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Village of Maryville, Illinois

Description Caucus Meeting
Date 10/12/2011 Location Council Chamber
Time Speaker Note
6:30:08 PM Gulledge Called the Caucus meeting of Wednesday, October 12, 2011 to order. Invited all in attendance to stand and join in the Pledge of Allegiance. 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, Attorney Motil, Building & Zoning Administrator/Fire Chief Flaugher, Public Works Director Presson, Police Chief Schardan, and 1 guest.
6:30:48 PM Gulledge Called for approval of the minutes of the September 28, 2011 Caucus meeting. 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 Short. Roll call vote on the motion: Vallino - yes; Schmidt - yes; Bell - yes; Kostyshock - yes; Garcia - yes; Short - yes. Motion carried.
6:31:38 PM Gulledge Went to first agenda item - Animal Control Agreement. Explained without an animal control officer these past couple of years, the calls have been being handled between the police department and public works. Due to not being properly trained for animal control, he has asked Chief Schardan to contact Glen Carbon and discuss a possible coverage agreement with their animal control department.
6:32:28 PM Schardan Stated he has been in contact with Glen Carbon's Police Chief Lakin. Stated they have tentatively agreed to answer Maryville's animal control calls for $25 per hour with a minimum callout fee of $25. Maryville will continue handling calls for loose dogs but a more involved problem would be referred to Glen Carbon's animal control officer.
6:33:45 PM Gulledge Stated he would recommend this agreement.
6:34:14 PM Motil Confirmed an intergovernmental agreement would be needed.
6:34:32 PM Gulledge Asked Chief Schardan to contact Chief Lakin and have each Village's attorneys work out an agreement.
6:35:00 PM Schardan Confirmed the public will call into dispatch center. Police officer will investigate situation and decide if can be handled by Maryville or if Glen Carbon's animal control needs to be called.
6:35:26 PM Gulledge Confirmed Maryville will be responsible for fees. Trustees agreed to proceed with agreement.
6:36:31 PM Schardan Next agenda item: Police Car Replacement Program. Explained need to replace some squad cars due to high mileage and potential costly repairs. Presented a table of projected mileage and replacement schedule. Presented a lease vs. loan schedule. Stated he believes best savings would be to take a 3 year loan @ 2.85%.
6:39:22 PM Gulledge Suggested splitting the $53,000 from the Anderson Hospital bond financing between the police fund to help with the vehicle purchase down payment & the fire fund to help with the renovation project. Also to assist with funding, there would be a hold on hiring a replacement officer for former Officer Turner's position at least thru this fiscal year.
6:42:35 PM Schmidt Stated the plan for the vehicles is to give the Detective the Chief's current Tahoe, the Chief would get a new unmarked administrative car, and three new police cars would be added to the fleet. It would be approximately $5,000 to retrofit new squads w/graphics and plastic seats. Stated $25,000 from the bonds would be: $20,000 for the down payment and $5,000 for the outfitting of the new cars.
6:45:18 PM Bell Asked if it would be possible to place a larger down payment. Gulledge explained he would prefer to leave funds for a cushion.
6:47:30 PM Schardan Confirmed for Kostyshock that cars are 6 cylinder. Kostyshock asked if the old cars could be placed in an auction. Was told the plan is to try to sell them outright but if do not receive a good price will check in to having them included in Collinsville's auction.
6:48:36 PM Short Explained fleet turnover schedule as prepared by Schardan. Explained over next 6 years all current cars will be replaced.
6:51:09 PM Gulledge Confirmed these are replacement cars and not new cars being added to the fleet. Asked if Trustees are ok with splitting the bond money, all agreed.
6:51:56 PM Schardan Next agenda item: Declaring 1999 Ford Taurus as surplus property. Ordinance will be presented at next week's Board meeting. Car will be included in the November 5th auction at Edwardsville. Also stated they have a sergeant's computer that needs to be replaced. Quote from Computron is $1287 for an I7 processor +$199 Microsoft Office Business; price includes wireless keyboard & mouse. Trustees agreed to have placed on next board agenda.
6:56:58 PM Presson Next agenda item: Bid results for Meadow Court Overlay. Low bid of $36,139.92 was from Byrne & Jones Construction. Stated their references have been checked by Juneau. All agreed to place on next board agenda.
6:58:24 PM Presson Stated next item on the agenda was for the purchase of a 30 HP low service motor, this should be for the purchase of a 100 HP high service pump. Lowest price is from Hopcroft Electric in the amount of $5,947.80 which includes installation. Stated Plant is currently running on 2 pumps. Given approval to proceed with ordering due to emergency situation.
