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CEMETERY COMMISSION 2017/10/25 MinutesThe 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 meeti ng, 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. CEMETERY COMMISSION MEETING MINUTES LAKE FOREST CEMETERY GATEHOUSE WEDNESDAY, OCTOBER 25, 2017, 5:00 P.M. I. CALL TO ORDER, ROLL CALL: Chairman O’Brien called the meeting to order at 5:14 pm COMMISSIONERS PRESENT Dennis O’Brien, Chairman John Dick David Hooke COMMISSIONERS ABSENT STAFF PRESENT Chuck Myers, Super. of Parks, Forestry & Cemetery Phil Alderks, Cemetery Sexton Tony Hoban, (IAR), William Blair & Co., LLC Cheryl Diebold, Cemetery Assistant STAFF ABSENT Patrick Looby Robert R. Kiely, Jr., Secretary Treasurer, City Manager Daniel Kelly, MD II. APPROVAL OF SEPTEMBER 13, 2017 MINUTES: Chairman O’Brien presented the minutes to the Commissioners for approval. Motion by Commissioner, David Hooke , seconded by Chairman, Dennis O’Brien to approve the Minutes from September 13, 2017. Being no further discussion the vote was called by Chairman O’Brien and passed by unanimous voice vote. III. SECOND QUARTER INVESTMENT REPORT FROM W M BLAIR AND CO.: Tony Hoban, William Blair & Co., LLC , reviewed the third investment report stating that it was a good quarter and the portfolio was up $400,000 due to equity values increasing. Hoban said that we are still overweight in equities, but due to the current state of the bond market, this is the position to be in rig ht now. Hoban reviewed the Investment Report. Commissioner Kelly asked if in the position level appraisal section if the time period and purchase date could be included in the chart. Mr. Hoban stated he will look into those additions. Commissioner Hooke asked if there has been any volatility due to the current global unrest. Mr. Hoban said that there was some volatility before, but lately that hasn’t affected the markets. With the current French elections coming up and the possibility of them leaving the European Union, that could be a big deal. Motion by Chairman O’Brien directing Tony Hoban to continue with current investment strategy regarding Lake Forest Cemetery investment with William Blair & Co. Second by Commissioner Hooke. M otion carried unanimously. Mr. Hoban then left the meeting following his report. . IV. REVENUE/EXPENSE REPORT: Chairman O’Brien reviewed the Revenue and Expense Report for the quarter. O’Brien reiterated that revenues have been good this year and 2 that expenditures have been lower than projected. O’Brien said there were no Niche Sales in Q2 but that Lot Sales were strong a nd expenses have trended lower than estimated. Chairman O’Brien inquired if there were any further questions or comments. The other Commissioners had no questions or comments about the report. Phil Alderks, Cemetery Sexton announced that the cemetery had a surplus of $181,189.00 at the end of FY 2017 that potentially could be transferred to the investment account with William Blair & Co., L.L.C.. Alderks will bring that for consideration to the next meeting when Tony Hoban from Wm Blair is in attendance. V. CEMETERY UPDATES A. Ravine Restoration Superintendent Myers reported the Army Corp of Engineers informed our consultant that our permit was approved for the West Tributary Ravine Project. Myers also stated that we have secured an extension from the IEPA for the project as the grant period ended in May of 2017 and is now extended to June 2018. Myers informed the Commission that the bid opening for construction would take place at the beginning of October and, w eather permitting; construction could begin as soon as November 1, 20 17. Myers said that it also may be possible that the contractor selected for the West Ravine Project could also work on the sloughing issue in the main ravine. Chairman O’Brien raised the question of who is responsible for the sloughing issue and what is the best practice for correcting it? Myers stated that a Water and Sewer intern recently evaluated the 13 ravines within the City (90% are privately owned ) and that these issues are a shared responsibility between the City of Lake Forest and private owners (in our case, we are the ‘private owners’). Myers also stated that while 2/3’s of the Main Ravine’s c oncrete trough in in good shape while the south end of the trough is not in as good of shape and we are currently monitoring its condition . B. Cemetery Flood Report Phil Alderks, Cemetery Sexton shared a PowerPoint presentation on the flooding at the Cemetery on July 12, 2017. Alderks said that because of the amount of rain that fell and a power outage, there was over a foot of water in the basement. He said that because the upstairs floor drains backed up in addition to those in the basement, the drop ceiling collapsed and there was a lot of drywall damage. Other damages in the bu ilding were to the furnace (repaired) and fire alarm panel. Most repairs have been made except for the fire alarm panel, which we are awaiting a quote on. Alderks said in order to prevent this kind of flooding again, he was investigating the purchase of a backup emergency generator. He said a ballpark number of $15 to $20 thousand dollars was given by the electrician, but he was waiting to get a more accurate