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CEMETERY COMMISSION 2019/01/23 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 23, 2019, 5:00 P.M. I. CALL TO ORDER, ROLL CALL: Chairman O’Brien called the meeting to order at 5:10 pm COMMISSIONERS PRESENT Dennis O’Brien, Chairman Daniel Kelly, MD Patrick Looby COMMISSIONERS ABSENT John Dick David Hooke STAFF PRESENT Robert R. Kiely, Jr., Secretary Treasurer/City Manager Chuck Myers, Superintendent of Parks, Forestry & Cemetery Phil Alderks, Cemetery Sexton OTHERS Tony Hoban, William Blair Mary Brush, Brush Architects Motion by Commissioner Kelly to recognize the lack of a quorum of Cemetery Commission members at the January 23, 2019 meeting of the Lake Forest Cemetery Commission. Motion seconded by Chairman O’Brien and passed by unanimous voice vote. Commissioner Looby attended via conference call. II. APPROVAL OF OCTOBER 24, 2019 MINUTES: Chairman O’Brien noted no corrections to the minutes of the of October 24, 2018 meeting, but due to the lack of a quorum, O’Brien deferred approval of the minutes until the next meeting of the Cemetery Commission on April 24, 2019. III. FOURTH QUARTER INVESTMENT REPORT FROM WM BLAIR AND CO.: Tony Hoban from William Blair and Company distributed a Quarterly Market Review for the fourth quarter of 2018 and a Market Overview information packet to commissioners and reported on the Cemetery investment accounts. Hoban indicated there were no major changes to asset allocation and noted the fourth quarter of 2018 was rough worldwide with an overall trend in equity reversal. Hoban informed the Commissioners that the total Cemetery portfolio was up 4.8% for 2019 so far as compared to the benchmark which was only up 3.8%. He additionally noted that indicators do not point to a recession in 2019, the market may see a recession in 2020. Chairman O’Brien advised the Cemetery Commission to focus on the long term investment strategy, not on the quarterly results. Following the overview of market conditions, Chairman O’Brien made the following motion. Chairman O’Brien directed Tony Hoban to continue with current investment strategy regarding Lake Forest Cemetery with the approval of the other attending Commissioners. IV. APPROVAL OF BID TO RESTORE THE BARRELL MEMORIAL GATEWAY: Mary Brush from Brush Architects presented the design and project plan for the Barrell Memorial Gate Restoration Project to the Commissioners. Brush identified three key elements from their investigation that need to be addressed in the restoration process. Brush stated these keys involve mortar issues, January 23, 2019 Page 2 drainage around the Gateway, and restoration of the iron gates themselves. Brush completed her presentation to the Commission with an overview of their methodology and findings. Superintendent Myers explained that with this report and bid documents we were able to go out to bid and the bids were opened on January 17, 2019. Myers stated that 3 companies submitted bids based on the specifications from Brush Architects. The bid from Berglund Construction Company was the low bid and is recommended by staff following an in-house review. The total amount of the contract with Berglund is $220,000.00; with a contingency of $33,000.00 (15%), for a total cost of $253,000.00. Myers noted that the Commissioners approved in October a CIP number of $443,000 for the work, but the bids came in way under the budget estimate. He also said that the project will be funded over two fiscal years, FY2109 and FY 2020. With the money in the current fiscal year budget being rolled over and the current budget request would now be $135,800 rather than $443,000. Myers said that the $135,800 will be the number that City Council sees for budget purposes. Chairman O’Brien suggested that the FY 2020 budget request number be rounded up from $135,800.00 to $140,000.00 with the additional dollars added to the contingency amount for the project making the total request for the restoration (Berglund work) $260,000. Myers asked that due to the nature of this project, the Commissioners approve use of FY 2020 funds in advance of the start of the fiscal year due to the masonry work having a very short window of opportunity for completion due to the specific temperature requirements associated with the mortar application. Myers said Spring is a perfect time for this work with cooler temperatures. Myers recommended allowing the selected contractor to begin the mortar work during the current fiscal year to take advantage of timing as well as for the removal of the iron gates for restoration during the winter months when the cemetery has fewer visitors. Myers next presented a request for a continuation of the contract with Brush Architects in the amount not to exceed $18,000 for construction oversite of the project. Mary Brush, Brush Architects, provided an explanation of the necessity of construction oversight for the Barrell Gate Restoration Project due to the historic nature of the work and methods. Secretary-Treasurer Bob Kiely inquired if the City would receive an ‘as built’ report on the gate project to avoid the Cemetery Commission from having to ‘reinvent the wheel’ with regard to future gate repair/restoration projects. Mary Brush indicated as ‘as built’ report on the project