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Village of Maryville, Illinois

Description Caucus Minutes
Date3/24/2004 Location Council Chamber
Time Speaker Note
6:30:01 PM Gulledge Called the Caucus meeting for March 24, 2004 to order, and asked for a roll call of those officers present. Answering the roll call were Trustees Schmidt, Bell, Callahan, and Kostyshock. Trustees Limberg and Garcia were absent. Also in attendance were Clerk Long, Attorney Wigginton, Water and Sewer Superintendent Presson, and two reporters.
6:30:26 PM Gulledge Called for approval of the minutes of the March 10 Caucus meeting and the minutes of the special Caucus meeting of March 16. 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 have the minutes placed on file. Schmidt made the motion, and Bell made the second to the motion. Voting on the motion: Schmidt - yes; Bell - yes; Callahan - yes; Kostyshock - yes. Motion carried.
6:31:16 PM Gulledge Discussed the first agenda item, the bid on Lot 40 Borri Subdivision by Eugene and Shirley Ross in the amount of $25000.00. He said looking at the appraisal sheets on the property, he recommends to the Board to place the matter on the first Board meeting in April Agenda to sell the property. He asked the trustees if they were agreeable to this. The trustees present agreed.
6:32:09 PM Kostyshock Asked about the 75 foot easement in the back of the property. He asked if the Ross's would still be able to use the roadway.
6:32:32 PM Gulledge Answered yes. He explained that the bid goes with the existing easements on the property. He said the question he will ask the attorney, and also clarify it with the purchaser is about the lift station that is on the property. He said someday it may get activated, and if it does, they will have to be able to drive on that road to get back to the lift station. He wants this included in their agreement. He will have Attorney Wigginton check this and make sure everyone understands before voting on this at the April 7th meeting.
6:34:11 PM Gulledge Went to the next agenda item, the purchase of a locator & metal detector for the Water Department.  He asked Presson to discuss this.
6:34:41 PM Presson Said he has a bid list for the locator, but nothing on the metal detector at this time. He said he has prices from four companies, and he is asking the Board to purchase the locator from Vermeer in the amount of $2,655.00.
6:35:23 PM Gulledge Asked Presson if the Village has one at this time.
6:35:27 PM Presson Replied no, the locator he has is broken.
6:35:31 PM Gulledge Asked if he was recommending the low bidder, Vermeer in the amount of $2655.00. He said he was.
6:35:44 PM Callahan Asked what they do now.
6:35:56 PM Presson Answered they probe.
6:35:58 PM Gulledge Said this is needed. Presson has talked to him about this before.
6:36:07 PM Callahan Asked about the other part. He asked if it has to come from the same company, or can the detector come from someone else.
6:36:11 PM Presson Replied the metal detector can be purchased from someone else. They are two separate items.
6:36:26 PM Bell Asked if this price includes the mole.
6:36:34 PM Presson Answered no, this price is for the locator and the carrying case. The only need for that would be for sewer lines, and they use the camera for that.
6:36:44 PM Callahan Asked what else it will locate.
6:36:54 PM Presson Answered it will locate the water mains, or anything that has a tracer wire on. He said currently there are several services throughout the Village that are in excess of a hundred foot. All these services have a locate wire on them. Some sewer mains also have the locate wire on them.
6:37:45 PM Callahan Commented that the metal detector will help locate the ones that have not been located yet.
6:38:02 PM Presson Answered that the metal detector will be used for buried manhole lids, wire bottom boxes, etc.
6:38:12 PM Callahan Asked Presson about locating an area. How would he know he was locating everything.
6:38:15 PM Presson Replied he only locates the Village utilities, water & sewer, on the property. JULIE takes care of the rest.
6:38:30 PM Gulledge Asked Kostyshock if he is recommending this for the Board agenda. He said he is. The trustees all agreed.
6:39:07 PM Kostyshock Commented that this locator will have a meter on it, not like the old one, which is all sound. This one will be more accurate.
6:39:22 PM Gulledge Went to the next agenda item, CDL raise for Clint Jones.
6:39:32 PM Presson Said this is the standard CDL raise. Jones has passed his six month probationary period. He does have his current Class C CDL.
6:40:16 PM Callahan Talked about the raise. He said it is part of the deal, but it is not a CDL raise. It is just a standard six month probation. He said the CDL is part of the job requirement and has nothing to do with his six month probation raise.
