sand lenses. The city is working with a consultant as well as the City engineer to address this issue. Superintendent Myers also pointed to high deposits of sand in the beach area that are restricting stormwater flow from the ravine to the lake. This accumulation of sand is being created by what is believed to be the new breakwater to the south of the Cemetery’s property which caches sand as it naturally moves down the lakeshore. The deterioration of the neighbors groyne to the north may also be contributing to the sand issue. Myers said an extended study of the ravine may be required to determine the best approach to deal with the sand accumulation at the mouth of the ravine. B. Barrell Entrance Restoration Update Superintendent Myers reported that the project is in the design analysis phase with Brush Architects and that the analysis has been moving forward at a slower pace than preferred by the Cemetery. At this point, specs have not been provided to allow the cemetery to request bid proposals before winter sets in. The cemetery prefers for the gate project, with an October 24, 2018 Page 3 estimated total cost of $650,000.00, to be handled by one large-bid contractor who will sub-contract the work on the gates. City Manager Kiely suggested that Brush Architects be asked to prepare a report to present to the Cemetery Commission at a special meeting in December to allow the commission to approve the plan and move forward with the bidding process, C. Private Planting Rule Chairman O’Brien indicated this item needs to be tabled for discussion until such time that he can meet with the City Attorney. D. Memorial Garden Phase II Probable Costs Superintendent Myers reported that this project has been placed on the back burner due to the work on the Barrell Gate and the ravine projects. In order to move forward with the project, the following funding options need to be explored: issuing bonds, an internal loan from the City of Lake Forest, obtaining a bank loan, or self-funding through the use of cemetery reserve funds. Chairman O’Brien noted that self-funding of the project is the least favorable option; pointing out that a loan from the City of Lake Forest or a bank provide better options for project funding. Superintendent Myers was asked to research what, if any, internal loan that could be obtained from the City for this project. Superintendent Myers stated that once a funding source has been established, he will need to determine the type of study(s) that will be necessary prior to the project being placed out for bids. An architect, landscape architect or civil engineer, or a combination of all three, may be needed to complete the project. The project itself has several components which include premium niche placement, construction of the spire, and hardscape. City Manager Kiely requested that a couple of bids be obtained prior to the next Cemetery Commission meeting. Superintendent Myers indicated he will invite Bleck Engineering and Bergmann Landscape Design to the cemetery and will reach out to any other architects who may be interested in the project. VI. CONSIDERAION OF CEMETERY FEES AND CHARGES FOR FY2020 Chairman O’Brien indicated he would like to see a reasonable, annual increase of cemetery fees. He inquired why an annual increase of niche prices was not included in the FY2019 vs FY2020 Fees and Estimated Revenue sheet. Sexton Alderks commented that he had not added niche, foundation, and interment fee increases to the FY2019 vs FY2020 Fees and Estimated Revenue sheet. He suggested that rates for family pillar purchases remain as is and that standard interment fees be increased by $50.00 and that niche prices across the board, with the exception of family pillars, be increased by $100.00 October 24, 2018 Page 4 Commissioner Looby asked Sexton Alderks to determine the comparability of Lake Forest Cemetery pricing for niches, graves, and interment fees in comparison to Ascension Cemetery in Libertyville. Commissioner Dick suggested that the commission give some thought to what niche interment arrangements could be made for infants/young children. Motion by Commissioner Looby to accept FY2020 Fees as stated with the proposed changes to include an increase of $50.00 in interment fees and $100.00 in niche prices, with the exclusion of family pillar rates. Second by Commissioner Dick. Motion carried unanimously. VII. FY2020 CAPITAL IMPROVEMENT BUDGET Chairman O’Brien noted that the majority of this agenda item had been discussed in previous agenda categories. Superintendent Myers made a correction of his previous statement that the Barrell Gate project estimate cost would be $600,000.00 rather than the previously stated $650,000.00. Motion by Commissioner Dick to accept the Cemetery’s Capital Improvement Plan as submitted. Second by Commissioner Looby. Motion carried unanimously. VIII. OTHER MATTERS Commissioner Dick inquired about the possibility of providing digital mapping of the cemetery to allow families to find the graves of their family members as well as allow customers to purchase lots and niches online. Sexton Alderks noted that the cemetery currently utilizes a cloud based system, CIMS, to record burials and lot/niche sales and indicated that the majority of data has been already been entered into the program. Corrections on the CIMS program are still required in order to make the cloud- based system completely compatible with the actual plat map of the cemetery. Correction of these issues would require additional staff hours and funding. Commissioner Dick urged that this process should be accelerated and the cemetery should make this project a priority. City Manager Kiely suggested that an intern could be hired to finalize this project and noted that this project should be added to the cemetery’s operating budget. Commissioner Hooke suggested that once the cloud-based system is online, the cemetery commission should consider the implementation of software to allow family members to upload photos and documents on family member pages. Fees could be charged for this service and privacy controls could be added. October 24, 2018 Page 5 Superintendent Myers pointed out that the City Manager is currently listed as the “Secretary and Treasurer” of the Cemetery Commission. He proposed changing this position to “City Manager or their designee” and indicated he plans to meet with the City Attorney to address this proposed change in order to allow another city employee to be designated as Cemetery Commission Secretary and Treasurer by the City manager in their stead. IX. CITIZENS’ OPPORTUNITY TO ADDRESS CEMETERY COMMISSION No public in attendance at this meeting. X. NEXT MEETING The next meeting of the Cemetery Commission is scheduled for 5:00PM on Wednesday, January 23 (2019) XI. ADJOURNMENT Meeting adjourned by Chairman O’Brien at 6:55PM