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Village of Maryville, Illinois

Description Caucus Meeting
Date 9/28/2011 Location Council Chamber
Time Speaker Note
6:30:06 PM Gulledge Called the Caucus meeting of Wednesday, September 28, 2011 to order and invited those in attendance to join in the Pledge of Allegiance.
6:30:41 PM Gulledge Asked for a roll call of those officers present. Answering the roll were Trustees Vallino, Schmidt, Bell, Kostyshock, Garcia and Short. Also in attendance were Clerk Henry, Comptroller Brussatti, Police Chief Schardan, Public Works Director Presson and 1 reporter.
6:31:02 PM Gulledge Called for approval of the September 14, 2011 Caucus 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 the minutes was made by Schmidt and seconded by Bell. Roll call vote on the motion: Vallino - yes; Schmidt - yes; Bell - yes; Kostyshock - yes; Garcia - yes; Short - yes. Motion carried.
6:31:33 PM Gulledge Went to first agenda item: Personnel Policy Changes.
6:31:58 PM Schardan Discussed requested changes as compared to current employee handbook & police officer handbook. Main issue brought up by employees was vacation. Under union contract police officers receive 4 weeks after 13 years, current employee handbook gives 4 weeks after 15 years. Stated if an officer is promoted to sergeant after attaining 13 years employment under current employee policy he would loose the extra week until 15 years are completed.
6:36:21 PM Schmidt Asked if there were any further vacation breaks. Was told no further vacation levels.
6:37:26 PM Vallino Asked what benefits there are when promoted from patrol officer to sergeant. Was told $3 per hour additional pay and supervisory experience.
6:40:01 PM Gulledge Stated that the public works union & firefighter's union have same vacation policy as non-union employees.
6:40:58 PM Vallino Stated his concern about other Village employees. Chief and sergeants are typically bundled with other Village employees, if given extra week 2 years early will there be issues with other Village employees?
6:44:12 PM Vallino Confirmed that there is only 1 sergeant this will affect in the near future.
6:46:08 PM Bell Suggested the Board consider giving all non-union employees 20 days after 13 years.
6:47:10 PM Gulledge Called for decision. Vallino no change, Schmidt change, Bell change, Kostyshock change, Garcia change, Short change. Asked if there were any other questions on the suggested policy changes.
6:54:18 PM Short Stated requirement for a doctor's note for sick leave for consecutive days absent conflicts with union contract. Employee policy says "must" provide statement, union contract says "may". Consensus was to leave alone and leave at Chief's discretion as to when to require a note due to weekend schedules.
6:57:33 PM Gulledge Suggested to make exclusion for sworn police employees in the employee manual.
6:58:25 PM Schardan Suggested to change employee manual to "may" and leave at each department head's discretion.
7:01:54 PM Gulledge Called for discussion on any other items.
7:02:18 PM Schmidt Under personal property & equipment item (c); questioned if cell phones fall under this. Schardan explained he needs to give approval.
7:04:03 PM Gulledge Asked for further questions on policy changes. There were none.
7:04:45 PM Gulledge Asked for Schardan to discuss car disposal.
7:05:09 PM Schardan Discussed Edwardsville's policy of having a city wide auction in November. Stated they have agreed to allow the Village to bring cars. Stated there is a 15% commission to auctioneer.
7:06:05 PM Motil Stated he will need to review to confirm Village can dispose of property in this manner as a non-home rule municipality.
7:07:01 PM Schardan Stated the detective car also needs to be disposed of.
7:07:35 PM Gulledge Stated he thinks this process is a good idea. Board consensus to instruct Motil to check to make sure allowable.
7:08:14 PM Gulledge Went to next agenda item: Water Service & Pre-annexation agreement for Trober property located at 141 Ridgemoor Drive, Glen Carbon. Public hearing will be October 5th at 6:45 p.m.
7:09:12 PM Gulledge Went to next item: Resolution for IMRF Section 125 Monies.
7:09:25 PM Brussatti Explained the resolution is needed at IMRF's request. Resolution is to allow the Village to make IMRF contributions on insurance premiums being paid with pre-tax dollars. Explained the Village has been doing this since 2000 when the Section 125 plan was adopted, but IMRF needs a formal resolution.
7:11:01 PM Gulledge Next went to Park Recommendations.
7:11:11 PM Bell Asked for update on status of concrete holders/bins for compost and mulch as requested by the Master Gardeners.
7:11:43 PM Presson Stated current prices are extremely high. Would like to have reviewed and discussed further. Fencing is very expensive. Discussion ensued regarding the locations of the bins. Board does not want compost bins at the entrance to the park.
7:15:58 PM Bell Would like issue brought back in 2 weeks. Asked Presson to bring prices for concrete and confirmed location drawing.
7:18:50 PM Gulledge Suggested to take back to park committee for review and specifics before bringing back to Board.
7:20:26 PM Bell Asked Presson to get prices with stones at locations discussed (lift station & behind restroom) and he will take back to park committee.
