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Village of Maryville, Illinois

Description Caucus Minutes
Date1/28/2004 Location Council Chamber
Time Speaker Note
6:30:25 PM Gulledge Called the Caucus Meeting of January 28, 2004 to order, and asked for a roll call of those officers present. Answering the roll were Trustees Limberg, Schmidt, Bell, Callahan, and Kostyshock. Trustee Garcia was not present. Staff members present were Flaugher, Schardan, Presson, Mann, Long and Brussatti. There were two reporters in attendance.
6:30:55 PM Gulledge Called for approval of the minutes of the January 14th Caucus meeting. He asked if there were any questions, additions or subtractions to the minutes as prepared by the Clerk. There being none, he asked for a motion to approve the minutes as

 submitted and place them 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. Motion carried.

6:31:40 PM Gulledge Explained that even though tonight's meeting has been set aside to discuss the budget, several things, although brief in nature, are very important and must be discussed prior to the Board meeting. The first item for discussion was the Keebler Road Jurisdictional Transfer. This is an ordinance that transfers portions of Keebler Road that are in the Village limits of Maryville, to our jurisdiction and control. Township Officials have signed and sent this on for the areas in the township that border Keebler in the Maryville Boundary agreement. Unless some one has a question on this, this will be on the Board agenda. He explained this is a transfer between the Village and the County.
6:33:21 PM Callahan Asked if there would be an attachment.
6:33:37 PM Gulledge Replied yes, and explained what it was.
6:33:48 PM Wigginton Arrived and was seated.
6:34:33 PM Gulledge Asked Trustee Bell to discuss the Park Calendar of Events.
6:34:38 PM Bell Talked about the calendar of events and the costs planned for each event. He said it is not much different than last year. However, all the bands are not identified, with the exception of the Crawdaddy's in September. There will be a Go Fly A Kite Day, Bike Safety Rodeo, Dedication/Concert, Fishing Derby, four (4) concerts, June, July, August, and September, Dog Show, Turkey Trot, Holiday Lighting Contest, and the Art Show. He said basically that the Park Committee is asking for Board approval to go forward with these events. The costs are estimated costs of the event. The Committee is planning to pass these costs on to CARD so they can help cover some of the events.
6:36:09 PM Gulledge Said as Bell stated, the costs are estimated. What the Committee wants to do is begin working on these if the Board approves the dates they want.
6:36:25 PM Bell Said there has been some discussions. A couple of changes in the order of the bands have been made.
6:36:34 PM Gulledge Said there are no additions to the events. They are the same as last year with the exception of one more concert. He said it appears the estimate for the events is about $7850. He asked the Board if they had any questions or comments. There were none. He said this will be on the agenda for the next Board meeting.
6:37:08 PM Gulledge Reported on the computers that were out for bid. Bids were due by Friday, January 16. There were no bids received. Attorney Wigginton will advise the Board on this matter.
6:38:46 PM Bell Talked about the Drost Park Lake Dredging Project. He said they met with Sunrise again, and basically scoped down this project on the costs and the quantity of material to be taken out. He said they have been advised to re-bid the new process. He said they are a lot smarter now on how this can be done. Therefore, they will re-bid the lake dredging with the new process.
6:39:24 PM Gulledge Said after speaking with legal counsel he advised this should be re-bid as the change is so drastic. On the last bid there were four bidders, and next Wednesday at the Board meeting, he will ask the Board to reject all four bids. It will be re-bid the following day. He said if anyone has any questions, they will try to answer them. If not, it will be the agenda to reject all four bids.
6:40:34 PM Callahan Said he has been led to believe that the lake can't be drained because it would be drained into someone else's lake, unless permission from other person is given. He suggested being sure it is in the bid that the lake is not to be drained.
6:41:24 PM Bell Said Madison County has a new grant called Park Enhancement Program. The amount is based on $2.00 per capita based on the 2000 Census, with a minimum of $10,000.00. He will apply for the grant. The Park Committee has been wanting to put additional playground equipment in the park, out by the lake. It will be playground equipment for the older children. The bids for this type of equipment have been around $30,000. The grant is due February 10, 2004.
