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Village of Maryville, Illinois

Description Caucus
Date 7/14/2010 Location Council Chamber
Time Speaker Note
6:30:07 PM Gulledge Called the Caucus meeting of Wednesday, July 14, 2010 to order and invited 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, Kostyshock and Short; Bell arrived late; Garcia was absent. Also in attendance were Clerk Fenton, Attorney Wigginton, Public Works Director Presson, Treasurer Henry, four residents and one reporter.
6:30:49 PM Gulledge Called for approval of the June 30th 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; Kostyshock - yes; Short - yes. Motion carried.
6:31:16 PM Gulledge Went to first agenda items, 2010/2011 Estimated Anticipated Revenues and 2010/2011 Appropriations and asked Treasurer Henry and Trustee Schmidt to discuss.
6:31:41 PM Schmidt Explained figures were delivered to the Trustees last Thursday to give all a chance to review. Explained the Village is obligated by statute to file with the County by the end of the month.
6:32:25 PM Henry Stated the anticipated revenues is a report to be filed with the County Clerk and is a listing of what is budgeted for revenues. Explained it comes straight off the budget as approved last week. Asked for any questions.
6:32:51 PM Limberg Commented his opinion it is a good idea to drop the ambulance fees anticipated revenue from $200,000 to $175,000.
6:33:13 PM henry Stated one of the goals for the year is to start the process of reviewing the Andres billing. Commented contrary to the Village's understanding, Andres does not do automatic collections. Explained the auditors were able to get reports she has never seen before. Stated a meeting is scheduled with Flaugher and May to discuss the situation. Commented last fiscal year $271,000 was billed, and only $171,000 was collected. Commented some of that is write-offs from Medicare; however they plan to review the figures in more detail.
6:34:25 PM Gulledge Commented the estimated revenues are in the budget.
6:34:43 PM Short Asked under "other" section, if the overage in the difference between the anticipated column and actual column is because of bonds or grants.
6:35:36 PM Henry Responded $2.1 is the bond item because they did not budget for it as a revenue; however it must be reported.
6:35:54 PM Schmidt Commented a similar difference is contained under grants.
6:36:11 PM Short Stated the anticipated total revenue for this year is $4.5 million more than last year. Asked if that is for the same reasons.
6:36:32 PM Henry Stated one line item is $2.3 in grants, and there is approximately $1.9 in WSOM for the EPA loan proceeds included this year.
6:36:56 PM Gulledge Asked for other questions. There were none. Went to Appropriations.
6:36:59 PM Henry Asked for any questions.
6:37:15 PM Bell Arrived and was seated.
6:37:18 PM Henry Explained the last appropriated column is the only information filed with the County; the rest is informational. Explained these are not budgeted figures. Department Heads cannot look at this report for a true statement of funds available. Explained this is a spending cap in case of unforeseen emergencies.
6:38:13 PM Gulledge Asked for questions. There were none.
6:38:33 PM Wigginton Commented the work is well done.
6:38:50 PM Gulledge Stated in working on the budget with Henry and Schmidt they made a list of items to bring to the Board's attention. Stated one thing is the problems they have had in the past with recognizing franchise fees and utility taxes. Stated for this reason, they have looked into companies that can audit the information to make sure Maryville is collecting all applicable fees and taxes. Explained they have interviewed two companies.
6:41:25 PM Henry Distributed a proposal from Azavar, who does utility/franchise tax audits. Explained they will also do a sales tax audit. Explained they take care of everything; the only thing Maryville needs to do is sign the releases. Explained they are specialized in electric/utilities and franchise, etc. Explained they do not do telecommunications because due to State laws there is nothing that can be done. Stated they are currently working with Godfrey, O'Fallon and Effingham. Stated she heard from Godfrey who highly recommends the company. Stated they are impressed that everything they said they would do, they have done. Commented this is not a short-term project; commented Godfrey started theirs in August of last year and have not yet completed. Explained Azavar will not bill until the municipality starts recouping revenues. Stated they will get 45% for 36 months which is a discount, as they typically get 50% for 60 months.
6:46:03 PM Schmidt Asked at what point the process is finished and when it is done, will revenues be collected retroactively.
6:46:39 PM Henry Explained her understanding is they will work with the company to get the record corrected and go back to do a follow up audit to make sure it stays corrected.
6:47:04 PM Schmidt Asked if this is a case of computer error where users are paying the tax but it is not going to the correct municipality.