would be provided to the City with recommendations with a maintenance plan to protect and extend the life of the wall. Chairman O’Brien inquired if there were any further questions or comments. Because the meeting lacked a quorum, O’Brien and the attending Commissioners (O’Brien, Kelly, and Looby) recommended approval to the City Manager for project oversight by Brush Architects, at a cost not to exceed $18,000 according to City Purchasing Policy. They additionally recommended to City Council, the approval of the bid by Berglund Construction Company for restoration of the Barrell Memorial Gateway. Commissioner Kelly seconded this recommendation. Chairman O’Brien indicated that if necessary, he would be available present this recommendation to the City Council. V. REVENUE / EXPENSE REPORT: Chairman O’Brien noted that the Cemetery revenue, in comparison to the budget, is up 47%. As a result of the increase in revenue, the cemetery has almost met January 23, 2019 Page 3 its budget projections for the current fiscal year. It was identified that overall expenses increased by 3% due to a total outlay of $80,000.00 that was expended to reimburse customer lot buy-backs. VI. CEMETERY UPDATES: A. Ravine Restoration Update Superintendent Myers stated that there was not much to report on ravine restoration at this time. Staff is continuing to work with our consultant on grant opportunities, but at this time, there have been only small grants available. Myers said that it would be hard for us to break down the project into smaller pieces in order to apply for these grants so we are waiting for a new grant cycle with greater opportunities. B. Barrell Entrance Restoration Update Superintendent Myers reported that City with the Commission’s recommendation for approval of the bid by Berglund Construction, he will be presenting the proposal for approval at the February 4, 2019 City Council meeting. Once the contract is approved and signed, Berglund is free to begin work weather permitting. C. Private Planting Rule Chairman O’Brien indicated this item needs to be tabled for discussion as the current Rules and Regulations in their entirety are being reviewed by the City Attorney and the private planting rule is part of this review. D. Memorial Garden Phase II Superintendent Myers reported that the existing conditions site survey has been completed by Bleck Engineering. Myers stated that staff is investigating on how to proceed with the design phase work. Myers said that there have been ongoing discussions with Craig Bergman Landscape design, who is currently the City’s approved landscape architect, on the project. Bergman has stated that they are not interested in review of the Spire plans as that is out of their expertise. There is some concern by Cemetery staff regarding the placement of the niche cabinets due to issues with as-built grades that were shot wrong during the initial construction. From this perspective staff is suggesting that an architect may be better suited for that portion of the design review. Superintendent Myers is proposing to split the work between Bergman Landscape for the fountain and hardscape design work and then interview architecture firms to review and address any upgrades for the niche walls and the Spire design. Commissioner Kelly asked what the timetable was for the Phase II work. Chairman O’Brien stated that this would be contingent on readiness and funding. O’Brien advised, with the other Commissioners agreeing, Myers to work with Craig Bergman Landscape Design on the fountain and hardscape and seek out an architect to review the plans for the Spire and the niche walls. VII. APPROVAL OF FY2020 BUDGET: Chairman O’Brien reviewed the proposed FY2020 budget with the Commission. Secretary-Treasurer Robert Kiely asked why expenses were $2,000 above projected revenue if we are basing budgets off of projected revenue. Sexton Alderks said that projected January 23, 2019 Page 4 revenues are based on lot and niche sales and interment fees only. The projected revenue does not include other ‘service’ fees such as foundations, annual plantings, vase installations, wreath sales, etc. that are harder to estimate. Alderks said he is convinced that revenues will more than cover the $2,000 difference in the projected revenue and expenses. Kiely recommended that if this is the case, that revenues will more than make up the difference in expenses, that the balance of revenue to expenses be adjusted by $2,000.00. in order to reflect actual revenue and ‘balance’ the budget. He also suggested that since lot buybacks are an unbudgeted line item and are not easily estimated, that lot buybacks be broken out like net gains and losses on investments to give a more accurate picture of the budget. Chairman O’Brien recommended approval of the FY2020 budget as well as the recommendations put forth by Secretary-Treasurer Kiely. Commissioner Kelly seconded this recommendation. In the absence of a quorum, the Commissioners present (O’Brien, Kelly, Looby) recommended approval for the proposed FY2020 budget. VIII. APPROVAL OF AN AMENDMENT TO CHAPTER 93 OF THE LAKE FOREST CITY CODE REGARDING CEMETERIES: City Manager Kiely reported that the City of Lake Forest began the process of updating the City Code two years ago. Part of this process