Macon Reporter

Village of Forsyth Board of Trustees met Oct. 4.

Here are the minutes provided by the board:

CALL TO ORDER

Mayor Jim Peck called the meeting to order at 6:30 P.M.

PLEDGE OF ALLEGIANCE

ROLL CALL

Upon a call of the roll, the following members were physically present: Mayor Jim Peck, Trustee Marilyn Johnson, Trustee Lauren Young, Trustee Bob Gruenewald, Trustee Dave Wendt, Trustee Jeremy Shaw

Absent: Trustee Jeff London

Staff Present:

Village Administrator Jill Applebee, Village Clerk Cheryl Marty, Village Attorney Greg Moredock, Public Works Director Darin Fowler, Village Treasurer Rhonda Stewart, Library Director Steven Ward, Village Engineer Jeremy Buening

Others Present: Stephanie Brown of Chastain & Associates, Stephanie Rankin, Chad Krekel, Gavin Krekel, Bruce Washburn, Andrew Weatherford

CONSENT AGENDA

1. APPROVAL OF MINUTES OF THE REGULAR MEETING OF SEPTEMBER 20, 2022

2. APPROVAL OF WARRANTS

3. APPROVAL OF MOTOR FUEL TAX COMPLIANCE REVIEW FOR JAN. 1 – DEC. 31, 2021

MOTION

Trustee Wendt made a Motion to approve the Consent Agenda as presented and Trustee Johnson seconded the Motion.

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

Yeas: 5 – Johnson, Young, Gruenewald, Wendt, Shaw

Nays: 1 – London

Absent: 0 – None

Motion declared carried.

PUBLIC COMMENT: At this time, the public has the opportunity to express views or make comments to the Mayor and Board of Trustees on agenda items or any other Village issue. Comments must be limited to not more than three (3) minutes.

Andrew Weatherford, a Forsyth resident, introduced himself and is a candidate running for Macon County Circuit Judge. He enjoys living in the Village of Forsyth and offered himself as a resource to the Village for any needs they may have.

ADMINISTRATION REPORTS

1. Law Enforcement Report

Sheriff Deputy Helfer had very little report.

2. Village Staff Reports

Trustee Gruenewald gave a report on the disk golf tournament stating that the event was very successful. He explained how the purse is determine for both professionals and amateurs and felt that increasing the purse would attract more participants that would in turn dine in our restaurants and stay in our hotels.

Library Director Steven Ward replied to Trustee Shaw that Marissa White is leaving their staff for a Decatur school library position.

Trustee Shaw asked Public Works Director Fowler about an easement where residents have set up an unofficial gun club area. A gate has been installed to deter people from going onto the property and the Sheriff’s deputies are keeping an eye on it.

OLD BUSINESS

1. ORDINANCE NUMBER 2022-26 AN ORDINANCE AMENDING THE VILLAGE DEVELOPMENT CODE TO ALLOW SOLAR PANELS SUBJECT TO REGULATIONS (VILLAGE ATTORNEY GREG MOREDOCK)

Village Attorney Greg Moredock explained that this is a revision of the previously presented ordinance that includes improved language. A short discussion was held.

MOTION

Trustee Wendt made a Motion to approve the Ordinance as presented and Trustee Young seconded the Motion.

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

Yeas: 5 – Johnson, Young, Gruenewald, Wendt, Shaw

Nays: 0 – None

Absent: 1 – London

Motion declared carried.

2. RESOLUTION NUMBER 12-2022 A RESOLUTION APPROVING THE RELEASE OF CERTAIN CLOSED SESSION MEETING MINUTES (VILLAGE ATTORNEY GREG MOREDOCK)

Village Attorney Greg Moredock summarized the resolution details and are to support certain approved closed session minutes per his prior recommendation.

MOTION

Trustee Gruenewald made a Motion to approve the Resolution as presented and Trustee Johnson seconded the Motion.

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

Yeas: 5 – Johnson, Young, Gruenewald, Wendt, Shaw

Nays: 0 – None

Absent: 1 – London

Motion declared carried.