6:42:42 PM Gulledge Said he wanted all to know that he just received the grant package in the mail about a week ago, just prior to the Park meeting. He told the committee about it and after discussion, they think the best possibility is park equipment. He and a couple of the committee members will put the grant together.
6:44:07 PM Schmidt Asked that since the Comprehensive Plan has expired, will this affect the grant.
6:44:32 PM Gulledge Answered no, this is, provided the Village meets all the criteria, based on a park or park program. He asked if there were any other questions. There were none. He turned the meeting over to Callahan to discuss the 2004-2005 budget.
6:44:59 PM Callahan Said there is a lot to consider on these budgets, especially a lot that has to do with raises and salaries. He asked if the raise portion should be discussed in closed session.
6:46:08 PM Gulledge Said his recommendation would be that salaries should be something talked about in closed session. He recommends going through the budgets to see if there are any questions. He thinks it would be a good idea if Callahan would meet with each department individually. He, the trustee in charge of the department and the department head should meet and go over their budget and try to streamline it as much as possible.
6:47:43 PM Callahan Suggested going through the budgets and talk about them in general. He started with the Cemetery and Health Department budgets, since Schmidt just dropped them off, and they were on top.
6:48:35 PM Kostyshock Asked whose committee actually has the cemetery. He doesn't care, but he also made a budget for the cemetery. He was told it is with Public Works. Health is with Building & Zoning.
6:49:12 PM Callahan Said he would talk about the Health Department first. He discussed all the budgets with the department heads and trustee in charge of the department, and accepted questions and comments from the group. No decisions will be made at this meeting.
6:56:38 PM Garcia Arrived and was seated.
6:57:06 PM Callahan Continued on with his discussion of the budgets.  All questions and comments are recorded, and a copy of all budgets will be available for inspection if anyone would like to see them.  His discussion went on until approximately 8:46 p.m.
8:46:59 PM Gulledge Said since the budget talks have ended for this evening, if it is okay with everyone, he will designate the Caucus on March 10, 2004 strictly to the budget again. All agreed. He went on with the meeting.
8:51:28 PM Gulledge Discussed the agenda. He asked again that if anyone has something to go on the agenda to get the item to the Clerk no later than Monday morning. The agenda, by law, must be posted 48 hours prior to the meeting, and the newspapers must also have 48 hours notification. He reminded everyone that if an item is not on the agenda, it should not be discussed.
8:53:31 PM Callahan Asked Brussatti to make up a sheet for the next budget session with every item pertaining to wages, such as IMRF, Social Security, Insurance, Unemployment, etc. and if he knows what the percentage is or will be to note that also.
8:53:35 PM Gulledge Went on to Calendar Updates.
8:53:38 PM Bell Reported that the Art Show was cancelled and has been rescheduled for Sunday February 22, 2004.
8:53:39 PM Schmidt Asked if they would be accepting more entries. Bell said they would.
8:54:32 PM Callahan Asked when the Economic Development / Planning Commission meeting for February would be held.
8:54:46 PM Gulledge Answered that they didn't get finished at the last meeting, so they will still be looking at the map itself.
8:54:59 PM Callahan Asked what day the meeting would be held. He was told it will be held Monday February 9, 2004 at 7:00 p.m.
8:56:13 PM Gulledge Said the To Do List is the next item for discussion. However, he doesn't want to go over every line. He asked if there was anything on page 1.
8:56:23 PM Callahan Said he wants to add amending the ordinance to notify adjacent property owners when there is a zoning change.
8:56:37 PM Gulledge Replied this is currently being done. Adjacent property owners are notified.
8:56:39 PM Callahan Said he knows this, but it is not part of the ordinance. He wants to see it part of the ordinance. Second item to add is to rezone the properties on 159 one the west side where the old lumber yard used to be to commercial from multi family.
8:57:48 PM Gulledge Said at the last Comprehensive meeting, this is going to be the recommendation for all of 159. These changes will be part of it.
8:58:01 PM Callahan Said there is a large piece of ground behind the parcel he is referring to that is not on the highway.
8:58:06 PM Bell Said they are talking about going two lots deep all the way along there.