involves an ordinance amending Chapter 93 of the Lake Forest City Code Regarding Cemeteries. Kiely reviewed a draft of the new ordinance with the Commissioners. Sexton Alderks said that there is not really anything new in the proposed ordinance, it only updates the ordinance to reflect how the Commission is currently operating. Kiely said it also provides consistency of language. Secretary-Treasurer Kiely said that the biggest change to ordinance would be the removal of the Commission’s ability to tax. The City attorney believes that while the Commission could suggest City Council to pass a tax should the Cemetery ever be in a position where they finances were tight, no board or commission should have that power over City Council to initiate a tax. Chairman O’Brien thanked Secretary-Treasurer Kiely for the information and asked if any of the Commissioners had additional comments or questions. As there were none, the Commission moved to the next item of business IX: CEMETERY CREDIT CARD POLICY: Sexton Alderks presented the possibility of the cemetery accepting credit card payments through the City of Lake Forest payment portal. Purchasers using the portal would assume the transaction fee (3%) on purchases and payments. A cap on the purchase amount could be established if the Commission deemed it in their best interest. The availability of a credit card service could help facilitate the payment of interment fees making it easier for families to pay fees and service charges. The ability to pay using a credit card could also generate additional business for the cemetery in the form of spring planting orders, monument cleaning orders, and winter decoration orders because of the ease of payment. Commissioner Kelly inquired if the City’s credit card payment provider places any kind of a limit on the transaction fees that can be charged to customers and indicated additional information needs to be obtained. The question of whether we even need a limit if the City’s provider does not limit the total amount that individuals can charge. Staff will speak with Elizabeth Holleb in Finance and Cathy Czerniak in Community Development and report back to the Commission at the April meeting. January 23, 2019 Page 5 Commissioner Kelly suggested that a flat fee for credit card processing could be considered. X: STAFFING: Chairman O’Brien expressed some thoughts with the Commissioners regarding current staffing and future projects. O’Brien stated that the current market for seasonal employees is very competitive which makes finding and keeping suitable employees difficult. Employers such as Amazon and Uline are paying more per hour than the City and also offering benefits creating a lot of competition for people. O’Brien also said that because of the Cemetery’s small staff, the Sexton’s time is split between administrative work and outside work and as the Commission is suggesting additional projects, there needs to be some movement in outside work from the Sexton’s plate to someone else’s plate. O’Brien said a possible answer to this would be to convert the seasonal position at the Cemetery to a fulltime Maintenance I position. He said this could be an answer to the above challenges as full time positions are more stable and it would also provide stability and trained staff to advance as upper staff retires. Additionally this would also free up time for the Sexton as once the employee is settled in, training time is reduced as is the time necessary to find and hire new employees. O’Brien said there are many things to consider as benefit costs for a fulltime employee add to the cost of employment, but revenues are up and have been over the past few years which would offset the higher costs. O’Brien stated this is something the Commissioners will need to consider for the next budget cycle. XI. OTHER MATTERS: Chairman O’Brien distributed Commissioner Looby’s Project Tracker Spreadsheet and solicited feedback from the Commissioners. O’Brien asked that an ‘Advanced Technology’ line item be added to the project tracker so Commissioners could monitor technology projects in the Cemetery like CIMS software progress and possibly social media items. O’Brien also said he was contacted by a Lake Bluff resident who inquired about whether the Cemetery Commission would consider waiving the non-resident fees imposed on Lake Bluff purchasers for him to purchase graves in the Cemetery since his family has a long history with the community. Following a short discussion, the consensus among the Commissioners in attendance was that the non-resident fee should not be waived for Lake Bluff residents. XII: RECOGNITION OF ROBERT KIELY, JR’s SERVICE TO THE LAKE FOREST CEMETERY COMMISSION: Secretary-Treasurer Robert Kiely was presented with a plaque in recognition of is 28 years of service to the City of Lake Forest and the Lake Forest Cemetery Commission. Sexton Alderks shared all the projects that Kiely had been involved in. Chairman O’Brien thanked Kiely for his leadership and wisdom to the Cemetery and the Commission. IX. CITIZENS’ OPPORTUNITY TO ADDRESS CEMETERY COMMISSION: No public attended the meeting. X. NEXT MEETING: The next meeting is scheduled for 5:00 PM on Wednesday, April 24, 2019 XI. ADJOURNMENT: Meeting adjourned by Chairman O’Brien at 7:14 PM