3. DISCUSSION AND POTENTIAL ACTION REGARDING INFORMATION FOR ECONOMIC INCENTIVE PLANS (VILLAGE ADMINISTRATOR JILL APPLEBEE)

Administrator Jill Applebee explained her research results of surrounding communities and their handling of economic incentive plans. All were very different and very customizable and most entities usually addressed each request in a case-by-case basis. She confirmed that the Village is in the Macon County enterprise zone and recommended that our $25,000 grant is appropriate at this time. A brief discussion followed.

No motion needed.

4. DISCUSSION AND POTENTIAL ACTION REGARDING KREKELS INCENTIVE LOAN AGREEMENT (VILLAGE ADMINISTRATOR JILL APPLEBEE)

Administrator Jill Applebee described the $81,000 loan details and stated that $25,000 is available through the other existing grant and that $25,000 can be matched by TIF Illinois.

Chad Krekel said the building is in very good condition and confirmed that a total of $131,000 will sufficiently cover his needs. Administrator Applebee recommends giving a loan of $81,000 at 1% and taking the money from the Village’s economic development fund. General discussion ensued regarding the loan details, payment schedule, impact of a potential early payoff, etc. Village Attorney Moredock agreed to revise the loan wording as discussed.

MOTION

Trustee Wendt made a Motion to approve the loan agreement for $81,000 with the couple of corrections that were referenced being that the 5% be changed to 1% and the additional sentence Attorney Moredock described be added to Section B and Trustee Young seconded the Motion.

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

Yeas: 5 – Johnson, Young, Gruenewald, Wendt, Shaw

Nays: 0 – None

Absent: 1 – London

Motion declared carried.

5. DISCUSSION AND POTENTIAL ACTION REGARDING CHANGE ORDER #1 TO DUNN COMPANY FOR THE 2022 ASPHALT REHABILITATION PROJECT (VILLAGE ENGINEER JEREMY BUENING)

Village Engineer Jeremy Buening explained the change order details. These changes will reduce the total cost by $42,201.37. A short discussion ensued.

MOTION

Trustee Gruenewald made a Motion to approve the change order as presented and Trustee Johnson seconded the Motion.

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

Yeas: 5 – Johnson, Young, Gruenewald, Wendt, Shaw

Nays: 0 – None

Absent: 1 – London

Motion declared carried.

6. DISCUSSION AND POTENTIAL ACTION REGARDING CHANGE ORDER #1 TO DUNN COMPANY FOR THE GREENBRIER REHABILITATION PROJECT (VILLAGE ENGINEER JEREMY BUENING)

Village Engineer Jeremy Buening explained the change order details. These changes will reduce the total cost by $67,004.63. A short discussion ensued.

MOTION

Trustee Wendt made a Motion to approve the change order as presented and Trustee Gruenewald seconded the Motion.

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

Yeas: 5 – Johnson, Young, Gruenewald, Wendt, Shaw

Nays: 0 – None

Absent: 1 – London

Motion declared carried.

7. DISCUSSION AND POTENTIAL ACTION REGARDING THE EASTSIDE BIKE PATH MAINTENANCE PROJECT BIDS (VILLAGE ENGINEER JEREMY BUENING)

Village Engineer Jeremy Buening explained the repair details for patching and crack repair. The engineer’s estimate was $140,00 but the bid from Dunn Company came in at $93,800. Public Works Director Fowler recommended waiting until spring to do the repairs then do an overlay. General discussion was held and all agreed that Village Engineer Buening will go back to Dunn Company and ask for a re-bid for spring work.

No motion needed.

8. DISCUSSION AND POTENTIAL ACTION REGARDING THE VETERANS POND REPAIR PROJECT BIDDING (VILLAGE ENGINEER JEREMY BUENING)

Village Engineer Jeremy Buening explained that no bids were received. When to rebid is the question, and an early spring bid would be doable. Engineer Buening thinks Entler and Hutchins might bid on this and recommends putting the bid process out in early spring in anticipation of June, July or August to actually do the work. General discussion ensued and all agreed to proceed in this fashion.

No motion needed.

