CEMETERY COMMISSION 2011/04/06 MinutesCEMETERY COMMISSION MEETING
LAKE FOREST CEMETERY GATEHOUSE
WEDNESDAY, APRIL 6, 2011, 5:30 P.M.
MINUTES
I. ROLL CALL/ CALL TO ORDER: The meeting of the Cemetery Commission was
convened at 5:30 p.m. at the Lake Forest Cemetery Gatehouse. The following
members were present: Chairman Ronald Sevcik; Commission Members Ginny
Grace, John Greene, Prue Beidler, and Colin Silvester; and Staff Members Robert
R. Kiely, Jr., City Manager, Ken Leone, Superintendent of Public Works, Phil
Alderks, Cemetery Sexton, and Dan Martin, Building Maintenance Supervisor.
Also attending was Dean Sheaffer of Sheaffer Landscape Architects.
II. ORGANIZATIONAL RESTRUCTURING: The Commission determined that this topic
would be discussed later in the agenda.
III. CONSENT AGENDA: Chairman Sevcik presented the following items for approval:
A. Approval of Minutes from the Cemetery Commission Meeting held on
January 19, 2011
B. Sales Report
Member Ginny Grace made a motion to approve the January 19, 2011 minutes
as amended and to approve the Sales Report. Member Prue Beidler seconded
the motion, which carried unanimously.
IV. PRESENTATION OF LANDSCAPE PLAN FOR LAKE OVERLOOK: Landscape architect
Dean Sheaffer discussed his approach to working with historic landscapes and
his particular interest and expertise in working with O.C. Simonds’ sites. Mr.
Sheaffer explained the original Simonds plan for the eastern edge of Lake Forest
Cemetery. He then presented his design for a small area overlooking Lake
Michigan.
In general, Simonds divided the cemetery with buffers of ornamental plantings of
a height of 5’ or so. Visitors would see a sequence of spaces as they moved
through the Cemetery, rather than seeing the whole Cemetery in a single view.
The landscape can create a continuous flow experience around the cemetery
with shrubs serving as edges, constantly changing by seasons, hours and day,
constantly shifting like a kaleidoscope.
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April 6, 2011
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Simonds would think in terms of spatial organization, with privacy and seclusion
for individual spaces to offer privacy for reflection to visitors. Roads serve for
circulation and directed views; Simonds saw roads as a way to exploit views and
the native landscape. He accepted William LeBaron Jenney’s early design of
the cemetery roads (Jenney was his mentor). He chose not to use geometric
landscape designs; he preferred naturalistic design. His mission was to see
deeper beauty in natural landscapes, to appreciate the “subtle beauties” of
nature.
Shrubs planted in 1901-1902 matured in the 1920’s and 30’s and into the 40’s.
During WWII there weren’t workers to maintain shrubs, so they were removed to
make mowing easier and because they had grown out of hand.
Mr. Sheaffer then discussed the proposed new planting:
It’s important to the Simonds design to keep the ravine in a natural state.
The unity of the whole is very important so planting throughout the cemetery
should be compatible.
Simonds would use low growing ( 2 ½’ to 5’) shrubs on the lake side of the
road near the ravine at the east end of the cemetery where the lake view
exists.
6’-12’ shrubs are proposed behind the new columbarium pillars, which are
south of the view area.
Yes, will be able to see the lake while walking along the road. The road is
higher here than where the shrubs will be planted. The plants will be near the
top edge of the ravine and on the start of the slope.
The plants proposed are native to our area.
Member John Greene expressed concern that we will still be able to see over
the plantings and that we are not obstructing the lake view. Mr. Sheaffer
explained that the plantings would be designed to provide a view for walkers
and people seated in a car, and would define the border of the cemetery.
Member Ginny Grace agrees with Member Greene that we want a good view
of the lake, as that’s why the Commission had clearing done in this area within
the last year. Mr. Sheaffer responded that the new planting can be maintained
at a height that allows the view to the lake. Member Ginny Grace would like to
see a phased plan for the entire cemetery. Member Prue Beidler feels that the
Commissioners are stewards of the view and also does not want to lose it.
Member Ginny Grace stated that it shouldn’t be a solid 3’ border; it needs to be
“loose”. Mr. Sheaffer agreed.
Member Ginny Grace made a motion to proceed with the recommended
planting project. Member Colin Silvester seconded the motion, which carried
unanimously.
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April 6, 2011
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City Manager, Robert R. Kiely Jr. explained the upcoming City restructuring and
reorganization plan that is a result of the Early Retirement Initiative. Mr. Kiely read
a resolution of appreciation for retiring staff member Ken Leone. The resolution is
to become part of the record of the meeting.
