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CEMETERY COMMISSION 2015/10/21 MinutesLAKE FOREST CEMETERY COMMISSION MEETING LAKE FOREST CEMETERY GATEHOUSE WEDNESDAY, OCTOBER 21, 2015 5:00 P.M. MEETING MINUTES I. ROLL CALL, CALL TO ORDER: Chairman Dennis O’Brien called the meeting of the Lake Forest Cemetery Commission to order at 5:10 p.m. at the Lake Forest Cemetery Gatehouse. The following members were present: Chairman Dennis O’Brien; Commissioners Patrick Looby, John Dick, and David Hooke; City Staff Chuck Myers, Superintendent of Parks and Forestry; and Phil Alderks, Cemetery Sexton; and Tony Hoban from William Blair and Company. II. APPROVAL OF THE JULY 15, 2015 MINUTES: Commissioner Dick motioned to approve the July 15, 2015 Minutes which was seconded by Commissioner Hooke and passed unanimously. Commissioner Dick asked if there had been any progress had been made regarding the motion at the last meeting about approaching City Council with the question of ‘selling’ naming rights for the Cemetery Ravine and its restoration. As of this time no progress had been made, but Chairman O’Brien and Sexton Alderks will draft a letter to City Council for the next Commission meeting. III. THIRD QUARTER INVESTMENT REPORT: Tony Hoban from William Blair and Company reviewed the third quarter investment report stating that while there wasn’t much good to report, there are some bright spots. Hoban said that the Fed has been going back and forth on interest rates and the jobs report was weak. Wm Blair continues to be bullish on equities Hoban walked through a handout and overview of the current market. He then proceeded to review the investment report with the Commission. In reviewing the Performance Summary, Commissioner Dick asked about the format of the Performance Summary since it is such a big page. Hoban listened to Commissioner Dick’s comments and said he will work on a new format. Hoban also said that since we have indexed the large cap stocks it may be a good time to revamp the report. Hoban will take a look at the Performance Summary and bring some ideas to the next meeting. Commissioner Dick asked Hoban what was on his big screen. Hoban said the continuing slowdown in China is on the radar as is the possibility of the Fed raising rates. Also, jobs report. Hoban said it is nice to be in the earnings season as good earnings temper the macro issues. He also said that if the Fed does raise rates, that could be a good thing as that would show a vote of confidence in the economy. The 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 meeting, or who have questions regarding the accessibility of the meeting or the facilities, are required to contact City Manager Robert R. Kiely, Jr., at (847) 234-2600 promptly to allow the City to make reasonable accommodations for those persons. Chairman O’Brien asked if there were any further questions or comments and being that there were none, he thanked Hoban for the report. REVENUE/EXPENSE REPORT: Chairman O’Brien presented the Revenue/Expense Report to the Commission. O’Brien said that Sexton Alderks had met with Commissioner Dick to review the report and incorporated the changes to more accurately reflect revenues. Alderks reported revenues were nothing spectacular, but OK for coming up to mid-year. He said it only takes one good sale to put us over-the-top since we are dealing with a fairly pricey product. He also stated that there were no surprises on the expense side. IV. CEMETERY UPDATES – a. Ravine Restoration: Superintendent Myers stated that the Cemetery did finally receive preliminary notification of the grant award from the IDNR and should be receiving the official letter within a few weeks. The grant is for $80,000 and is an Illinois Coastal Management Grant. Myers stated that currently the permit application has been sent to the Army Corp of Engineers for review and approval. He said they were hoping for a three month turn around on the permit. We are working on getting the tree removal complete this winter. Commissioner Dick asked if we should have a separate document to track the project. Myers said that once we get a feel for how long the permitting will take, he will update and re-send the timeline to the Commission. Commissioner Dick then asked staff to explain the boundries of the project and who the owners of the different parts are. Following some discussion Chairman Dick asked if the Commission members could have a plot plan that shows who owns what of the Cemetery Ravines. One of the Commissioners also brought up the possibility of the Catholic Archdiocese sharing costs for the restoration. Sexton Alderks said that when the Archdiocese was approached for the original project they said they would grant permission for the City to restore the ravine, but they did not have any money in the St. Mary’s Cemetery