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CEMETERY COMMISSION 2012/01/18 MinutesCEMETERY COMMISSION MEETING LAKE FOREST CEMETERY GATEHOUSE WEDNESDAY, JANUARY 18, 2012, 5:30 P.M. MEETING MINUTES ROLL CALL/ CALL TO ORDER: The meeting of the Cemetery Commission convened at 5:00 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 Dan Martin, Superintendent of Public Works; and Phil Alderks, Cemetery Sexton. Also attending was Tony Hoban from William Blair and Company. CONSENT AGENDA: Chairman Sevcik presented the following items for approval: Approval of Minutes from the Cemetery Commission Meeting held on October 12, 2011 Sales Report Member John Greene made a motion to approve the October 12, 2011 minutes with the correction to Member Colin Silvester’s name and to approve the Sales Report. Member Prue Beidler seconded the motion, which carried unanimously. FOURTH QUARTER INVESTMENT REPORT FROM WILLIAM BLAIR AND COMPANY: The Cemetery Investment Report was presented by Tony Hoban from William Blair and Company (WBC). Mr. Hoban started with a quick economic review stating that because of the current debt situation in the States, the debt crisis in Europe and slowing economic growth in China, which is the 2nd largest economy in the world, WBC sees slower overall growth in the near future. Hoban stated that growth vehicles best meet our goal of growing overall total worth and in this current climate and Risk vs. Reward looks better in the stock market. Overall the fund saw an increase from $3,026,318 to $3,284,339. Fixed income performed reasonably well. The fund saw no major changes in its Top 10 holdings. Hoban said that while there have been several positive shifts in the US economy and China, the challenges in Europe will keep the market bumpy. Hoban said it is important that we keep our portfolio diversified and continue to trim back oversized positions focusing on quality companies that are not so dependent upon external factors to drive growth. Hoban then offered the Cemetery Commission an option to help diversify the Cemetery Fund bond holdings. Since the Cemetery Fund is small in the sense of its bond holdings (5 total bonds) there is not much opportunity for diversification. Hoban suggested selling the individual bonds held and purchasing in their place a diversified bond fund. Hoban said that the fund would be cheaper since individual bond costs are 1% of the total while the fund costs are .5% of total. Member Silvester liked the idea of selling off the individual bonds and diversifying over a wider distribution in the fund. Members Beidler and Grace said they liked the idea of saving the .5% in costs. Hoban said that the Cemetery would not be reducing exposure, just using a different vehicle. The Fund offers more diversity and lower cost to the Cemetery Commission. Member Silvester motioned to: Adopt a recommendation to switch the Cemetery’s individual bonds to the Wm Blair Bond Fund – Class I. Member Grace seconded the motion which passed unanimously. Following review of the WBC report, the Commission received the financial report. GC. STATUTS REPORTS: Sexton Phil Alderks gave the following status reports: Lake View Planting – Following the previous meeting Sexton Alderks contacted members via email for comments on the new Lakeview planting. Alderks reported that the general consensus was to hold off on making any adjustments to the plantings until late Spring when all the vegetation has leafed out. At that time views can be re-visited and adjustments to the plantings made. The Commission also suggested the possibility of contacting the neighbor to the South to work with them on additional vegetation removal on the homeowners property in order to enhance the views. Barrell Gateway Restoration – Sexton Alderks reported Conservation of Sculpture and Objects completed their work on the Barrell Memorial Gateway. Alderks informed the Commission that the stonework is in good shape, but the wrought iron gates will be needing a more intensive restoration in the coming years. The work that was done at this time should buy about 5 – 8 years before the gates would require a full gate-off restoration. In light of the needed intensive restoration work to be done on the gates, the Cemetery Commission requested that Sexton Alderks contact the firm Samuel Yellin Metalworkers Co. to see if drawing still exist for the gates and what it would cost to receive a copy of the drawings. Ravine Design RFQ/RFP – Superintendent of Public Works