8:58:13 PM Gulledge Said the area Callahan is talking about was changed to include it at the last Comprehensive meeting. It will be added to the To Do List.
8:59:39 PM Schmidt Asked about the arbitration on the sewer treatment bill.
8:59:50 PM Gulledge Answered that they were sent an arbitration demand letter on the 22nd, but he has had no response.
8:59:56 PM Schmidt Asked Attorney Wigginton where he is with Hart Contracting.
9:00:15 PM Wigginton Answered that Hart has asked for a copy of the proposal the Village sent them a long time ago. He said they have taken a change of judge, so the case will go back to the Chief Judge for reassignment.
9:00:28 PM Callahan Asked why they asked for a change of judge.
9:00:29 PM Wigginton Replied it was their attorney's decision.  Each side gets the right to strike one judge.
9:00:56 PM Gulledge Asked if there were questions on page 2.
9:01:11 PM Schmidt Asked if someone had a meeting with the GIS.
9:01:42 PM Gulledge Said they met with Presson on Rolling Meadows. He said he wasn't there, he doesn't know the details.
9:01:52 PM Callahan Asked about the Borri Property. His question was if the Board has decided not to do anything with this.
9:02:07 PM Wigginton Answered that the question left out in the open, is if they want to sell it by public auction, or by an appraisal method. He explained the methods of selling. Public auction - everyone is invited to bid with sealed bids. The other one is the appraisal method. The property is declared surplus. The Village can sell it or hire a real estate agency to sell it. Then the Village accepts the best offer that it believes is in the best interest of Maryville. A contract price is set and see what is offered.
9:03:48 PM Gulledge Said if it is going to be sold, his recommendation is to do it the same way Hayden Lane was done.
9:04:05 PM Callahan Said he has no problem with this, but he would like the people who were here a few weeks ago interested in the property to be notified.
9:04:35 PM Garcia Asked if the Board has a price in mind, can the property be offered to those people at that price.
9:04:39 PM Wigginton Replied the Village can do the MAI Appraisal and follow that method.
9:05:18 PM Gulledge Said he feels the easiest way is to accept sealed bids.
9:05:56 PM Wigginton Said it still must be published that the property is for sale. Other people have the right to make an offer.
9:06:36 PM Gulledge Asked if it would be better for the Village to accept sealed bids. He will call the people and tell them it is up for sale. He said this way the Village will have a record of exactly who wants the property. All agreed to go with sealed bids.
9:07:26 PM Schmidt Asked if it is okay to tell the firemen about the plan to demolish the building in Firemen's Park, and building a pavilion.
9:08:09 PM Gulledge Said he has no problem telling them. He will come to the next Firemen's meeting and discuss the plan with them. He went on to page 3 of the To Do List. He suggests taking the line item to hire a police officer off the list. He went to Page 4. No discussions on this page. He went to Trustee Comments.
9:08:57 PM Kostyshock Said there is only one Centennial Flag left. He asked if it should be put on the pole since the other one has been destroyed by weather, and then have another one made.
9:09:37 PM Gulledge Said that since the Centennial has passed, it is his recommendation not to fly the Centennial flag any longer, but put another flag up with approval of the Board, such as Fire Department, American Legion, etc.
9:10:27 PM Limberg Said he would like to see a P.O.W. Flag on the pole.
9:10:49 PM Callahan Said he thought that was going under the American Flag. He asked if the Village has a flag.
9:11:14 PM Bell Said it has been discussed about getting a Village Flag. He said they have discussed designing one.
9:11:58 PM Gulledge Suggested since Schmidt designed the Centennial Flag let him work on designing a flag.
9:12:40 PM Gulledge Reminded the Board of the Special Caucus meeting on February 3rd to work on the Employee Handbook and Personnel Policy. The regular Caucus meeting will be on February 11th, and the next Board meeting will be on February 4th. He reported to the Board that the Village has received the second portion of the money from the State of Illinois for the easements along the property in front of Village Hall.
9:13:23 PM Kostyshock Asked Attorney Wigginton to draw up an ordinance to get rid of the old dump truck. He was told this was done some time ago.
9:13:51 PM Wigginton Said he can sell it to a specific person if he has a buyer. He told Kostyshock to give Mayor the name of the person and the amount, and with Board approval it can be sold.
9:14:00 PM Gulledge With no further business to discuss, adjourned the meeting.

Respectfully submitted,

Thelma Long, Village Clerk  

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