Loading...
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.