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CEMETERY COMMISSION 2020/01/22 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, January 22, 2020, 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 David Hooke Eileen Weber COMMISSIONERS ABSENT John L. Anderson 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 II.APPROVAL OF OCTOBER 23, 2019 MINUTES: Chairman O’Brien noted that Jason Wicha was reported as being both present and absent in the minutes of the October 2019 meeting when he was, in fact, absent from that meeting. Chairman O’Brien presented the minutes to the Commissioners for approval. Motion by Commissioner Weber, seconded by Commissioner Dick, to approve the meeting minutes from October 23, 2019 with the correction described by Chairman O’Brien. Motion passed by unanimous voice vote. 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 2019 and reported on the Cemetery investment accounts. Hoban pointed to an uptick in securities appreciation from 8.4% to almost 9% in the 4th quarter and reported the entire portfolio is up 32% compared to the S&P. Overall the Cemetery’s portfolio is up 8% with investments beating benchmarks. 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 Dick. Motion carried unanimously. IV.REVENUE / EXPENSE REPORT Chairman O’Brien noted the Cemetery’s financial statement is positive, noting a significant increase in revenue over expenses. A $37,000.00 decrease in expenses resulted from employee being off the job for approximately 6 months as a result of an injury. January 22, 2020 Page 2 V.CEMETERY UPDATES A. Ravine Restoration Update Superintendent Myers emphasized the large project approach to ravine restoration has not been working and a change in process and strategy is needed to break work down into smaller, prioritized projects. Although he continues to seek out possible grants, most of the available grants do not reflect the scope of the ravine work needed at the Cemetery. Cemetery staff continues to monitor the ravines with an eye on erosion repair. 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. Although the original cost estimate for the project was budgeted at $1.16 million, the submitted contractor cost estimate from consultants totaled $1.4 million. Superintendent Myers indicated there could be some value engineering implemented to reduce the total cost of the project. Three options for project funding were proffered at the last meeting: 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. Superintendent Myers announced that the bond option with the City of Lake Forest does not appear to be an option this year. The remaining funding options include self-funding from the Cemetery’s endowment funds or a loan from a local bank. If the local bank funding option is considered, Elizabeth Holleb, Director of Finance and IT, can be tapped for a list of bank resources. Chairman O’Brien will contact Elizabeth Holleb for a list of these resources. Commissioner Dick suggested the possibility of private fundraising for the Phase II project. Local families could underwrite the project and be induced to contribute in exchange for having their names placed on the fountain and spire. Superintendent Myers stressed the need to obtain solid project cost numbers from Bergman and Landmark. In addition to needing a decision on project funding, the structural engineer needs to approve the existing spire design VI. APPROVAL OF FY2021 BUDGET Chairman O’Brien indicated the Cemetery is looking at a $41,000 surplus in excess revenue for FY2021 which includes the proposed addition of Cemetery staff. The additional budget item involves the addition of a third full time staff member (Maintenance I worker) and the elimination of the seasonal staff position. The remainder of the budget is in line with the budget from the prior fiscal year. Commissioner Dick inquired if the addition of staff would allow Sexton Alderks to have additional time in the office to work on and complete the CIMS (Cemetery Information Management System) software project. Commissioner Dick requested that Sexton Alderks January 22, 2020 Page 3 establish a timeline for completion of the CIMS project; this request was supported by City Manager Wicha. Commissioner Dick suggested that Cemetery Commissioners read Cemetery magazine to learn about issues impacting cemeteries as well as the latest in cloud technology. He requested that the Cemetery Commission secure subscriptions to Cemetery magazine for each Cemetery Commissioner. Commissioner Hooke and Sexton Alderks will collaborate to formulate a timeline for the completion of the CIMS project. The timeline will be presented to the Cemetery Commission at the April 2020 meeting. Motion by Commissioner Hooke to accept the FY2021 Budget. Second by Commissioner Weber. The motion passed with Commissioners O’Brien, Hooke, Weber voting in favor and Commissioner Dick voting to abstain. VII. APPROVAL OF REVISED RULES AND REGULATIONS Sexton Alderks indicated that Section 3 (Perpetual Care) in the General Guidelines should be eliminated per his discussion with the City Attorney. Section 2 reflects the change in Illinois law and the reliance on an affidavit to determine lot ownership and heirship. Section 5 addresses the ability to place “in memory” markers in the Cemetery. The City Attorney has signed off on the updated Lake Forest Cemetery Rules and Regulations. Motion by Commissioner Weber to approve the updated Lake Forest Cemetery Rules and Regulations as recommended by the City Attorney; Second by Commissioner Dick. Motion carried unanimously. VIII. OTHER MATTERS Commissioner Weber indicated the owner of the Frederick Hart statue ensemble entitled “Daughters of Odessa,” valued at $750,000.00, is considering a donation of the statue to the City of Lake Forest. A flyer outlining the statue dimensions was distributed to the commissioners and a brief discussion ensued regarding the appropriateness of the statute for placement in Lake Forest Cemetery. 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, April 22, 2020. XI. ADJOURNMENT The meeting was adjourned by Chairman O’Brien at 6:40PM