6:40:58 PM Bell Said the six month probation raise has nothing to do with a CDL.
6:41:14 PM Gulledge Commented that he thought they didn't get the six month probation raise until they had the CDL. He said the Board could extend it to one year. He talked about holding another employee's six month probation raise until he got his CDL.
6:41:27 PM Presson Commented that it is his understanding that it has always been that an employee will not get his six month probationary raise until he has his CDL.
6:41:41 PM Callahan Said he agrees with Bell, try not to say CDL. For one thing, there doesn't have to be a reason to not give an employee a raise before the one year is up.
6:42:07 PM Gulledge Said this probably should have been stated as a probationary raise instead of CDL.
6:42:24 PM Callahan Asked if there is anyone else on this pay schedule.
6:43:28 PM Gulledge Replied that Jones is the newest guy, everyone else has passed the six month probation period. He went to the next agenda item, the 2003 MFT Expenditures.
6:43:42 PM Kostyshock Commented that each trustee should have a copy of the 2003 MFT expenditures in their packet. He wants to approve this at the next board meeting.
6:43:54 PM Gulledge Read the totals. The total cost is $95,396.64. Maintenance is $82,983.18, engineering is $3,177.61. He said he is not sure it adds up right. He will check the numbers with Juneau to make sure it is okay to put on the agenda.
6:44:37 PM Callahan Commented this is just a formality of saying what the Village is going to do with the money.
6:45:32 PM Gulledge Went to the agenda item Drost Lake Dredging.
6:45:43 PM Bell Said three bids were received. They met with the low bidder, O'Brian, they have worked out a couple issues with qualifications on the bid. He is going to take off the qualifications. Attorney Wigginton will look over the bid. He would like to have this on the agenda for the first meeting in April to award the bid.
6:46:40 PM Gulledge Said O'Brian was the lowest bidder at $95,560. He said Attorney Wigginton has already looked at this with him and Juneau. Attorney Wigginton had a couple of questions. Mayor and Bell met with O'Brian and he is going to make the changes that Wigginton suggested in the qualifying portion. After the attorney checks this, if everything is okay, it will be placed on the April 7th agenda for Board vote on dredging the lake, and awarding the bid to O'Brian Construction.
6:47:09 PM Kostyshock Asked if they said how long will it take once they get started.
6:47:23 PM Gulledge Said it will be between two to three months.
6:47:28 PM Bell Said they said it would be sixty, possibly ninety days. and will start in early May.
6:47:33 PM Kostyshock Commented it will be all summer.
6:47:42 PM Bell Said once they are out in the lake, the park can still be used.
6:48:01 PM Callahan Asked what exactly are they going to do.
6:48:13 PM Bell Explained they are going to take out 8000 cubic yards, however, his bid gives a reduced price for anything over the 8000 cubic yards. If the retention basin will hold more, they will take out some from the "fingers".
6:49:08 PM Callahan Asked how much is 8000 cubic yards.
6:49:35 PM Bell Explained that the retention basin is almost one and a half acres, with the berm around it. Then there is a secondary basin. It goes into the big basin, through some filtering into the secondary basin. Then after it sets out in that, the water is returned back to the lake.
6:49:50 PM Callahan Asked where are the basins going to be.
6:50:21 PM Gulledge Showed him the location on the map that Bell had displayed on the wall.
6:51:07 PM Callahan Asked if there is any way people downstream can be affected.
6:51:27 PM Bell Said no.
6:52:20 PM Gulledge Said O'Brian doesn't think he will have any problems.
6:52:50 PM Callahan Asked what will have to be done after this is all said and done.
6:52:54 PM Bell Replied they will have to wait until it grows weeds for a while.
6:52:57 PM Gulledge Said O'Brian told him the Village won't be able to work on this for at least six months to a year. It will probably get a lot of weeds, etc., then the Village will have to bring in the backhoe and move the dirt.
6:53:40 PM Kostyshock Asked about stumps. He asked if the Village would have to move them first.
6:53:49 PM Gulledge Replied they are going to work around them. He went to the agenda item IMLRMA Intergovernmental Contract & Bylaws, and asked Attorney Wigginton to discuss this.
6:55:06 PM Wigginton Said he has reviewed the odd pages of the IMLRMA agreement. He said he did not receive the even numbered pages. He said he has questions on the pages he has reviewed. He is going to call IMRLMA with some of his questions.
