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CEMETERY COMMISSION 2016/07/20 MinutesThe City of Lake Forest is subject to the requirements of the Americans with Disabilities Act of 1990. Individuals with disa bilities 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. CEMETERY COMMISSION MEETING MINUTES LAKE FOREST CEMETERY GATEHOUSE WEDNESDAY, JULY 20, 2016, 5:00 P.M. I. CALL TO ORDER, ROLL CALL Chairman Dennis O’Brien called the meeting to order at 5:03 pm COMMISSIONERS PRESENT Dennis O’Brien, Chairman John Dick David Hooke Dr. Daniel Kelly Patrick Looby STAFF PRESENT Robert R. Kiely, Jr., Secretary Treasurer, City Manager Chuck Myers, Super. of Parks, Forestry & Cemetery Phil Alderks, Cemetery Sexton Janet E. Kilkelly, Cemetery Admin Tony Hoban, (IAR), William Blair & Co, L.L.C. II. INTRODUCTION OF NEW COMMISSIONER AND OATH SIGNING Chair Dennis O’Brien welcomed and introduced newly appointed Cemetery Commissioner Dr. Dan Kelly, a retired pathologist who has resided in Lake Forest since 1975 and whose parents owned a cemetery as he was growing up in Pennsylvania. In addition, all Commissioners turned in their annual oath of office to Robert R. Kiely, Jr., Secretary Treasurer, and City Manager. III. APPROVAL OF APRIL 20, 2016 MINUTES Motion by Commissioner Looby, seconded by Commissioner Kelly, to approve the Minutes from April 20, 2016 as presented, being no discussion the motion carried by unanimous voice vote. IV. REVIEW OF FY 2016 AND FIRST QUARTER INVESTMENT REPORT FROM WILLIAM BLAIR AND COMPANY Tony Hoban, Investment Advisor Representative, William Blair & Co, L.L.C., presented an overview of FY 2016 and First Quarter Investment report that had been distributed in the Commission packet for this meeting. Highlights include but not limited to:  Significant volatility in U.S. market last 6 months  Bonds have done well  U.S. investment done better  2nd quarter recovery shaky post Brexit, “chicken” rally (not confident but need to be in market)  U.S. market attractive vs World market  Bonds down in interest rates, U.S. followed suite, riskier bonds have done better last 3-6 months Looking forward:  Technical analysis  Returns double  Markets continue run  Expect earnings to improve  Swing from negative to positive  3rd quarter = modest earnings Book status on asset distribution, “value up in domestic stock, allocation in-line with policy.” Will review Hillary vs Trump impact on market information closer to election in October, and Lake Forest Cemetery monies long term focus. Motion by Chair O’Brien directing Tony Hoban to continue with current investment strategy regarding Lake Forest Cemetery investment with William Blair & Co, second by Commissioner Looby, motion carried unanimously. Chair O’Brien then asked if there were any further questions or comments and being that there were none, he thanked Mr. Hoban for the report. Mr. Hoban then left the meeting at 5:50 P.M. V. REVENUE/EXPENSE REPORT A. Review of Fiscal Year 2016 B. First Quarter Fiscal Year 2017 Chair O’Brien distributed his YTD Revenues & Expenditures Report Year Ending April 30, 2016, Revenues and Expenditures Report (adjusted for Ravine Restoration) Year Ending April 30, 2016 and MTD Revenues and Expenditures Report Year Ending April 30, 2017 as of May 31, 2016 report. After review by Members of the Commission, Sexton Alderks commented on the recent sale of 2 Columbarium Columns in the Memorial Garden. Commissioner Dick inquired if there was a “trend in sales” at the Cemetery, Sexton Alderks, stated that there was “no trend,” residents buy either in preparation or in need. Discussion among the Commissioners on the value of collecting demographics at sale transactions in regards to marketing the Cemetery. Sexton Alderks stated that historically the Cemetery has not resorted to an aggressive marketing of the Cemetery. Chair O’Brien inquired if there were any further questions or comments, being none, segued to the update on the Cemetery Brochure. VI. CEMETERY UPDATES A. Ravine Restoration (continues below) B. Cemetery Brochure Sexton Phil Alderks distributed the newly crafted Cemetery Brochure designed by Dangel Advertising. Chair O’Brien queried as to the purpose of the brochure. Sexton Alderks commented that it is a general information piece, which would convey contact information and accessibility. As well as the timing could not have been more perfect since it is a piece that will be included in the fall “Dialog” newsletter that is sent to every resident. Plus, the front cover of the “Dialog” will feature a picture of the Cemetery. Discussion ensued among Commissioners as to where this could be distributed within the city as well as to have a sufficient number of copies available in stock. Commissioner John Dick left the meeting at 6:08 pm Commissioner Hooke inquired if there is a payment plan for purchasing lots at the Cemetery? Sexton Alderks stated that at this time there is not enough staff to monitor/manage payment plans and to date cash flow has not been a problem. A. Ravine Restoration Superintendent Myers state that the permit procedure via the Corp of Engineers is a slow