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CEMETERY COMMISSION 2019/04/24 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 participat e in this meeting, or who have questions regarding the accessibility of the meeting or the facilities, are required to contact City Manager Jason Wicha 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, April 24, 2019, 5:00 P.M. I. CALL TO ORDER, ROLL CALL: Chairman O’Brien called the meeting to order at 5:03 pm COMMISSIONERS PRESENT Dennis O’Brien, Chairman John Dick Patrick Looby David Hooke COMMISSIONERS ABSENT None STAFF PRESENT Jason Wicha, Secretary Treasurer, City Manager Chuck Myers, Superintendent of Parks, Forestry & Cemetery Phil Alderks, Cemetery Sexton Debra Warren, Administrative Assistant OTHERS Tony Hoban, William Blair (Note – Agenda items were taken out of order at the discretion of the Chairman, but are reported in the minutes in the order reflected on the agenda.) II. WELCOME TO JASON WICHA, LF CITY MANAGER / LFC COMMISSION SECRETARY-TREASURER: Chairman O’Brien noted that a quorum of the Cemetery Commission was in attendance at this meeting and welcomed City Manager, Jason Wicha, to his first meeting of the Cemetery Commission. Wicha noted that he looks forward to learning about the totality of the Cemetery Commission’s agenda. He has already had the opportunity to drive though the cemetery and plans to walk through the cemetery with Sexton Alderks at some point in the near future. III. APPROVAL OF OCTOBER 24, 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 October 24, 2018. Motion passed by unanimous voice vote. IV. APPROVAL OF JANUARY 23, 2019 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 January, 23, 2019. Motion passed by unanimous voice vote. V. FIRST QUARTER INVESTMENT REPORT FROM WM BLAIR AND CO.: Tony Hoban from William Blair and Company distributed a Quarterly Market Review for the first quarter of 2019 as well as some strategy research to commissioners and reported on the Cemetery investment accounts. Hoban noted the market is about to start growing globally. Hoban informed the Commissioners that the total Cemetery portfolio was strong in the first quarter and this strength appears to be continuing into the second quarter. This is reflected in a April 24, 2019 Page 2 strong growth in accounts; the entire account is up 19.4%. Equities outperformed in the quarter and the bond portfolio was up 4.5%. 2018 was a rough year but the increases in the first quarter of 2019, and into the second quarter of 2019, made up for all the prior weakness. 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. VI. REVENUE / EXPENSE REPORT Sexton Alderks distributed the Revenue and Expense Report as of March 31, 2019. Alderks said that the revenue side has been strong as indicated by robust sales and the Cemetery has already surpassed the projected revenues for the year. On the expense side, while still under budget, Alderks said the Cemetery experienced a higher than normal buyback of lots and niches ($116,000.00), which is an unbudgeted expense. Still, with investment income, etc., Alderks said the Cemetery is approximately $480,000.00 to the good with 1 month remaining in the current fiscal year. VII. CEMETERY UPDATES A. Barrell Entrance Restoration Update Superintendent Myers reported he will be attending a meeting of the Historic Preservation Committee to obtain a certificate of appropriateness for the gate restoration project. The restoration project itself is moving along and progressing extremely well through collaboration with the project consultant and contractor. Sexton Alderks reported that all of the mortar has been ground out from the gate area and that the gates themselves have been removed and are in the restoration process at Corsetti Structural Steel. The contractor has completed large areas of patching with Jahn mortar. Two test panels will be ready to be viewed by the Sexton and the architect on Monday; the panels will reflect the two different choices of mortar: one fabricated with a larger grain sand and one fabricated with a smaller grain sand. A decision will need to be made on which style of mortar to be used to allow the mortar installation to be completed in May. B. Memorial Garden Phase II Superintendent Myers reported that Bleck Engineering completed an as-built survey of the Memorial Garden. The design review