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Village of Maryville, Illinois

Description caucus minutes
Date7/28/2004 Location Council Chamber
Time Speaker Note
6:30:00 PM Gulledge Called the Caucus meeting of July 28, 2004 to order, and invited those in attendance to join in the Pledge of Allegiance. He then asked for a roll call of those officers present. Answering the roll were Trustees Schmidt, Bell, Callahan, Kostyshock, and Garcia. Trustee Limberg was absent. Also in attendance were Clerk Long, Police Chief Schardan, and one reporter. At this time, he welcomed Attorney Fred Keck, and explained that he was filling in for Attorney Wigginton who is out of town.
6:31:17 PM Gulledge Called for approval of the minutes of the July 14, 2004 Caucus. He asked if there were any questions, additions or subtractions to the minutes as prepared by the Clerk. There were none. He asked for a motion to have the minutes placed on file. Schmidt made the motion and Kostyshock made the second to his motion. Voting on the motion: Schmidt - yes; Bell - yes; Callahan - yes; Kostyshock - yes; Garcia - yes. Motion carried.
6:31:52 PM Gulledge Asked Chief Schardan to discuss the first item on the agenda, Humane Officer.
6:32:12 PM Schardan Began by saying that basically everything he has to say he has written in the report he gave them in their packets. He included his recommendations if they choose to take any action or make any decisions.
6:32:37 PM Gulledge Commented that the report is self-explanatory and is a very good report. He suggested entertaining questions from the board members.
6:33:00 PM Schmidt Commented that it is a good report, and very concise. He asked Schardan if anything has come up during daylight hours when Pomerantz is not available that couldn't be handled.
6:33:23 PM Schardan Replied no. There was one incident, but they were able to take care of it.
6:33:34 PM Callahan Asked Schardan what his recommendation would be.
6:33:47 PM Schardan He commented that financially, he thinks it would be better to have someone from the Street Department that would be here Monday through Friday during the day time hours to respond to a call. Also, pay them overtime if it is on the weekend or off duty hours. He said he thinks this would be substantially cheaper than paying for patrolling hours.
6:34:36 PM Callahan Asked Schardan if he thought someone in the Street Department or Public Works could handle this, or would it require an extra employee.
6:35:01 PM Schardan Answered that he didn't think it would. He talked about the number of hours that were actually activity as opposed to the number of hours for kennel time when there is an impounded animal and the patrolling hours.
6:35:15 PM Callahan Asked who would handle the calls after regular hours, if it would still be a Public Works employee with overtime.
6:35:22 PM Schardan Answered yes. He commented he has talked a little with Mann about this.
6:35:25 PM Garcia Asked if Mann thought they could handle it.
6:35:27 PM Schardan Replied that Mann's only concern is that only he and one other Street employee live in town.
6:35:31 PM Garcia Asked if there wasn't special training the employee would have to go through.
6:35:34 PM Schardan Commented that he didn't know, he had not checked on that.
6:35:37 PM Gulledge Suggested that if the Board doesn't have a problem with this, let Schardan check into the issue of what kind of education would be needed, what, if any, permits are needed, etc., and put this back on the agenda in two weeks. And, in the meantime, talk to a couple of the employees who might be interested in doing the job. He said Pomerantz does a good job, the problem is with the full time position she has taken, she is not available to the Village when she is needed. He asked the trustees if they were agreeable to tabling this for two weeks, and let Schardan do a little more research on this. The trustees agreed.
6:35:47 PM Schardan Said he has talked with Madison County Animal Control about the situation. They told him they only thing they will do is transport animals from the Village pens to their shelter. The cost is $30.00 per trip, no matter how many animals.
6:38:11 PM Gulledge Asked if they would respond if the Village had a problem.
6:38:15 PM Schardan Said he asked them about this, but they told him no, because they don't have the manpower, and would have to do it for all the communities.
6:38:31 PM Schmidt Asked if anyone knows how Troy handles their animal control.
6:38:57 PM Gulledge Commented they have a private person that takes care of it.
6:39:05 PM Schardan Commented that he has talked to Pomerantz and asked her to provide him with some information. She started telling him about Glen Carbon and Troy and the way they handle theirs. One of them includes code enforcement as well. He asked her to write this down for him, but he hasn't received anything yet.
