Macon Reporter

Village of Forsyth Board of Trustees met Feb. 7.

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 Dave Wendt, Trustee Jeremy Shaw, Trustee Jeff London

Absent: Trustee Bob Gruenewald

Staff Present:

Village Administrator Jill Applebee, Village Clerk Cheryl Marty, Village Attorney Lisa Petrilli, Village Attorney Brian Lee, Village Treasurer Rhonda Stewart, Village Engineer Jeremy Buening, Library Director Steven Ward, Public Works Director Darin Fowler

Others Present:

Village Attorney Brian Lee

CONSENT AGENDA

1. APPROVAL OF MINUTES OF THE REGULAR MEETING OF JANUARY 17, 2023

2. APPROVAL OF WARRANTS

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, Wendt, Shaw, London

Nays: 0 – None

Absent: 1 – Gruenewald

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.

None present.

ADMINISTRATION REPORTS

1. Law Enforcement Report

Sheriff Deputy Helfer reported there is a new deputy on staff now. He had nothing major to report in the Village.

2. Village Staff Reports

Mayor Peck said the pond on Oakland looks fantastic and gave kudos to Public Works Director Fowler.

Trustee Shaw was impressed with the historical work Tina Horve and the Public Library staff have done. Trustee Shaw also mentioned a ribbon cutting coming soon for the new grade school and asked the Village to consider donating something to help promote this event. It’s a big selling point to draw new citizens to the Village area.

Village Engineer Jeremy Buening said the IDOT project is still moving forward and confirmed some general details for Mayor Peck.

OLD BUSINESS

1. DISCUSSION AND POTENTIAL ACTION REGARDING SELECTION OF ENGINEERING FIRM (ADMINISTRATOR JILL APPLEBEE)

Village Administrator Applebee introduced the spreadsheet document presented to the Board and explained the meaning of the numbers. Mayor Peck summarized how the individual interviews were conducted and the quality of the conversations. He felt all were very well qualified. The committee’s recommendation is to stay with Chastain & Associates on current projects but to bid out future projects depending on the size and specs. He then asked for Board input. General discussion ensued.

Trustee London summarized that all agree to keep Chastain & Associates as the primary firm then the Village will possibly bid out future projects depending on the size and specs. Village Attorney Lisa Petrilli will review Chastain & Associates agreement and then will present a resolution for consideration on that contract at next the Board meeting.

No motion needed.

2. DISCUSSION AND POTENTIAL ACTION REGARDING 2023 STRATEGIC PLAN (VILLAGE ADMINISTRATOR JILL APPLEBEE)

This discussion was held at the end of this (long) meeting and was very brief.

Administrator Applebee presented two key factors on this topic. She met with Bryne and Jones who are working on cost quotes for a turf field based on three (3) different options. The second factor for consideration is that a local developer has a local investor who is very interested in purchasing the land north of Staples. The investor’s intention is to create a community sports center, rather like a field house design. His concern is he doesn’t want to compete against the Village but also offered the possibility of a partnership with the Village. Administrator Applebee asked for the Board’s input and level of interest in continuing this conversation with the developer.

Trustee Wendt mentioned that partnerships have been considered in the past but have not evolved. Trustee Shaw said this is like a no brainer – let someone else build it and we use our money for a different quality project instead. All agreed with his comment and approved for Mayor Peck and Administrator Applebee to meet with this investor and discuss further details.

No motion needed.

NEW BUSINESS

1. RESOLUTION NUMBER 1-2023 A RESOLUTION APPROVING AND AUTHORIZING EXECUTION OF AN AGREEMENT BETWEEN THE VILLAGE OF FORSYTH AND THE DECATUR AREA CONVENTION & VISITORS BUREAU (VILLAGE ADMINISTRATOR JILL APPLEBEE)

Administrator Applebee introduced the details of the agreement with the Decatur Area Convention and Visitors Bureau (DACVB). In the past the Village has agreed to a 3-year contract for $75,000 per year. DACVB is asking for the same contract terms again. They are also asking if we would reduce our CVB Board member from 2 to 1.

Trustee Wendt acts as our DACVB Board member and agreed that us having one representative works fine and then asked for Board input on this. DACVB will now go to quarterly meetings but the Executive Committee will continue to meet once a month. All agreed that having one Board member is fine.

Trustee Shaw asked if it’s necessary to do a 3-year contract or would the Village be better off doing a 1-year contract and use the rest of the money to hire our own events person. Trustee Wendt explained the detailed benefits of doing a 3-year contract. A lengthy discussion ensued. Village Attorney Petrilli suggested not voting on this Resolution at this time until we have a revised contract in hand before moving forward.

An inaccurately worded Motion was made by Trustee Wendt and seconded by Trustee Young and the vote failed. Further discussion was held which resulted in a clearer understanding and better wording for the Motion.

MOTION

Trustee Wendt made a Motion to approve Administrator Applebee to take the DACVB contract for three (3) years for $75,000 per year back to DACVB for further discussion and Trustee Young seconded the Motion.

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

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

Nays: 0 – None

Absent: 1 – Gruenewald

Motion declared carried.

2. DISCUSSION AND POTENTIAL ACTION REGARDING A NEW SANITARY LIFT STATION PUMP (PUBLIC WORKS DIRECTOR DARIN FOWLER)

Public Director Fowler explained the details of the need for a new sanitary lift station pump. He recommends purchasing a new one for $6,229.41 from Bodine Electric.

MOTION

Trustee London made a Motion to approve the purchase of a new sanitary lift station pump as presented and Trustee Young seconded the Motion.

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

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

Nays: 0 – None

Absent: 1 – Gruenewald

Motion declared carried.

3. DISCUSSION AND POTENTIAL ACTION REGARDING SOLICITATION OF EVENT SPONSORS (ADMINISTRATOR JILL APPLEBEE)

Administrator Applebee was concerned with not going over the Village budget hence she is considering solicitation of event sponsors. She explained there would be signage to include all the sponsors’ names and the ask would be for $500 only. She said this is a one time solicitation and asked for Board input. General discussion ensued and the Board agreed she should move forward with this intention.

No Motion needed.

MOTION

Trustee Wendt made a Motion to move to Closed Session and Trustee Young seconded the Motion. All Board members agreed by voice vote and the meeting moved to Closed Session.

CONSIDERATION OF MATTERS ARISING FROM CLOSED SESSION

ADJOURNMENT

Trustee Wendt made the Motion to adjourn and Trustee Johnson seconded the Motion. All Board members agreed by voice vote, and the meeting was adjourned at 8:55 P.M.

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