quote before coming to the Commission. Chairman O’Brien asked if we did have the generator, would our sump pumps be able to handle the flow generated by the flood? Alderks said that he did not know if they would have kept up during the flood, but when they did hook up generators to the sump pumps, the water already in the basement was very quickly pumped from the building. Alderks said he would investigate that issue with the Building Maintenance Section to determine if the 3 installation of an emergency generator would help protect from future flooding and report back to the Commission. C. Private Planting Rule – Tabled at this time. D. Memorial Garden Phase II Chairman O’Brien presented to the Commission a ROI for the Memorial G arden Phase II construction. He explained that based on current estimates for construction and finances, the rate of return on the investment would be around 55% for the 400 additional niches and the Memorial Garden Spire. O’Brien said that there are vario us options for funding the project including self - funding, the possibility on City bonds if the opportunity arises, or taking out a loan. Secretary/Treasurer Bob Kiely also suggested that the City Council may be a possibility as a funding source on a loan basis. Sexton, Phil Alderks commented that the initial Phase I of the project was paid off in 15 years and that included the cost for the new Gatehouse office building. Currently, Alderks said, the Cemetery is debt free. Alderks told the Commission that recently the national cremation rate hit 50% and is forecasted to rise to 66% of all deaths resulting in cremation by the year 2030. Alderks further stated that in the 17 years he has been at the Cemetery, our rate of cremation interments c ompared to full burials has been ahead of the national curve (26.2% in 2000. 40.8% in 2010). In those 17 years we’ve been above 50% of our interments being cremations and a few years ago we were at 67% and 63% before dropping back down in the 50%’s. Alderk s said that so far this fiscal year we are at 83% of our interments being cremations. Dr. Kelly asked how many cremains the Cemetery currently allows to be interred in a single grave. Sexton, Phil Alderks gave the answer of up to 3 interments are allowed in each full sized grave. Motion by Chairman O’Brien to move forward with the investigation phase of the additional niches in the Memorial Garden. Second by Commissioner and Dr.Kelly. Motion carried unanimously. E. Cemetery Main Gate Sexton Phil Alderks stated that staff is the in process of reviewing RFP’s for of the Barrell Memorial gateway. Multiple RFP’s were submitted and staff will be reporting back to the Commission at the October meeting. VI. APPROVAL OF MARSHALL FAMILY MONUMENT: Sexton Alderks presented a request from the Marshall family for the possibility of incorporating an antique, marble fountain wall sculpture into a family monument (future). Alderks stated that piece is currently part of the wall that surrounds the backyard of the Marshall’s house. Alderks said that the center section (angel) appears to be marble and the frame surrounding with the waves, etc. possibly of a cement material, though he is not sure of the frame material. Alderks said that Cemetery rules restrict the materials for memorials to granite and bronze for issues of durability and longevity. Alderks said that marble is a soft stone and weathers rapidly which is why it is not allowed by rule. Commissioner Kelly asked if this was once a functional fountain piece and thought the figure located at the bottom of the frame was inappropriate for a cemetery piece. Chairman, O’Brien said that at this point the Commission might 4 be open to an exception in concept to the granite and bronze requirement based on the use of one differing material, but not two. O’Brien said that the Commission would need a more detailed drawing of how the piece would be incorporated into a complete design before final approva l would be given. Sexton Alderks will communicate this to the Marshall family and report back to the Commission once a design has been submitted by the Marshall family. VII. OTHER MATTERS: Chairman O’Brien requested that we move the Cemetery Commission meeting s to the 4th Wednesday of the month for reporting reasons. O’Brien said that because the packets go out the week before the meeting, often times the numbers in the Financial reports are unposted numbers. O’Brien said that pushing the meeting off by 1 week would help the City’s Finance Department to finish their work and give the Commission posted numbers. It was mentioned that Tony Hoban, from William Blair, would also find this change beneficial for reporting reasons. O’Brien said this would make the next Cemetery Commission meeting on October 25th. Motion by Chairman O’Brien mo tioned going forward to move the Cemetery Commission meetings to the 4th Wednesday of the month, each quarter. Second by Commissioner Hooke and motion carried unanimously. VIII. CITIZENS’ OPPORTUNITY TO ADDRESS CEMETERY COMMISSION No public in attendance IX. NEXT MEETING: WEDNESDAY, JANUARY 24,2018 , 5:00 PM X. ADJOURNMENT Motion by Chairman O’Brien, seconded by Commissioner Looby, to adjourn, motion carried unanimously. Meeting adjourned at 6:03pm.