6:39:19 PM Gulledge Suggested unless there are more questions, tabling the matter for a couple of weeks. He suggests calling other communities to see how they handle their animal control.
6:39:42 PM Garcia Asked how many hours a week  Pomerantz works.  She was told fifteen.
6:40:03 PM Gulledge Went to Calendar Updates.
6:40:36 PM Bell Said Sunday, August 15th, at 7 p.m., there is a concert in the park with the O'Fallon Folk Singers. He commented that besides the Park Committee meeting, the Planning Commission meeting, and the Caucus and Board meetings, the concert is all he has on the calendar.
6:41:06 PM Kostyshock Said the Museum/Library committee will have a meeting on August 10 at 6:30 p.m. in the Village Hall.
6:41:37 PM Gulledge Went to the next agenda item, the To Do List. On page 1, he commented on the Sewer Treatment Bill to Collinsville, the date is wrong. The date should be Thursday, August 5th instead of August 8th. All information has been sent to IDOT on the trees for 159, and he is waiting to hear back on how many trees, when, and where they will be placed. He commented on the Hayden Lane property. He said next Tuesday, August 3, at approximately 4 p.m., they should finalize this. He went to Page 2. There is a new item under finance, the Fire and Police Board and pension fund. They are gathering information. Attorney Wigginton has information they will be providing to Trustee Callahan, for the Police Department, and to Flaugher for the Fire Department. They will be scheduling a meeting with a person who has done this for other communities.
6:44:29 PM Callahan Commented he has spoken with Schardan about this, and asked him if he had an idea of what it is going to cost the Village to catch up. He said it doesn't seem to be a big dollar amount immediately, but it is an amortized amount over about 30 years. He said Schardan said he hasn't been able to get anybody until he is given a number.
6:45:10 PM Gulledge Commented they don't have a number yet, but they think they have found someone who knows what he is doing. He has done two. The Village has no choice, when a community goes over 5,000, it is mandatory that a fire and police board be established. And, this automatically puts the police and fire in the Downstate Fire and Police Pension Fund.
6:45:27 PM Schmidt Asked what kind of time frame the Village is obligated to establish this.
6:45:37 PM Gulledge Replied the Village must be working on this, and hopefully they should be ready to do something in 60 to 90 days. It looks like it will probably be retroactive back to March 17, or what ever date the Village reached the 5000 mark. They will be gathering information. He and Attorney Wigginton have been working on this.
6:46:39 PM Callahan Asked about the letters for the new sign in Firemen's Park.
6:47:01 PM Schmidt Said they were ordered, delivered and paid for. He bought two sets.
6:47:18 PM Callahan Commented that the sign looks great.
6:47:30 PM Bell Asked about a date on the West Main project. He said there were two options, do one half at a time, or tear it all out and get it done. They asked if they could tear it all out, so they had to give a date.
6:47:55 PM Kostyshock Commented that they dug it out all the way to Keebler today, and hopefully the will pour one side the first of next week.
6:48:55 PM Schmidt Asked about the abandoned house at the end of West Main. He asked if there were any updates from the County.
6:49:00 PM Gulledge Said the Village can't clean it up.  It is in the County, and has been turned over to them.
6:49:11 PM Garcia Said it belongs to a bank.
6:49:17 PM Callahan Commented he thought it was County.
6:49:20 PM Gulledge Replied it is, but some think it is Maryville.
6:49:31 PM Bell Commented they are working on the bike path.  It is going pretty good.  He said Jarod from Juneau is going to give a demonstration on the GIS tiles on August 11.  He commented the tiles are going to be a very useful tool. The Board needs to start thinking about populating the tiles with data,  perhaps hiring a College student or someone to do this.
6:51:01 PM Gulledge Went to page 3. He said he received a call today on the Lyn Hi micro surfacing. There is a construction meeting on August 9 at 10 a.m. in Juneau's office.  They are talking about starting in Maryville around the end of August.
6:51:53 PM Schmidt Asked if anyone has heard anything from the people doing the feasibility study on the communications consolidation.
6:52:07 PM Gulledge Answered that they have sent some information back, he has not seen it. Chief Schardan told him yesterday, they are going to try to have a meeting with the three Mayors and the three Police Chiefs to bring them up to date and give them the information to bring back to their respective boards.