9. DISCUSSION AND POTENTIAL ACTION REGARDING THE IDOT IMPROVEMENTS TO U.S. 51 (VILLAGE ENGINEER JEREMY BUENING)

Village Engineer Jeremy Buening reported that IDOT has provided a very rough set of preliminary plans for the rehabilitation of US 51 through the Village of Forsyth. During a general discussion of the Village participating in the construction of this project, IDOT outlined four (4) items of consideration:

1. Add a cross walk and sidewalk ramps on the north side of Barnett.

2. Upgrading the pedestrian crossing at Cox St. to a full bike path width.

3. Increasing the resurfacing work down the intersecting sideroads through town.

4. Upgrading the medians to a more decorative/aesthetic look.

Lengthy discussion followed on each of these items. All Trustees were interested in learning the cost for color concrete and stamping. All agreed that Village Engineer Buening will organize a meeting with IDOT, Village officials, Macon County officials and Chastain & Associates to discuss the entire US 51 corridor in Forsyth.

No motion needed.

10. DISCUSSION AND POTENTIAL ACTION REGARDING THE GRAYHAWK TEST PATCHING (VILLAGE ENGINEER JEREMY BUENING)

Village Engineer Jeremy Buening explained the details of the patching work to be done in the Grayhawk subdivision. A lengthy discussion followed with the possibility of selecting the possibly 10-25 worst dips to repair now and delay the full repair for another five (5) years. The right ordinances are in place now to prevent creating new roads in the future that won’t live up their full life expectancy. Previously these ordinances were not in place. Public Works Director Fowler suggested also fixing the curbs and gutters associated with these 10-25 dips. The Board agreed with this approach.

No motion needed.

11. DISCUSSION AND POTENTIAL ACTION REGARDING BIDDING FOR WELL #7 (VILLAGE ENGINEER JEREMY BUENING)

Village Engineer Buening said we finally received approval to pursue the fittings. However, the timeline is challenging so Chastain & Associate has serious concerns. Chastain & Associate is at the mercy of State requirements. He suggested to break out the well drilling from the main project so it removes the 30-day IEPA timeline that is challenging to meet. Discussion ensued by the Board regarding the option to leave it as one project and pay for it outright and not pursue the IEPA loan. Ultimately the Board chose to leave it as one project and not do a loan which provides control of the entire project timeline.

No motion needed.

12. DISCUSSION AND POTENTIAL ACTION REGARDING PE II CONSTRUCTION PLAN PREPARATION AND LAND ACQUISITION SERVICES FOR THE MAROA FORSYTH GRADE SCHOOL BIKE PATH PROJECT (VILLAGE ENGINEER JEREMY BUENING)

Village Engineer Buening explained the two (2) contract details for the Maroa-Forsyth grade school bike path project. He recommended approval of both contracts. General discussion ensued.

MOTION

Trustee Wendt made a Motion to approve the two (2) contracts as presented and Trustee Gruenewald seconded the Motion.

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

Yeas: 5 – Johnson, Young, Gruenewald, Wendt, Shaw

Nays: 0 – None

Absent: 1 – London

Motion declared carried.

13. DISCUSSION AND POTENTIAL ACTION REGARDING SHADOW RIDGE TRAIL LIGHTING AGENDA (PUBLIC WORKS DIRECTOR DARIN FOWLER)

Public Works Director Fowler explained details of the lighting agenda for Shadow Ridge trail. He received one bid which was from Closs Electric for $24,911.00 who committed to getting it done this year as soon as materials are received. Public Works Director Fowler recommended approval of the bid. A short discussion ensued.

MOTION

Trustee Shaw made a Motion to approve the bid as presented and Trustee Young seconded the Motion.

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

Yeas: 5 – Johnson, Young, Gruenewald, Wendt, Shaw

Nays: 0 – None

Absent: 1 – London

Motion declared carried.

14. DISCUSSION AND POTENTIAL ACTION REGARDING HUNDLEY ROAD TRAIL LIGHTING AGENDA (PUBLIC WORKS DIRECTOR DARIN FOWLER)

Public Works Director Fowler explained the lighting agenda for the Hundley Road trail. He recommended approval of the bid from Closs Electric for $15,877.00.

MOTION

Trustee Shaw made a Motion to approve the bid as presented and Trustee Wendt seconded the Motion.

