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Village of Maryville, Illinois

Description Caucus Minutes
Date6/23/2004 Location Council Chambers
Time Speaker Note
6:30:21 PM Gulledge Called the Caucus meeting of June 23, 2004 to order, and asked those in attendance to join in the Pledge of Allegiance. He asked for a roll call of those officers present. Answering the roll were Trustees Limberg, Schmidt, Bell, Callahan, Kostyshock, and Garcia. Also in attendance were Clerk Long, Water & Sewer Superintendent Presson and two reporters. Attorney Wigginton arrived later.
6:31:40 PM Gulledge Called for approval of the minutes of the Special Caucus meeting of June 8th. He asked if there were any questions, additions, or subtractions to the minutes as prepared by the Clerk. There were none. He called for a motion to place the minutes on file. The motion was made by Schmidt, and the second was made by Kostyshock. Voting on the motion: Schmidt - yes; Bell - yes; Callahan - yes; Kostyshock - yes; Garcia - yes; Limberg - yes. Motion carried.
6:32:45 PM Gulledge Called for approval of the minutes of the Caucus meeting of June 9th. He asked if there were any questions, additions, or subtractions to the minutes as prepared by the Clerk. There were none. He called for a motion to place the minutes on file. Schmidt made the motion, and Kostyshock made the second. Voting on the motion: Limberg - yes; Schmidt - yes; Bell -yes; Callahan - yes; Kostyshock - yes; Garcia - yes. Motion carried.
6:32:55 PM Gulledge Asked Presson to discuss the Radio Read Meter software.
6:34:19 PM Presson Began by discussion the conversion cost. He has talked with the Water Clerk, and some surrounding municipalities about how far back to convert the data. Currently the computer is holding data back to 1980. Basically, the only thing that would be used from that far back is the deposit information. This can be manually entered after the conversion. He asked Bailey how far back they would need to track the average daily use, etc. An average is five to ten years. He said he recommends going with a ten year conversion, which will cost $1500.00 as opposed to the initial quote from Computer Resources of $2300.00 for data back to 1985. He said the data will be put on a disc and sent to Data Technologies. They in turn will format it and put it in the new software and install it.
6:35:32 PM Bell Commented that also included in the cost is CRC is providing their file formats. He said they really have no option as to whether or not to do this. It is just how far back to go with the data. He said after the data is put in the ASCII files, then Data Tech will write programs for their system. He commented that it is his opinion that the conversion should go all the way back. Then the new system would have all the history. It is $800 more to do it all.
6:36:48 PM Gulledge Asked the Board what they wanted to do, just go back ten years or all the way back.  After a discussion of the pros and cons of converting all the data, each trustee individually answered they would prefer to go all the way back.
6:41:01 PM Gulledge Asked the trustees if they would have a problem with putting this on the agenda for the first meeting in July. There were no objections, therefore this will be on the July 7th Board Meeting Agenda.
6:41:47 PM Bell Commented that after this step, Data Tech will have to convert it to their system, and once this is done, they will come out and set up water clerk's computer to accept the input from the Radio Read Meters and apply it to the accounts.
6:43:33 PM Gulledge Talked about the Micro surfacing bid opening in Glen Carbon for the Lin Hy Project. He asked Kostyshock to discuss this.
6:44:02 PM Kostyshock Said two bids were received. The engineer's estimate was $2.50 a square yard for a total of $203,767.50. Missouri Petroleum bid $2.33 per square yard for a total of $189,911.31 and Micro Surfacing, Inc. bid $2.55 per square yard for a total of $207,842.85. He said they are accepting the bid from Missouri Petroleum at $2.33 per square yard. He went on to say that the Village bid this project in conjunction with Glen Carbon. He said he thinks the Village received a better price by doing this.
6:44:37 PM Gulledge Said he went to Glen Carbon for the bid opening. The bids came in lower than originally thought. The Village has some more prep work to do in Lin Hy. It looks like the micro surfacing will be done near the end of August or the first part of September. This will be on the Board agenda the first meeting in July.
6:46:06 PM Kostyshock Asked about the bid stating "two passes of the micro surfacing".
6:46:19 PM Gulledge Answered that it is done twice. They seal it, let it dry and come back and do it again. This fills in more of the cracks. He said Glen Carbon has done this before, and they are very happy with it.
6:46:36 PM Schmidt Asked about snow removal on this surface.
6:46:53 PM Gulledge Answered that they say it works great, there have been no problems.
6:47:35 PM Limberg Asked if Juneau is satisfied with these companies.
