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CEMETERY COMMISSION 2016/01/20 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 meeting, or w ho 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. LAKE FOREST CEMETERY COMMISSION MEETING LAKE FOREST CEMETERY GATEHOUSE WEDNESDAY, JANUARY 20, 2016 5:00 P.M. MEETING MINUTES I. CALL TO ORDER - ROLL CALL: Chairman Dennis O’Brien called the meeting of the Lake Forest Cemetery Commission to order at 5:10 p.m. at the Lake Forest Cemetery Gatehouse. The following members were present: Chairman Dennis O’Brien; Commissioners Patrick Looby, John Dick, and David Hooke. Absent: Amy Schuetz. Staff present: Robert R. Kiely, Jr, Secretary-Treasurer; Chuck Myers, Superintendent of Parks and Forestry; Phil Alderks, Cemetery Sexton; and Tony Hoban from William Blair and Co. Lake Forest residents in attendance; Gayle Strenger Wayne and Robert Wayne, Prue Beidler, City of Lake Forest First Ward Alderman and Dan Rogers of Rogers Nursery, Inc. II. APPROVAL OF THE OCTOBER 21, 2015 MINUTES: Motion by Commissioner Looby, seconded by Commissioner Hooke, to approve the Minutes of October 21, 2015 as presented. Motion carried unanimously. At this time, Chair O’Brien asked that the Commission amend the agenda to move up and discuss item IV. Fourth Quarter Investment Report, followed by VI. Strenger Family Request. III. FOURTH QUARTER INVESTMENT REPORT: Tony Hoban from William Blair and Co reviewed the current state of the financial market by distributing an addendum letter to accompany his 4th quarter investment report for clarification regarding “January 2016 as the worst stock start he’s seen for a new year, but, does not see a recession (or another 2008) on the horizon due to Feds raising rates in December in addition to Government spending and market sell-off.” Mr. Hoban then proceeded to review the investment report with the Commission. Financial year in review 2015:  market with no movement / flat / little change overall  International worse than Domestic / US Equities better than International  oil price dropping contributing to overall market sell-off  stocks cheap these days / Equities over / Bonds under Regarding Lake Forest Cemetery Assets:  distribution little change  rebound in weak 4th quarter  within allocation guidelines  lackluster performance  blended benchmark per request from prior meeting Commissioner Dick questioned Mr. Hoban regarding the cash/bank balance drop tied in with Lake Forest Bank in September 2015. Chair O’Brien responded that “it is cyclical in nature with regards to banks” Chairman O’Brien asked if there were any further questions or comments and being that there were none, he thanked Hoban for the report. 1/22/2016 1:42 PM IV. STRENGER FAMILY REQUEST FOR PLANTING: Mr. Alderks, Cemetery Sexton, presented an overview of the Strenger Family request as well as a summary of the history of overgrown plantings and their problems (i.e. trying to locate heirs or no heirs to continue the maintenance on family lots, absence by later generations regarding time and resources to maintain within the LFC guidelines) on the staff at Lake Forest Cemetery. Chair O’Brien stated that the overall effort of Lake Forest Cemetery is to maintain its beauty and control maintenance and not to additionally burden the cemetery staff. Proposed possible changes to the 2008 policy regarding “woody” plantings would require an endowment on those licensees who choose these plantings, with care and maintenance by outside contractors. Discussion ensued, with Commissioner Dick requesting that Chair O’Brien submit a written policy. Commissioner Looby would like Mr. Alderks to create standards with review done on an annual basis and requested direction to start the policy change. Dan Rogers of Rogers Nursery, Inc. addressed the Commission to state that the policy submitted by the Strenger Family was a rough draft submitted as a starter point for plantings and will submit a more thorough plan with respect to the policy. Cemetery Sexton Alderks commented that he feels the current Rules and Regulations address the problem and that he has been working with families on this situation for over 15 years, so he would like to continue as is. Gayle Strenger Wayne addressed the Commission to reiterate that she had no idea that there was an ordinance, did not possess or know there was a Rules & Regulation Policy. She just wanted to remove the unsightly boxwood and replace with new boxwood on her family plot prior to the interment of her mother, Mona Strenger. Chair O’Brien requested that at the next Lake Forest Cemetery Commission meeting in April a proposal is drafted on changing policy to accommodate replacement of “woody plants” and an established endowment from the families regarding future maintenance of same. At this time, until resolution, no changes