6:55:58 PM Gulledge Told him he would have the agreement copied again.
6:56:04 PM Gulledge Went to Calendar Updates.
6:56:17 PM Schmidt Said that the Mother of Perpetual Help Church is having a blood drive this Sunday, March 28 at the Parish Center. It will be held from 8:30 a.m. to 12:30 p.m.
6:56:37 PM Bell Said the Chicken & Beer Dance is this Saturday, March 27. In April he has Go Fly a Kite Day on Saturday, April 24, also the Rabies Clinic is April 24th.
6:57:13 PM Gulledge Went to the To Do List, page 1. He reported on the Cape Construction damage to a 16" sewer main in October, 2001 was settled today. The Village won both parts of the case.
6:57:58 PM Wigginton Said the Judge ruled in favor of the Village and awarded $8,160.98 plus costs, which are still being calculated.
6:58:15 PM Callahan Asked if they were actually at the hearing. He was told they were.
6:58:29 PM Gulledge Gave a reminder of the personnel policy. This is scheduled for the March 31st Caucus. There will be a few quick things before the policy, but most of the meeting will be centered on the personnel policy.
6:58:46 PM Bell Asked about the Fire Department Drive & Parking. He asked if they are still waiting on something from the Fire Department.
6:58:53 PM Gulledge Replied yes, and suggested to Bell that since he is there a lot that perhaps he can ask them where they are with this. He said he knows they have met, but he hasn't seen anything from them.
6:58:59 PM Bell Asked if this is going to be done before the Homecoming.
6:59:09 PM Gulledge Replied when he and Bell went to a meeting with them three or four months ago, this is what they asked them so it could be done before Homecoming.
6:59:20 PM Callahan Suggested paying Juneau to write up the specs, and put it out for bid. It doesn't seem to be getting done. It will probably require special concrete anyway because of the fire trucks being so heavy.
6:59:37 PM Gulledge Replied they could do that, but what they are looking for is recommendations from the firemen. They keep saying they want to make the drive straight because the trucks are longer and it is hard to back them in.
7:00:13 PM Bell Said he will check with the firemen, and get with Juneau.
7:00:36 PM Wigginton Reported that he has prepared a contract on the Hayden Lane property and mailed it to Michael and Linda Drost.
7:00:55 PM Gulledge Went to page 2. He asked Callahan about the budget.
7:01:05 PM Callahan Said he and Kostyshock met last Friday, and he is going to wait until Trustee Comments to talk about this. He said he saw the electrician in the park. He asked if they were working on the building or the electricity for the sign.
7:01:41 PM Bell Said he talked to Kroder last night, and he has the meter base and the pipe run out. He said they are ready to take the building down. He wants them to leave a little corner to support the meter.
7:02:58 PM Callahan Asked if they were going to do the same type of pavilion, only in reverse. Bell responded that he has drawn up a couple of designs, and also there are some people from the Park Board who also has some ideas.
7:03:06 PM Callahan Asked if anyone has heard from the sign guy.
7:03:08 PM Schmidt Said he gave his information to Mann for him to get in touch with Meeks.
7:03:15 PM Bell Said they have looked at the location of the sign. He talked about the widening of 159 the sign must set back far enough. There is an existing pole in the center where there is electricity. He is not sure if it will have to be moved, but the fire warning signals will have to be moved in somewhat also.
7:03:59 PM Callahan Said he thought they were going to run the electricity underground.
7:04:12 PM Bell Answered it will come from the pole. He will put a timer on the pole.
7:04:28 PM Callahan Said make sure to get it staked, as he told Meeks to put the sign dead center in the park.
7:05:00 PM Gulledge Said he told Mann to call Meeks, but he doesn't know if they have made contact yet.
7:05:16 PM Bell Asked about the bike path entrance, and when they planned on starting.
7:05:23 PM Kostyshock Replied that it is more involved than they originally thought because of the detention area. It has to be moved over, and extend the pipe out into the new area. He needs a week or two to find out how they are going to do it. They can do it, but it will take longer.
7:06:32 PM Callahan Commented that one thing that might help is to hire the grass cutters now.
7:07:03 PM Kostyshock Said he had a question for the Attorney. He asked about the one-ton dump truck that was put out for bid, with no replies. He said now he has people calling him wanting to buy the truck. He asked Attorney Wigginton how to handle this.
