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CEMETERY COMMISSION 2012/07/18 MinutesCEMETERY COMMISSION MEETING LAKE FOREST CEMETERY GATEHOUSE WEDNESDAY, JULY 18, 2012, 5:30 P.M. MEETING MINUTES ROLL CALL, CALL TO ORDER:The meeting of the Lake Forest Cemetery Commission convened at 5:30 p.m. at the Lake Forest Cemetery Gatehouse. The following members were present: Chairman Colin Silvester; Commissioners Ginny Grace, PrueBeidler, and John Greene; Robert R. Kiely, Jr., Secretary Treasurer; and Staff Members Dan Martin, Superintendent of Public Works; and Phil Alderks, Cemetery Sexton. Also attending was Tony Hoban from William Blair and Company and past Cemetery Commission Chairman Ron Sevcik. WELCOME NEW COMMISSION CHAIRMAN, COLIN SILVERSTER AND NEW CEMETERY COMMISSION MEMBER AMY SCHUETZ: The announcement of Commissioner Colin Silvester’s appointment to the position of Cemetery Commission Chairman was made and then Chairman Silvester announced the appointment of new Commissioner, Amy Schuetz. Silvester said that Ms. Schuetz was unable to attend tonight’s meeting but will be present at the October Commission meeting. RESOLUTION OF APPRECIATION FOR RON SEVCIK: Chairman Silvester then read presented a Resolution of Appreciation to retiring Chairman Ron Sevcik. Chairman Silvester thanked Mr. Sevcik for his years of faithful service to the Commission and congratulated him on a job well done. CONSENT AGENDA: Commissioner Ginny Grace motioned to approve the April 25, 2012 minutes and to approve the Sales Report which was seconded. Commissioner John Greene asked to discuss the sales report prior to the vote. He said that the since the first quarter sales looked so good we should look at them and not just vote them through. Sexton Alderks presented the Sales Report after which the Commission voted unanimously to approve the Consent Agenda. SECONDQuarter Investment Report from William Blair and Company: Tony Hoban from William Blair presented the Investment Report to the Commission. Hoban said that macroeconomic issues were driving the economy the last 2 to 5 years and we have to pay attention to them. Hoban said that following a strong start in the first quarter, the second quarter was challenging. The uncertainty in Europe continues to be a big question mark and yet people still aren’t ready to do what needs to be done. This has led investors to the ‘safe’ sectors like telecom companies and utilities which have seen good growth. Adding to the uncertainty in Europe is the current slowdown in China. Combine these with the growing concern regarding the coming fiscal cliff in the US and the upcoming election, Hoban stated that the markets are anxious. Generally, stocks look cheap and bonds look expensive so Hoban said we need to be nimble. Mr. Hoban further stated that at this point WM Blair is marginally optimistic toward the market. Cemetery accounts are down from just under $3.7 mil to just under $3.5 mil. Our asset allocation continues to be reasonably aggressive as we focus on the long term for the Cemetery. Chairman Silvester thanked Mr. Hoban for his report and the work he’s done on behalf of the Cemetery investment fund. Silvester stated that since Wm. Blair was hired in August of 2008 our portfolio is in the positive while many others investments are not fairing so well. CEMETERY COMMISSION LOGISTICS:Commission Chairman Silvester requested that members of the Commission be officially referred to as Commissioners unless there was some legal reason for the term ‘Commission Members’. Superintendent of Public Works Dan Martin said that he checked with the City attorney and the City attorney stated that there was no problem with the term Commissioner from a legal standpoint. It is noted that going forward, the term Cemetery Commissioners will be used. Chairman Silvester also asked the Commissioners if there was any objection to moving the start time of the meeting up ½ hour to 5 pm. Following discussion, it was decided that going forward the start time for the Commission meetings will be 5pm, ½ hour earlier. Chairman Silvester also requested a term calendar be created for the Commissioners so that they will know how much time they have left on their terms and so that the Commission will know when Commissioners will be going off the Commission. Sexton Alderks presented the Commission a term calendar and asked that they check their terms and confirm the dates listed. CEMETERY UPDATES: Lake View Planting Discussion – The Cemetery Commission took up the discussion of the Lake View following their site visit prior to the Commission meeting. At this point the Commission still desires more of a view to Lake Michigan but the plant material that is obscuring the view is part of the neighboring property. Secretary/Treasurer Bob Kiely suggested that the Commission may want to contact Cliff Miller who is a resident and a landscape architect as a third party to help in a potential discussion with the neighbor. Kiely suggested contacting Miller as a resident of LF, an expert, and someone without a vested interest in the work. Chairman Silvester asked when the discussion would take place and Superintendent of Public Works, Dan Martin said that it would likely happen over the winter months as the neighbor to the south is very occupied with completion of the construction of the house at this point. Commissioner Ginny Grace suggested that we take pictures now while the leaves are out. Sexton Alderks and Mr. Martin will take pictures and discuss the different options for meeting with the neighbor and the potential for contacting Mr. Miller to help out. Ravine Design RFQ/RFP – Sexton Alderks reported to the Commission that Conservation Design Forum (CDF) has completed its Ravine inventory and analysis of field work and is in the process of creating a Watershed Base Map with ravine storm sewer discharges and drainage area delineations. They are close to completing the Existing Conditions Exhibit and Summary Memo of Findings. Once these are complete, they will meet with the City and Cemetery staff to review findings. Superintendent of Public Works Dan Martin explained that at this point everything is on schedule and moving toward grant application due dates of late 2012 and early 2013. OPENING DISCUSSION ON CREATING A MISSION STATEMENT FOR THE CEMETERY COMMISSION:Chairman Silvester shared with the Commissioners his desire to create a Mission Statement for the Cemetery Commissioners in order to give direction to the Commission. Silvester briefly explained the exercise and asked that each Commissioner come up with a brief mission statement to bring to the October Cemetery Commission meeting. Sexton Alderks will remind the Commissioners via email one month prior to the October meeting of their assignment. REPORT ON OVERGROWN SHRUBBERY:Sexton Alderks shared with the Commission a letter that was sent out to lot owners with plantings in 2006 regarding the issue of unmaintained private plantings. Alderks said that the issue of unmaintained, private plantings has been going on for some time, and another round of letters is due. Alderks said that he was sharing this with the Commission in case they would be contacted by someone receiving the letter. The Commission discussed the letter and asked that it be updated and softened a little before being sent out again. Alderks will update the letter working with staff and the Commission Chairman and have it sent out before the next meeting. OTHER MATTERS: The Commission requested that Sexton Alderks communicate to Tony Hoban of William Blair that he should assume that the Commissioners are prepared for the meeting and have reviewed the investment report.This will allow Mr. Hoban to concentrate on the portfolio review and the general market review and outlook. Rather than review the report, he will only need to address questions on the report if the Commissioners have any. Alderks will speak with Mr. Hoban and inform him of the Commission’s request before the next meeting. CITIZENS’ OPPORTUNITY TO ADDRESS CEMETERY COMMISSION: No citizen comments were made during this meeting. ADJOURNMENT: Commissioner John Greene motioned to adjourn the meeting at around 7:30 pm.