Macon Reporter

Village of Forsyth Board of Trustees met March 5.

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 Dave Wendt, Trustee Lauren Young, Trustee Marilyn Johnson, Trustee Jeremy Shaw

Absent: Trustee Bob Gruenewald, Trustee Jeff London

Staff Present: Village Administrator Jill Applebee, Public Works Director Darin Fowler, Village Attorney Lisa Petrilli, Planning and Zoning Director Ryan Raleigh, Village Clerk Cheryl Marty, Village Treasurer Rhonda Stewart, Village Engineer Representative Stephanie Brown

Staff Absent: Village Library Director Melanie Weigel

Others Present: Bill Krueger

CONSENT AGENDA

1. APPROVAL OF MINUTES OF THE REGULAR MEETING OF FEBRUARY 20, 2024

2. APPROVAL OF WARRANTS

MOTION

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

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

Yeas: 4 – Wendt, Shaw, Young, Johnson

Nays: 0 – None

Absent: 2 – Gruenewald, London

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.

ADMINISTRATION REPORTS

1. Law Enforcement Report

Deputy Casner had nothing significant to report.

2. Village Staff Reports

Mayor Peck asked Village Attorney Petrilli to call the Macon County Board Chairman regarding the Phillips pipeline status. Public Works Director Fowler thanked the Board for agreeing with sandblasting the claricone. It revealed further deterioration than thought so it was good to catch the problem early and finish it properly. Trustee Shaw said the baseball fields look very nice and others agreed. Village staff repaired the dugout roofs which turned out equally nice. Trustee Wendt mentioned the fiber spools are in the Weaver parking lot due to spring baseball starting on Monday. Public Works Director Fowler confirmed the time frame for parking lot #A will be in late September.

OLD BUSINESS

1. DISCUSSION AND POTENTIAL ACTION REGARDING VILLAGE OF FORSYTH STRATEGIC PLAN DRAFT (VILLAGE ADMINISTRATOR JILL APPLEBEE)

This topic is the last to be discussed tonight. Administrator Applebee explained tonight’s approach with the vision boards and comments that have been submitted. A lengthy discussion ensued on the following topics: Forsyth Park, Sports and Nature Park, Prairie Winds and Veterans Park. The discussion focused on current projects and desired projects in each of these areas.

No Motion needed.

NEW BUSINESS

1. ORDINANCE NUMBER 2024-3 AN ORDINANCE APPROVING PROPOSAL FROM COACH HOUSE FOR THE PURCHASE OF A SHED (DIRECTOR OF PUBLIC WORKS DARIN FOWLER)

Public Works Director Fowler explained the need for a new shed and why it is more economical to purchase it through Coach House and not go out to bid. He received three (3) quotes and found the Village can do it much cheaper through this route.

A short discussion ensued.

MOTION

Trustee Johnson made a Motion to approve the purchase of a new Coach House shed for $34,034.72 as presented and Trustee Shaw seconded the Motion.

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

Yeas: 4 – Wendt, Shaw, Young, Johnson

Nays: 0 – None

Absent: 2 – Gruenewald, London

Motion declared carried.

2. ORDINANCE NUMBER 2024-4 AN ORDINANCE APPROVING A VARIANCE TO ALLOW 90 SQUARE FOOT SIGN AT 111 ILLINI DRIVE (VILLAGE ADMINISTRATOR JILL APPLEBEE)

Village Administrator Jill Applebee explained that Illini Supply would like to replace both parts of their existing freestanding pole sign for a total of 90 square foot (on each side). The Planning and Zoning Commission approved recommendation of this in a 6-0 vote. A short discussion ensued.

MOTION

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

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

Yeas: 4 – Wendt, Shaw, Young, Johnson

Nays: 0 – None

Absent: 2 – Gruenewald, London

Motion declared carried.

3. RESOLUTION NUMBER 2-2024 A RESOLUTION REGARDING AN INTERGOVERNMENTAL AGREEMENT WITH THE CITY OF MACON FOR THE SALE OF POLICE VEHICLE (VILLAGE ADMINISTRATOR JILL APPLEBEE)

Village Administrator Applebee explained that the Village was approached by the city Macon who is interested in purchasing the Village’s old police car for the price of $9,700.00 with an “as is” condition. The vehicle is a 2017 Ford Explorer with approximately 74,100 miles.Village Attorney Petrilli briefly explained the legal details of the IGA. A brief discussion ensued.

MOTION

Trustee Wendt made a Motion to approve the sale of the police vehicle as presented and Trustee Shaw seconded the Motion.

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

Yeas: 4 – Wendt, Shaw, Young, Johnson

Nays: 0 – None

Absent: 2 – Gruenewald, London

Motion declared carried.

4. DISCUSSION AND POTENTIAL ACTION REGARDING SPORTS AND NATURE PARK PHASE 1 IMPROVEMENT – CONSTRUCTION OBSERVATION CONTRACT (VILLAGE ENGINEER REPRESENTATIVE STEPHANIE BROWN)

Village Engineer Representative Brown explained the details of the observation contract and stated that the contract price is 14% of the total construction budget. She said we likely do not need this much coverage which spurred a discussion about how much observation was truly needed, especially since the contractor has many years of experience in this sort of construction. After discussion, it was agreed by all that Brown will take this back to the Chastain staff for reconsideration of a different approach and less aggressive costs. Then the new information will be presented at a future Board meeting.