6:47:13 PM Henry Stated her understanding it is 90% of the time. Commented Maryville has long had an issue where addresses are within Maryville but have a different mailing zip code which causes mistakes. Commented another issue is whether records are updated upon annexations.
6:47:47 PM Bell Commented they could find some that are the opposite as well.
6:47:56 PM Henry Agreed. Stated they addressed that issue in the proposal stating they will stop at the Village's direction at which point the Village is billed for the company's time.
6:48:13 PM Bell Clarified after the 36 months they are done. He was told yes. Discussion ensued as to the EMS billing. Mayor reiterated comments from the beginning of the meeting for which Bell was not in attendance.
6:50:12 PM Bell Asked whether Azavar gave any averages on lost revenues.
6:50:16 PM Henry Responded no. Stated it would vary depending on the size of the community.
6:50:26 PM Gulledge Commented the communities listed were mostly bigger, and had large numbers. Commented this decision does not have to be made for next week's meeting since the Board has not had a chance to review the information; however this is a recommendation.
6:51:30 PM Short Asked how much of burden this will put on Village staff.
6:51:52 PM Henry Stated none, as Azavar will deal directly with the utility and will also go to the County to get property information.
6:53:13 PM Gulledge Polled the Board. All were in favor of placing the item on the Board meeting agenda. Discussion ensued as to the fact Telecommunications Tax cannot be audited per the State.
6:57:55 PM Gulledge Went to next item, 2009 Municipal Maintenance Expenditure Statement.
6:58:13 PM Presson Stated this is done every year. Stated this year $77,237.92 can be transferred from MFT to General Fund.
6:58:33 PM Gulledge Commented the number is not too far off what it normally is.
6:59:16 PM Short Asked if the figure includes materials. Presson responded some of it.
6:59:32 PM Limberg Commented there are a lot of repairs being done on Santa Anita.
6:59:39 PM Presson Stated they are working their way up there.
6:59:49 PM Gulledge Commented the problems are mainly with the storm sewers. With no further comments, stated the MFT Expenditure Statement will be on the Board meeting agenda. Went to next item, MFT Materials Letting Proposals.
7:00:32 PM Presson Stated the bids came for concrete at $60 per cubic yard, and $59.80 per ton for hot patch and $74.80 per ton for cold patch. Mayor commented these are down from last year. Presson stated the concrete is down approximately $17 dollars over a couple of years ago.
7:01:27 PM Gulledge Commented they have to award these as let through IDOT.
7:01:38 PM Short Asked if the mileage is paid per ton or per mile. Presson stated per load. Explained the breakdown of the figures.
7:02:20 PM Gulledge Polled the Board. All were in favor of placing the item on the Board meeting agenda. Went to next item, Pay Request #4 from Plocher Construction for Water System Improvements in the amount of $171,970.20.
7:02:38 PM Presson Stated this is for softener work completed thus far at the treatment plant. Stated this pay request is minus the 10% retainage.
7:03:01 PM Kostyshock Commented they will be finished soon. Presson responded by the end of the month.
7:03:11 PM Gulledge Commented they are hoping to have all three projects done in four months. Stated he is very impressed with Plocher.
7:03:30 PM Schmidt Asked how the payments have been from the State. Mayor responded better than expected.
7:03:41 PM Gulledge Stated the item will be on the Board meeting agenda. Stated they have one other item to discuss that was not included in the packets. Explained they have been budgeting for tuck pointing at the old fire station building on East Zupan. Stated it was budgeted in the Museum line item for $47,000. Stated Presson has received bids for the project.
7:04:31 PM Presson Stated Warnecke came in at the lowest bid for an amount of $27,670. Stated his bid includes 100% tuck pointing of the older portion of the building which was built in 1916 and spot tuck pointing the newer portion of the building. Stated it also includes waterproofing and sealing of the entire building. Stated he verified all of his references this morning. Stated the only negative comment was a suggestion not to take the waterproofing out, as this municipality did so in an attempt to save money but had to re-tuck point within three years.
7:06:06 PM Gulledge Commented Maryville made the same mistake on the water plant years ago.
7:07:07 PM Schmidt Asked if they are looking to replace the garage doors at some point.
7:07:11 PM Presson Stated they poured some concrete to take care of the water issues in front of the door. Commented the doors have been painted. Stated the issue with the doors is the entire core would have to be replaced due to the size and shape of the doors.
7:07:49 PM Gulledge Commented they are fire department doors and are large. Commented they might budget for that next year or the year after; however the doors look good for now.