6:47:50 PM Gulledge Answered he is, and said he has received a letter from Juneau recommending Missouri Petroleum. At this time, he introduced Jack Kime and asked him to discuss the Village Newsletter agenda item.
6:49:21 PM Kime Handed out copies of the newsletter. He talked about some additional information he has added since the last discussion. He has added more information on the Food Pantry, Grandma's Attic, and the Maryville Outreach Festival. Also, there is additional information on the Homecoming. He said if everything is okay, it is ready to print.
6:50:54 PM Kostyshock Said he wanted to change the telephone number to his home phone number.
6:51:19 PM Bell Said he also would like his home number listed instead of the Village number.
6:51:37 PM Garcia Commented that the word "change" should be plural. It should read "changes".
6:52:10 PM Bell Commented about page 4. He said there is a concert on July 18. The Homecoming is listed, and July and August concerts. He asked when the next issue would be printed. Kime told him the next issue will be September 1st.
6:53:28 PM Gulledge Told Kime that the issue looks good.
6:53:38 PM Schmidt Said he wanted to add a couple of things while Kime is here. He said they are trying to get ideas for small articles for the next issue, such as results from the fishing derby. He would like to have an article on the Food Pantry, and Grandma's Attic telling about what they are doing and why they're doing it.
6:57:45 PM Kime Suggested an article spotlighting various volunteers.
6:58:53 PM Gulledge Discussed the license agreement with Madison County Transit. He said it is basically a contract for two utility casings that will be installed on each side of the walking trail, going east/west under the viaduct. It is 24 inch casings.  He said this is like an easement, but also states that any damage to the walking trail, the Village will be responsible, and will fix it back to the way it currently is. He said they are calling this a licensing agreement, but it is basically an easement. The easement cannot be used for anything other than what they are asking for. The other licensing  agreement the Village is asking for is the water line that will have to be moved in conjunction with the159 project. He said he has talked with Attorney Wigginton about this, and he has no problem with it. It is like any other agreement, the Board will have to vote on this and authorize the Mayor to sign on behalf of the Village.
7:00:58 PM Gulledge Went to Calendar Updates while waiting for Attorney Wigginton to arrive.
7:01:15 PM Bell Said there is a concert in the park, Sunday, July 27 at 7:00 P.M. with the Coral Courts Band. The Planning Commission is next Monday, June 28.
7:01:35 PM Schmidt Responded that there is a Planning Commission Meeting on Monday, June 28, and there are several items on the agenda.
7:01:59 PM Bell Said the Homecoming is the 9th and 10th of July.
7:02:21 PM Wigginton Arrived and was seated.  Mayor explained that he had just discussed the Madison County Transit License Agreement.
7:02:54 PM Schmidt Asked Attorney Wigginton if this is something that the Village didn't have before.
7:03:05 PM Wigginton Explained that this is for the overpass. And, it is something Madison County is requiring as part of the construction that is going to occur on 159 that goes over their Bike Trail. They want to make sure that whatever is done to the bike trail is repaired. He said that basically under this agreement, the Village is agreeing to repair, replace, or reimburse them for any damage done to the bike trail as a result of the construction.  Callahan commented that the Village is not doing any of the construction.  Attorney Wigginton told him this is correct.  Mayor commented that the Village is responsible.
7:04:10 PM Bell Asked if the State is planning on putting entrances and exits to the bike path on 159, like there are on Keebler.
7:04:37 PM Gulledge Answered he asked for that, and he has a verbal to this, but nothing in writing.
7:05:21 PM Callahan Asked if the Village has designated parking spots on Parkview for the bike trail.
7:05:48 PM Bell Answered yes, there are a few, and there is room for several more.
7:07:05 PM Gulledge Went to the To Do List, page 1.
7:07:16 PM Schmidt Said the flags are in, one is displayed in the Council Chambers, and there are two for the outside.
7:08:02 PM Gulledge Commented that the flag displayed is a 3' X 5' and the outside flags are 4' x 6'. One will be put on the pole that currently has the P.O.W. Flag on it. The P.O.W. Flag will be hung under the U.S. Flag.
7:08:37 PM Schmidt Commented that this item can be taken off the To Do List.  He asked to have the YMCA Day Camp request taken off.  Bell said they have their own pavilion they are using for the day camp. This item will be taken off.
7:09:04 PM Gulledge Said the Bike and Walking Path Ordinance will be on the Planning Commission agenda for a public hearing at 7 P.M. He said there is one change that the Park Committee wanted. The Ordinance reads "access ways shall be constructed of concrete or asphalt". They want it to read "access ways shall be constructed of concrete or asphalt to be determined by the Village".
