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CEMETERY COMMISSION 2019/10/23 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 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, October 23, 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 L. Anderson John Dick David Hooke Eileen Weber COMMISSIONERS ABSENT Jason Wicha, Secretary Treasurer, City Manager STAFF PRESENT Chuck Myers, Superintendent of Parks, Forestry & Cemetery Phil Alderks, Cemetery Sexton Debra Warren, Administrative Assistant OTHERS Tony Hoban, William Blair Gretchen Johnson and Kendal Schlosser, Members of Public II. APPROVAL OF JULY 24, 2019 MINUTES: Commissioner Eileen Weber requested that her name should be reflected in the minutes as Commissioner Weber rather than Commissioner Looby Weber. Chairman O’Brien presented the minutes to the Commissioners for approval. Motion by Commissioner Anderson, seconded by Commissioner Dick to approve the meeting minutes from July 24, 2019. Motion passed by unanimous voice vote. III. THIRD QUARTER INVESTMENT REPORT FROM WM BLAIR AND CO.: Tony Hoban from William Blair and Company distributed a Quarterly Market Review for the third quarter of 2019 and reported on the Cemetery investment accounts. Hoban noted that asset distribution has remained within range for all investments. Investments are up 22.3% compared to the S&P at 20.6%. The total portfolio is up by 1.3%; every benchmark has been met and exceeded year-to-date. Following the overview of performance and asset allocation, 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 Weber. Motion carried unanimously. IV. REVENUE / EXPENSE REPORT The Revenue/Expense Report reviewed is for the period ending June 30, 2019. Chairman O’Brien noted the Cemetery’s financial statement is very positive, reflecting just October 23, 2019 Page 2 below 30% growth in revenue. The Cemetery saw less than 1% drop in lot sales. Overall expenses were down 5 ½%. This decrease was due in part to a drop in the payroll budget due to staff medical absences. The Capital Statement overview reflected improvements with ravine restoration, the Memorial Gardens Phase 2 project, and the completion of the Barrell Gate restoration project. The Cemetery Commission received a letter from the attorney probating the Grace Schuster will. A $20,000 donation anticipated from the Schuster estate has not yet been received and is not currently reflected in the revenue. V. CEMETERY UPDATES A. Barrell Entrance Restoration Update Superintendent Myers reported the Barrell Gate Restoration Project was completed this summer. Some minor issues are still pending including the need to finish asphalt curbing and repair the bluestone near the gate entranceway. $260,000 was budgeted for the Barrell Gate restoration project with a total of $232,000 actual project expense. $12,000 in change orders were incurred during the restoration process. Commissioner Dick raised the issue of lighting near the Cemetery entrance to illuminate the entrance/circle area. Superintendent Myers indicated he has not heard much concern over the need for lights at the Cemetery gate area but he will speak to Community Development about the possibility of adding a street light in the turn-around area near the main gate on Lake Road. Commissioner Hooke requested photos of the gate restoration so they can be incorporated into the video he has made of the project. B. Memorial Garden Phase II Superintendent Myers reported Phase II of the Memorial Garden project is moving ahead. He is working with two consultants: Bergman for hardscape and landscape and Landmark for construction of the spire and is putting together revised estimates for both projects. The project as a whole is moving forward, although the plans are not ready to present to the Cemetery Commission. A proposed presentation from Bergman in January will help with determining the costs and budgeting for the project. There are 3 possible options for project funding: self-funding using the Cemetery’s current investment funds, a direct loan from a private bank, or piggy-backing on any bonds issued by the City of Lake Forest. October 23, 2019 Page 3 C. Rules and Regulations Update Sexton Alderks distributed a 22 page memorandum to the Cemetery Commission containing an overview of the Rules and Regulations Update. The last time the Rules and Regulations were reviewed by the Cemetery Commission was in 2001. Illinois law has changed in the interim especially with regard to lot ownership. The Cemetery Commission will need to review the information contained in the memorandum and vote on proposed rules and regulations at the January 2020 meeting. Commissioner Dick requested an update on the digital grave recognition project. Sexton Alderks noted the Cemetery is currently working with Ramaker Associates to enhance their CIMS software with the goal to eventually have the site be live for public use. The process is time consuming and current office staff time is limited to work on this project. Chairman O’Brien