7:07:54 PM Wigginton Replied that he should tell them to make a firm offer. It is personal property, and there is an alternative way to sell it.
7:08:33 PM Bell Asked Kostyshock about the drains by the ball park.
7:08:54 PM Kostyshock Answered that he talked to Presson about this today. He said if it doesn't rain anymore they can get it done next week. It will only take about a day.
7:09:02 PM Gulledge Commented that talked to the new president, Art Atkinson, about this particular issue. He said he understands. He assured Atkinson that it will be done as quickly as possible, but the ground is very soft in that area.
7:09:51 PM Callahan Commented that this ground, because of the type of soil cannot be worked in the Spring.
7:10:09 PM Bell Talked about the CARD meeting. He said they met with Card last night. There were several members of the Park Committee, Mayor, himself and two of their board members and Mark Badasch in attendance. They talked about a couple of issues, purchasing ground which they have been talking about for six to eight months. He said they left the meeting thinking it may be a little more serious on trying to acquire some land. The also agreed to help fund some of the Park programs, such as the Bike Rodeo, Fishing Derby, Band Concerts, etc. He said he was asked to stay with Badasch until piece of property is found. talked about tax money from Maryville.
7:11:16 PM Kostyshock Commented what bothers him is they have been looking for ten years, and still have not found anything.
7:11:27 PM Bell Said they informed CARD that in 2002 they collected $134,431.00 from Maryville residents, and this number goes up every year. They need to do something in the north part of their district. He said he didn't think anyone there was disagreeing with this. But their excuse is the price of land in Maryville.
7:12:08 PM Kostyshock Commented that he and Schmidt were told that over a year ago, and they still have done nothing. He said they told him and Schmidt outright that land is too expensive and they would not buy in Maryville.
7:12:23 PM Schmidt Commented the thing that concerns him is that it is not in their budget.
7:12:34 PM Bell Said one of the park committee members asked about setting up an escrow fund or something where a percent of what they take in from Maryville goes into a fund to purchase land.
7:12:45 PM Gulledge Said they are working on this, and are proceeding on some other things on their own.
7:13:01 PM Wigginton Went back to Kostyshock's question on the dump truck. He said the Village can waive the bidding requirement. There is no bidding requirement on personal property. However, a legislative determination that the item is no longer necessary or useful to the Village. After this is done it can be sold to a particular individual or entity. He would have to draw up an ordinance to this effect.
7:13:53 PM Gulledge Asked Attorney Wigginton if, while the reporters are here, he could say that the Village will accept until 4:30 p.m. on Wednesday, April 7th, and every firm written bid will be considered and the Board will make the determination to sell at the Board meeting.
7:14:29 PM Wigginton Replied yes, but he should be careful not to mix a bidding and firm offer. He suggested just saying that if anyone is interested in purchasing the vehicle, firm offer. He suggested not putting a time limit or going with the highest offer, etc., because this reverts back to the bidding process.
7:15:27 PM Callahan Suggested calling the people and tell them to make an offer.
7:16:24 PM Gulledge Went to page 3 of the To Do List
7:16:45 PM Schmidt Asked if Glen Carbon and Troy have passed the feasibility study.
7:16:48 PM Gulledge Replied that both Boards have passed it.
7:16:52 PM Schmidt Asked if he knows when this will start.
7:17:00 PM Wigginton Said it is understanding that it has already started.
7:17:04 PM Bell Asked if there is anything new on the software from Summit on the radio read meters.
7:17:11 PM Kostyshock Commented that Presson keeps calling, and they say they will call back, and they don't. He said something must be done soon.
7:18:26 PM Callahan Commented that he, Kostyshock, and Mann had a meeting last week. Mann showed him a bid spec tonight on overlaying Schiber Court and Jacquelyn Court. The bid spec indicates that Jacquelyn Court is three times larger than Schiber Court.
7:19:00 PM Kostyshock Replied that this is a mistake, the street names on the bid specs are reversed.
7:19:06 PM Gulledge Went to page 4. He reminded everyone of the Public Hearing at the next meeting of the Comprehensive Plan. It is actually a Planning Commission meeting at 7:00 p.m. on Monday, April 12 here in Village Hall. The meeting will follow the public hearing. He said he talked to the Census lady this afternoon, and she told him in her estimation the census is probably about 35% finished. She said it is going really well.
