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CEMETERY COMMISSION 2011/07/20 MinutesCEMETERY COMMISSION MEETING LAKE FOREST CEMETERY GATEHOUSE WEDNESDAY, JULY 20, 2011, 5:45 P.M. MEETING MINUTES ROLL CALL/ CALL TO ORDER: The meeting of the Cemetery Commission was convened at 5:45 p.m. at the Lake Forest Cemetery Gatehouse. The following members were present: Chairman Ronald Sevcik; Commission Members Ginny Grace, John Greene, Prue Beidler, and Colin Silvester; and Staff Members Robert R. Kiely, Jr., City Manager, Dan Martin, Superintendent of Public Works and Phil Alderks, Cemetery Sexton. Also attending was Tony Hoban from William Blair and Company, and Lake Forest resident James Tuohy. CONSENT AGENDA: Chairman Sevcik presented the following items for approval: Approval of Minutes from the Cemetery Commission Meeting held on April 6, 2011 Sales Report Member John Greene wanted to go on record that while the Cemetery Commission approved the plan for the Lake View planting he still had concerns about the planting being continuous even though in places the ‘hedge’ as he called it was to be only 24” high. This concern was noted. Member Colin Silvester made a motion to approve the April 6, 2011 minutes and to approve the Sales Report. Member Prue Beidler seconded the motion, which carried unanimously. CONSIDERATION OF MR. TUOHY’S REQUEST TO WAVE CEMETERY RULES AND PLACE A MONUMENT ON A SINGLE GRAVE: Mr. James Tuohy addressed the Cemetery Commission to request the Commission to waive the rules stating that a minimum of 2 graves are required for an above ground monument at the grave of his son, Brendan. Mr. Tuohy stated that at the time of Brendan’s passing, he was married and has since been divorced. The family owns two graves in Elder Path and in the settlement his ex-wife received the unused grave. (They own half interest in Brendan’s grave.) Because of the divorce and settlement agreement, Mr. Tuohy requested that the monument be placed solely on Brendan’s grave instead of centered between his ex-wife’s and Brendan’s which is according to Cemetery rules. Mr. Tuohy admitted that he did make assumptions based on examples of other monuments at other cemeteries when selecting the monument and did not seek out information from Lake Forest Cemetery as to the Cemetery’s Rules and Regulations. Member Ginny Grace asked Mr. Tuohy if any of the options that were presented to him by staff were favorable, especially the option of purchasing the 3rd grave. Member Prue Beidler stated that the Cemetery Commission wanted Mr. Tuohy to know that they are compassionate but they also have to think about all the cemetery families when considering the rules. Beidler stated that they needed to rule on this with their minds, and not their hearts. She especially wanted Mr. Tuohy to know that they realize this situation is very painful for the family. Chairman Sevcik noted that this decision not only affects the Tuohy’s, but also affects future considerations for others. Mr. Tuohy responded to Member Grace’s question by stating that the options given by the staff weren’t desirable. Secretary Treasurer Bob Kiely asked Mr. Tuohy for clarification specifically that he would not seek the purchase of the 3rd grave as an option. Mr. Tuohy affirmed that he would not be looking at purchasing the 3rd grave. At this time Chairman Sevcik thanked Mr. Tuohy for his request and the information and Mr. Tuohy left the meeting. Discussion was tabled until later in the meeting. SECOND QUARTER INVESTMENT REPORT FROM WILLIAM BLAIR AND COMPANY: Tony Hoban from William Blair and Company (WBC) presented the Financial Report to the Cemetery Commission. Mr. Hoban stated that the portfolio was up approximately $19,000 in value over the quarter. Hoban noted that the portfolio was weighted roughly 3 to 1 domestic to international holdings. He said that WBC was looking at opportunities with large cap stocks since they are priced relatively low at this time. Secretary Treasurer Kiely stated that when the Commission brought William Blair on as the Cemetery’s investment counselors Mr. Hoban was excited about WBC International. Kiely asked why we aren’t performing well there and how come WBC doesn’t seem to have the Cemetery positioned well. Mr. Hoban said that because of debt concerns with various governments and the