May Work Session

                                             MINUTES OF WORK SESSION

                                                                 VILLAGE OF FOREST HILLS

                                                                               May 17, 2011



The work session meeting for the Village of Forest Hills was held at the Tweedy residence in the Village of Forest Hills at 6:00pm on May 17, 2011.


The following members of the Council were present:

Clark Corwin

Carl Hooper

Gene Tweedy, Mayor pro tem

Suzanne Stone


The following Non-Council members were present:

Kolleen Begley, Finance Officer


The following members of the Council were absent:

Jim Wallace, Mayor


The meeting was called to order by Gene Tweedy at 6:00pm.


Tweedy made an announcement that the regular meeting date of June 7th which fell on the regularly scheduled first Tuesday of the month has been rescheduled to June 14th, the second Tuesday of the month at the same 6:00 time and same place at Jackson County Rec Center in Cullowhee.    Hooper to notify the newspaper, Begley to post the change on the website. 


Tweedy addressed the group that the reason for the work session is to review and organize options for approaching contract work to be presented to the council at the next meeting date of June 14th. 


Items discussed included the following:


  1. Culvert and ditch cleaning/maintenance on all non state-maintained roads.  2 bids were received for this work.  Discussion about this being an annual preventative maintenance procedure going forward.


  1. Gravel road scraping/maintenance on Cave Springs Road and the end of the No./So. Country Club Drive loop.  2 bids were received for this work.  Discussion about spring and fall being the 2 times per year this has historically been done to keep the road in good condition.


  1. Weed-eating the right-of-ways on all non state-maintained roads throughout the entire Village.  1 bid has been received as of this evening, the second bid requested had not responded as of this evening.  Discussion about prior motion to have this done 1-2 times per growing season and what months the contractors recommended it be done.


  1. Snow removal contract.  2 bids have been received.  Discussion between Tweedy and Stone about outlining the responsibilities of the contractor on call in a written document.  Discussion about who would be the Village contact person and discussion about the elevation diversity within the Village.


  1. Entrance landscape maintenance to include spraying, mowing twice/month, trimming as needed, weeding as needed.  1 bid has been received.  Discussion about soliciting another bid.


  1. Pavement repair on North and South Country Club Drives.  Discussion from Tweedy about soliciting bids for this repair vs waiting to see if converting the roads to state-maintenance would be an option.


  1. Converting North and South Country Club Drives to be all state maintained.   Hooper presented his researched procedures and costs to convert the non state-maintained portions of North and South Country Club Drives to state-maintained roads like the rest of those roads. Discussion about presenting this at the next regular meeting as a first step, then obtaining right-of-ways from property owners, and the option of eminent domain. 


At 7:55pm a motion to adjourn the work session meeting was made by Suzanne Stone, seconded by Gene Tweedy.  All were in favor. 


                                                                                                               ________________________ (signed)

                                                                                                                     ALT Clerk, Kolleen Begley


                                                                                                                     ________________________ (signed)

                                                                                                                     Mayor pro-tem, Gene Tweedy