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CEMETERY COMMISSION 2012/10/17 MinutesLAKE FOREST CEMETERY COMMISSION MEETING LAKE FOREST CEMETERY GATEHOUSE WEDNESDAY, OCTOBER 17, 2012, 5:00 P.M. MEETING MINUTES ROLL CALL, CALL TO ORDER:The Lake Forest Cemetery Commission convened at 5:00 p.m. at the Lake Forest Cemetery Gatehouse. The following members were present: Chairman Colin Silvester; Commissioners Ginny Grace, Prue Beidler, and John Greene; and Staff Members Dan Martin, Superintendent of Public Works,Chuck Myers, Superintendent of Parks and Forestry, and Phil Alderks, Cemetery Sexton. Also attending was Tony Hoban from William Blair and Company and Tom Price and Jim Pachett from Conservation Design Forum. CONSENT AGENDA: Commissioner Ginny Grace motioned to approve the July 18, 2012 minutes with corrections and to approve the Sales Report.Commissioner Greene seconded the motion. The Commission then voted unanimously to approve the Consent Agenda. CEMETERY UPDATES: Ravine Design RFQ: Tom Price from Conservation Design Forum presented an overview of the Ravine Engineering Design process and where they are currently at in preparing the Ravine Restoration Management Plan. Price said they have just about completed their assessment of the ravines and the next step will be to work on recommendations and the Ravine Management Plan. Review of the Lake Forest Cemetery Master Landscape Plan: Jim Pachett, of Conservation Design Forum (CDF) reviewed with the Commission the Master Landscape Plan that CDF created for the Cemetery in 2002. Pachett explained that just as the original designers Almerin Hotchkiss, William LeBaron Jenny and O. C. Simonds sought to emphasize the extraordinary site, the Master Landscape Plan was developed along those same principles. Pachett told the Commissioners that the most significant features of the Cemetery were the roadway system and the ravines. The site being chosen/established by the ravines that make up its borders and the roadways which were laid out according to the topography to take advantage of views of the ravines and Lake Michigan. Pachett explained that by using the design philosophy of O. C. Simonds this updated Master Landscape Plan addresses the goals of re-establishing ‘rooms’, providing emphasis on focal points, framing attractive views, opening vistas into the ravines and to Lake Michigan and providing harmonious effects through the use of color and texture, light and shade. Pachett also said that another important aspect of the Master Landscape Plan was to provide a holistic approach of incorporating the landscape with a working cemetery, the restoration of the ravines and sustainable stormwater management. Pachett concluded his review of the plan discussing further the ravines and their composition and then entertaining questions from the Commission. THIRDQuarter Investment Report from William Blair and Company: Tony Hoban from William Blair reviewed the Investment Report and the current economic climate with the Commission. Hoban said that stocks aren’t dirt cheap, but bonds are overpriced at this time, due to the financial situation, bonds are for safety and not for making money. Hoban said that a lot of stocks are paying high dividends, but they are expensive and since we are building for appreciation, not income, WmB is convinced that stocks represent the clear risk/reward choice versus fixed income investments over the medium and long term. Currently, Hoban said that markets are increasingly focused on the November elections and the ensuing ‘fiscal cliff’. Chairman Silvester pointed out to the Commission that the Combined Accounts are up $175,000 over the quarter. Hoban stated that this was due in part to the belief that potential disasters relating to the European debt crisis and economic stagnation in China seem less likely, and that recent housing and manufacturing data in the US are bullish for the economy and the companies within it. With continuing uncertainty regarding macro-economic and political outcomes Hoban said that the focus will be on those things that we can be more certain about which are identifying high quality companies that can perform within varying environments and investing in the most attractively valued sectors on an absolute and relative basis. Motion was made and seconded to receive the Financial Report which was approved unanimously. CEMETERY UPDATES (Continued): Report on Public Works/Cemetery Reorganization – Superintendent of Public Works Dan Martin shared with the Cemetery Commission information regarding the re-organization taking placewithin the