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Village of Maryville, Illinois

Description Caucus Minutes
Date11/10/2004 Location Council Chamber
Time Speaker Note
6:30:12 PM Gulledge Called the Caucus meeting of Wednesday, November 10, 2004 to order, and invited those in attendance to join in the Pledge of Allegiance. After the Pledge, he asked for a roll call of those officers present. Answering the roll call were Trustees Limberg, Schmidt, Bell, Callahan, Kostyshock, and Garcia. Also in attendance were Attorney Wigginton, Clerk Long, and two reporters.
6:32:28 PM Gulledge Called for approval of the minutes of the October 27, 2004 Caucus meeting. He asked if there were any additions, subtractions, or corrections to the minutes as prepared by the Clerk. There were none. He called for a motion to place the minutes on file. Limberg made the motion, and Schmidt made the second. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Callahan - yes; Kostyshock - yes; Garcia - yes. Motion carried.
6:33:01 PM Gulledge Asked Trustee Bell to discuss the first agenda item, Recommendations from the Park Committee.
6:33:15 PM Bell Said the Park Committee recommends setting up an agreement with Juneau to actively search for grants to purchase park land. He commented that this came about after some other engineers spoke at a caucus, and after investigation, decided not to pursue this any further with them. The Committee was informed afterward that Juneau could provide them with the same type of deal that Blotevogel was offering. The Committee is asking the Board to set something up with Juneau.
6:34:21 PM Limberg Asked if the contract would be similar in price as Blotevogel was offering.
6:34:37 PM Gulledge Answered that it would be the same, Juneau said he would not charge if he didn't find a grant, and it would be the same 15% if he does.
6:34:46 PM Schmidt Asked what happened, he thought there was an agreement with Blotevogel.
6:35:23 PM Gulledge Answered that there was no agreement. Blotevogel gave them a resume, and some references. He said he did some reference checks, and was told that he should stay out of it because he knew some things. He said he told anyone on the Board if they wanted to check him out, to go ahead. He said this was talked about at the caucus and everyone was okay with Juneau representing the Village for the same deal.
6:35:47 PM Bell Said this was taken back to the Park Board, and they wanted Juneau.
6:36:09 PM Limberg Commented that he wants Attorney Wigginton to look at both proposals to be sure they are very similar.
6:36:30 PM Wigginton Answered that he is familiar with both proposals, and it is his opinion that the Village should go with Juneau because Juneau has a lot more experience in obtaining grants. He said this not to reflect against Blotevogel, but the Village already has a relationship with Juneau.
6:36:59 PM Gulledge Asked if everyone was okay with this. All trustees replied yes.
6:37:49 PM Bell Discussed the final pay request from O'Bryan Consulting, including Change Order #1, which was for an additional 1,310 cubic yards of sediment in the amount of $8,947.30, bringing the total due to $72,816.90.
6:39:14 PM Gulledge Asked if there were any questions or comments on this.  It ends their contract with O'Bryan, and he has already started the procedure to get the money back in the form of the two grants.
6:39:49 PM Limberg Commented that a resident who lives in that area asked him if anymore would be taken out from the southeast side of the lake. He said he told him he didn't think so.
6:40:00 PM Gulledge Commented that they had said before that they only had as much room to take out of the lake as there is lagoon. The Board decided they wanted to take from the side they did, and when and if they come up with the situation again, they will probably start where it was stopped this time. He said he has had calls from other communities that are interested in getting information from the Village because they are looking at the same type of thing.
6:41:23 PM Garcia Asked if they would be getting fish to stock the lake.
6:41:26 PM Gulledge Replied that he and Kostyshock have discussed this. They are thinking that in the Spring they will get bigger fish than they normally put in the lake.
6:41:49 PM Bell Commented that the Park Committee will be discussing this and will come back to the Board with a recommendation.   He said once it dries out, they could do the same process again. He feels this has saved the lake.
6:42:20 PM Gulledge Said this will be on the agenda next week, to make the final payment to O'Bryan Consulting in the amount of $72,816.90. He asked Kostyshock to discuss the next agenda item, Contract with Juneau for Storm Sewers in Old Town.
6:42:50 PM Kostyshock Said he talked with Juneau engineers today. They completed the engineering on the storm sewers to be installed in this area. He said he did check it, he is concerned about the drainage going toward 159. He said they assured him that they do have the storm sewers in place to take care of the problem. The pay request is for $48,000.00.
6:43:27 PM Bell Said there was some issues about where the storm sewers drained to the south. He asked how it was resolved.