regarding the Strenger lot. V. REVENUE/EXPENSE REPORT: Sexton Alderks presented his written report and explained that 67% of the year has lapsed at this time with revenue ahead of budget and expenditures below budget. Commissioner Dick requested that a standard Y-T-D review be shown as the current month to month comparison is confusing. Chair O’Brien stated that the format will be adjusted for next meeting plus will continue to have full budget and various Y-T-D. VI. CEMETERY UPDATES: A. Ravine Restoration: Superintendent Myers explained that the permit process has been delayed. Due to the permit application sent to the Army Corp of Engineers for review and approval was deemed the wrong permit based on jurisdiction (regional vs individual), resulting in a possible six month delay for the permit. Construction should now be inclusive of entire ravine and to submit the overall management plan since the permit eventually received will be good for the entire project. Project will currently continue with tree work in February 2016, and once permit is acquired project would be quickly finished. Chair O’Brien inquired if the funds of the grant have been released? Mr. Myers stated that the funds will be available after acceptance of the project and grant approval by Lake Forest City Council at the February 2016 City Council meeting. 1/22/2016 1:42 PM There then ensued a discussion among the Cemetery Commission regarding any reimbursement for the ravine project from the Archdiocese of Chicago whose side of the ravine will benefit from the project. Chair O’Brien then directed Sexton Alderks to draft a letter to the representatives of the Archdiocese of Chicago stating the estimated cost of $200,000.00+ to complete the ravine project that provides “equal benefit” to both organizations and asking for half. Especially in light that this project will shore up their side of the ravine in regards to their proposed Columbarium project. B. Naming Rights: Chair O’Brien distributed to Commissioners the Gorton Center agreement with the City of Lake Forest regarding “Naming Rights” for discussion. City Manager Robert Kiely addressed the Commissioners and pointed out that “traditionally the city shies away from naming rights” plus the City of Lake Forest is the land owner and that a corporation or business is not eligible only a family. Mr. Kiely recommended the Gorton Restated agreement, presented at Lake Forest City Council January 6, 2014 as a template because it had been passed by the City of Lake Forest Council at that time. Following a discussion on the matter, chair O’Brien and Commission Dick will explore the matter as an “ad hoc” committee along with Sexton Alderks to work on strategy and bring back to the full board of commissioners with recommendations at April 2016 Cemetery Commission meeting. VII. APPROVAL OF FY2017 BUDGET: Sexton Phil Alderks presented the revised Budget worksheet for FY 2017. Commissioner Dick motioned to approve the FY2017 Budget which was seconded by Commissioner Looby and passed unanimously. VIII. APPROVAL OF UPDATED RULES AND REGULATIONS: Commissioner Looby would like to have “approval” corrections to reflect “Lake Forest Cemetery Commission” in Rules and Regulations booklet anywhere where it states “commission approvals.” Commissioner Hooke stated that since we are waiting on Sexton Alderks perennial cut back policy regarding “woody plants,” to wait for approval until resolved. Item tabled until April 2016, the next quarterly Lake Forest Cemetery Commission meeting. IX. APPROVAL OF DEVONSHIRE FAMILY MONUMENT: Sexton Alderks presented a visual handout of the Devonshire area to the Commissioners to orientate them in relation to the request for approval. Sexton Alderks stated that while there really is no issue with the design of the monument, there is however a problem with the height of the monument at 4’6” feet and recommended staying at 4’. Alderks said that the range in the area was 2’8” up to 4 feet and his feeling was that 4’6” feet tall was a little out of character for the area. Commissioner Dick motioned to approve the monument at maximum height of 4’ if peak, if flat top 3’6”; Commissioner Looby seconded the motion which was unanimously approved. X. OTHER MATTERS: Chair O’Brien commented on the new cemetery marketing brochure currently under development by Susan Banks, LF Communications Manager, for distribution to the community, fall 2016 in the City of Lake Forest Dialog and directed staff to continue working on content with ultimate attachment of brochure to City of Lake Forest website. XI. CITIZENS’ OPPORTUNITY TO ADDRESS CEMETERY COMMISSION: No citizen comments were made during this meeting. 1/22/2016 1:42 PM XII. ADJOURNMENT: Motion by Commissioner Dick, seconded by Commissioner Looby, to adjourn. Motion carried unanimously. Meeting adjourned at 7:10 pm.