Macon Reporter

Village of Forsyth Board of Trustees met Oct. 18.

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, Trustee Jeff London

Staff Present:

Village Administrator Jill Applebee, Village Clerk Cheryl Marty, Village Attorney Greg Moredock, Village Attorney Lisa Petrilli, Village Treasurer Rhonda Stewart, Village Engineer Jeremy Buening

Staff Absent: Public Works Director Darin Fowler, Library Director Steven Ward

Others Present: Stephanie Brown of Chastain & Associates, Josh Trendler, Hickory Point Fire Chief

CONSENT AGENDA

1. APPROVAL OF MINUTES OF THE REGULAR MEETING OF OCTOBER 4, 2022

2. APPROVAL OF WARRANTS

3. APPROVAL OF TREASURER’S REPORT FOR THE MONTH OF SEPTEMBER 30, 2022

MOTION

Trustee Gruenewald 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: 6 – Johnson, Young, Gruenewald, Wendt, Shaw, London

Nays: 0 – None

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.

Josh Trendler, Hickory Point Fire Chief and Forsyth resident, spoke about the tax levy impact in reference to their fire department. He gave a brief background on the history of the department and said the department responded to 400+ calls in 2021.

ADMINISTRATION REPORTS

1. Law Enforcement Report

None.

2. Village Staff Reports

Mayor Peck said the Farmers Market event was very successful with several vendors selling out and felt the event should be considered for repeating in the future. Board members agreed.

OLD BUSINESS

1. ORDINANCE NUMBER 2022-27 AN ORDINANCE APPROVING A MASTER AGREEMENT TO PROVIDE SERVICES TO AN AGGREGATED GROUP BETWEEN THE VILLAGE OF FORSYTH, ILLINOIS AND ENERGY HARBOR LLC (VILLAGE ATTORNEY GREG MOREDOCK)

Village Attorney Moredock explained that this ordinance approves the aggregation agreement which allows for an alternate rate. Short discussion ensued.

MOTION

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

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

Yeas: 6 – Johnson, Young, Gruenewald, Wendt, Shaw, London

Nays: 0 – None

Absent: 0 – None

Motion declared carried.

2. DISCUSSION AND POTENTIAL ACTION REGARDING ALL ENGINEERING

REQUESTS FOR QUOTES (VILLAGE ATTORNEY GREG MOREDOCK)

Village Attorney Moredock summarized the request for quotes and noted that only two quotes were received. By state statue the Village can consider up to three (3) quotes so he recommends rejection of those two (2) quotes and to put out for bids again for a longer period of time. Trustee Gruenewald brought up the option to consider hiring our own engineer based on the amount of work we have and the money we spend annually. General discussion ensued.

MOTION

Trustee Wendt made a Motion to reject the two engineering quotes that were received and Trustee Gruenewald seconded the Motion.

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

Yeas: 6 – Johnson, Young, Gruenewald, Wendt, Shaw, London

Nays: 0 – None

Absent: 0 – None

Motion declared carried.

3. DISCUSSION AND POTENTIAL ACTION REGARDING THE MOON STREET SIDEWALK IMPROVEMENT PROJECT (SRTS GRANT) (VILLAGE ENGINEER JEREMY BUENING)

Village Engineer Buening refreshed the Board’s memory on the details of the grant that the Village was previously not awarded. He asked if the Board wants to pursue this grant again. Discussion ensued regarding details of the grant, various costs, and options to consider. Village Engineer Buening said that the best way to improve our project score is to proceed with a Project Development Report (PDR) along with reviewing the scope of the project. The Board discussed the topic and concluded to move forward with having a PDR developed.

MOTION

Trustee Gruenewald made a Motion to approve the preparation of a PDR by Chastain & Associates and for them to further scope out the project to maximize the grant request and Trustee Young seconded the Motion.

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

Yeas: 6 – Johnson, Young, Gruenewald, Wendt, Shaw, London

Nays: 0 – None

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Village of Forsyth

Board Meeting Minutes

October 18, 2022

Absent: 0 – None

Motion declared carried.

4. DISCUSSION AND POTENTIAL ACTION REGARDING THE BARNETT AVENUE RECONSTRUCTION PROJECT (VILLAGE ENGINEER JEREMY BUENING)

Village Engineer Buening explained that this project is eligible for federal funding through the Decatur Urban Area Transportation Study (DUATS). He also explained there is a nomination and approval process to go through along with outlining which roads could apply for this funding. As he shared further details Trustees asked various questions and a lengthy discussion ensued. The Board agreed to shelve this project until a meeting with IDOT can be arranged to discuss broader needs for the entire US Route 51 intersections in Forsyth before making a decision on this particular project.

No motion needed.

5. DISCUSSION AND POTENTIAL ACTION REGARDING THE FORSYTH FAMILY SPORTS & NATURE PARK PROJECT (VILLAGE ENGINEER JEREMY BUENING)

Stephanie Brown of Chastain & Associates provided a status update and what actions must be taken within the given timeline. The Board appreciated the update.

No motion needed.

6. DISCUSSION AND POTENTIAL ACTION REGARDING STRATEGIC PLAN UPDATE (VILLAGE ADMINISTRATOR JILL APPLEBEE)

Village Administrator Applebee explained the research that has been done to take the previous plan and implement it into something that is more concise and more user friendly. Transparency is important to the community. She explained the draft document and how it will work. The Board agreed for her to continue work in this fashion.

No motion needed.

7. DISCUSSION AND POTENTIAL ACTION REGARDING 2023 BUDGET SIGN UP (VILLAGE ADMINISTRATOR JILL APPLEBEE)

Village Administrator Applebee explained the 2023 budget will be reviewed with the individual groups as planned. She asked which dates work best for each Board member with them then confirming dates.

Trustee Wendt said to Sheriff’s Deputy Helfer that he appreciates all that each deputy does each and every day for our community especially in light of the recent shooting that occurred in Decatur. All other Board members agreed.

NEW BUSINESS

None.

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

5 ILCS 120/2(c)(1): The appointment, employment, compensation, discipline, performance, or dismissal of specific employees, specific individuals who serve as independent contractors in a park, recreational, or educational setting, or specific volunteers of the public body or legal counsel for the public body, including hearing testimony on a complaint lodged against an employee, a specific individual who serves as an independent contractor in a park, recreational, or educational setting, or a volunteer of the public body or against legal counsel for the public body to determine its validity.

5 ILCS 120/2(c)(2): Collective negotiating matters between the public body and its employees or their representatives, or deliberations concerning salary schedules for one or more classes of employees. 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

ADJOURNMENT

Trustee Wendt made the Motion to adjourn and Trustee Young seconded the Motion. All Board members agreed by voice vote, and the meeting was adjourned at 8:30 P.M.

https://forsyth-il.gov/vertical/sites/%7B18717005-44FD-438D-B0BC-B86101984F4F%7D/uploads/External_Meeting_Packet(48).pdf