6:43:45 PM Kostyshock Replied they were out there staking it today. He asked if he was talking about on Third Street going toward the Bike Path. They will run the storm sewer and the sanitary sewer side by side, if the Village gets the easements.
6:43:59 PM Bell Commented that the issue was that the amount of water that will be going down toward where it crosses the bike path.
6:44:11 PM Gulledge Commented that the engineers say it will handle it. They have been in touch with the Transit Authority, and they don't seem to have any problems with it.
6:44:24 PM Bell Commented that this is the way it flows now, and the question was, it slowly gets there now, as opposed to being piped in, and there is a difference.  He doesn't know what the resolution was.
6:44:40 PM Gulledge Said they might have to clean out the ditches.
6:44:43 PM Bell Asked if it will go under the bike trail. He was told it did.
6:44:52 PM Callahan Asked where it went from there.
6:44:52 PM Gulledge Replied it goes all the way to Fifth Bridge, and goes on down toward the bluffs.
6:46:01 PM Gulledge Said if there are no more questions or comments, this will be on the Board agenda next week. However, he wants Attorney Wigginton to look at the contract.
6:46:22 PM Bell Commented that this is the first phase of a multi-phase project. There are the storm sewers, curb and guttering, and new surfacing.
6:46:24 PM Gulledge Commented that he hopes the Village is able to do all the projects, but even if something happens and they can't be done, the storm sewers still have to be fixed.
6:46:37 PM Bell Asked if the $48,000.00 includes any ditching that needs to be done.
6:46:40 PM Kostyshock Replied that it is just for the engineering costs, not the cost of construction.
6:47:11 PM Callahan Asked about the easements. He asked if they don't get the easements will the Village still be obligated for this.
6:47:33 PM Gulledge Answered he didn't think they would sign it without the easements, but there is still drainage through there.  It is a natural drainage through there, and it is not what they want. They want the drainage to be piped and be underground. This will be up to the people who must give the easements.
6:47:42 PM Callahan Asked if the $48,000 would still have to be paid.
6:47:44 PM Gulledge Replied no, not if they are not going to do the project.  He said if they don't get the easements, they will not enter into the agreement next week.
6:48:47 PM Garcia Asked if this will help with the basements that flooded.
6:49:05 PM Gulledge Answered that it may help a little, but he thinks what will help is the sanitary sewer when it is run parallel will be the biggest relief for not only the three or four families that had the problem, it will also open up for more development in this area.
6:50:17 PM Kostyshock Discussed Pay Request #2 from Ehret Plumbing in the amount of $137,912.13. He said this will leave about $300,000.00.  The project is coming along good.
6:51:41 PM Gulledge Commented that the Village engineers confirm that the work has been done. This also will be on the Board agenda next week.
6:52:15 PM Kostyshock Discussed Change Order #3 from Ehret Plumbing for an 8" valve & 2 hydrant extensions in the amount of $2,049.00.
6:52:17 PM Bell Asked where this was at.
6:52:19 PM Gulledge Explained it is on the east side of 159 in the area where the bike path passes underneath and the hydrant on the other side because of the depth.  He said this was an emergency otherwise the project would have been stopped.
6:53:34 PM Bell Commented that the Village has paid about half, when do they think they will be done.
6:53:52 PM Kostyshock Answered that now they are at the corner of Union and 159. Hopefully they will be out of this side in a couple more days. They had a sewer that was in the way. They had to go over and deeper. There will probably be a change order for more rock, etc. When they get this done, they will go to the other side of the street.
6:54:25 PM Gulledge Commented they are saying about middle of December if weather holds out. This will also be on the agenda for next Wednesday.
6:55:34 PM Gulledge Discussed the next Caucus meeting, which would be the Wednesday before Thanksgiving. He said the Board needs to meet because of the Tax Levy. He said they could either meet on Wednesday or Tuesday. After discussion it was decided to meet on Tuesday, November 23 for no more than one hour, and the meeting will be limited to discussion of the Tax Levy. The only other item would be if there would be a major emergency.
6:58:21 PM Wigginton Talked about the Tax Levy. He discussed the steps that must be done. He said next Wednesday night he will read the estimate of the Tax Levy. Then, the following Tuesday, November 23rd at 6:30 p.m. they will have the Caucus meeting only to discuss any changes or revisions in the estimate. After this, Clerk Long will have to publish in the paper, normally the Troy Tribune, the notice of a public hearing. The public hearing will be before the regular meeting on Wednesday, December 15 at 6:45 p.m. Then, after this, at the regular meeting, they will pass the Tax Levy Ordinance. Then, a certified copy must be filed before the last Tuesday in December.