7:08:25 PM Kostyshock Commented on the cheap price for the tuck pointing.
7:09:22 PM Presson Commented regarding the lowest bid of $6,000, he does not believe the job was bid appropriately by this individual because he did not really want to do the work.
7:10:35 PM Gulledge Commented this is a cheaper bid than received two years ago. All were in favor of placing the item on the Board meeting agenda.
7:11:36 PM Presson Stated Warnecke takes care of notifying neighboring residents. Commented the references indicated he did well with this.
7:12:03 PM Presson Stated the last piece was installed for the boat dock that afternoon. Stated the dock will be open for use by the end of the week.
7:12:52 PM Bell Commented on an issue with the curb at Robert and Andra streets. Mayor commented it is on the list to be replaced.
7:13:19 PM Presson Commented there is no sub base on the road.
7:13:25 PM Gulledge Commented they have changed the ordinances since this subdivision was done.
7:13:34 PM Bell Commented they are piecing together the road section by section. Asked if there is a way to do a bigger section all at once.
7:14:12 PM Presson Stated they can only repair as money allows and they only have money available is for this spot.
7:14:57 PM Gulledge Stated they take the worst issues and try to do them in order. Commented they do not have the money to do as much as they would like.
7:16:16 PM Schmidt Asked what is going on in front of the Police Department where the area is roped off.
7:16:30 PM Presson Stated they are working to tie the sump pump into the storm sewer. Commented this is not a high priority job and will get done as they can.
7:16:49 PM Gulledge Went to Calendar Updates. Events were discussed.
7:17:46 PM Gulledge Went to Public Input. There was none.
7:17:59 PM Gulledge Went to To Do List. There were no comments.
7:18:58 PM Gulledge Went to Trustees' Comments.
7:19:11 PM Schmidt Stated MCIB met Monday and discussed the Yard Sale event. Stated they plan on improvements to the notification process to residents for next year. Stated next year's event will be June 4th. Stated they turned over $286 in revenue. Stated they also discussed the Fall Fest which will be October 9th. Stated the website is still in progress and should be on line next month. Stated there was a problem with sizing of the shirts and they may have to purchase more.
7:21:38 PM Bell Stated he has received all the photos but two and he will continue to work on getting the website updated. Next, stated they received a lot of merchandise from the Census to give out during homecoming. Thanked all who helped with the project. Stated the Census is not over and they are in the quality assurance phase which will likely last through the fall.
7:23:37 PM Kostyshock Thanked Public Works for their work on the Homecoming. Thanked Dave Dawdy for getting the 1958 fire truck running.
7:24:30 PM Short On behalf of the Homecoming Association and Fire Department, thanked all participants of Homecoming. Commented it was a large success.
7:25:11 PM Gulledge Echoed comments that the Homecoming was a success. Thanked all. Reminded all the money is used for training EMTs and Paramedics, as well as to purchase ambulances and supplies. Commented this relieves the pressure from the Board and taxpayer.
7:26:43 PM Schmidt Commented Michelle Vermaux needs to buy more stones for the Yard of the Month Committee of the MCIB. Stated she will need to spend up to $300. Asked whether a vote is needed. He was told no, as it is under the threshold and only requires authorization from the Mayor.
7:27:29 PM Gulledge Stated he has three openings on the MCIB and is looking for volunteers. Next stated all easements have been acquired, signed and recorded. Next stated a bid opening for Phase 2 to complete Lakeview Acres Road to Route 162 will be held July 30th.
7:29:22 PM Bell Clarified the intersection is not a round-about. He was told no, it will be a regular four-way stop.
7:29:38 PM Gulledge Stated the round-about was cost prohibitive due to the cost of moving utilities.
7:29:51 PM Gulledge Asked for a motion to go into Closed Session to discuss collective bargaining matters under 5ILCS120/2(c)(3) and to discuss possible setting of price for sale or lease of property owned by the Village under 5ILCS120/2(c)(6). Motion was made by Schmidt and seconded by Short. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Kostyshock - yes; Short yes. Motion carried.
8:02:19 PM Gulledge Called for a motion to come out of Closed Session. Motion was made by Schmidt and seconded by Short. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Kostyshock - yes; Short - yes. Motion carried.
8:02:35 PM Gulledge With no further business to come before the meeting, asked for a motion to adjourn. Motion was made by Schmidt and seconded by Bell. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Kostyshock - yes; Short - yes. Motion carried.

Respectfully submitted,

Tracy Fenton, Village Clerk

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The Village of Maryville