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Village of Maryville, Illinois

Description Caucus Meeting
Date 8/25/2010 Location Council Chamber
Time Speaker Note
6:30:04 PM Gulledge Called the Caucus meeting of August 25, 2010 to order and invited those in attendance to join in the Pledge of Allegiance. After the Pledge, asked for a roll of those officers present. Answering the roll call were Trustees Limberg, Schmidt, Bell, Kostyshock, Garcia and Short. Also in attendance were Clerk Fenton, Attorney Wigginton, Treasurer Henry, Public Works Director Presson, Building and Zoning Administrator/Fire Chief Flaugher, Comptroller Brussatti, Police Chief Schardan, Engineer Juneau, Ron Motil, CJ Schlosser Representative Kevin Tepen, six residents and one reporter.
6:30:52 PM Gulledge Called for approval of the August 11th 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 Kostyshock. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Kostyshock - yes; Garcia - yes; Short - yes. Motion carried.
6:31:25 PM Gulledge Went to first item, Fiscal Year Audit Report, and asked Kevin Tepen to discuss.
6:31:42 PM Tepen CJ Schlosser and Company, Alton, Illinois. Explained they perform audit services for many municipalities, and overall it has been a poor year; however Maryville has been the exception this year, as they had a rather good year. Explained most of the problem is that income tax has been down, which is the case in Maryville; however due to grants and refunding of loans and bonds, they were able to carry some decent balances forward. Reviewed income and expenses related to governmental funds. Stated in the current year they had $2.3 million in revenues. Stated it is offset with the Madison County Grant of approximately $300,000. Stated the expenses for General Fund were $2.5 million, which are inflated this year because when they issued bonds to payoff the loan it made the expenses look a little higher in principal. Stated the excess of receipts over disbursements was approximately $430,000 before transfers and debt activity; after transfers and issuance of new bonds the change in the general fund is approximately $1.6 million. Stated the Police fund had a decrease of about $876,000 and the Fire Department was down about $33,000. Stated in netting all funds together before the debt they were down approximately $400,000 before reissuing debt to pay for the bonds that were done in the past. Discussed the Lakeview Acres project, in which the balance went from $420,000 down to $360,000. Stated overall in the General Fund, an increase of $1.4 million was shown with an increase of debt from $2.8 million to approximately $4.2 million. Next, stated the total revenues were $2.26 million, with operating expenses of approximately $2 million. Stated after interest income and expense, there was a net decrease in non-operating of about $29,000. Stated the total change was about $383,000 to the good. Commented on the increase in building permits and tap-on fees, where everywhere else it has been steady. Next, commented on the pension trust funds. Stated there was an increase in Police Pension Fund of approximately $223,000 and Fire Pension Fund of approximately $57,000. Commented the importance of that is the levy required and how it affects how much can be levied overall.
6:37:06 PM Schmidt Asked whether there is any area they should focus on.
6:37:24 PM Tepen Commented overall they have done well. Stated the one thing they look at every year is the ambulance billings. Stated the billing is outsourced and they need to make sure that everything that should be coming to the Village is being received.
6:37:52 PM Schmidt Commented they are going into a collection service to recoup some lost funds.
6:38:08 PM Tepen Responded they need to see reports regarding what is billed and what is collected. Commented the percentage of collections in generally not great for ambulance; however it is nice to be able to track the figures in-house.
6:38:29 PM Schmidt Commented this is the third year CJ Schlosser has worked with Maryville, and they are currently in the second year of a three-year contract.
6:38:55 PM Short Asked what modified cash basis means. Discussion ensued.
6:39:41 PM Gulledge Thanked Tepen and the company, as they are a pleasure to work with.
6:41:05 PM Gulledge Went to next item, trash bin display ordinance. Stated Short worked with the attorney on ideas, and a response was received and distributed from Schmidt.
6:41:39 PM Short Thanked Schmidt for his suggestions. Stated Attorney Manion wrote the ordinance. Commented the current ordinance is vague. Stated Manion has better defined the time lines and what the definition of waste containers are. Addressed Schmidt's suggestions: Regarding the suggestion that recyclable and waste containers not recognized by the Village's hauler will not be serviced, he questioned whether that is covered by the contract or should be included in the ordinance.
6:43:23 PM Schmidt Responded he thought it was the Village's policy.
6:44:41 PM Short Commented if they change contract carriers, they would have to change the ordinance.
6:44:59 PM Wigginton Stated that is not something they want in the ordinance as it is contract specific. Commented there are occasions where the waste hauler will allow residents to use other containers. Discussion ensued.
6:46:46 PM Short Commented similarly, he does not believe the description of the containers should be in the ordinance.
6:47:10 PM Wigginton Commented if they are not going to include the first suggestion, they should not include the second. All agreed.
6:47:25 PM Short Commented on the suggestion that waste must be within the inside of the containers, they have already addressed that with Allied who has conceded that it must be inside the container but not within the lid and they will make arrangements if there are recyclables that are too large to go in the container.
6:48:19 PM Gulledge Commented he sees the point of requiring everything inside to avoid blowing refuse.
6:48:50 PM Short Commented they should not go into every detailed possibility in the ordininance. Schmidt commented if not, he does not understand why they are doing it at all. Short responded the purpose of re-doing the ordinance was to define the time limits to alleviate complaints that people are leaving the can out at the street.
6:49:32 PM Schmidt Stated his idea was to give other ideas to include to avoid re-writing the ordinance again.
6:49:50 PM Bell Commented he likes Schmidt's verbiage better than what is in the ordinance because it says 24 hours after collection, whereas the ordinance says 24 hours after scheduled pickup. Commented they don't always pick up on the scheduled day.