moving process but it is moving forward as it is currently in the public comment period. Estimated time for issuance of permit could be a month or 3 months. Delays have not put the Cemetery at risk due to no erosion occurring at this time. VII. CEMETERY NAMING RIGHTS Chair O’Brien stated that to date we have received $80,000.00 in grants and since we are awaiting the permit to secure the base of the ravine we can place this on a future agenda for discussion of naming rights regarding the Ravine. The Commissioners then discussed possible naming rights for the proposed Spire yet to be built in the Columbarium/Memorial Garden VII. CEMETERY NAMING RIGHTS cont’d specifically the Spire Garden Memorial Garden section. Sexton Alderks stated that this location surrounding the Spire is a designated “premium” location and that currently we are in need of additional “premium” niche locales. It has also been a number of years since the price tag of the Spire had been costed out, could be 1 million or ½ million to build. The design/plans are still in- house and he will reach out to the designer (local) to inquire about the logistics of building the Spire. Robert R. Kiely, Jr, Secretary-Treasurer left the meeting at 6:25 pm Sexton Alderks also commented that the Spire foundation was poured at the time of original construction. The Spire would be a great addition to the Memorial Garden and would provide space for up to 400 additional niches surrounding the Spire. Following discussion about the Spire potential among the commissioners, Chair O’Brien requested that at the next Cemetery meeting we proceed with a plan to build the Spire, and for Sexton Alderks to get preliminary numbers for the build out of the Spire. Commissioner David Hooke left the meeting at 6:35 pm Commissioner Kelly stated that he is not in favor of Ravine naming rights within Lake Forest Cemetery, but we have made a commitment to Lake Forest Community to put in the Spire. Chair O’Brien indicated that naming may not be the way to go. Superintendent Myers replied that in regards to the naming rights on the Cemetery ravines, it has not been fully investigated, albeit we do need to move forward with our due diligence and restore the ravines. VIII. REVIEW OF THE PROPOSED PRIVATE PLANTINGS RULE CHANGES Chair O’Brien inquired if Commissioner Kelly has been apprised of the planting review that has been in discussion over the last six months, Commissioner Kelly answered affirmatively. Chair O’Brien stated that there are monetary donations to Lake Forest Cemetery for various reasons, regarding care of plots and general maintenance. In deference to the Strenger family who removed dead boxwood and then replaced/planted boxwood without reading Lake Forest Cemetery rules, he stated that it is essential that Lake Forest Cemetery maintains control over plantings and perhaps there could be a set of options for residents regarding annual maintenance &/or perpetual care. Distributed among the Commissioners was a flyer from Cave Hill Cemetery located in Louisville, Kentucky outlining their Special Services on Annual Care and Endowed Care. Plus, a pricing guide from Rosborough Partners, located in Libertyville, Illinois for various maintenance options. Commissioner Looby, indicated that he liked the options and commented that it would take the burden off of the LF Cemetery staff. Chair O’Brien proposed that the Cemetery can move forward towards solidifying a perpetuity contract and establish a process for these agreements and he would talk to Elizabeth in Finance as well as Robert Kiely, City Manager who then may direct legal to review. IX. OTHER MATTERS Sexton Alderks, talked about a new app “Lake Forest Go App” that has been created by local resident Mitch Engel’s son and has been embraced by Susan Banks, LF Communications Manager. It works on a smart phone/android and is a free app that gives sound bites of curious points of interest in Lake Forest as you walk/bike. Mr. Engel is interested in fascinating anecdotes regarding the cemetery e.g. Barrell Memorial Gate at entrance to Lake Forest Cemetery, notable industrial scions of 19th/20th Century, as well as historical info on the origins/originators of Lake Forest Cemetery. Commissioner Looby queried regarding follow-up from last meetings discussion on open gate/visiting hours at Lake Forest Cemetery. Sexton Alderks stated that the established two time frames (May to September: 8:00am to 8:00pm and October to April: 8:00am to 4:30pm) have not been an issue, and is quite generous within the industry standards. In addition the gates may close to cars at displayed times, however, there is always accessibility to cemetery grounds if someone wishes to walk through. Chair O’Brien, specified that the hours are posted on the City of Lake Forest website and that the possibility of not serving someone is minimal. X. CITIZENS’ OPPORTUNITY TO ADDRESS CEMETERY COMMISSION No public in attendance XI. NEXT MEETING: WEDNESDAY, OCTOBER 19, 2016, 5:00 PM XII. ADJOURNMENT Motion by Chair O’Brien, seconded by Commissioner Looby, to adjourn, motion carried unanimously. Meeting adjourned at 7:04 pm.