Macon Reporter

Village of Forsyth Board of Trustees Met April 6.

Here is the minutes provided by the board:

CALL TO ORDER

Mayor Marilyn Johnson called the meeting to order at 6:30 P.M.

PLEDGE OF ALLEGIANCE

ROLL CALL

Upon call of the roll, the following members were physically present: Mayor Marilyn Johnson, Trustee Jeremy Shaw, Trustee Jim Peck, Trustee David Wendt, Trustee Jeff London, Trustee Bob Gruenewald

On phone: Trustee Kerry Denison

Others on phone: Public Works Director Darin Fowler

Absent: none

Staff Present:

Village Administrator David Strohl, Community & Economic Development Coordinator Jake Smith, Village Engineer Matt Foster, Village Clerk Cheryl Marty, Village Attorney Greg Moredock, Library Director Rachel Miller

Others Present: none

CONSENT AGENDA

1. APPROVAL OF MINUTES OF THE REGULAR MEETING OF MARCH 16, 2021

2. APPROVAL OF WARRANTS

3. APPROVAL OF MACON COUNTY ENVIRONMENTAL MANAGEMENT DEPARTMENT 2021 GRANT AGREEMENT

4. APPROVAL OF USE OF VILLAGE RIGHT-OF-WAY FOR BLESSING OF THE BIKES EVENT TO BE HELD APRIL 25, 2021

MOTION

Trustee Peck made a Motion to approve the Consent Agenda as presented and Trustee Gruenewald seconded the Motion.

Upon a call of the roll, the vote was as follows:

Yeas: 6 – London, Denison, Wendt, Gruenewald, Shaw, Peck

Nays: 0 – None

Absent: 0 – None

Motion declared carried.

PUBLIC COMMENT

ADMINISTRATION REPORTS

1. Law Enforcement Report – none.

2. Village Staff Reports

Village Foster Engineer reported that there still has been no contact with the land owner and the easement situation, so he agrees with Administrator Strohl that we should move on to discussing next steps in a future closed session. Board members agreed. He also stated that repairs would likely take a few days at the most once work begins.

A brief update was given by Community & Economic Development Coordinator Jake Smith on the demolition status of the shed in front of Menards property.

OLD BUSINESS

1. APPROVAL OF AGREEMENT FOR PROFESSIONAL SERVICES FOR FORSYTH FAMILY SPORTS & NATURE PARK PROJECT (VILLAGE ENGINEER FOSTER)

Village Engineer Foster presented Chastain & Associates revised project estimate for the LWCF grant compliance phase of the Forsyth Family Sports & Nature Park. The proposal included two (2) contract options which he went on to describe. The second option included three (3) alternatives which were described as well. Lengthy Board discussion ensued including their questions and answers from Village Engineer Foster. Ultimately the Board agreed upon Contract Option #2, Alternative B with modifications to the parking lot designs.

MOTION

Trustee London made a Motion to approve the agreement for professional services for Forsyth Family Sports & Nature Park Project Exhibit Contract Option #2, Alternative B with parking lot modifications as discussed and not to exceed $81,000.00. Trustee Peck seconded the Motion.

Upon a call of the roll, the vote was as follows:

Yeas: 6 – London, Denison, Wendt, Gruenewald, Shaw, Peck

Nays: 0 – None

Absent: 0 – None

Motion declared carried.

2. DISCUSSION AND POTENTIAL ACTION REGARDING VILLAGE VISION NEWSLETTER (VILLAGE ADMINISTRATOR STROHL)

Administrator Strohl summarized the status of the Village Vision newsletter and addressed options to consider moving forward. Content, format and frequency are the focus areas. He went on to describe the difference between a library newsletter and a municipal newsletter, and the ability to move the production of in-house. He also described electronic communications channels and some software options to consider. The Board asked questions throughout his presentation. Ultimately Administrator Strohl recommended the following: 1) There should be two separate newsletters, a “municipal newsletter” and a “library newsletter,” each focused on information sharing instead of news reporting. 2) That production of such newsletters be taken in-house. 3) That the “municipal newsletter” be produced and distributed on a quarterly basis and the “library newsletter” be produced and distributed monthly. 4) That the newsletters be produced and distributed using an electronic mail marketing software such as Constant Contact.

MOTION

Trustee Wendt made a Motion to approve recommendations 1-4 as presented with the caveat being that the municipal newsletter being something other than quarterly and Trustee Denison seconded the Motion.

Upon a call of the roll, the vote was as follows:

Yeas: 6 – London, Denison, Wendt, Gruenewald, Shaw, Peck

Nays: 0 – None

Absent: 0 – None

Motion declared carried.

NEW BUSINESS

1. APPROVAL OF GEOGRAPHIC INFORMATION SYSTEM (GIS) PROJECT (VILLAGE ADMINISTRATOR STROHL)

Administrator Strohl said the Village had explored moving the Village’s geographic information system (GIS) from a desktop to a cloud-based system that would allow for better utilization. That transition was made at the expiration of the desktop software license at the end of February. The Village is now ready to turn to inputting data and information into the system. He outlined a list of items to be considered for input. Administrator Strohl recommends approval of the accompanying agreement for professional services with Chastain & Associates since they are already very familiar with the Village and the agreement also includes staff training. The Board asked various questions throughout and agreed this was the proper direction to take.

MOTION

Trustee Wendt made a Motion to approve the GIS project as presented and not to exceed $8,700.00 and Trustee Gruenewald seconded the Motion.

Upon a call of the roll, the vote was as follows:

Yeas: 6 – London, Denison, Wendt, Gruenewald, Shaw, Peck

Nays: 0 – None

Absent: 0 – None

Motion declared carried.

2. DISCUSSION AND POTENTIAL ACTION REGARDING COMMUNITY CENTER AND SPORTS PARK PROJECTS (TRUSTEE GRUENEWALD)

Trustee Gruenewald stated that he along with Village staff is involved in a conference call with mall ownership tomorrow. He asked for Board input as to their thoughts on location of the community center, whether it be in the mall proper somewhere or located on an out lot parcel. General discussion was held regarding the vacant movie theater and vacant Pier One buildings, and it was agreed to first hear what the mall owners might have in mind and then share our thoughts and ideas. Pros and cons were also discussed about the viability of the Prairie Winds property also.

Trustee Gruenewald suggested the Board consider updating the master plan soon, so it stays consistent with ongoing changes.

ADJOURNMENT

Trustee Wendt made the Motion to adjourn and Trustee Gruenewald seconded the Motion. All Board members agreed by voice vote, and the meeting was adjourned at 8:32 P.M.

https://forsyth-il.gov/vertical/sites/%7B18717005-44FD-438D-B0BC-B86101984F4F%7D/uploads/External_Meeting_Packet_2021-04-20.pdf