6:52:43 PM Bell Commented that the State received the Village's money for the permit on the lake dredging. Hopefully they will start on this in the next week or two.
6:53:15 PM Gulledge Commented that possibly as early as next week, they will bring the dredge in and drop it in the lake.  He said he will try to let everyone know when he has a definite date and time if they want to watch.  He went to page 4.
6:54:03 PM Callahan Asked Mayor if he has heard anything from SWIMPAC.
6:54:11 PM Gulledge Replied he finally got in touch with Tom Wobbe, the other guy has been out with serious health problems. He is back to work now and hopefully the Village should be receiving the updates soon.
6:54:44 PM Bell Commented that Wobbe is going to get the Village an electronic version of the Comprehensive Plan.
6:56:18 PM Gulledge Went to Trustee Comments.
6:56:30 PM Schmidt Said he talked to Jack Kime today. They are getting ready to put together news items for the next edition of the newsletter, which the deadline is August 15. The publication and mailing date is September 1. He said Kime wants him to bring up to the Board if any of them has received comments about the news letter.
6:57:54 PM Gulledge Replied he has already told Kime that everything he has heard has been positive with the exception of one lady who thinks it is terrible that the Village would spend Twenty Cents on a copy of the news letter.
6:58:06 PM Kostyshock Commented he has received several calls, and they were all positive.
6:58:27 PM Bell Commented that he told Kime he would like for him to put it on the server, so it can be put on the web site.
6:59:31 PM Schmidt Said he hasn't solicited comments from anyone, and the only feedback he has received was from one person, and it was negative also. The next item he discussed was the purchase of an additional lap top for his use during the meetings. He said at the next board meeting, there will be four items for Board consideration. One is the lot on South Center and Second Street to be rezoned from MR-2 to B-1. There was a public hearing at the Planning Commission meeting, and there were no objections. The Planning Commission recommends the rezoning. The property belongs to Patrick Presson and the address is 2200 South Center.  He commented that Presson is thinking about renting it out to businesses possibly attorneys, etc. There will be some parking on the back side, access will be on Second Street.
7:01:16 PM Gulledge Commented there is a Public Hearing scheduled on the rezoning of this property at 6:30 p.m. prior to the August 4 Board meeting.
7:01:53 PM Schmidt Said the second item is the final development plan submitted by a gentleman who owns six or seven Subway stores in this general area. The parcel is just south of the Professional Park. It is the old Mars Car Rental building, and the lot east of it. The total size of the lot is approximately 95 x 210 or 219. He is going to put one building, with four shops. One will be a Subway Shop. There will be twenty-six (26) parking spaces. The building will be 90x55, with the four store fronts. The Subway Shop will be the shop nearest 159. The Planning Commission recommends Board approval. He commented that it will be an all brick building, similar to the ones in Professional Park. The man's name Jim Shepard.
7:03:53 PM Callahan Asked if it requires the MVOB.
7:04:21 PM Gulledge Answered it is a PD-B. There is no drive thru.
7:04:39 PM Callahan Asked if the south side of this is the Osborn Development.
7:05:05 PM Schmidt Replied it is the Executive Plaza. The backs of the two will be facing each other.
7:05:10 PM Callahan Commented that in the northeast corner of the Osborn Development, the ground is approximately twenty feet higher. He wondered if that will affect anything.  He said he knows it is the normal lay of things.  Mayor commented that they are not done fixing the property.
7:05:36 PM Schmidt Said the other two items  were on the Planning Commission meeting on June 28, and will be on the Board agenda.  They are  the Osborn Car Wash on lot 4 of Executive Plaza, and the preliminary plat of the Villas at Remington, PDR. It is located just north of the bike trail, directly across from Pinehurst Subdivision. It will be a total of 62 units, but will be 31 buildings, partial brick and vinyl.
7:06:58 PM Garcia Asked if these are like the ones on Keebler.
7:07:10 PM Schmidt Answered that it is a different contractor.  However, it is a PDR, and they will have to answer all the questions of the Planning Commission about the materials, etc.  He commented that there is going to be some vinyl on the buildings, and he is going to suggest different colors.
7:07:45 PM Garcia Asked if these are on the five acres.
7:07:56 PM Gulledge Answered that part of it is on the five acres.