funds to help out with costs. Alderks assumed this would again be the case. Chairman O’Brien said he would be willing to approach the Archdiocese about shared costs and will work with Sexton Alderks to communicate with the Chicago Catholic Archdiocese . Commissioner Looby asked if this was out publicly in the Lake Forester and Myers said that nothing yet has been published yet since ‘officially’ we have not been awarded the grant. Something will be published in the future at the proper time though. b. Rules and Regulations: Sexton Alderks said he is still working on the Rules and Regulations re-write and will have something for the Commission at the next meeting. V. CONSIDERATION OF CEMETERY FEES AND CHARGES FOR FY 2017: Chairman O’Brien walked the Commission through the new format for the Cemetery Fees stating that since the lot sales and interment fees comprised the majority of the Cemetery’s income, those were the fees that were being most focused on. Sexton Alderks presented the fees to the Commission and following some discussion Commissioner Dick motioned to accept the fees as proposed. Commissioner Looby seconded the motion which passed unanimously. VI. FY2017 CAPITAL IMPROVEMENT BUDGET: Sexton Alderks presented the FY2017 Capital Improvement Budget. Alderks said that the most important column to look at was the FY2017 column. Alderks stated that the CIP was very fluid and projects were evaluated on a yearly basis. Some projects are merely place holders so there are no surprises to the Cemetery Commission if and when it is decided to act on them. Alderks said there was $150,000 in the Capital Improvement Budget for ravine restoration and also $50,000 for Landscape Improvements. Commissioner Dick motioned to approve the CIP Budget which was seconded by Commissioner Looby and passed unanimously. VII. APPROVAL OF CEMETERY REVENUE FORECAST AND BUDGET TARGET NUMBER: Chairman O’Brien said that because of the new budget documents, this will be presented with the budget at the January meeting. VIII. APPROVAL OF McLAUGHLIN FAMILY MONUMENT: Sexton Alderks presented the McLaughlin family monument to the Commission for approval. Alderks said that the Commission had already seen and approved a portion of the monument, but now the complete design is being presented. Alderks stated that while there really is no issue with the design of the monument, there is however a problem with the height of the monument at 7 feet. Alderks said that the tallest monument in the area was 6 feet and his feeling was that 7 feet tall was a little out of character for the area. Alderks also said that the family was requesting a base that is 18 inches deep as opposed to the standard 14 inches. Alderks said that normally the 14 inches is a maximum, because a larger/deeper monument base does not allow enough room to physically fit the burial vault in the grave. In this case, Alderks said the McLaughlin’s have a 4 grave lot (2 graves in one row and 2 graves below) which allows shifting the vault a little into the grave below if necessary since there will be no monument in that row. Alderks said he would recommend that the maximum height of the monument be 6 feet and that the 18 inch deep base be approved in order to provide the proper proportion for the design. Commissioner Dick motioned to approve the monument at a maximum height of 6 feet tall and the base at 18 inches deep. Commissioner Looby seconded the motion which was unanimously approved. IX. CIMS DEMONSTRATION: Tabled due to the CIMS computer being with Janet, the Cemetery’s Office Manager being at CIMS training with the computer. Sexton Alderks will send a link to the Commissioners to the eCIMS website. X. OTHER MATTERS: Sexton Alderks shared that a local Eagle scout had asked to do a project at the Alexander McKinlock gravesite. Alderks said that the Eagle Scout did a clean up of the site which was very good, but now he would like to install a planting at the lot. Alderks said that his concern is that there seems to be no McKinlock family left, and who is going to maintain it. He also said that the Eagle Scout has been very cooperative in the project. Commissioner Looby stated that if there is to be something like this, he would like to challenge the young man to create something self-sustaining. Commissioner Dick thought it would set a bad precedent to have amateur groups in here doing projects without the family’s permission. Alderks said that he is hearing from the discussion that the Commission is not really in favor of setting the precedent of non-family members doing work on Cemetery lots. Alderks said he will contact the Eagle Scout and inform him of the Commission’s decision. XI. CITIZENS’ OPPORTUNITY TO ADDRESS CEMETERY COMMISSION: No citizen comments were made during this meeting. XII. ADJOURNMENT: The meeting adjourned at 7:08 pm.