7:00:22 PM Gulledge Suggested for Presson to obtain bids for a replacement backup, a 150 HP pump. Bring to public works meeting for discussion.
7:02:03 PM Presson Stated the microsurfacing is scheduled to start October 24th.
7:02:57 PM Bell Stated Presson is waiting on final rules for park signs before ordering. Attorney Motil stated he had made some suggestions to Sharon Petty. Mayor stated he and Presson will make decision on rules' wording so Presson can proceed with ordering the signs.
7:05:28 PM Flaugher Went to next agenda item, Firehouse Renovations bid results. Stated low bid was from J. Wilkinson Construction from Glen Carbon with a base bid of $145,300, $7,350 for Alternate #1, $2,670 for Alternate #2 for a total bid of $155,320. Alternate #1 is to replace existing HVAC. Alternate #2 is to replace existing tile to match new flooring in addition. Presented proposal for funding from various budget line items. Also stated furniture will be needed for which he plans to use the Foreign Fire Insurance Fund. Would also like to be able to purchase the gear lockers once the new addition is completed. Architect has contacted Flaugher and said J. Wilkinson has met all requirements and he would recommend awarding the bid to them.
7:12:07 PM Bell Asked if there were any concerns regarding the 120 days build time submitted by J. Wilkinson Construction.
7:12:28 PM Gulledge Stated he would like to meet with J. Wilkinson to discuss decreasing build time to 90 days.
7:13:53 PM Short Stated the Fire Dept. will move forward with 24 hour coverage before the building is completed, just will not be able to have 24 hour shifts until the renovation is completed.
7:14:55 PM Flaugher Stated with balance remaining in line item budgeted for the north drive repair, there is enough funds to cover the renovation without using the $25,000 from the bonds. Short recommends leaving a cushion of funds for potential change orders. Discussion followed regarding the replacement/upgrade of the HVAC system.
7:19:38 PM Gulledge Asked if all were ok with proceeding next week with awarding bid, all agreed.
7:20:24 PM Michael Leardy 244 Coventry Place, Edwardsville. Stated he is with J. Wilkinson Construction. Stated the submitted build time of 120 days was a safety net, he believes that 90 days is achievable based on weather.
7:23:04 PM Gulledge Went to next item: Audit Contract Renewal
7:23:18 PM Schmidt Discussed annual audit contract renewal with C.J. Schlosser. Would like to renew contract for next 3 years. New costs are calculated using a 2.5% increase. All agreed to place on next board meeting agenda.
7:27:36 PM Gulledge Went to Calendar Updates. Discussed and gave updates on October events.
7:30:40 PM Gulledge Next went to Public Input. There were none.
7:30:43 PM Gulledge Reviewed To Do List.
7:33:05 PM Gulledge Went to Trustee Comments.
7:33:22 PM Schmidt Reminded everyone that the Village was hosting the Chamber's Business After Hours tomorrow evening. Also reminded all of the CARD meeting on Tuesday, October 18th. Stated there is a public hearing scheduled before the meeting to discuss a new bond issue.
7:35:50 PM Kostyshock Wanted to thank the church workers from the Christ United Methodist church meeting at the YMCA building, stated they did a great job last Saturday at the Memorial and at the lake.
7:36:59 PM Garcia Asked if Keller property is still for sale, has not seen a sign lately. Also commented on how well the Casey's store is doing.
7:38:32 PM Short Stated that he and Schmidt will be discussing the Pleasant Ridge park with CARD. Also commented on the interviews for part-time paramedics. Stated he hopes to have the hiring on the Caucus agenda for the 26th, for Board approval at the first meeting in November. Gave update on the new fire truck and ambulance.
7:42:34 PM Gulledge Asked for a motion to go to closed session under 5 ILCS 120/2(c)(1) - the appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body. Motion made by Bell, seconded by Schmidt. Roll call vote on the motion: Vallino - yes; Schmidt - yes; Bell - yes; Kostyshock - yes; Garcia - yes; Short - yes. Motion carried.
8:50:44 PM Gulledge Asked for a motion to come out of closed session. Motion made by Bell, seconded by Schmidt. Roll call vote on the motion: Vallino - yes; Schmidt - yes; Bell - yes; Kostyshock - yes; Garcia - yes; Short - yes. Motion carried.
8:51:10 PM Gulledge There being no further business, called for a motion to adjourn. Motion made by Bell, seconded by Schmidt. Roll call vote on the motion: Vallino - yes; Schmidt - yes; Bell - yes; Kostyshock - yes; Garcia - yes; Short - yes. Motion carried.
8:51:29 PM   Meeting adjourned.

Respectfully submitted,

Jolene R. Henry, Village Clerk

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