7:08:01 PM Schmidt Said they have also been made aware that they will have to have an access from the buildings to the bike trail.
7:08:18 PM Callahan Asked when there is a PDR, when it is approved, has the negotiations been completed as to all the arrangements and how it is going to be. If not, when do those negotiations take place.
7:08:49 PM Schmidt Replied when they present the final plat to the Planning Commission.
7:09:00 PM Gulledge Commented the negotiations are with the Planning Commission, not the Board. The Board gets their opportunity when they receive the recommendations from the Planning Commission.
7:09:18 PM Bell Commented that some decisions are levied at the Preliminary Plat time too.
7:09:43 PM Callahan Asked about the possibility of changing the ordinance to require the contractors to provide seven mini packets of whatever the big packet is, so the trustees get whatever the Planning Commission gets.
7:10:19 PM Schmidt Replied he has no problem with this, and would also recommend they put it on a CD format.
7:10:35 PM Gulledge Commented he thinks this is a great idea. He also thinks another great idea is they should all get more involved in the Planning Commission meetings.
7:11:05 PM Callahan Commented that he has never known at what stage the negotiations take place as to what the development is going to look like.
7:11:16 PM Gulledge Said it is done at the final plat. The preliminary plat is mainly the engineering work, calculations, elevations, etc. The final plat is exactly what the name implies. It is a final plat and when it is approved by the Board, that is exactly what it means. It is final.
7:13:33 PM Garcia Commented before she voted on this, she was under the impression that the same developer from Keebler was doing these, and they were going to be similar, or she wouldn't have voted for it.
7:14:36 PM Gulledge Replied that this was never the case. This is the Osborn's. The other one is H&L Builders. He told Garcia he thinks where she is getting confused is the property belongs to Osborn. H&L took over the contract to build them.
7:15:03 PM Callahan Commented that he thinks Garcia is saying she wouldn't have voted to change the zoning.
7:16:27 PM Gulledge Told them the Board still has the final say on what is built, but not who builds them.
7:18:13 PM Bell Said the Park Committee is recommending the Village to enter into agreement with Walt Blotevogel of Blotevogel Associates to locate and pursue the acquisition of park land. He said he thinks the way he works is he will pursue the grant and talk to the people and try to find land at no charge to Village. However, if land is found and the Village decides to develop a park, he asks that he be the engineer for the project, at15% the same rate the Village pays Juneau. The Park Committee is asking that the Village enter into an agreement with Blotevogel. He said naturally Attorney Wigginton will look over the agreement .
7:20:04 PM Garcia Asked where the money comes from to buy the land.
7:20:13 PM Bell Answered the money to buy the park ground will come from grants and/or the Green Space money. He commented perhaps CARD will give back some of the Village's tax money for the purchase of land. He said Glen Carbon has successfully used him. They have obtained a lot of grants for parks and bike trails, etc.
7:21:05 PM Kostyshock Asked if the going rate is 15%.
7:21:18 PM Gulledge Commented that normally engineer fees can be negotiated. He said he has no problem with their recommendation, except that the recommendation should state that the Mayor and Trustee Bell to negotiate with this person. He also said that before any kind of contract is signed it would only be appropriate for these people to address the Board so they have a clear understanding of what services they will be buying.  He said if the trustees are for this,  he will ask them to come to a caucus to answer any questions or concerns anyone may have.
7:22:34 PM Bell Commented he would have no problem with this. He said the majority of the Park Board feels getting more park ground on the west side of town is going nowhere with CARD.
7:22:46 PM Kostyshock Commented that they want 15% plus they want the engineering.
7:22:52 PM Bell Explained if the Village gets a grant to buy the park, it is usually a matching grant. The Village would pay 50/50 to buy the land. Then the very next year the Village can apply for a grant to develop the park. When they get the acquisition grant, at that time the documents have to say what the grant is to be used for, such as tennis courts, etc. These people do all of this also. He doesn't charge for obtaining the grant and talking with the residents. But, when the development grant is obtained, he wants to be the engineer. There are no architects involved.
7:25:13 PM Gulledge Asked the trustees if they wanted to bring them in on August 25. The trustees agreed to have them come in and talk to them.