indicated the best solution may be to hire additional staff to free up time for Sexton Alderks to assist with this project; he suggested he could work with the City Council to approve additional budget funding for this purpose. Commissioner Dick requested that updates on this project be shared with the Cemetery Commission on an ongoing basis. D. Ravine Update Superintendent Myers noted the one big project approach to ravine restoration has not been working and a change in process and strategy is needed. He conferred with an engineering firm about a new strategy to break up the overall project into smaller parts to allow for piecemeal, permanent fixes in high priority areas. A change in process could allow for self-funding for projects and enhance the probability for success in applying for smaller grants. Superintendent Myers is awaiting feedback from the engineering firm on feasible ravine strategies. Commissioner Dick proposed reviving the previously approved “Name the Ravine” project as a way to earn revenue for ravine projects. Chairmen O’Brien will review past Commission minutes to locate the approval and details of the proposed ‘Name the Ravine’ Project, noting that City Council approval may be needed to move forward with any ravine naming project. VI. CONSIDERATION OF CEMETERY FEES AND CHARGES FOR FY2021 Sexton Alderks distributed a Cemetery Fee proposal sheet to the commissioners as well as the proposed Ordinance Adopting New Fees Related Cemetery Sales and Service. He reported the City is working toward establishing the use of credit cards for Cemetery purchases, noting this process will involve a 2.95% credit card transaction processing fee that will be passed on to the purchaser. The credit card processing fee will need to be approved by the Cemetery Commission. A modest increase in grave lots, niches, and interment fees has been proposed for FY2021. Chairman O’Brien also suggested a $100.00 increase to the cremains lot prices in Section E, October 23, 2019 Page 4 Block 18. Following the review of the Cemetery Fee sheet and the suggestion by Chairman O’Brien, Commissioner Weber made the following motion: Motion by Commissioner Weber to approve the Ordinance Adopting New Fees Related Cemetery Sales and Service and all new proposed Cemetery fee increases for FY2021. Second by Commissioner Dick. Motion carried unanimously. VII. CONSIDERATION OF CEMETERY CAPITAL BUDGET Chairman O’Brien reviewed the ravine restoration project as well as the various landscape and hardscape improvements. Sexton Alderks reported the need for a $10,000 capital improvement budget increase to fund the cost of additional equipment storage as well as an additional $70,000 increase to fund the purchase of Bobcat equipment. Following the overview of the Cemetery Capital Budget, Chairman O’Brien called for a motion to accept the Cemetery Capital Budget: Motion by Commissioner Dick to accept the Cemetery Capital Budget as presented to the Cemetery Commission. Second by Commissioner Hooke. Motion carried unanimously. VIII. REQUEST FOR APPROVAL OF GREEN FAMILY MONUMENT Sexton Alderks presented the Green family’s design for an obelisk monument on their 2 grave lot. Following the review of the Green monument diagram, Commissioner Dick made the following motion: Motion by Commissioner Dick to approve the submitted Green monument design with the contingency that the monument engraving and inscription must be pre-approved by the Cemetery Sexton on behalf on the Cemetery Commission. Second by Commissioner Weber. Motion carried unanimously. IX. REPORT ON EDWARD RYERSON FAMILY LOT Sexton Alderks indicated he had a telephone conversation today with the Ryerson grandson, Ben Ranney. Mr. Ranney has surveyed the Ryerson lot at the Cemetery and confirmed it is his family’s intention to make the necessary repairs to the existing wall structure. Sexton Alderks informed Mr. Ranney that the Cemetery Commission will extend the deadline to begin the restoration project until December 31, 2019. X. OTHER MATTERS No matters were raised on behalf of the Cemetery Commission. October 23, 2019 Page 5 XI. CITIZENS’ OPPORTUNITY TO ADDRESS CEMETERY COMMISSION Gretchen Johnson and her daughter, Kendall Schlosser, addressed the Cemetery Commission. They read separate statements that addressed their concerns regarding the grave location for Kenneth Johnson. These concerns resulted in the family choosing to delay the September 2019 interment of Mr. Johnson. Gretchen Johnson submitted a copy of her written statement to the Cemetery Commission. Chairman O’Brien addressed Mrs. Johnson and Ms. Schlosser and conveyed his condolences for their recent loss. He indicated the certified letter sent to Mrs. Johnson on October 11, 2019 outlined the only options available to the family regarding burial locations for Kenneth Johnson. XII. NEXT MEETING The next meeting of the Cemetery Commission is scheduled for 5:00PM on Wednesday, January 22, 2020. XIII. ADJOURNMENT The meeting was adjourned by Chairman O’Brien at 7:20PM