7:09:58 PM Schmidt Asked if the Village has signed off on the Hayden Lane Property.
7:10:07 PM Wigginton Answered yes, the Village has a fully executed agreement.  He is just waiting to establish a closing date. He sent a letter to the purchaser, they have the right under the contract to obtain Title Insurance, but they can waive this. He asked them what they are going to do, but he has not heard back from them. He said he spoke with the Mayor earlier in the week about this, and they have decided that they will move forward and send them a letter setting up a closing date. They will use the same Title Insurance Company used on the Borri Property.
7:10:47 PM Bell Asked about the Village Forms & Applications to the Website line item, if anything has been done.
7:11:02 PM Gulledge Replied that Jolene has given them to him, but he hasn't done anything with them yet. He went to page 2. He said Presson informed him this afternoon that Ehret Plumbing has finished the last little piece on section 2 toward the corner of 159 and 162. Phase 3 will start sometime this week. They will be moving the rest of the lines.
7:11:51 PM Schmidt Asked about the GIS System. Mayor replied it is ongoing.
7:12:17 PM Bell Commented that Juneau has given some information on the cost of the new color tiles. Juneau has done some investigation on the new tiles. The tiles were done in the Spring, and they are in color. He said it would be nice to get the tiles.
7:13:23 PM Gulledge Talked about a new item on the To Do List. The Appropriation Ordinance and Estimated Revenues. This must be done by the end of July.  It is being put together, and the format is being changed so it will be easier to understand.  He asked Trustee Callahan to try to come by either Friday or Monday to look it over. There is a public hearing scheduled for July 21.
7:13:58 PM Gulledge Said the Occupancy Permits will be on the next caucus. He signed the notice to proceed on the Cedar Valley Bike Path Entrances. He called on the Drost Lake Dredging, and he was told by IEPA that the permit is still on their desk. They are still trying to get to it. He said the Park Committee has been working with Dave McCormick on putting together Frisbee golf course. He wants to come next week and set up a practice course.  Mayor commented that with everyone's schedule next week, and Bell on vacation, they should try to do this in August. He asked the Board for their opinion, and they all agreed it would be better to wait until August. He said they are still working on the repairs to the walking path. He talked about an agreement with Illinois Law Enforcement Alarm System (ILEAS). He said it is like a mutual aid agreement with all the departments in the area, which they already have, but nothing in writing. He said with the Homeland Security, in order for the Village to get any consideration for grants, they will have to be a part of the ILEAS. Chief Schardan is going to talk to Trustee Limberg, and Mayor will put some information in the Trustee Packets for next caucus.
7:19:08 PM Callahan Commented that the Firemen's Park sign almost done. He asked if there is a use criteria set up for the sign.
7:19:59 PM Bell Said park events take priority.  He said the sign does come with a set letters.
7:20:28 PM Callahan Said he was under the impression that the Village has so many requests for messages on the sign, that the sign in front of Village Hall would be used for Corporate needs, and the sign in Firemen's Park for not for profit announcements. It was agreed that some type of protocol needs to be established.
7:23:45 PM Bell Said the walking path looks like it has been dragged, there are some roots and weeds in a few places. He asked when the crew would be putting more lime dust, etc on the path. He was told within the next couple of weeks. He said it is definitely a lot better.  He said they need to mound it up so the water runs off.
7:24:34 PM Schmidt Asked if the Park Committee didn't buy some park equipment, and when it would be in.
7:24:51 PM Gulledge Answered that it is supposed to be here sometime next week. He went to page 4.
7:25:22 PM Schmidt Asked when the Comprehensive Plan maps would be here.
7:25:32 PM Gulledge Replied they are supposed to be here by the end of June.  He went to Trustee Comments.
7:25:55 PM Schmidt Asked about the results of the library survey.
7:26:12 PM Gulledge Answered that he is going to try to get something in packets next week.
7:26:57 PM Bell Talked about the Fishing Derby, and displayed photos on the Derby on the screen. He said there were 68 kids participating, and 61 fish and 3 turtles were caught. There were 132 kids last year. Even though the crowd was smaller, they had a good time. There were several winners in each category. The other event taking place the same day was the Master Gardener tour. There were approximately 100 people through out the day on the tour. They have really made the park beautiful.