6:50:13 PM Wigginton Asked how law enforcement will know what time the trash was picked up. Commented the Village knows the schedule; they do not know what time each house has their trash picked up. Discussion ensued.
6:51:33 PM Gulledge Reiterated Short's explanation that the intent was to get the cans off the street. Discussion ensued. It was decided that the small changes will be given to Henry to incorporate and the item will be on the agenda for September first.
6:56:33 PM Schmidt Asked the plan for enforcement.
6:56:36 PM Gulledge Stated they will do the best they can. Stated they have discussed placing stickers on the cans and tracking the progress.
6:57:24 PM Schmidt Commented a lot of containers are stored in front of garage doors. Asked if they can physically go on residents' property to tag cans, or should they mail the notices.
6:57:47 PM Gulledge Responded it will have to be worked out.
6:59:34 PM Gulledge Went to next item, Pay Application #5 to Keller Construction for Drost Park Improvements for $69,300.
6:59:48 PM Bell Commented the parking spots will be nice. Commented they can see gravel where the path will be.
7:00:24 PM Gulledge Commented he met with Keller. Stated they were hoping to be paving but had some work to complete with MCT and Village with the heavy equipment. Stated they will be paving tomorrow with the hope that they will start the parking lot by Friday.
7:01:06 PM Gulledge Went to next item, Change Order #8 to Plocher. Stated he received a call from Bob Massa regarding this change order. Explained when Juneau drew the plans they used an old plumbing code that was changed after the plans were drawn. Explained they had to have another floor drain to comply with current code, so he authorized the change due to the urgent nature of the item; however he forgot to bring the Change Order before the Board. Stated the item has been paid, but they need to formally approve it at the next Board meeting.
7:03:27 PM Gulledge Went to next item, amendment to property maintenance code regarding weeds and lawn.
7:03:44 PM Flaugher Explained the current ordinance was specific but subject to interpretation, as when pertaining to height it specifically says lawns. Stated he received complaints regarding pasture, fields, meadows, etc. which he interpreted as outside the definition of "lawn". Stated for this reason, the attorney re-wrote the ordinance to be more specific.
7:05:37 PM Wigginton Commented this removes the difference between lawns and all areas and says all properties with no exception for agriculture or farms.
7:05:56 PM Flaugher Stated his only comment is for the Board to make sure that is what they want as it will include parks, the golf course, farm fields, etc.
7:06:14 PM Wigginton Stated they can exclude property zoned agriculture if they choose. Discussion ensued. Wigginton commented they want developers to maintain their property since there are subdivisions platted but undeveloped.
7:08:17 PM Motil Commented there are properties backing up to wooded areas with ditches containing a huge amount of weeds that cannot be cut due to the grade of the ditch.
7:09:25 PM Gulledge Suggested they table this issue for further discussion with the attorney and re-visit it at the next Caucus meetings. Commented it is still going to boil down to common sense. Discussion ensued.
7:11:23 PM Kostyshock Asked who is responsible for cutting the grass between the sidewalk and road on Route 159. He was told that is a right-of-way and they cannot make the homeowner cut it. Kostyshock asked what constitutes a wildlife area.
7:12:24 PM Gulledge Stated it must be deemed so by the State.
7:12:33 PM Wigginton Commented it qualifies if it has a conservation easement placed on it.
7:12:40 PM Gulledge Stated if they cannot prove the easement is there, it is not a wildlife area.
7:12:50 PM Gulledge Went to next item, Foreign Fire Insurance Board. Explained this must be set up do to State statute.
7:13:52 PM Wigginton Stated the Illinois Legislator requires the Village to establish this board to be made up of the Fire Chief and two members of the fire department. Stated their duty is to make recommendations on the spending of proceeds received from foreign fire insurance tax revenues.
7:14:41 PM Short Asked how the two Fire Department members will be elected.
7:15:06 PM Wigginton Explained that is a provision of the statute.
7:22:12 PM Gulledge Commented he, the Chief and one fire fighter will set up the rules for the election. Discussion ensued as to whether volunteer fire fighters can be on the Board. It was clarified that the members of the Board must either be full time employees, of which there are three, or officers, some of which are volunteers.
7:22:13 PM Gulledge Went to next item, Resolution for use of project labor agreements on public projects.
7:22:20 PM Wigginton Explained this is an extension of the prevailing wage ordinance. Explained this proposal says for contracts in excess of $20,000 and subject to competitive biding the bidders will comply with the labor agreements associated with the different trades involved in that project. Stated it also provides there would be no work stoppages, slow-downs or picketing during the course of a Public Works project, so long as they are signatories to these agreements. Stated nearly every municipality has this in place. Stated he recommends adoption.
7:23:30 PM Gulledge Stated his understanding is only if the project is over $20,000 does this contract come into play. He was told that is correct. Gulledge stated the item will be on the Board meeting agenda.
7:24:16 PM Gulledge Went to Calendar Updates. Events were discussed.
7:26:09 PM Gulledge Went to Public Input. There was none.
7:26:24 PM Gulledge Went to To Do List. Explained the Lerch, Riley, Kinder, Dryden annexation has been pushed back to the September 15th Board meeting to allow time for notices to be sent.
7:27:24 PM Gulledge Went to Trustees' Comments. All commented their appreciation and congratulations to Wigginton as he resigns from the Village to be sworn in as United State's Attorney. Gulledge made presentation to Wigginton in appreciation of his years of service, and invited all to stay after the meeting for refreshments.
7:45:44 PM Gulledge With no further business to come before the meeting, asked for a motion to adjourn. Motion was made by Bell and seconded by Schmidt. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Kostyshock - yes; Garcia - yes; Short -yes. Motion carried.
7:46:16 PM   The meeting ended.

Respectfully submitted,

Tracy Fenton, Village Clerk

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The Village of Maryville