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Village of Maryville, Illinois

Description Caucus Meeting
Date 9/8/2010 Location Council Chamber
Time Speaker Note
6:30:33 PM Gulledge Called the Board meeting of Wednesday, September 8, 2010 to order and asked those in attendance to join in the Pledge of Allegiance. After the Pledge, asked for a roll call of those officers present. Answering the roll call were Trustees Limberg, Schmidt, Bell, Kostyshock, Garcia and Short. Also in attendance were Clerk Fenton, Attorney Motil, and Police Chief Schardan.
6:31:17 PM Gulledge Called for approval of the August 25th meeting minutes. Asked if there were any questions, additions or subtractions to the minutes as prepared by the Clerk. There were none. Motion to approve was made by Schmidt and seconded by Short. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Kostyshock - yes; Garcia - yes; Short - yes. Motion carried.
6:31:48 PM Gulledge Went to first agenda item, Acceptance of Bid for Stonebridge Bluff Drive 12" Water Main Extension.
6:32:20 PM Kostyshock Stated the recommendation of the Village engineer is to accept the bid from D&K Backhoe, who was the lowest of six bidders in the amount of $72,162 and is under the engineer's estimate.
6:32:40 PM Gulledge Stated John Dutton talked to Dennis Keller who indicated once the bid is awarded next week he will be able to start in October and it will be approximately a two-week job or less, weather permitting. Explained where the project is. Stated funding is from members initiative grants of $50,000 from Jay Hoffmann and $50,000 from Bill Haines. Explained approximately $10,000 has been spent on initial engineering, the cost of which will not be covered by the grants. Discussion ensued as to the type of work done by D&K Backhoe.
6:36:50 PM Gulledge Next stated Chief Schardan is in attendance to discuss the purchase of Motorola radios.
6:37:16 PM Schardan Stated this is part of the grant received from the Illinois Criminal Justice Authority. Explained they will have the funds to the Village in three to four weeks, with which they will purchase four mobile radios from Motorola. Explained the Village will need to pay for installation for a cost of $1,100.
6:38:17 PM Schmidt Thanked Chief and Stephen Howe for taking the initiative in applying for the grant.
6:38:38 PM Gulledge Clarified these four radios gets the Department half way to their goal.
6:38:49 PM Schardan Responded the goal is to get four more. Stated the plan is to get these four to see how they will work out. Stated once they are installed they will determine if they need repeaters. Commented Madison County just paid $50,000 for the five antennas and once the Starz project is passed and falls into place, the radios will work fine. Stated this will cover 80% of the population of Madison County.
6:40:29 PM Schmidt Clarified these four radios are going in the newest four vehicles.
6:40:49 PM Schardan Responded that is his hope. Commented there are two vehicles that have high mileage and something will have to be done with them.
6:40:59 PM Gulledge Commented because of the timing, they will have to give a purchase order to Schardan before the Board meeting, as the order must be in by the 10th.
6:41:43 PM Schardan Gave an update on the dispatch consolidation. Stated Wireless USA will have the Fire Department ready by October 1st. Stated the test computer has been set up and the officers have been familiarizing themselves with New World.
6:42:39 PM Bell Asked if the tape backup was done today. Schardan responded he does not know, as he was in Springfield all day and has not been to the office yet.
6:43:08 PM Schmidt Asked if testing has been done on the cameras.
6:43:14 PM Schardan Responded yes and they are working fine Stated he received a message from County that the T1 line is ready and they will start running LEADS through it. Stated he contacted LEADS to get it disconnected so as to avoid another month's bill if possible. Stated the cameras will be run through the VPN. Stated they received the static public IP and are waiting for Brewster Alexander to hook everything up so they are accessible in Glen Carbon.
6:45:15 PM Gulledge Commented they don't want to make the switch until everything is absolutely in place.
6:45:37 PM Schmidt Asked if there will be a test period before the switch.
6:45:41 PM Schardan Stated the County is comfortable with everything right now. Discussion ensued as to whether they will have a test phase while dispatch is still in Maryville. Schardan responded both cannot be run at the same time, as the phone calls must be answered in one place. Schardan commented Steve Howe has been dispatching, so his thought is to make the switch on a day that he is here in case something goes wrong and they need to dispatch from Maryville until a resolution is found.
6:49:20 PM Short Asked if a notice was negotiated for the Maryville dispatchers.
6:49:29 PM Gulledge Explained they have been put on notice of the loss of their job. Stated they will try to give them as much notice as possible; however they cannot give a definite date as of now. Schardan stated he told them to expect October 1st.
6:51:36 PM Gulledge Went to next item, Pay Application #2 from Natgun for Water System Improvements in the amount of $264,374.91.
6:51:49 PM Kostyshock Stated the pre-formed walls are completed and they are assembling the forms and doing iron work. Stated they will start putting walls in next week.
6:53:32 PM Gulledge Went to next item, Pay Application #6 from Plocher in the amount of $18,675.
6:53:48 PM Kostyshock Stated they are done and have moved out their equipment. State the Board will get the last bill soon. Explained there is approximately $98,000 left.
6:54:45 PM Gulledge Went to next item, SEDAC and Madison County grants for lighting improvements. Explained Presson is not in attendance to discuss; however they have been working with DCEO and Madison County. Stated he will let Presson discuss the issue at the next Caucus. Commented it will aid the Village in utility costs and should pay for itself within six months.