6:59:48 PM Wigginton Discussed next the Am Legal Ordinance. This is an ordinance which will be done annually when the supplements to the Code of Ordinances are done.
7:01:31 PM Gulledge Discussed Mounds Construction Company overlay on Jacquelyn Court. Their estimate was $20,700.50. The Resolution that was passed was not to exceed $22,000.00, and it came in at $19,097.14. He said if no one has a problem, this will be placed on the agenda to be paid. The money will be from the Motor Fuel Tax Fund.
7:02:42 PM Kostyshock Said if anyone gets a chance, take a drive out there. He said it is really nice, they blended the street right in with the curbing and driveways.
7:03:08 PM Gulledge Commented that this afternoon he saw one of the residents, that since they have lived in their house, they have never been able to get in their driveway. They are really happy. He said it really did turn out nice. The Village guys did a really good job as did the Mounds workers.
7:03:18 PM Gulledge Discussed an agreement from IDOT on the 117 trees. At no cost to the Village, they will purchase, deliver and plant the trees. A map of where the trees will be planted is enclosed with the agreement. The one thing that was not in the agreement, and he asked the person who delivered the agreement, is a guarantee. She told him they are usually guaranteed for one year. He told her he would like this in writing. She said she will try to get it from the nursery. He complimented the Park Committee, and especially Roger Shoup. They worked very hard on this.
7:06:17 PM Bell Talked about Exhibit D and C. D is by the walking path, and he thinks it might be close to where the comfort station will be built.  Exhibit C is where Division curves around, on the inside. This is where all the big mounds of dirt from the dredging are.
7:07:08 PM Gulledge Went to Calendar Updates.
7:07:47 PM Schmidt Said the Santa Fest is Saturday, December 4th from 10 a.m. to Noon.
7:08:39 PM Kostyshock Said the Library Museum meeting is December 14 at 6:30 p.m. in Village Hall.
7:10:09 PM Garcia Asked when the Employee Christmas party would be. She was told it would be Thursday, December 23rd.
7:10:23 PM Gulledge Went to the To Do List, page 1. He said he received a letter from the State Fire Marshall, and Attorney Wigginton is working on the NFPA Amendment Update with Fire Chief Flaugher.
7:10:52 PM Wigginton Explained that this is the National Fire Protection Act. The 2000 edition has been adopted by the State of Illinois, and the Village has received a notice from the State Fire Marshall requiring all municipalities to update their ordinances accordingly, for example, the Village has the 1997 edition. Therefore, the Village must pass an ordinance amending this to comply with the 2000 edition.
7:11:33 PM Schmidt Asked how the interviews for the Fire and Police Boards went.
7:11:44 PM Gulledge Answered they interviewed everyone. He said he couldn't be more pleased with all the applicants. It will be a very difficult decision.
7:11:53 PM Garcia Asked how many will be chosen.
7:11:55 PM Gulledge Replied that now they need five volunteers, three for the Fire & Police Board, and two for the Police Pension Board. The Fire Pension Board by Statute Thelma is on it, he is on it, and three firemen, etc.  He said this is not an easy thing. They are working very hard and diligently on it. He said every one of the volunteers will do a good job.
7:13:37 PM Bell Said he would like to add the new code supplement to be put on the server on the To Do List.
7:14:24 PM Garcia Asked if they are still thinking about getting parking around the Fire Department.
7:14:39 PM Gulledge Answered yes. The Park Committee has a meeting Monday, and they will probably discuss this.
7:15:03 PM Schmidt Commented that maybe someone should refresh the Committee's memory that there will be a parking lot catty corner from the park, at the old Budwell property.
7:15:36 PM Gulledge Commented that they know this, but people would have to cross 159. He went on to Page 2.
7:15:46 PM Schmidt Asked if the new food pantry building has been added to the To Do List. He was told it was.
7:16:07 PM Garcia Asked about the dumpster. She said it was still there.
7:16:10 PM Gulledge Replied that he didn't check on this. He said she did say that she would remove it. However, Waste Management has to come out to pick it up.
7:16:28 PM Bell Asked about the "other eye sore" that they discussed a few weeks ago.
7:16:38 PM Gulledge Said he knows they have been down there to talk to them. He said he thinks they have done a little, but very little. He said he thinks they just moved some of the problems south. He thinks the only things that has left is a few tires.
7:17:12 PM Wigginton Commented that he went by there today to follow up on this, and he talked with Flaugher about some additional violations he saw.