7:22:04 PM Bell Discussed soccer goals. Presson reported new nets have been ordered. Repairs are to start next week.
7:22:38 PM Bell Stated park committee would like to relocate recycle bin currently at bike trail near the welcome sign, closer to the entrance by the bike rack & flag pole for the soda machine. Instructed Presson to move bin as requested and to add one by pavilion #1. Also requested a recycle bin to be placed by Khoury league concession stand.
7:24:26 PM Kostyshock Mentioned power issue at concession stand pavilion. Panel was turned off. Presson to call McNamara.
7:25:47 PM Bell Stated park committee request for 3 new park welcome signs with rules to replace existing signs at Myron Provence Parkway & the bike trail. Third one to be located at Division Street park entrance.
7:26:45 PM Motil Asked about rule regarding only authorized motorized vehicles being allowed. Discussion followed regarding wording of rules.
7:27:33 PM Bell Asked Motil to review rules. Asked Presson to get bids. To be placed on agenda for next Board meeting.
7:34:59 PM Gulledge Went to next item: Pay Request #2 & Final from DNP Plumbing in the amount of $7,232.60.
7:35:19 PM Presson Explained project is the water main relocation project on Old Keebler Road. Stated project is complete.
7:35:35 PM Gulledge Stated pay request will be on agenda for next Board meeting.
7:36:06 PM Presson Discussed prep road work being done to get ready for microsurfacing.
7:37:45 PM Schmidt Informed Presson the Community Center's water fountain is not working.
7:37:56 PM Motil Next agenda item: Amend bidding procedures. Explained state statute now states bid amount can be above $20,000. Will prepare ordinance to amend from $10,000 to $20,000.
7:38:29 PM Gulledge Next item: CARD.
7:38:57 PM Motil Stated his opinion that it would be best to discuss issue under closed session under 5 ILCS 120/2(c)(11) regarding probable litigation.
7:39:25 PM Gulledge Went to Calendar Updates. Discussed October events and committee meetings.
7:42:50 PM Gulledge Went to Public Input - There was none.
7:42:59 PM Gulledge Went to To Do List - Schmidt asked about ISO update, was told Mayor is waiting to meet with department heads before discussing with Board. Schmidt asked if anything would be done on the Safe Routes project this year. Mayor stated would likely be next year before school starts.
7:44:45 PM Gulledge Went to Trustee Comments.
7:44:56 PM Schmidt Asked how far the grass cutting contract went. Was told through the end of October. Schmidt and Bell gave update on garden sub-committee.
7:48:04 PM Bell Asked for update on LED sign.
7:48:16 PM Motil Stated he spoke with Numeritex representative. Told Motil he will meet with his technician on Friday and will make arrangements to send cable to Village, should have within 2 weeks. Also said he may give new boards as opposed to Village sending current boards to them for repair/update. Is supposed to contact Motil on Friday and confirm details.
7:50:18 PM Bell Asked about Casey's opening. Next discussed Federal law that requires email retention/archiving. Stated law requires every email to and from government offices must be archived and be un-editable. Discussed options to purchase exchange server hosted by KDI or go with an "in house" exchange server.
7:53:52 PM Motil Explained rule of thumb is anything written on government computer is open to being requested and therefore cannot be destroyed. Emails are subject to FOIA. Stated he needs to look into storing properly.
7:55:02 PM Bell Explained how current emails are transmitted to Village computers. Currently there is no storage on host or Village servers.
8:00:45 PM Gulledge Instructed Motil to research and get back to Board. Bell needs to know what the law actually requires and then he will research the appropriate equipment and/or technology to be put in place.
8:03:08 PM Gulledge Went to Mayor's Comments. Stated he suggests the Board look at vacation tiers for other non-union employees due to the change approved for non-union police personnel. Asked Garcia and Short to check and see what other employees would be affected.
8:04:15 PM Gulledge Asked for a motion to go into closed session under 5 ILCS 120/2(c)(1) "The appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body" and under 5 ILCS 120/2(c)(11) "Probable Litigation". Motion was made by Schmidt and seconded by Bell. Roll call vote on the motion: Vallino - yes; Schmidt - yes; Bell - yes; Kostyshock - yes; Garcia - yes; Short - yes. Motion carried.
8:43:52 PM Gulledge Asked for a motion to come out of closed session. Motion was made by Short and seconded by Bell. Roll call vote on the motion: Vallino - yes; Schmidt - yes; Bell - yes; Kostyshock - yes; Garcia - yes; Short - yes. Motion carried.
8:44:13 PM Gulledge There being no further business, asked for a motion to adjourn. Motion made by Schmidt and seconded by Vallino. Roll call vote on the motion: Vallino - yes; Schmidt - yes; Bell - yes; Kostyshock - yes; Garcia - yes; Short - yes. Motion carried.
8:44:33 PM   Meeting adjourned.

    Respectfully submitted,

    Jolene R. Henry, Village Clerk 

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The Village of Maryville