tsunami in Japan, international markets have been somewhat shaky. The outlook though is beginning to brighten and after this relatively weak period of market performance we should expect shares based in emerging markets to perform again. Member Silvester asked why we seem to be underweighted in financials. Hoban stated that we are underweighted in financials compared to the Standard and Poor 500 but we are roughly the same as the Russell index. He said that financials have not performed well and there is not a lot of money to be made here at this time. He further stated that financial regulation is rather muddied at this time and until this area is cleared up, financials will continue to underperform. A motion was made and seconded to receive the financial report which passed unanimously. Bob Kiely asked the Commission if having Mr. Hoban attend the meetings on an every other meeting basis was still acceptable or if they would rather he report at each meeting. Member Silvester said he appreciates the long-term outlook that Mr. Hoban provides and would like to see him at every meeting because of the current volatility in the market. The rest of the Commission concurred with this assessment. Staff will inform Mr. Hoban regarding the Commission’s wishes for him to report at all meetings. STATUTS REPORTS: Sexton Phil Alderks gave the following status reports: 2011 Storm Damage Report – Sexton Alderks reported that while the Cemetery faired pretty well in the first two storms, the Monday, July 5th storm caused extensive damage within the Cemetery. Damage totals can be seen in the memo sent out in the packet. While there was quite a bit of damage to trees on the property, we still only lost 1 large oak and a medium sized sugar maple. Currently the visible areas of the Cemetery are cleaned up and further clean-up is ongoing as time permits. Major pruning cleanup of branch stumps will be taken care of during the winter pruning cycle. NOAA Grant Application – Sexton Alderks reported that the Cemetery did not receive the grant from the National Oceanic and Atmospheric Association. Staff will continue to pursue grant opportunities as they become available. Ravine Planting – Alderks reported that the plants have been ordered and will be delivered next Tuesday, July 27th. Planting date will be late July or August depending on the availability of landscape architect Dean Sheaffer. Barrell Gateway Restoration – Conservation of Sculpture and Objects Studio will be starting the Barrell Gateway project the week on July 25th. Weston Family Monument – The installation of the Weston family monument is completed and looks very nice. Greene Family Monument – The installation of the Greene family monument is completed, and also looks very nice. CONSIDERATION OF MR. TUOHY’S REQUEST TO WAVE CEMETERY RULES AND PLACE A MONUMENT ON A SINGLE GRAVE: The Cemetery Commission continued discussion from the earlier presentation of Lake Forest resident James Tuohy regarding his desire to waive the rules and allow a monument to be placed on an individual grave. Phil Alderks reviewed the cemetery rules and the situation with the Commission. Member Silvester asked if he understood the situation correctly, that what the Commission is being asked to do is waive the rules and grant a variance for placement of the monument. Phil Alderks said that yes that is the situation. Member Silvester motioned that the Cemetery Commission has considered Mr. Tuohy’s request and in light of the guidelines for the management of the Cemetery, the Commission denies Mr. Tuohy’s request to place a monument on a single grave in Elder Path. Member Ginny Grace seconded the motion which passed unanimously. Sexton Phil Alderks will draft a letter for Chairman Sevcik’s review and signature to inform Mr. Tuohy of the Commission’s decision. OTHER MATTERS: None. CITIZENS’ OPPORTUNITY TO ADDRESS CEMETERY COMMISSION: No members of the public were in attendance. NEXT MEETING: OCTOBER 2011, 5:30 P.M.: There is a conflict for the next regularly scheduled meeting of the Cemetery Commission. Sexton, Phil Alderks will send out an email to the Commission members to set up a new date for the meeting. ADJOURNMENT: The meeting was adjourned at 7:28 p.m. Phil Alderks Sexton, Lake Forest Cemetery Cemetery Commission Minutes July 20, 2011 Page 4 of 4