7:26:39 PM Callahan Commented that he would like to have the attorney look into changing the ordinance to get the small packets of the developments for the Board to review. They discussed how many packets they should ask for. It was decided that the developer should provide nine mini packets to the Board.
7:29:06 PM Callahan Asked about the vacant lot down from Presson's property. He asked if this was going to be a parking lot.
7:29:35 PM Gulledge Answered it is going to be a double parking lot on the corner of Third Street and one on West Zupan Street. He said the Village won't own it, but it will be the Village's unless they try to sell it. If the Village tries to sell it, they will have to buy it first. The parking lots will be asphalted, but he doesn't have a time frame.
7:29:54 PM Kostyshock Discussed the bid opening for the 16 inch interceptor sewer repair project. The three bids were Haier Plumbing & Heating for $11,803.00, HS Contractors for $15,900.00, and Ehret for $18,064.00. He is recommending the Village accept the low bid from Haier Plumbing & Heating in the amount of $11,803.00. 
7:30:27 PM Gulledge Asked if there were any questions. There were none. He said this will be on the Board agenda for approval next week.
7:30:57 PM Kostyshock Discussed the first payout on the 159 Water Main Relocation - Phase 3 from Ehret Plumbing. The total project is $430,225.41. The first pay request is in the amount of $124,154.72.
7:31:25 PM Gulledge Asked if there were any questions. There being none, he said this will be on the Board agenda for payment next week.
7:31:52 PM Kostyshock Talked about the computer in Presson's office. He said due to the lack of memory left on the computer, it has been recommended that a new computer be purchased for Presson's office.
7:32:21 PM Bell Commented that the computer in Presson's office is actually the spare pc for back up for the pc at the water plant. It is four or five years old. Today they went to install the GIS software, but there is no hard drive space or memory left. He said he will talk to Presson about what programs he uses. The computer is going to cost around $1600.00 and with the Windows and Office the amount should not exceed $2100.00. He would like this on the agenda for next week also.
7:34:26 PM Kostyshock Commented that they are going to start oiling and chipping the east side of town the latter part of August. They will not do the streets now because the storm sewer project will be starting later on this year. They are going to do all the alleys on this side. They will also do East Main from Lange all the way to Lakeview. Then they will do Lakeview from East Main to Route 162. Then they will do Parkview Drive. He said if anyone asks why the streets aren't being done, just explain they are going to do the storm sewers before doing the streets.
7:36:03 PM Garcia Commented that due to the fact that they are not going to get a date for the employee swimming party, she still wants to do something for the employees. She suggested buying pizzas one day for lunch for everyone, or perhaps buy tickets to a baseball game.
7:36:24 PM Bell Commented that a Grizzly's game would be a good.
7:37:13 PM Gulledge Said it is nice there, perhaps they could have a Maryville Night at the Grizzly's Ball Club. He said they should check on this to see how much it would cost. This discussion went on for some time about the different prices, the number of people attending, and if food would be provided, etc. Bell pulled the Grizzly's web site up and they talked about the different packages available. It was decided that Mayor Gulledge will call Mr. Sauget and see what he can do for the Village.
7:43:09 PM Gulledge Talked about the Green Space Ordinance for residential properties. He said he thinks they need to start thinking about a green space fee for commercial developments. They need to come up with a number. He said he will call other towns if the Board wants him to.
7:45:39 PM Gulledge Asked the Board to go into Closed Session to discuss the possible sale or purchase of real property.
7:45:58 PM Garcia Made the motion and Schmidt seconded her motion. Voting on the motion: Schmidt - yes; Bell - yes; Callahan - yes; Kostyshock - yes; Garcia - yes. Motion carried.
8:09:31 PM Gulledge Called for a motion to return to open session. Kostyshock made the motion to return to open session and Schmidt made the second to his motion. Voting on the motion: Schmidt - yes; Bell - yes; Callahan - yes; Kostyshock - yes; Garcia - yes. Motion carried.
8:09:56 PM Gulledge With no other business to come before the Board, called for a motion to adjourn the meeting. Bell made the motion to adjourn, and Callahan made the second. Voting on the motion: Schmidt - yes; Bell - yes; Callahan - yes; Kostyshock - yes; Garcia - yes. Motion carried, and the meeting ended.

Respectfully submitted,

Thelma Long, Village Clerk

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