No Motion needed.

5. DISCUSSION AND POTENTIAL ACTION REGARDING FORSYTH PARKING LOT #A DRAINAGE IMPROVEMENTS (VILLAGE ENGINEER REPRESENTATIVE STEPHANIE BROWN)

Village Engineer Representative Brown explained the details of the drainage improvements for Forsyth parking lot #A with work to be done in the fall of 2024. This contract is for the design and bidding of the improvements and is estimated at $40,000. A brief discussion ensued.

MOTION

Trustee Wendt made a Motion to approve the design and bidding of construction of drainage improvements to parking lot #A with the cost not to exceed $40,000.00 as presented and Trustee Shaw seconded the Motion.

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

Yeas: 4 – Wendt, Shaw, Young, Johnson

Nays: 0 – None

Absent: 2 – Gruenewald, London

Motion declared carried.

6. DISCUSSION AND POTENTIAL ACTION REGARDING DESIGN, CONSTRUCTION AND BIDDING OF THE REHABILITATION OF MALL PATH (VILLAGE ENGINEER REPRESENTATIVE STEPHANIE BROWN)

Village Engineer Representative Brown explained the details of the three (3) work phases to be done on the rehabilitation of the mall path with work to be done this summer. A brief discussion ensued with agreement of the cost not to exceed $28,000.

MOTION

Trustee Wendt made a Motion to approve the design and bidding of the mall path rehabilitation with cost not to exceed $28,000.00 as presented and Trustee Young seconded the Motion.

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

Yeas: 4 – Wendt, Shaw, Young, Johnson

Nays: 0 – None

Absent: 2 – Gruenewald, London

Motion declared carried.

7. DISCUSSION AND POTENTIAL ACTION REGARDING VILLAGE INVESTMENT POLICY (VILLAGE ADMINISTRATOR JILL APPLEBEE)

Village Treasurer Stewart explained that the investment policy was last reviewed in 2014. She suggested that all local banks should be added to the policy and noted that the policy currently only includes FDIC insured institutions. Discussion then ensued about NCUA insured institutions like credit unions. Village Treasurer Stewart will confirm that NCUA coverage is $250,000 like FDIC insurance. Also discussed was the topic of 90% certification in our local banks, and Village Treasurer Stewart recommended it be 100%.

A lengthy discussion then ensued on those points along with how our investments are decided and when those decisions take place. Trustees Wendt and Shaw suggested a quarterly report showing CD investment details. Board members agreed this should be part of the budgeting process to provide guidance to Village Treasurer Stewart so it is not solely on her shoulders.

Upon confirmation of the NCUA insurance coverage, Village Treasurer Stewart and Village Administrator Applebee will revise the investment policy and present it at the next Board meeting for approval.

No Motion needed.

8. DISCUSSION AND POTENTIAL ACTION REGARDING REPLACEMENT OF AED MACHINES (VILLAGE ADMINISTRATOR JILL APPLEBEE)

Village Administrator Applebee explained there are many issues with our AED machines. A total of seven (7) need replaced including their storage cabinets. Funds will come out of where each is placed, i.e., placed at library then library funds, etc. The quote from UniFirst is $13,114.70. A brief discussion was held.

MOTION

Trustee Shaw made a Motion to approve the purchase of seven (7) AED machines for a total of $13,114.70 as presented and Trustee Wendt seconded the Motion.

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

Yeas: 4 – Wendt, Shaw, Young, Johnson

Nays: 0 – None

Absent: 2 – Gruenewald, London

Motion declared carried.

9. DISCUSSION AND POTENTIAL ACTION REGARDING CHANGE ORDER FOR WELL #7 (VILLAGE ENGINEER REPRESENTATIVE STEPHANIE BROWN)

Village Engineer Representative Brown explained the details of the change order for Well #7. This change order covers the change of pumping equipment, heating equipment and a time extension. The net change to the contract is $544.34. A short Board discussion followed. Public Works Director Fowler agreed with the change and the additional days required.

MOTION

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

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

Yeas: 4 – Wendt, Shaw, Young, Johnson

Nays: 0 – None

Absent: 2 – Gruenewald, London

Motion declared carried.

10. DISCUSSION AND POTENTIAL ACTION REGARDING FORSYTH GRADE SCHOOL BIKE PATH – LAND ACQUISITION TITLE COMMITMENTS (VILLAGE ENGINEER REPRESENTATIVE STEPHANIE BROWN)

Village Engineer Representative Brown explained the need for easements to accommodate the Forsyth grade school bike path project. An appraisal of land for the two easements is required per IDOT’s regulations for federal funding (secured ITEP Grant). The additional cost of $2,614.72 is to cover the costs of the two appraisals and two title commitments needed. A brief discussion ensued.

MOTION

Trustee Wendt made a Motion to approve the additional cost of $2,614.72 as presented and Trustee Young seconded the Motion.

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

Yeas: 4 – Wendt, Shaw, Young, Johnson

Nays: 0 – None

Absent: 2 – Gruenewald, London

Motion declared carried.

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 8:50 P.M.

https://forsyth-il.gov/vertical/sites/%7B18717005-44FD-438D-B0BC-B86101984F4F%7D/uploads/External_Meeting_Packet(74).pdf