6:55:45 PM Gulledge Went to next item, Invoice from IDOT for Final Costs of Highway 159 Sidewalks. Explained when Route 159 was done, the original plan was for sidewalks on one side. Stated the Board wanted sidewalks on both sides, so Maryville agreed to pay for half. Stated a loan was obtained through Madison County and has since been paid off. Stated they tried for a number of years to get a final bill but it was never received. Stated the bill finally surfaced a couple of months ago for $65,000. Stated they successfully negotiated to have it reduced to $41,350.94. Stated they can use MFT funds to pay for it.
7:00:18 PM Gulledge Went to next item, Pay Request #6 to Keller Construction for the OSLAD park grant in the amount of $14,358.30. Stated Ron Keepes indicates everything is in order.
7:01:41 PM Gulledge Went to Calendar Updates. Events were discussed.
7:02:49 PM Gulledge Went to Public Input. There was none.
7:02:57 PM Gulledge Went to To Do List. Short asked the status of the Public Works position. Mayor stated the individual has passed all physicals and will be offered the job at the next Board meeting. Explained he has requested to give two weeks' notice to his present employer. Commented they had 115 applications submitted, and applications are kept on file for two years. Went on with To Do List. Explained the Clerk received an objection from the Township to the Keebler Road annexation based on contiguity. Stated the Attorney is looking into the matter. Bell asked the status of the Safe Routes project. Mayor responded a public meeting will be held the 28th or 29th of September for the affected residents. Explained some changes have been made to the plan, and it will not affect the whole subdivision. Stated they have changed the project to focus more work on West Main and streets closest to the school.
7:16:53 PM Gulledge Went to Trustees' Comments.
7:17:20 PM Schmidt Asked the status of the Liberty Village construction. Mayor responded there is no hold up that he is aware of. Commented it is a large project.
7:17:48 PM Bell Stated he went through a demonstration of Civic Plus today and has received the bid. Stated he is at a point where he would like to put together a small subcommittee made up of members of each department to brainstorm ideas for the website. Explained Civic Plus will design the site. Mayor asked if they can present something at a Caucus meeting. Bell explained Civic Plus will need the Village's input as to what they want on the site. Stated the initial investment is approximately $14,000 and $3,000 annually. Stated he will try to get them in for a presentation to the Board.
7:24:03 PM Kostyshock Stated the replacement of the front porch is going well and they are doing a good job. Stated the concrete will be poured Monday. Next, stated they have started the second phase of Lakeview Acres Drive. Next, stated they have poured the asphalt for the eight-foot trails in the park. Stated his recommendation is to reconsider the six-foot walking trails and go with eight-foot. Explained Keller already has the base and rock down and is set up for eight-foot. Stated he was told they would give the Village a good price. Stated Keller commented if a vehicle is used on a six-foot path the wheels will likely break off the edges.
7:26:02 PM Gulledge Stated the cost he was quoted is $15,000 to turn all six-foot into eight-foot trails.
7:26:52 PM Bell Commented with an eight-foot trail they will need to stripe it similar to the bike trail.
7:27:36 PM Gulledge Commented $15,000 is not a bad price, but it will eat into the Village's money. Commented they must keep in mind they just spent extra on the parking lot.
7:28:07 PM Limberg Commented his opinion an eight-foot trail will be too much temptation for bike riders.
7:29:13 PM Bell Commented his recommendation is to go with eight-foot.
7:30:25 PM Short Asked how often vehicles are driven on the trail, and is there a requirement for vehicles to be on the trail.
7:30:42 PM Gulledge Stated they shouldn't be on the trail. Stated trunkets will be installed where heavy trucks can drive across. Poled the Board: Limberg, Bell, Schmidt and Kostyshock were all in favor of eight-foot; Garcia and Short were in favor of six-foot.
7:37:18 PM Gulledge Went to Mayor's Comments. Stated they are working on the verbiage for the weeds and lawn ordinance, and it will be put on the next Caucus meeting agenda for discussion. Next, reiterated Lakeview Acres has been started, and the project is supposed to be finished by December 31st by contract. Commented this makes for a tight schedule. Commented they will go out for bid in the Spring for a street light at Route 162 and Lakeview Acres. Next, commented the staff does a lot of work looking for grants, and commented his appreciation.
7:41:11 PM Bell Asked if the letter regarding signs has been sent. Mayor responded yes, and there has been a lot of businesses that have come into compliance.
7:41:48 PM Bell Commented he received a reminder that the surveys have not been filled out. Mayor responded he has not yet had a chance.
7:42:02 PM Motil Commented they are trying to work out a more efficient way to handle ordinance violations within the court system. Explained they will handle ordinance violations on a once-per-month basis controlled by docket. Commented he can still accommodate if there is something that needs to be addressed before that time.
7:43:01 PM Gulledge With no further business to come before the meeting, asked for a motion to adjourn. Motion was made by Kostyshock and seconded by Limberg. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Kostyshock - yes; Garcia - yes; Short - yes. Motion carried.
7:43:21 PM   The meeting ended.

Respectfully submitted,

Tracy Fenton, Village Clerk

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The Village of Maryville