7:17:25 PM Schmidt Commented that he went by one day over the weekend, after dusk, and they were out there with spotlights working on cars. He said it was dark and they should not be working outside anyway.
7:18:25 PM Callahan Asked about the cars without license plates.
7:18:46 PM Gulledge Answered if there are vehicles without license plates, it is a police matter. He commented that it looks like he may have to talk to the owner personally.
7:19:43 PM Callahan Talked about the "auction place" being an eyesore. Sometimes they have couches, etc. with signs stating "free".
7:19:47 PM Gulledge Said he has talked with this owner, and he hasn't noticed anything since he did.
7:20:07 PM Wigginton Commented that part of the agreement in the widening of 159 is the strict enforcement of no parking on 159 through the Village of Maryville.
7:20:13 PM Gulledge Commented that he expects at each partnering meeting on the project, someone to say something about this, but so far no one has. When they do, it will have to be stopped totally right then.
7:20:42 PM Garcia Asked about the Firemen's Park restrooms.
7:20:58 PM Gulledge Answered that he talked to Jim Gillis, the Architect that has helped them on the Food Pantry, yesterday. Gillis told him he would have something e-mailed to him by Friday, in time for Bell to take to the Park Board meeting on Monday. He has some good ideas. Mayor reported on the MEPRD grant application. He told the Board he was notified yesterday that the Village received a grant for $96,300.00. This grant is for the restroom out by the walking trail.
7:22:09 PM Bell Commented that the OSLAD grant went in about two weeks ago.
7:22:29 PM Gulledge Commented that they may know something on that one in about two weeks, according to Bill from Juneau's office. They will know if they made the first cut. He went on to page 3 of the To Do List.
7:22:41 PM Schmidt Commented that it looks like they are done with the playground equipment. This could be taken off.
7:23:04 PM Bell Answered that they are trying to find out how much to take out before the rock can be put in. He said they have decided to do the old playground with the same system as the new playground, so that it also drains properly.
7:23:29 PM Gulledge Went on to page 4.
7:23:39 PM Schmidt Asked if they have started on the new well.
7:23:48 PM Gulledge Said they have signed the Notice to Proceed, but they haven't started, which is okay. He said when they met with Ehret, they told him they really want to concentrate on 159 before starting on the well.
7:24:12 PM Bell Asked about the new property. He asked if the people are to be out by the end of the year.
7:24:43 PM Gulledge Answered that he just talked with them on Friday, and they told him they may be out a little earlier. He went to Trustee Comments.
7:25:04 PM Schmidt Asked if everyone received the latest edition of the Gazette. He had not received a copy. The other trustees all said they received a copy. The discussion turned to the poor service from the Postal Service.
7:27:18 PM Bell Talked about the dirt that has been taken out of the lake. He asked if there were any plans for the use of the dirt. He said the reason he is asking is one of the schools is in need of dirt to fill in low places.
7:27:54 PM Gulledge Commented that he asked Juneau about this, because someone wanted to buy some of it. It is Juneau's recommendation that at this time, the Village should do nothing with the dirt. He suggests the Village keep it for their own use for filling in places, and making sure they have plenty. This is good top soil.
7:28:31 PM Callahan Commented that last night he and Kostyshock had a meeting with the History Museum Library Committee, and at their request, Attorney Wigginton was there to explain to the members of the Committee some of the concerns they have about the 501C3 Not For Profit status for this particular organization. The big difference is there are two ways to go. The Library Committee can form their own 501C3, and it would not be regulated by the Village, but it would not be a responsibility of the Village either. He said he doesn't think it is as easy as the committee thinks to get Federal approval for the tax exemption. The other route that they could take is the Village could have a 501C3 Not For Profit corporation as an entity of the Village. He said Attorney Wigginton mentioned that a lot of school districts form them so the people can give donations and get tax exemption. The committee is not sure how they want to go. He doesn't think they realized it was this complicated. He said both he and Kostyshock, during and after the meeting, sort of encouraged them to go the Village route, because of the controls that would be put into place. Someone would be looking at the money, someone would be responsible for keeping track of everything. The only difference would be that they would have to come to the Board and ask to spend the money. He said they pointed out to them that when they had the Centennial Committee, there was never a problem. He said if the Board doesn't have a problem with it, he and Kostyshock told them they thought they should go the 501C3 route using the Village as the entity, then the Village would supply the accounting and the procedures to handle the money and the formats necessary to make sure everything is taken care of. The people giving the money would still get their tax exemption. Attorney Wigginton has to make sure the Village can do this. He said assuming the Village can do this, that was sort of the way the Library Committee was leaning last night.