7:29:20 PM Callahan Talked about increases in the health insurance. Effective July 1, 2004, the single plan is going from $368 to $392, individual plus one plan is going from $707 to $753; family plan is going from $913 to $972 per month. The increase is $24 per month for the individual employee, $46 per month for the individual plus one, and $59 per month for the family. Currently, the single employee pays $20 and the Village pays $348; the single plus one pays $123 and the village pays approximately $590; and the family plus three pays $187 and the Village pays over $700. He said prior to last year the Village did not require the individual to pay anything. Last year the Board decided the individual would pay something. He asked if the Board wanted to pass any of the increase along to the employees, and if so how much. He recommends passing along half of the increase to the employee. He pointed out that in the past month, two employees on the individual plan converted to family,  which adds approximately $15000 to the health insurance cost. He said there needs to be some incentive to keep employees from doing this. He said he is not too concerned about whether or not to pass any of the increase on to the individual.
7:35:55 PM Wigginton Commented that the current personnel policy states that no more than 50% of any increase will be passed on to the employee. This applies to all classes.
7:36:28 PM Schmidt Asked if this 50% is only the increase. He was told it was.
7:38:29 PM Gulledge Talked about the single employee being more able to pay the increase than an employee with a family. After further discussion, he said this will be on the agenda for the first meeting in July.
7:46:31 PM Callahan Talked about a request from Carol Freker about a demo library.
7:47:22 PM Gulledge Commented that he thinks this is one person's request. It is not from the committee. He said they need to get a meeting set up to find out more about this and bring it back to the Board with some recommendations.
7:47:59 PM Kostyshock Said he would call a special meeting of the Library & Museum Committee for Tuesday, July 29 at 6 p.m. here in Village Hall.
7:48:30 PM Schmidt Talked about the paint recycle program on Saturday, June 19. He said Trustees Garcia, Kostyshock, Mayor Gulledge, Attorney Wigginton, and he were there. He said Wigginton's son, Nicholas was also there, and did a great job.
7:50:32 PM Gulledge Talked about the growth of the program. He said it was a lot bigger than it was last year. He said people were coming from Alhambra, Hamel, and other places.  It wasn't just a Collinsville Township thing this year. More people will be needed to work next year.
7:50:55 PM Wigginton Talked about his 8 yr old son having a great time. He said he really enjoyed it, and thought this was the greatest job he ever had. He is looking forward to next year. Wigginton thanked the Mayor and the Trustees for being so kind to him.
7:51:48 PM Gulledge Told the Board that he has been notified by the Census Bureau that the final count is 5905. He said they were very impressed with the way Maryville is growing. He will be getting all the information in approximately 90 days with the final cost. He said he thinks the they are in a position now,  that if they want to do another special census in a few years, they know what to do. He said if another census is needed in a couple of years, he won't do one for the whole community. He will do a partial census. He will have Brussatti order the new numbers.
7:55:37 PM Kostyshock Commented that a partial won't get everyone.
7:55:58 PM Schmidt Said there was a 27% increase in four years.
7:56:22 PM Gulledge Said there will be two public hearings for the Planning Commission. One on the amendment to the Zoning Ordinance, and one on the Subdivision Ordinance concerning the Bike Paths. Also on the agenda is the final development plan on the Subway Development in Professional Park, final development plan on Osborn Car Wash in Executive Plaza, and preliminary development plan for the Villas at Remington.
7:56:56 PM Gulledge He talked about the IML Conference September 16 to 19, 2004. He asked the Trustees to let Clerk Long know if they are planning on going, so she can reserve the rooms.
7:57:42 PM Gulledge He commented on the Illinois Power Gas Line Project. He said he and Mann met with Illinois Power Representatives and they have assigned Maryville a private landscaper. He said they gave them some deadlines, especially on the road.  It has to be done before the Homecoming. He said he wanted them to know he is working on it. He said also, that he and Trustee Callahan need to get together and talk about the Public Works projects, to try to figure out how they will be paid for, and what they are going to do, so they can come back to the Board with a recommendation.
7:59:41 PM Gulledge At this time asked for a motion to go into Closed Session for the purpose of sale or purchase of property for the Village. Bell made the motion to go into Closed Session, and Schmidt made the second to the motion. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Callahan - yes; Kostyshock - yes; Garcia - yes. Motion carried.
8:25:58 PM Gulledge Called for a motion to return to Open Session. Motion by Bell, second by Garcia to come out of Closed Session back into Open Session. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Callahan - yes; Kostyshock - yes; Garcia - yes. Motion carried.
8:26:22 PM Gulledge With no other business to come before the Board, called for a motion to adjourn. The motion to adjourn was made by Bell and Limberg made the second to his motion. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Callahan - yes; Kostyshock - yes; Garcia - yes. Motion carried and the meeting adjourned.

Respectfully submitted,

Thelma Long, Village Clerk

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