V. PRELIMINARY FIRST QUARTER INVESTMENT REPORT FROM WILLIAM BLAIR AND
COMPANY: Member John Greene presented the first quarter financial report for
Mr. Hoban. An 80/20 equity to fixed income allocation has been reached and
maintained. First quarter under performance was due to being underweight in
energy stocks compared to the benchmarks and some problems in stock
picking. Mr. Hoban sold the underperforming stocks.
VI. DISCUSSION OF CALLING BONDS VS. REFINANCING DEBT: Mr. Leone updated the
Commission on the options available to the Commission in dealing with the
outstanding bonds. These total $540,000. The average rate on the bonds is 5.1%
and the final payment will occur on December 15, 2014. Finance Director, Kathy
Reinertsen advised that calling the bonds would result in an instant return of 5.1%.
She also said a new issue of other City bonds is not planned until FY2014; the
Cemetery’s bond would not be refinanced independently of other City bonds.
Mr. Hoban of William Blair and Company advised Mr. Leone earlier by phone
that with 7 to 8% anticipated equity returns over the next 3 to 4 years, it might be
better to continue paying on the bonds while earning a higher return with the
Cemetery’s money remaining in equities. Member John Greene agrees with this
analysis.
The consensus of the Commission was to continue paying off the bonds while
remaining invested in equities.
VII. APPROVAL OF CONTRACT FOR CONSERVATION OF BARRELL MEMORIAL GATEWAY:
Mr. Leone reviewed the ongoing maintenance work involving salt removal, tuck
pointing, stone repair, rust removal, and painting that must be done again on
the Barrell Memorial Gateway. This work was last preformed in 2002 and is
included in the FY2012 Cemetery Capital Improvement Budget. Conservation of
Sculpture and Objects Studio (CSOS) is not only the lowest bidder on the project,
they performed the conservation work on the Gateway in 2002 and also restored
Howard Van Doren Shaw’s fountain in Market Square in 2000-2001. Staff has had
an excellent working relationship with CSOS on these previous projects. Work will
be performed between July 1 and October 1, 2011. Staff recommended award
of a conservation contract to Conservation of Sculpture and Objects Studio in
the amount of $85,400.
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April 6, 2011
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Member John Greene made a motion to award a conservation contract for
restoration of the Barrell Memorial Gateway to Conservation of Sculpture and
Objects Studio in the amount of $85,400. Member Prue Beidler seconded the
motion, which carried unanimously.
VIII. CONSIDERATION OF WESTON FAMILY MONUMENT: Cemetery Sexton, Phil Alderks
presented the Weston family’s request to install a piece of Frederick Hart
sculpture on the family plot. The sculptor is a well-known artist. The piece is 6’11”
tall and 5’5” wide, finger to finger. The height of the statue itself is 53”, the
pedestal is 8 1/2” high and the base is 20” high. In the general area of Section A
where this would be located, the Hasting’s monument is 5’6” tall. There’s a
Celtic cross in the area, as well.
The Weston’s currently own the plot, but there’s no marker on it now.
Member Prue Beidler commented that the proposed monument is 1’ taller than
the Tuohy’s proposed cross and it’s different than anything else in the cemetery.
After discussion by the Commission, the consensus was to ask staff to go back to
the family to see if they will lower the rock base, or eliminate the pedestal to
reduce the overall height. The issue is the height, not the sculpture. Mr. Alderks
was also instructed to request a dimensioned drawing of the piece.
IX. OPEN MEETINGS ACT AND FREEDOM OF INFORMATION ACT: Mr. Leone reviewed
recent changes to state law concerning the Open Meetings Act and the
Freedom of Information Act. Under these acts, any discussion of Cemetery
business by 3 or more commissioners is considered a meeting. Two members of
the Commission can talk privately about Cemetery business but 3 cannot. The
Opens Meeting Act does not apply to purely social or political gatherings. When
communicating via email, it is important not to use the “reply to all” button. If
more than 2 Commissioner communicate via email, this constitutes a meeting. If
commission members wish to distribute information to each other, they can do
so by using a staff member as the hub to do the distribution. There are a number
of exceptions to the Act, one of which gives the Commission the right to hold
executive sessions to discuss certain matters that require confidentiality.
Under the Freedom of Information Act, anything Commission members send to
or receive from The City or its staff may be a public record. Caution in written
communications is advised.
X. OTHER MATTERS: None
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April 6, 2011
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XI. CITIZENS’ OPPORTUNITY TO ADDRESS CEMETERY COMMISSION: No members of
the public were in attendance.
XII. NEXT MEETING: JULY 20, 2011, 5:30 P.M.: The next regularly scheduled meeting of
the Cemetery Commission will occur on Wednesday, July 20, 2011 at 5:30 p.m. at
the Cemetery Gatehouse.
XIII. ADJOURNMENT: The meeting was adjourned at 7:40 p.m.
Ken Leone
Superintendent of Public Works