CEMETERY COMMISSION 2020/07/22 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
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CEMETERY COMMISSION MEETING MINUTES
LAKE FOREST CEMETERY ZOOM MEETING
WEDNESDAY, July 22, 2020, 5:00 P.M.
I.CALL TO ORDER, ROLL CALL: Chairman O’Brien called the meeting to order at
5:02 pm
I.ROLL CALL TO ORDER
Chairman O’Brien called the July 22, 2020 Zoom meeting of the Cemetery Commission to order
at 5:02pm. He noted the following commissioners: Dennis O’ Brien, John Anderson, David
Hooke, Rommy Lopat, and Robert Thornburgh were present via Zoom as well as Chuck Myers
and Phil Alderks representing City Staff. City Manager, Jason Wicha, was absent. Chairman
O’Brien declared a quorum of commissioners to be present and the Zoom meeting was to be
considered a formal meeting of the Cemetery Commission, with all actions undertaken at the
meeting to be deemed enforceable.
II.WELCOME TO NEW COMMISSIONERS ROMMY LOPAT AND ROBERT
THORNBURGH
Chairman O’Brien welcomed Rommy Lopat and Robert Thornburgh to the Cemetery
Commission. He acknowledged the varied backgrounds of the new members would
be most beneficial to the Cemetery Commission.
III.APPROVAL OF JANUARY 22, 2020 MINUTES
Chairman O’Brien presented the meeting minutes to the Commissioners for
approval. Commissioner Hooke noted there was an extra ‘look’ on the second line on page two
of the January minutes. Chairman O’Brien requested a motion for the approval of the minutes of
the January 2020 meeting to reflect the correction of the typographical correction mentioned
by Commissioner Hooke.
Motion by Commissioner Hooke, seconded by Commissioner Thornburgh, to approve the
meeting minutes from January 22, 2020 with the typographical correction. Motion passed by
unanimous voice vote.
COMMISSIONERS PRESENT
VIA ZOOM
Dennis O’Brien, Chairman
John Anderson
David Hooke
Rommy Lopat
Robert Thornburgh
STAFF PRESENT VIA ZOOM
Chuck Myers, Superintendent of Parks, Forestry & Cemetery
Phil Alderks, Cemetery Sexton
STAFF ABSENT
Jason Wicha, Secretary Treasurer, City Manager
OTHERS PRESENT VIA ZOOM
Tony Hoban, William Blair
Dani Spann, Zoom Meeting Web Host
Manager
July 22, 2020 Page 2
IV.SECOND QUARTER INVESTMENT REPORT FROM WM BLAIR AND CO.:
Chairman O’Brien submitted a requisite financial report to the City’s budget committee on July
20, 2020. The report was roundly accepted by the finance committee in light of the performance
of the Cemetery’s portfolio with William Blair. The finance committee raised a budgetary
question regarding a cash target; the Cemetery has various target ranges for projects but does not
have a target for cash. Chairman O’Brien explained the Commission has considered the fixed
income and cash balances as grouped together to meet that target range. The finance committee
questioned why the Cemetery Commission does not maintain a second, separate target range for
cash itself. Chairman O’Brien indicated cash is held in two accounts – one with William Blair
and the other with the City. William Blair does not have control of the overall cash balance
and the Commission does not have complete control of the City cash balance as the City requires
the Commission to maintain a requisite balance in the account. Since the Cemetery Commission
does not have complete control of this account, it would not be appropriate to maintain a target
range for cash.
Commissioner Lopat inquired about the amount of cash the City holds for the Cemetery
Commission. Chairman O’Brien indicated he will touch base with the City finance director and
provide Commissioner Lopat with the information received from the City finance department.
Tony Hoban from William Blair and Company reported on the Cemetery investment
accounts for the second quarter of 2020. He indicated the overall assets in the combined
accounts at the end of March 2020 totaled $7.8 million and had increased to $9.4 million by the
end of June 2020. Asset allocation involves US equities at 59%, international equities at 19%,
cask and fixed income at about 22%.
Chairman O’Brien noted that during the past fiscal year, the overall portfolio increased an
average of about 2 ½% but the portfolio managed by William Blair had increased 8.7%. The
difference in those two numbers reflects the reduction in City-held funds as a result of payments
made for the Barrell gateway repairs.
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 Anderson. Motion carried unanimously.