7:31:20 PM Kostyshock Said the officers of the Library Committee wants a meeting with Attorney Wigginton, Mayor, himself and Callahan and discuss this further. No one has made up their mind yet which way they want to go.
7:31:52 PM Callahan Commented that Wigginton had mentioned that they had talked about this, but had not really explained to the Board the differences. He said they had said it is okay to form a 501C3, but prior to going into the conversation with the members of the committee with Mayor, Kostyshock, and himself, he asked if it is okay with the rest of the Board if that option is available.
7:32:10 PM Wigginton Commented that there was a lot of confusion at this meeting. He said his purpose for being there was to educate them on what the Village's issues are. He advised them that he was there to protect the Village. He said that right now that is an organization, basically an exploratory committee. They are exploring the level of interest in a library in the Village. The Village has indicated that it would support that committee up to the point as to whether or not they get their grant to hold a demonstration library. He said if they get the grant, the Village has indicated it will provide them space for the library. If they do not get the grant, the Village will at this point end it's support of their efforts. He explained to them that their efforts to bring a demonstration library to the Village of Maryville in order to gauge further interest from the public can continue. The 501C3 is basically a mechanism that organizations set up to encourage people to make donations. A donation to a 501C3 can be written off on the tax return. He said he told them that he feels they are getting ahead of themselves when they are concentrating on the 501C3 before they have determined if they can get a demonstration library. He explained to them that if the Village of Maryville determined that it wanted to get more involved in the library business, that it would have the option of forming the 501C3, like many school districts do. In the event the Village would do this, it would be responsible for receiving cash, property donations, book donations, etc. Also the Village would be responsible for disbursing those funds and keeping track of all the expenditures. He said he told them, that he feels that at this point and time the Village has not made a decision on whether they want to be involved in the library business. He said he also told them there is nothing to stop them for doing it themselves as a private group. He said he reminded them that the survey that was sent out to the residents did not show good support or interest for a taxpayer supported library in town. He said at this point he does not recommend making a decision on whether to form a 501C3.
7:38:21 PM Callahan Commented that the lady from Lewis & Clark Library System that is helping the committee could not guarantee that they would get the grant, or the amount.
7:38:55 PM Gulledge Commented that as he has said before, in the Illinois State budget one of the things they are taking a hard look at is the library business. He said on a personal note, if the taxpayers want to support a library, he would love to see it, but he also wants to make sure that the citizens don't feel like the Village is forcing them into a situation the majority of them do not want to be in. He said he thinks this is a very good group, but this Board needs to be very careful how taxpayer money is spent.
7:41:33 PM Callahan Said also at the meeting, they thanked the Board for providing them the file cabinet and chair. He said he forgot to specify the file cabinet was to be legal size. They like the one they have, but also have a need for a legal size.
7:42:32 PM Kostyshock Reported that the Christmas displays are being put up. He hopes to have them up by Thanksgiving.
7:43:26 PM Garcia Asked about West Main Street where the work being done in conjunction with the 159 widening, and they put asphalt in the hole, she wants to know if they are going to put concrete on it. She said it makes the street look bad. She was told they will do that later. The asphalt is temporary.
7:43:53 PM Bell Commented that he received the electronic data for the Comprehensive Plan, and all the data is on the server.
7:45:47 PM Gulledge Commented on the Southwestern Illinois Council of Mayors meeting. He said he is planning on going to the meeting, and as in the past, if a trustee wants to go, the Village will pay, but the spouse would be their responsibility. He needs to know by Monday, November 15th. It will be at Sunset Hills Country Club. He discussed with the Board, the problem on Third Street, concerning the road tore up by the developer. They were supposed to put it back to it's original shape. However, they put only one layer of oil and chip and it should have had three. He said he asked Juneau to contact them, and they basically told Juneau to tell him they were not going to do any more on the street. He said he got an estimate from Juneau of $1,000.00 for two more coats. He said if they don't do this, the people in the area are going to have problems on that road as the weather turns bad. He told the trustees he is asking for their approval to get two more coats of oil and two more layers of rock. He said he is going to talk to Attorney Wigginton about recouping the money at a later date. He said this must be done soon, as the asphalt plants will be closed for the winter. The Board agreed to allow him to proceed.
7:50:55 PM Gulledge With nothing further to come before the Board, he called for a motion to adjourn. The motion to adjourn was made by Schmidt, and Bell made the second. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Callahan - yes; Kostyshock - yes; Garcia - yes. Motion carried.

Respectfully submitted,

Thelma Long, Village Clerk   

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