CEMETERY COMMISSION 2016/10/24 MinutesCEMETERY COMMISSION MEETING MINUTES
LAKE FOREST CEMETERY GATEHOUSE
WEDNESDAY, OCTOBER 24, 2016, 5:00 P.M.
I. CALL TO ORDER, ROLL CALL: Chairman Dennis O 'Brien called the meeting to
order at 5:04 pm
COMMISSIONERS PRESENT
Dennis O 'Brie n , Chairman
John Dick
David H ooke
Patrick Looby
COMMISSIONERS ABSENT
Daniel Kelly, MD
STAFF PRESENT
Robert R. Kiely, Jr., Secretary Treasurer, City Manager
Chuck Myers, Super. of Parks, Forestry & Cemetery
Susan Banks, Communications Manager
Phil Alderks. Cemetery Sexton
Tony Hohan, (IAR), William Blair & Co, L.L.C.
II. APPROVAL OF JULY 20, 2016 MINUTES:
Motion by Commissioner Looby, seconded by Commissioner Hooke, to approve the Minutes
from July 20, 2016 with one correction by Chairman O 'Brien to Item 7, second paragraph, the
word 'structure ready ' changed to 'foundation poured'. Being no farther discussion the motion
carried by unanimous voice vote.
Ill. THIRD Q UARTER INVESTMENT REPORT FROM WM BLAIR AND CO.:
Tony Hoban, William Blair & Co, L.L.C., reviewed the third quarter investment report giving a
current market overview. Hoban stated that the third q u arter delivered solid investment returns in
most m arkets. US equities rose 4% with smaller companies leading larger ones. The Tech sector
lead the way while big dividend-paying sectors lagged perhaps foreshadowing the impending
rise in interest rates. Hoban said that International equity markets also showed solid gains and
Fixed income investments had a modestly positive quarter thanks to the 10 year Treasury
dropping from 2.3% at the end of' 1 S to 1.6% at the end of the 3rd quarter.
Looking ahead, Hoban said that while political outcomes being in flux around the world, from
Brexit to the uncertainty o f upcoming US e lections, may have contributed to gains in 2016
several prominent investment strategists have recently become more bearish in their outlook for
2017. They point to several interrelated factors for the change in outlook. These cou ld impact
other fragile economies arow1d the worl d that d epend on US consumption to help drive their
economies. Other experts have a more positive outlook due to low inflation, low interest rates,
and a lack of better alternatives to justify relatively high US stock valuations.
Hoban reported that the A sset Distribution , including LF Bank cash, has increased from
$5,887,342 on June 30, 2016 to $6,116, 760 o n Sep tember 30, 2016. H oban said tbjs increa se
was due primarily to an appr eciation of stocks. Hoban a lso said that a few of the small cap stocks
have moved into the mid cap range so they are currently e valuating small cap equities for the
portfolio.
Hoban closed with a review of the Performance Summary and Significant Purchases and Sales.
The City of Lake Forest is subject to the requirements of the Americans with Dis.ab/Illies Act of I 990. individuals with disabilities who plan to
a/lend this meeting and who require certain accommodations in order 10 allow them to observe and/or participate i(I this meeting, or who have
questions regarding the accessibility of the meeting or the facilities, are reqriired to comae/ City Manager Robert R. Kiely, Jr., at (8./7) 2 34-2600
promptly to allmv the City 10 make reasonable accommodations for 1hose persons.
Motion by Chairman O 'Brien directing Tony Hoban to continue with current investment strategy
regarding Lake Forest Cemetery investment with William Blair & Co, s econd by Commissioner
Dick, motion carried unanimously.
Mr. Hoban then left the m eetingfollowing his report.
IV. REVENUE/EXPENSE REPOR T: Chairman O'Brien distributed the Reve nue and
Expense Report ending September 30, 2016. O'Brien said revenues have been very good so far
this year with Memorial Garden sales already exceeding the budgeted projection and lot sales far
ahead of where we projected they'd be at this point in the year. O 'Brien also directed th e
Commission to the expenditure side of the report stating that expenditures are lower than
anticipated at this point.
Commissioner Dick asked if there was a map of where the sales were for the last year followed
by Commissioner Looby asking if how many graves are still available in each price range.
Sexton Alderks said the information is available, but not in a fo rm that is currently together.
'
Alderks said he can put this together for the January meeting. Chaim1an O 'Brien inquired,.11· E-==----
there were any further ques tions or comments. being none the meeting moved towar
V. CEMETERY UPDATES
A. Demographics Update
Chairman O 'Brien shared with the Commission regarding the question of demographics that was
brought up at the last meeting. O'Brien stated that due to the sensitivity of the Cemetery business
it is difficult to gather information from families. Sexton Alderks said that there are ways to
'gather' informati on from obituaries or asking questions of the funeral directors. Other
possibilities wo uld be forms that need to be filled out. Alderks asked that if the Commissioners
had specific questions or information that they would like to see. to please send him those
questions.
B. Marketing/Communication Update
City Communications Manager Susan Ban.ks s hared with the Commission a few of the new ways
the Cemetery is reaching out to the Community. Banks handed out the latest edition of the City 's
Dialogue resident newsletter with the new Cemetery brochure as an insert. Banks said that s he
had selected a picture of the Cemetery front gate for the cover of the Dialogue which just
happened to coincide with the completion of the new brochure. The Dialogue will be going out
to all residences in fall.
Banks then gave the Commission a 'tour' of the updated Cemetery webpage on the City website.
Ban.ks said pages have been rearranged and information added explaining services and burial
options offered. Commissioner Dick asked if you Google Lake Forest Cemetery what comes up
first. Banks 'Googled ' Lake Forest Cemetery and the Google search brought up Google searches
and Google sidebar. Dick asked if there was a way to circumvent the Google page and go
directly to the Cemetery page . Banks said she didn't think so, but the Cemetery page did come
up as the top search.
