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Village of Maryville, Illinois

Description Caucus Meeting
Date 7/28/2010 Location Council Chamber
Time Speaker Note
6:30:01 PM Gulledge Called the Caucus meeting of Wednesday, July 28, 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 and Garcia; Short arrived late. Also in attendance were Clerk Fenton, Attorney Manion, Treasurer Henry, Public Works Director Presson, Police Chief Schardan, and one reporter.
6:30:45 PM Gulledge Called for approval of the July 14th 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. Motion carried.
6:31:21 PM Short Arrived and was seated.
6:31:27 PM Gulledge Stated the Purchase of a Public Works PC from Computron item will be pulled from the agenda. Went to next item, Purchase of Light Bar Lenses for Police Vehicles and asked Chief Schardan to discuss.
6:31:52 PM Schardan Stated four light bars need to be replaced due to sun damage. Stated they must be purchased from the original vendor for a cost of $632.28 plus shipping. Stated he will be using the donation fund for the purchase.
6:32:37 PM Gulledge Commented they will be shipped from New York. He was told yes. Asked if the other lenses should be replaced as well.
6:33:05 PM Schardan Answered the others are in pretty good shape.
6:33:22 PM Gulledge Polled the Board. All were in favor.
6:33:40 PM Schardan Gave an update on the Glen Carbon Dispatch Consolidation. Stated they have run into a problem getting equipment for the information systems in Madison County. Stated the other problem involved the Fire Department, as they have decided to go with a phone line to go with a transmitter for paging. Stated they are trying to get that worked out. Stated the estimation is six weeks before it will be operable once the line and equipment is in. Stated he will talk to Flaugher on the issue tomorrow.
6:34:32 PM Gulledge Commented they need to be 100% ready before making the switch.
6:35:33 PM Schmidt Asked if Schardan can explain the details regarding the Fire Department issues.
6:35:41 PM Schardan Explained they would have to get another FCC license if they change the origination of the paging. Stated a way around it is to put in the phone line and run to the transmitter here, which will avoid the need for a new FCC license.
6:36:06 PM Bell Clarified Glen Carbon is still dispatching. He was told yes.
6:36:13 PM Schardan Stated his belief they can work around the issue until everything is operational. Stated they will have a better idea after Friday.
6:36:40 PM Schmidt Asked if the Fire Department has switched to Troy's frequency.
6:36:49 PM Schardan Responded not yet. Stated he discussed how they would do the radios with Flaugher. Stated he believes Glen Carbon has Madison County Fire frequency on their console. Stated if that is accurate, there shouldn't be a problem until they need to do some programming when they switch to Troy's frequency,
6:37:28 PM Gulledge Asked that he and Flaugher come to the next Caucus meeting to discuss.
6:37:53 PM Gulledge Went to next item, explaining in working on the budget they ran into several issues, one of which is outstanding ambulance bill collections.
6:38:11 PM Henry Explained one of the goals this year is to get deeper into the ambulance billing, and they discovered there is quite a bit of money not being collected. Explained in 2009 Andre's wrote off $60,000. Explained it is collectible, and they should be able to go back and get a significant portion of that amount. Stated Andres does not do collections. Explained their system takes 90 to 120 days; once that cycle is done, they will move the items to the chosen collection agency. Explained most agencies charge 30% of what is collected. Commented one charges 25% with a $20 fee per account on top of that. Stated they contacted TransWorld Systems, which is in Maryville, and does not work on contingency but charges a flat rate for every account for which they try to collect. Explained you are charged whether or not they collect; however the fees are minimal. Explained there are cost breaks: Initially they charge $15 per account; however if you contract for 250 accounts, it is $12.50 per account. Stated it will be for a two-year cycle. Stated the initial investment will be $3,125 for a two-year period, which can be broken into installment payments. Explained the process: The company does five letters in their "Phase 1" collection, each being sent every ten days. Commented the letters are very professional and non-threatening. Stated "Phase 2" collection starts if there is no response after the first five and only with Village approval. Explained Phase 2 goes to a law firm which changes the fee to a 50/50 split of what is collected. Stated the Village does not pay legal fees, as they are charged to the debtor if it gets to that point. Commented it is very seldom that it actually gets to the court system. Stated there is a little more internal work with this company; however the cost savings to the Village far outweighs the inconvenience. Explained this is a large company with currently 60,000 clients and collections over $2.4 billion. Commented Andres has never worked with TransWorld, but does not foresee a problem.