Dan Martin presented to the Cemetery Commission the idea of using capital money budgeted for ravine restoration in order to secure the engineering of the project. Martin stated this would be wise to do at this time in order to increase the Cemetery’s chances of securing grant monies. Martin stated that since the downturn in the economy the pool of grant monies has greatly dried up and it has become more difficult to find funding. As the Cemetery has tried to secure grants for more than 5 years with no success, Martin proposed beginning with Phase One Engineering Design to show that the Cemetery is ‘invested’ in the restoration of its ravines. This would also make the project more ‘shovel ready’ and hopefully aid in obtaining grant money. Martin requested a motion to authorize staff to move ahead with Phase I Engineering with a ‘not-to-exceed’ amount of $50,000 in order to hire an ecological engineering firm. Member Grace motioned and Member Beidler seconded to authorize staff to secure an Ecological Engineering firm to design Phase I of the Ravine Restoration at a price not-to-exceed $50,000. The motioned was voted on and passed unanimously. Member Greene suggested that local landscape architect Cliff Miller could be a possible resource in the ravine restoration. Sexton Alderks said that Mr. Miller had interest in the original restoration and has offered, as a resident, to review any plans for the restoration. Martin and Alderks will keep Mr. Miller in mind and speak to him at the proper time in the process to help in reviewing documents relating to the ravine restoration. APPROVAL OF THE FY2013 BUDGET: Sexton Phil Alderks presented the proposed FY2013 Cemetery Budget to the Cemetery Commission. Alderks explained that the proposed budget request was within the parameters given at the October Cemetery Commission meeting. The Budget request of $653,466.00 is below the Target Number given by the Commission at their last meeting. Alderks reiterated that this is Operating Budget only and that the Capital portion of the Budget ($250,000 total made up of $200,000 for ravine restoration IF we can secure grant money and $50,000 for Landscape Improvements) is over and above this request. Member Grace motioned to accept the Operating and Capital Budgets as presented to the Commission for Fy2013. This was seconded by Member Beidler and passed following voice vote. CONSIDERATION FOR VARIANCE REQUEST FOR MONUMENT BY THE EDWIN CLARKE FAMILY: Phil Alderks presented a letter from the Clarke Family requesting a variance in order to place a larger than allowed base under their existing monument. Sexton Alderks explained the Cemetery Rules and Regulations regarding monuments and why it is important to maintain certain dimensions for memorials for reasons of Cemetery operations and safety. Alderks offered 3 alternatives to the Clarke’s request to add a base to get the current memorial a little higher off the ground that would be within Cemetery Rules and Regulations. Following a brief discussion, Member Beidler motioned to decline the request for a variance allowing the Clarke’s to install a base that exceeds the allowable dimensions with the stipulation that we offer alternate suggestions of a base that satisfies the current rules and also the family’s desires. Member Silvester seconded the motion which passed unanimously. Sexton Alderks will arrange with Chairman Sevcik to contact the family with a letter from the Commission. CONSIDERATION OF REQUEST TO SELL BACK GRAVES AT A PRICE OTHER THAN SPECIFIED BY CEMETERY RULES BY THE HENTGES FAMILY: Phil Alderks presented a letter from Daniel Hentges requesting the Cemetery buyback of 3 unused graves from the Hentges family. Mr. Hentges is requesting more than Cemetery policy allows for grave buyback. The Cemetery Commission reviewed Mr. Hentges request and a memorandum from staff. Member Grace motioned to decline Mr. Hentges offer to sell back graves at a price higher than allowed by the Cemetery Rules and Regulations. Member Silvester seconded the motion which passed unanimously. Sexton Alderks will arrange with Chairman Sevcik to contact the family with a letter from the Commission. OTHER MATTERS: None. CITIZENS’ OPPORTUNITY TO ADDRESS CEMETERY COMMISSION: No comments were presented at this time. ADJOURNMENT: Member Grace motioned to adjourn the meeting. The meeting was adjourned at 7:50 p.m. Respectfully submitted, Phil Alderks Sexton, Lake Forest Cemetery Cemetery Commission Minutes January 18, 2012 Page 3 of 4