COUNCIL MINUTES

                                                                 VILLAGE OF FOREST HILLS

                                                                               June 1, 2010

The regular meeting of the Village of Forest Hills was held in the lobby at the University Inn at 6:00pm

on June 1, 2010.

The following members of the Council were present:

Clark Corwin

Carl Hooper

Gene Tweedy

Suzanne Stone

Jim Wallace, Mayor

The following Non-Council members were present:

Kolleen Begley, Clerk

Jim Weir, Finance Officer

(1)    Call to order 6:02pm by Mayor, Jim Wallace

(2)    Approval of meeting minutes for April 6, 2010 Council meeting.  A motion to approve the minutes was made by Gene Tweedy, seconded by Clark Corwin, unanimously approved

(3)    Financial reports for the month of May, 2010.  Jim Weir addressed the Council and stated that May was slow.  Discussion about the $1,700 the Village is required to spend for the recent election.  Carl Hooper stated that he would follow up and find out if that amount is required or if we could get around it and collect votes another way since the last election only had to count 71 votes for the Village.  Jim Weir reported on the Village financial condition as of May 31, 2010 showing little monthly activity and a $85K cash balance on hand. (The year to date budget will be available on the website under the Budget page.)  A motion to accept the Financial Report was made by Carl Hooper, seconded by Suzanne Stone and unanimously approved. 

      Proposed budget for fiscal year July 1, 2010 to June 30, 2011.  Jim Weir presented the proposed budget 

            at the May 11^th Council meeting.  Discussion from Clark Corwin about backing up Village data and the

            cost thereof as well as discussion about what the Village receives in return for payments to the category

            “Police Protection”.  Discussion about finding another venue to hold meetings and the potential cost

             thereof.  A motion to approve the proposed budget of $67,600 in estimated revenues and $67,600 in

             estimated expenses for the next fiscal year (July 1, 2010 – June 30, 2011) was made by Gene Tweedy, 

             seconded by Suzanne Stone, unanimously approved.  

(4)    Recognition Plaque in the new Jackson County Library.   In the February 2^nd  meeting it was decided to honor long time Council member, Dick Iobst with recognition on a plaque that will go on the display case at the new Jackson County Library due to the donation the Village made.  Discussion about adding Jim Pierce to that plaque as well.  Suzanne Stone to follow up with the library about this

NEW BUSINESS: 

Mayor Wallace discussed the list of people to be sworn-in at the July Council meeting; Kolleen Begley as Finance Officer, Jane Buchanan as a Planning Board Member.  Discussion from Mayor Wallace about finding a new Clerk to replace Kolleen Begley.  The position will be posted on the website and Mayor Wallace will post the position in the newspaper as “volunteer needed.”

Kolleen Begley addressed the Council requesting that the Village purchase a laptop for Village accounting records and other documentation to be kept in one spot and be mobile for use by others and ability to pass on in the future.  A motion was made by Carl Hooper to allot $1,000 for a Village laptop and accounting software.  Discussion about recommendations for laptop brands.  The motion was seconded by Suzanne Stone, and unanimously approved.   

Suzanne Stone addressed the Council about the potential to list houses for sale in Forest Hills in a link on the Village website as a service to the residents and to promote our Village.  Favorable discussion and discussion about running this idea by the Village attorney.

OLD BUSINESS: 

Village road side cleanup.  Gene Tweedy reported that the contractor selected (Alexander) to clean ditches, clean up debris, inspect culverts, trim right-of ways (including overhanging dead trees from the winter) started today.  Gene requested that members of the Council drive around to inspect the work as it progresses.

Pothole on Village road. Discussion about Mayor Wallace following up with CWS about the pothole growing near Oak Forest.  Mayor Wallace stated that he called the DOT but has not contacted CWS but will do so this week.

 New meeting venue changed from University Inn to Jackson County Recreation Center.  Carl Hooper reported that he has contacted the Jackson County Rec Center on behalf of the Village of Forest Hills to secure a new meeting place for Council meetings as well as Planning Board meetings.  The Jackson County Rec Center was open and the meetings have been scheduled from July on out to be held in a conference room at the Rec Center.  There will be no charge but Carl Hooper to follow up on that.  The meeting place change will be posted on the website and advertised in the newspaper. 

Police Protection in the Village.  Discussion about getting reports from the police patrolling the Village in return for payments from the Village of Forest Hills and defining what the Village pays them to do.  Discussion about defining a contract for the Police Department and having the Village attorney review the contract. 

Road maintenance bill to be paid.   Jim Weir requested the Council approve a $7,700 invoice to be paid for road maintenance on Cave Springs Road.  It was noted that there was a motion to approve this estimate at April 6^th meeting.  A motion was made to approve the payment to Green’s Excavating for $7,700 by Carl Hooper, seconded by Suzanne Stone, unanimously approved.

A building owned by the Village of Forest Hills for a meeting place.  Carl Hooper addressed the Council about the potential for the Village to have their own building for meeting and keeping Village documents and potentially other functions. It was noted that the surrounding municipalities have their own meeting place.  Kolleen Begley and Suzanne Stone questioned the return on investment with a building for basically holding monthly meetings.  Mayor Wallace and Gene Tweedy suggested doing more research on this because it has been brought up in the past.

Village entrance sign.  Kolleen  Begley addressed the Council about the posts on the entrance sign and showed computer mock-ups of how the sign could be improved aesthetically with cutting and capping off the posts.  Discussion about different ideas.  Suzanne Stone made a motion to cut the posts off to the same height as the top of the trees and to cap the posts off with copper caps – capping material costs to be added to Alan Begley’s monthly sign maintenance bill, the motion was seconded by Carl Hooper, unanimously approved.