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

Yeas: 5– Johnson, Young, Gruenewald, Wendt, Shaw

Nays: 0 – None

Absent: 1 – London

Motion declared carried.

NEW BUSINESS

1. DISCUSSION AND POTENTIAL ACTION REGARDING 2023 BUDGET PLAN AND DATES (VILLAGE ADMINISTRATOR JILL APPLEBEE)

Administrator Jill Applebee described an alternative group approach to determining the 2023 budget. The point is not to exclude conversations during the Board meeting but to include a more educational approach. The groups will meet the week of Oct. 24-28. The first draft will be proposed at the November 15 Board meeting. Revisions will then be made and the 2nd draft will be proposed at the December 6 Board meeting.

No motion needed.

2. DISCUSSION AND POTENTIAL ACTION REGARDING TAX LEVY (VILLAGE ADMINISTRATOR JILL APPLEBEE)

Village Administrator Applebee introduced the details of the tax levy including dates to set and pass the levy along with deadline dates. Village Treasurer Rhonda Stewart explained the total assessed value, the last increase that occurred in 2011 and the proposed new tax levy details. Staff has no recommendation but only requested Board discussion. General discussion ensued. All agreed to not increase the tax levy due to an already high fund balance.

MOTION

Trustee Gruenewald made a Motion to set the levy for 2022 at 0% increase and for the amount of $437,369 and Trustee Johnson seconded the Motion.

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

Yeas: 5 – Johnson, Young, Gruenewald, Wendt, Shaw

Nays: 0 – None

Absent: 1 – London

Motion declared carried.

3. DISCUSSION AND POTENTIAL ACTION REGARDING PAY FOR VILLAGE BOARD MEMBERS (VILLAGE ADMINISTRATOR JILL APPLEBEE)

Administrator Jill Applebee explained the spreadsheet of past historical numbers and increases for Village Board members and asked for conversation on this topic. Trustee Gruenewald felt there was no reason to change it and all other Board members agreed.

No motion needed.

4. DISCUSSION AND POTENTIAL ACTION REGARDING AGGREGATION (VILLAGE ADMINISTRATOR JILL APPLEBEE)

Administrator Jill Applebee explained the energy aggregation concept and also explained the set prices by Ameren compared to Good Energy’s prices. Ameren is a fluctuating rate and Good Energy is a non-fluctuating rate. Village Attorney Greg Moredock will develop a resolution stating that the Mayor can accept the bid, and this can be formally accepted at the next Board meeting.

No motion needed.

Next, Village Attorney Greg Moredock spoke to the Board regarding his resignation in mid-November. There is a transition plan in place with Lisa Petrelli who is his senior at Sorling. He thanked the Board for allowing him to serve and said it has been a true pleasure to be involved with the Village of Forsyth and will miss the Board members and Village staff.

CLOSED SESSION: Potential topics include, but are not limited to:

5 ILCS 120/2(c)(5): The purchase or lease of real property for the use of the public body, including meetings held for the purpose of discussing whether a particular parcel should be acquired.

5 ILCS 120/2(c)(6): The setting of a price for sale or lease of property owned by the public body. 5 ILCS 120/2(c)(11): Litigation, when an action against, affecting or on behalf of the particular public body has been filed and is pending before a court or administrative tribunal, or when the public body finds that an action is probable or imminent, in which case the basis for the finding shall be recorded and entered into the minutes of the closed meeting.

5 ILCS 120/2(c)(21): Discussion of minutes of meetings lawfully closed under this Act, whether for purposes of approval by the body of the minutes or semi-annual review of the minutes as mandated by Section 2.06.

CONSIDERATION OF MATTERS ARISING FROM CLOSED SESSION MOTION

Trustee Wendt made a Motion to approve the closed minutes of September 20, 2022, and Trustee Young seconded the Motion.

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

Yeas: 5 – Wendt, Johnson, Young, Shaw, Gruenewald

Nays: 0 – None

Absent: 1 – London

Motion declared carried.

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 9:05 P.M.

https://forsyth-il.gov/vertical/sites/%7B18717005-44FD-438D-B0BC-B86101984F4F%7D/uploads/External_Meeting_Packet(47).pdf