Commissioner Looby asked if we might be able to get a link to the Cemetery webpage on the
local funeral home webpages. Sexton Alderks sai d he would check and see if that was possible.
Commission Secretary Bob Kiely said that we can track hits to the webs ite and report back to the
Commission. Commissi oner Dick asked ifthere was a way to track where visitors are going once
they hit the Cemetery webpage. Staff will research thi s information and report back at the
January meeting.
C. Ravine Restoration
Superintendent Myers stated that we are still waiting for a response from the Army Corp of
Engineers, but this is nothing to be concerned about. Myers reiterated from the last report, that
the process is moving forward through the public comment period and the estimated time for
issuance of permit could be a month or 3 months.
D. Private Planting Rule
Chairman O'Brien explained that we had just received the draft contract information from the
City attorney and because of this did not have time to review it in order to present it to the
Commission, so the item is tabled until the January meeting.
VI. CONSIDERATION OF FEES AND CHARGES FOR FY2018: Chairman O 'Brien
reviewed the FY2018 proposed fees with the Commission stating that there were modest
increases in order to keep up with rising expenses. O'Brien said that fees have been 'rounded'
which is why percent increases are somewhat different for each offering. Commissioner Looby
asked if the fees are comparable to other cemeteries. Sexton Alderks said that while grave and
niche prices are naturally higher than other local prices, services are comparable. Alderks said
that grave and niche prices are comparable to other cemeteries like Graceland or Rosehill in
Chicago which are similar in quality to Lake Forest Cemetery.
Motion by Commissioner Dick, seconded by Commissioner Looby, to approve the FY2018 Fees
as presented, motion carried unanimously.
VII. FY2018 CAPITAL IMPROVEMENT BUDGET: Chairman O'Brien introduced the
FY2018 Capital Improvement Budget to the Commission for approval. Sexton Alderks explained
the FY2018 requests. Alderks said that with the west ravine restoration happening this year with
the Great Lakes grant, staff would continue to solicit grant money and monitor the north ravine.
Alderks further stated that the north ravine is in fairly good shape because of the concrete trough
so we do have time.
Alderks reported that staff has been monitoring the Barrell Entrance Gate and they have noticed
an increase of mortar on the arch failing and also issues with the iron gates due to rust. Alderks
said that in 2002 the iron gates were repainted , but are now in need of a complete restoration.
Alderks contacted Andrzej Dajnowski of Conservation of Sculptur e and Objects Studio to get a
quick inspection and probable cost which is included in the FY2018 CJP.
Motion by Commissioner Looby, seconded by Commissioner Hooke, to approve the FY2018
Capital Improvement Plan as presented, motion carried unanimously.
VIII. UPCOMING PROJECT INFORMATIONAL DISCUSSION: C hairman O 'Brien
shared the opportunity to proceed with Phase II con struction of the Memorial Garden. O'Brien
stated that the Spire was something that was originally part of the project and in a sense
'promised' to families that have purchased space in the Memorial Garden. Sexton Alderks said
that there were also 400 niches included in the original project that were cut in order to make the
construction budget. Alderks said that these would be 'premium' priced which is the one opt ion
in the Garden that has sold well and is now almost sold out. Fan1ilies have already expressed
interest in trading their current niches if the Phase II niches are built. Commissioner Dick said it
would be good to do a P and L on the construction/payback of the project for the Commissioners
to look at. Staff will work on updating probable costs for the construction project to present to
the Commission at the January meeting.
Chairman O'Brien then shared an idea for improving s taffing at the Cemetery by creating a full
time Maintenance I position at the Cemetery. This position would be partially paid for by the
e limination of two seasonal positions within the Cemetery staff O'Brien stated that there are
cenain advantages and disadvantages to the idea, whi ch the Commission should weigh. Sexton
Alderks said that since the seasonal program has changed from an 11 month po sition to a 9
month position, se asonal workers have been hard to come by City-wide. Alderks said a lot of
training is invested into these workers and then they do not return.
Chairman O'Brien s uggested that we look at the total cost of the 'trade' of seasonals for full-time
and the effieiencies to be gained along with whether or not it can be s ustained lo ng-term.
Commissioner Dick suggested that there be a quick look at the financial im plications sent out to
the Commissioners to see if this is something they would like to proceed with. Chairman
O 'Brien sa id he would meet with Sexton Alderks to look at this opportun ity in the comin g week .
IX. OTHE R M ATTER S: Comm issi oner Dick s hared with the other Commissioners that the
ELA WA Fo undatio n had hired a company to make a short DVD of ELA WA Farm using a drone
as a Christmas card for supporters to purchase. He said the Commission should consider doing
the s ame thing at the Cemetery. Commissioner Dick will email the footage or a link t o the
Commission members when it is completed. The Commission liked the idea and generally
agreed t o proceed having staff look into the possibility of a Cemetery drone vi deo.
Commissioner Hooke added that it w ould be interesting to have time lapse photographs of the
potential Memorial Garden construction and the Barrell G ate Restoration. Commissioner Hooke
volunteered to take those photos if and when the projects get off the ground.
X. C ITIZENS' OPPORTUNITY TO ADDRESS CEMETERY COMMISSION
No public in a ttendance
XI. NEXT MEETI NG: WEDNESD AY, J ANUAR Y 18, 201 7, 5 :00 PM
XII. AD JOURNME NT
Motion by Commissioner Looby, seconded by Commissioner Dick, to adjourn, motion carried
unanimously. Meeting adjourned at 7:01 pm.