for the Phase II Memorial Garden Project will be broken into two projects. Craig Bergman submitted a quote for $18,000 for the hardscape portion of the project. An architect is needed for review of the construction documents for the spire and niche walls. A RFP was issued for review and revision of the 20 year old plans. April 24, 2019 Page 3 Bids were received from Lake Forest Landmark Development and Melichar Architects. Both bids came in under $20,000.00 and the bid was awarded to Landmark. Since the bid is under $20,000.00, the City Manager can issue the contract to Landmark. C. Ravine Update Sexton Alderks reported that DeMuth completed the directional boring for the collapsed storm sewer. The payment for this work is finalized. There was a blowout on the east ravine (Deubler) during the storms in 2018. Conservation Land Stewardship will be working on this project by adding rock checks and drain tile. There was recent storm damage and erosion clogging in Section E of the cemetery. The Sexton is working on shoring up this area. Superintendent Myers indicated he submitted two grant applications (Resiliency and Great Lakes) for ravine restoration but both applications were rejected. He will continue to pursue this type of grant funding in the future. He reported there is no immediate risk and the fixes being performed on the ravines is buying time until a full restoration can be completed. D. Rules and Regulations Update Sexton Alderks reported that he provided all the relevant information to the City Attorney and received a response yesterday. He will present the information at the July meeting to allow the Cemetery Commission to vote on the proposed rules and regulations. VIII. CONSIDERATION OF A VARIANCE FOR MEMORIAL MATERIALS Sexton Alderks reported that the Carroll family purchased several Irish limestone slabs several years ago from Ireland. Cemetery regulations require memorials to be fabricated with granite or bronze. Barbara Carroll has requested a variance to the cemetery regulations to be able to use the limestone material, acquired from a family business interest in Ireland, for markers on the Pehrson lot where her husband, Barry, is interred. Motion by Chairman O’Brien to approve a resolution to grant Barbara Carroll restrictive approval to use limestone markers on the Pehrson lot, granting deference to the historical family ownership of the limestone materials. The restrictive approval is dependent upon any markers fabricated from this limestone material being in full conformance to cemetery size restrictions and regulations. Second by Commissioner Dick. Motion carried unanimously. IX: RECOGNITION OF PATRICK LOOBY’S SERVICE TO LAKE FOREST CEMETERY Chairman O’Brien expressed deep appreciation for the outstanding contributions made by Patrick Looby during his tenure as a commissioner on the Lake Forest Cemetery Commission and extended the Commission’s best wishes as retiring Commissioner Looby exits his role on the Commission. Chairman O’Brien presented Commissioner Looby with a plaque commemorating his years of service to the Lake Forest Cemetery Commission and the City of Lake Forest. April 24, 2019 Page 4 X: RECOGNITION OF DANIEL J. KELLY’S SERVICE TO LAKE FOREST CEMETERY Chairman O’Brien expressed sadness at the recent death of Commissioner Daniel J. Kelly as well as appreciation for the outstanding contributions made by Commissioner Kelly during his tenure as a commissioner on the Lake Forest Cemetery Commission. Sexton Alderks will reach out to the family of Daniel J. Kelly to present them with a plaque commemorating Commissioner Kelly’s years of service to the Lake Forest Cemetery Commission and the City of Lake Forest. XI. OTHER MATTERS Sexton Alderks reported the cemetery is working with Ramaker to update the CIMS software program currently utilized by the cemetery to record burials. The company is in the process of revising Section F in the cemetery as a test area for a cost of $10,000.00. Once this test is completed, Sexton Alderks will obtain a cost estimate to revise the remaining cemetery sections. XII. CITIZENS’ OPPORTUNITY TO ADDRESS CEMETERY COMMISSION No public in attendance at this meeting. XII. NEXT MEETING The next meeting of the Cemetery Commission is scheduled for 5:00PM on Wednesday, July 24, 2019. XIV. ADJOURNMENT The meeting was adjourned by Chairman O’Brien at 6:12PM