7:20:26 PM Gulledge Went to Trustee Comments.
7:20:38 PM Callahan Said he and Kostyshock met last week with the Police Chief, Flaugher, Presson, and Mann on the budget. He said a few things have been hammered out, but one thing that became apparent is that the Village has a lot of big projects that need to be done. He said he wants within the next couple of weeks, to try to get everyone to write down every project that will have to be completed within the next 24 months. Then, as a Board, they must decide how these projects are going to be paid for. Then once they decide how they will be paid for, that is when the decide how to amortize them out. He talked about the "Old Town Project" costing approximately one million dollars. He said if the Board decides to amortize this out, by borrowing the money, then they can tell Mann automatically how much he has to budget for every year for the next twenty years. He said this is not the only project the Board is talking about. He mentioned refinishing 159, replacing the utilities on 159, etc.
7:22:24 PM Gulledge Commented the Callahan is right, and that is what a budget is, putting the programs together, list the priorities, and that is the job of the Board.
7:22:59 PM Callahan Said another thing that came up in their meeting is two questions on Mann, from the Park Committee. Mann is doing the budget for the Street Department, and Mann's question is how is he supposed to account for things he is doing that is not within the scope of his domain. He said the first thing he told him is to keep track of what he does for other people. The second thing in the same context is sometimes he does things for other departments that gets totally out of hand cost wise because they really don't know what they're doing. He gave an example of Mann being told to fix the bluebird (purple martin) house. None of the employees knew how to fix the birdhouse. He told Callahan he spent 32 hours fixing the birdhouse. He said this is the type of things that it would probably be smarter to just buy a new one. He said there are times when the employees just do not have the expertise to do some of these things.
7:29:26 PM Bell Talked about the bike path entrance. He said Juneau gave an estimate of what it would cost if the Village went out for bid. The Board thought that it could be done cheaper if Village employees did it.
7:30:07 PM Callahan Commented that the Board Members before asking crews to do something, need to check to see if it is feasible.
7:31:01 PM Gulledge Said Mann was here with the bird man, the man told him he would come over and help him and show him what to do and Mann said okay, and that was the last he heard about it. He was not told he had to do this.
7:32:27 PM Callahan Said again that they need to write everything down that is an extraordinary expense, and try to get a list together shortly so if the Board is going to borrow money to do the jobs, they will know how much to borrow. Then go back to the budget process and know how much to amortize out.
7:33:41 PM Bell Commented that his personal opinion on Mann and Presson's departments, especially Mann's, if Parks or another trustee needs them to do something, it should be a written request, that goes through him, so that he knows what the request is. He can give an estimate of how many manhours it is going to take, etc.
7:34:26 PM Callahan Talked about bidding out the grass cutting in the parks. He said he knows the Village has the equipment to do it, but there are a lot of other areas that the guys could be used in.
7:36:40 PM Gulledge Announced the road closing on West Main Street beginning tomorrow unless it is raining. He said they met on West Main Street yesterday. He said they are going to do their very best to accommodate and get the road drivable as soon as they can. He said there is about 1100 feet between Foxmill to Field Point. They are going to cut it in half. Mailboxes will have to be moved. The property owners are being notified.
7:39:08 PM Gulledge Asked to go into Closed Session to discuss the potential purchase or sale of property.
7:39:28 PM Callahan Said he wanted to ask one other question. He wanted to know if the clean up going on at the Keller property is going to continue, so that it is all done and nice and flat.
7:39:35 PM Gulledge Replied that this is what he is being told. He asked for a motion to go into Closed Session.
7:40:00 PM Kostyshock Made the motion, and Schmidt made the second to the motion. Voting on the motion: Schmidt - yes; Bell - yes; Callahan - yes; Kostyshock - yes. Motion carried.
8:15:57 PM Gulledge Called for a motion to return to open session. Bell made the motion, and Schmidt made the second to the motion. Voting on the motion: Schmidt - yes; Bell - yes; Callahan - yes; Kostyshock - yes. Motion carried, and open session continued.
8:16:19 PM Bell Made a motion to adjourn, and Schmidt made the second. Voting on the motion: Schmidt - yes; Bell - yes; Callahan - yes; Kostyshock - yes. Motion carried and the meeting ended.

Respectfully submitted,

Thelma Long, Village Clerk  

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