V.REVENUE / EXPENSE REPORT
Chairman O’Brien noted the Commission has been presented with two reports for review. The
first is the Annual Report which runs May 1 to April 30. This report reflects the Cemetery’s total
revenue was $108,000 above budget and expenditures were roughly $14,000.00 under budget,
resulting in a surplus of $171,000.00. Capital expenditures included the acquisition of
trees, shrubs, equipment, and the Barrell Gate restoration. It was noted that the Cemetery
July 22, 2020 Page 3
operates within its own financial budget. Up until about a year-and-a- half ago, the
Cemetery maintained the right to institute a tax on citizens to fund cemetery operations, but the
ability for the Cemetery to levy such a tax was removed via City Council action. The Cemetery
has never needed to levy a tax for operational purposes at any time in its history.
Commissioner Lopat requested breakouts of fees and installation fees for various projects.
VI.CEMETERY UPDATES
A.Memorial Garden Phase II
Superintendent Myers reported the Memorial Garden project remains in the design phase. Two
different companies have been hired for the project: Craig Bergman for the landscaping and
Landmark to handle the civil/structural engineering. Bergman has completed their preliminary
design work. Landmark completed a structural review of the original plans for the spire and
columbarium. The next step will be for the Cemetery Commission to determine how to finance
the project. Once a financing plan has been established and the Commission is ready to move
forward, Craig Bergman’s staff will need to formulate construction documents, the project will
need to be vetted through the City permit process, and the Commission will need to present the
project to the Historic Preservation Commission for review before the project can be sent out for
bids. The overall project cost has increased slightly to $1,528,000.00 primarily due to prevailing
wage increases. The cost for the spire and columbarium is $928,000 with the remainder of the
cost for hardscape and landscape.
Chairman O’Brien will meet with the City’s finance department to discuss costs and financing
options for the project including the steps needed to secure bank financing and approval from the
finance committee and the City Council.
B.Ravine Restoration Update
Superintendent Myers reported the Cemetery Phase II Ravine Restoration of the West Spur
Ravine was addressed a few years ago with grant assistance. The Main Ravine on the north end
of the cemetery now requires attention. The Cemetery has a Master Plan for restoration; the $1.2
million project will extend from the land bridge over the ravine in Section E to its end
at Lake Michigan. Given the lack of recent success in securing a grant for this project, it may be
beneficial to break down work into smaller, prioritized projects.
One identified area is the ‘Sawyer project’, so named for the adjacent grave lot. This is an area
with an old retaining wall; major sluffing has occurred in recent years and minor repairs have
been undertaken. This area could eventually fail and needs to be addressed sooner than later. The
Cemetery is moving forward with engineering work via Living Waters Consultants, LLC and
the plan is ready to move forward to the City’s permitting stage with the help of the City’s
Engineer consultant, Gewalt Hamilton. The Cemetery has a 5 year permit from the Army Corps
of Engineers for the entire ravine project with the permit currently in year 3 of 5. The total cost
of the project should be less than $200,000.00; this amount has been reflected in the budget.
Once bids have been authorized by the Commission, approval will be needed by the City
Council. The project can be completed in a short window of time once the necessary approval
have been secured.
July 22, 2020 Page 4
The Cemetery is currently working on a few grant opportunities – one is an IEPA 319 grant for
water issues. The application is due August 3 and a proposal will be submitted for this
grant. If the grant is approved, a request for matching funds from the Commission will need to be
made prior to a presentation to the City Council. A second IEPA grant proposal is for green
infrastructure. Notice of grant approval may not be received until after the next scheduled
meeting of the Commission. A special meeting of the Commission could be convened earlier if
approval is received prior to the October meeting.
Superintendent Myers reported the Lake County Stormwater Management Commission (SMC)
is currently funding a watershed management plan in conjunction with the City and other area
municipalities. Myers said that establishing a watershed plan is the key to securing grants. Myers
has reached out to SMC to make sure the Cemetery’s project is part of the
watershed management plan which is critical for the Cemetery acquiring grant monies. It is
hoped IEPA will give some consideration to our grant proposal, even though the watershed plan
is not yet in place. Myers has secured a letter from SMC stating that the Cemetery’s project will
be part of the watershed plan and submitted it to the IEPA with our grant application.
VII.REQUEST BY THE DICK FAMILY FOR A VARIANCE TO THE DECORATION
GUIDELINES
Chairman O’Brien indicated the Commission received a request from the Dick
family regarding a proposed exception to the rules for their family lot. John Dick and Madeleine
Dugan, along with landscape architect Craig Bergman, joined the meeting via
Zoom to outline their request for an exception to permit granite curbing on the Dick family
plot. An exception is being requested to alter the hardscape by installing rectilinear granite
curbing in a mortar footing to neaten the appearance of the grave lot.