6:46:33 PM Bell Commented his opinion there would be more incentive to collect on contingency, where TransWorld has more incentive to let the account go to an attorney.
6:47:00 PM Henry Responded their response to that is they have to keep their client base happy.
6:47:08 PM Bell Clarified 250 is for two years. Asked how many accounts are currently outstanding.
6:47:12 PM Henry Stated she is not sure because Andres has written them off. Stated she asked Andres to go back historically to get that information. Stated TransWorld will go back from the contract date for two years for accounts to go into Phase 1 collections. Stated anything older than that they will look at each account to see if there is potential for collections, which would go to Phase 2. Stated if they don't make good on their promises, the Village will not buy any more accounts from them. Stated they will guarantee that in the first two years the Village will double their money.
6:49:16 PM Manion Asked if information was given on how effective the Phase 1 process is.
6:49:25 PM Henry Stated for all clients they have a 56% recovery rate.
6:49:41 PM Gulledge Commented it is because of the persistence of letters every 10 days. Discussion ensued. Commented his opinion this is a great opportunity for the Village to recoup some money that is collectible. Stated he recommends approval.
6:52:30 PM Schmidt Asked who internally would have the final say as to going from Phase 1 to Phase 2.
6:52:42 PM Henry Stated her opinion it would be between the Mayor and Treasurer.
6:52:50 PM Gulledge Commented the intent is to better the collections as a means to better the ambulance service. Discussion ensued as to how the process would work.
6:56:10 PM Bell Commented maybe they should appoint a committee to avoid the inference of playing favorites.
6:56:33 PM Henry Stated there will be standard procedures.
6:57:31 PM Kostyshock Asked if references were given from neighboring communities.
6:57:38 PM Henry Responded Belleville and Edwardsville use them. Kostyshock asked if they had been contacted. He was told no.
6:58:11 PM Gulledge Stated they will check references.
6:58:25 PM Henry Commented she spoke with Collinsville and Glen Carbon, both of whom are sort of happy with whom they use but did not give a great reference. Stated she received a letter of recommendation from Belleville for TransWorld.
6:59:52 PM Gulledge Polled the Board. All were in favor.
7:00:17 PM Garcia Asked what Andre's does.
7:00:35 PM Henry Explained they generate the first bill for service which goes to the patient and insurance. Stated there are procedures for contact after that, the whole cycle of which is approximately 120 days before the account is considered uncollectible.
7:01:50 PM Schmidt Asked if the audit was started.
7:02:02 PM Henry Explained the in-house work is finished, and the draft should be received in the next week or two.
7:02:14 PM Schmidt Commented to the Board, Henry passed out the financial statement package.
7:02:44 PM Gulledge Went to next item, Attendance at the IML Convention. Stated they need to decide if the Village will send anyone and whom. Stated they have $4,000 in the budget for training.
7:03:38 PM Schmidt Asked which side of the Board has preference this year.
7:03:46 PM Gulledge Discussion was held as to whom went last year. Stated his opinion the conference is important, as items are brought back for discussion and ideas.
7:04:39 PM Schmidt Commented his opinion the last few years' discussion have been lacking. Commented registration must be completed before the agenda is finalized, and he hates to commit before knowing what will be offered. Commented he personally will choose not to attend this year.
7:05:41 PM Gulledge Commented he believes a lot of things are accomplished by going. Commented meeting people and vendors is helpful. Stated his opinion it is important that Maryville is represented.