Public Works Department (PW). Martin explained that because of the changes in the PW Department, the Cemetery Section would now be under the supervision of the Parks and Recreation Department. Martin then introduced Superintendent of Parks and Forestry, Chuck Myers who will now be the Superintendent over the Cemetery Section. Report on Overgrown Shrubbery –Sexton Phil Alderks reported that things have been progressing very well with the letter that was sent out to address overgrown private plantings within the Cemetery. Alderks said that there had been a number of calls from those who had received the letter with all but one on a positive note. CONSIDERATION OF FEES AND CHARGES FOR FY2014:Sexton Phil Alderks presented the proposed Cemetery Fees and Charges for FY2014 to the Cemetery Commission Members. Alderks said that the proposed increase across the fees would average in the 2% to 3% range depending on the individual fee and to adjusting some numbers to round figures. Following discussion by the Commission, Commissioner Beidler motioned to approve the FY2014 Fees and Charges. Commissioner Grace seconded the motion which passed unanimously. FY2014 CAPITAL IMPROVEMENT BUDGET:Phil Alderks and Dan Martin presented the 5-Year Capital Improvement Program (CIP) to the Commissioners. Alderks noted for the minutes that the $200,000 for the Ravine Restoration would only be spent as the Cemetery’s matching portion if and when the Cemetery secures a grant for the ravine restoration project. Chairman Silvester stated that while that money is only earmarked,contingent upon receiving a grant, the Commission should be ready to spend the amount if grant money is secured. Silvester also noted that staff would come to the Commission for approval should there be alternative plans for the designated amount. Commissioner Grace motioned to approve the FY2014 CIP Budget which was seconded by Commissioner Beidler. The vote to approve the CIP was unanimous. APPROVAL OF TARGET NUMBER FOR FY2014 BUDGET:Phil Alderks presented the FY2014 Revenue Projections to the Cemetery Commission. Alderks explained that the revenue projections were calculated based on conservative, optimistic and pessimistic sales projections and economic qualifiers. Alderks explained the projected inflation rate and investment performance figures were established by our investment counselor Tony Hoban and the research staff at William Blair and were approved by the City’s Finance Department. He added that revenue projections are based on last year’s actual financials, investment/inflation factors and sales numbers based on historical sales data. Commissioner Grace motioned to approve the Conservative – Base Revenue Projection of $825,545 as the FY2014 Budget Target number. Commissioner Beidler seconded the motion. Following a brief discussion of the projections, the Commission voted unanimously to approve $825,545 as the Target Number for the FY2014 Budget. MISSION STATEMENT FOR THE CEMETERY COMMISSION:Chairman Silvester asked that those mission statements that were available be handed out and then deferred the discussion of the Cemetery Commission Mission Statement to the January meeting. Commissioner Grace, will email her statement to Phil Alderks, who will forward it to the Commissioners. REQUEST FOR CHANGES TO THE PHELPS MONUMENT:Note: Commissioner Greene, who personally knows the Pawlick family and whose wife is the artist of the bronze statues to be used with the redesign of the Phelps/Pawlick monument, recused himself from the discussion and vote. Sexton Phil Alderks reviewed the proposed changes to the Phelps/Pawlick family monument in the Lake Forest Cemetery with the Commission. Alderks said that the only concern he had with the proposed changes was that the new base of the monument is larger than allowed by Cemetery Rules. Alderks stated the reason for the limitation on the depth (measurement front to back) of the base was due to the physical space necessary in order to fit a burial vault between 2 monument rows. In this case the Phelps/Pawlick family owns the entire lot so the next monument row is more than 2 rows away leaving more than enough room for future burials if the variance is allowed. A motioned was made to allow the variance based on the proposed design and the size of the Phelps/Pawlick Lot by CommissionerGrace and seconded by Commissioner Beidler. The motioned passed, 3 – 0. OTHER MATTERS:None. CITIZENS’ OPPORTUNITY TO ADDRESS CEMETERY COMMISSION: No citizen comments were made during this meeting. ADJOURNMENT: Commissioner Greene motioned to adjourn the meeting at 7:15 pm.