Sexton Alderks noted curbing of this type is not allowed in the general part of the
cemetery since it would interfere with the ability of Cemetery staff to prepare a grave opening to
accommodate a vault burial on the lot. As an alternative Alderks is willing to allow the
family to utilize steel edging that could be removed and replaced by Cemetery staff to
accommodate burials. Chairman O’Brien expressed concern about the Cemetery Commission
granting an exception that does not meet the criteria in the established rules and regulations of
the Cemetery Commission, as such a exception would set precedent and inhibit the
Commission from denying future requests from other families.
Motion by Chairman O’Brien to deny an exception to the Rules and Regulations for granite
curbing on the Dick lot but to allow an exception for the installation of steel edging to
maintain the integrity of the planting bed. Second by Commissioner Lopat. Motion carried
unanimously.
July 22, 2020 Page 5
VIII.REQUEST BY THE MATHIS FAMILY FOR A VARIANCE TO THE
MEMORIAL GARDEN NICHE ENGRAVING POLICY
Chairman O’Brien reported the Mathis Family has requested an exception to the Cemetery Rules
and Regulations regarding niche engraving. Sexton Alderks noted Mr. Mathis has a family lot in
the cemetery in which his parents are interred and his siblings have reserved the remaining
grave spaces. Mr. Mathis and his wife originally purchased two grave spaces in the Cemetery but
exchanged these spaces for two niche spaces in the columbarium. Mr. and Mrs. Mathis’s future
interment planning involves the co-mingling of their cremains into one urn. While there is no
issue with the co-mingling of cremains, Mr. Mathis would like to have his name and that of his
wife engraved on the same niche cover. The original intention of the Cemetery Commission was
to maintain the aesthetic of one person/one name per niche space as well as the continuity of
rhythm of the engraved niches. The placement of two names on one niche cover will appear
crowded, out of sync, and disrupt the rhythm of existing niche engravings. A variance
would establish a precedent requiring the Cemetery to allow this type of niche engraving for any
other customer who submits a similar request. Mr. Mathis has the option to purchase a family
pillar which can hold six cremains within three niche spaces; since each pillar niche holds two
cremains, two names can be engraved on this particular niche cover.
Motion by Chairman O’Brien to decline the Mathis family request for an exception to the rules
regarding niche cover engraving; Second by Commissioner Anderson. Motion carried
unanimously.
IX.OTHER MATTERS
Sexton Alderks informed the Commission the situation with the Johnson family has been
resolved and the cremains of Mr. Kenneth Johnson were interred in June. Mr. Johnson’s service
was originally scheduled to be in September 2019, but Mrs. Johnson disputed the grave location
and spoke before the Cemetery Commission in October 2019 regarding her concerns. At the time
of the June 2020 interment, Mrs. Johnson and her daughter told Charlie Franco that “this ended
up being a blessing for the family.” The Johnson family is now in the process of designing a
monument for the gravesite with one of the local monument companies.
Commissioner Lopat re-emphasized the necessity of hiring another full
time Cemetery employee in order to maintain the Cemetery grounds in pristine condition.
Chairman O’Brien indicated he would reach out to the City Manager to determine if there was
anything that could be done to address this need prior to the formulation of the next fiscal year’s
budget.
Chairman O’Brien went on the record to state the Commission did not convene
an April 2020 meeting due to the pandemic and, as a result, the Commission did not have the
opportunity to formally express their thanks and gratitude for John Dick’s service to the
Commission at what would have been his last meeting as a commissioner. Chairman O’Brien
stated the Cemetery Commission greatly appreciates the time, effort, and commitment John
Dick made to the Commission throughout his term as a commissioner.
July 22, 2020 Page 6
X. CITIZENS’ OPPORTUNITY TO ADDRESS CEMETERY COMMISSION
The Zoom meeting moderator, Dani Spann, indicated no members of the public called in to
the meeting or submitted questions to be addressed by the Cemetery Commission.
XI. NEXT MEETING
The next meeting of the Cemetery Commission is scheduled for 5:00PM on Wednesday, October
28, 2020.
XII. ADJOURNMENT
The meeting was adjourned by Chairman O’Brien at 7:25pm.