7:06:24 PM Garcia Commented the Mayor would be the best person to go.
7:06:46 PM Gulledge Commented his opinion they should send no more than two people.
7:06:57 PM Schmidt Commented he would like to see Mayor go, as well as Short who has not yet attended.
7:07:21 PM Gulledge Agreed. Discussion ensued. Polled the Board. All were in favor of sending two delegates.
7:10:37 PM Gulledge Went to next issue, Amended Allied Waste Agreement for Business Accounts.
7:10:49 PM Short Commented he missed a meeting. Explained his understanding is that Allied is concerned about controlling costs to commercial customers, so they have tried to restructure the fees. Stated they have agreed to maintain a price freeze for the first couple of years of the contract.
7:11:25 PM Gulledge Commented that is correct. Stated their proposal is year one and two would be year one of the contract, after which each year would move up.
7:12:29 PM Short Clarified the result is frozen rates for two years, with the fourth year of the structure eliminated making what would have been year two, year three.
7:12:52 PM Schmidt Asked if the handout is what is being enforced now. He was told yes. Asked what initiated the proposal.
7:13:11 PM Gulledge Responded there were some concerns from the commercial customers, which prompted he and Short to initiate a meeting.
7:13:30 PM Short Commented Allied wants to stay competitive. Discussion ensued.
7:17:07 PM Gulledge
Stated the next item, Trash Bin Display Issues will be stricken from the agenda, as they are waiting for follow-up from the attorney.
7:17:46 PM Gulledge Went to Calendar Updates. Events were discussed.
7:20:30 PM Gulledge Went to Public Input. There was none. Went to To Do List.
7:20:52 PM Schmidt Asked if work has been re-started in the park.
7:21:00 PM Gulledge Responded yes. Stated all curbs have been poured on the parking lot.
7:21:45 PM Garcia Asked the status of Fred Winters Park.
7:21:52 PM Gulledge Stated the equipment has been ordered. Commented they are setting up a meeting with others to help with development.
7:22:16 PM Schmidt Asked when they will start tuck pointing the old fire house.
7:22:28 PM Gulledge Responded September.
7:22:47 PM Schmidt Asked for a report regarding the dam and road in Stonebridge.
7:22:55 PM Gulledge Stated they are still trying to get a meeting with the engineer, attorney, etc. Explained the road has been fixed, but not the dam.
7:23:23 PM Garcia Asked about the Lerch item.
7:23:26 PM Gulledge Stated they are working on four properties that will be voluntary annexations. Stated the plats are not finished yet. Stated they are on the east side of Keebler.
7:24:11 PM Gulledge Went to Trustees' Comments.
7:24:22 PM Kostyshock Stated they will start oil and chipping roads next Thursday, Friday and Monday.
7:25:13 PM Gulledge Went to Mayor's Comments. Stated as previously approved, they will be sending Clerk Fenton to the Clerk's Institute in September. Stated she applied for a scholarship to the training and received $300 to help defray cost. Next, stated they are taking applications through August 6th for a Public Works Department Laborer. Next, stated they are still waiting to hear from the insurance carrier regarding roof hail damage on Village buildings. Stated they have received checks on the eight damaged vehicles. Stated there are three local companies that do such repairs. Asked the Board's preference on how to proceed with repairs. It was decided to give all three companies a chance to bid the work.
7:29:15 PM Gulledge Asked for a motion to go into Closed Session under 5ILCS120/2(c)(3) to discuss collective bargaining matters and 5ILCS120/2(c)(1) to discuss appointment, employment, compensation, discipline, performance or dismissal of employees. Motion 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.
7:43:58 PM Gulledge Asked for a motion to come out of Closed Session. Motion was made by Schmidt and seconded by Bell. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Kostyshock - yes; Garcia - yes; Short - yes. Motion carried.
7:44:13 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.
7:44:28 PM   The meeting ended.

Respectfully submitted,

Tracy Fenton, Village Clerk

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The Village of Maryville