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Village of Maryville, Illinois

Description Caucus Meeting
Date 5/26/2010 Location Council Chamber
Time Speaker Note
6:30:04 PM Gulledge Called the Caucus meeting of Wednesday, May 26, 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, Kostyshock and Short; Bell and Garcia arrived late. Also in attendance were Clerk Fenton, Attorney Wigginton, Treasurer Henry, Building and Zoning Administrator/Fire Chief Flaugher, Public Works Director Presson, one reporter and one resident.
6:30:44 PM Gulledge Called for approval of the May 12th 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.
6:31:14 PM Gulledge Went to Agenda item #7 for discussion first in order that Presson may leave, as he is not feeling well.
6:31:31 PM Presson Stated Change Order #6 from Plocher Construction is actually a savings of $9,900 for the water system improvements, as they decided to oil and chip the driveway at the storage facility instead of using asphalt.
6:31:53 PM Bell Arrived and was seated.
6:31:58 PM Gulledge Asked for questions. There were none. Stated the item will be placed on the Board meeting agenda. Next, asked Presson to discuss an emergency situation that arose last week on Stonebridge Crossing Drive. Referred to the memo from Juneau.
6:32:53 PM Presson Stated the issue is on Stonebridge Woods Drive past Joe Osborn's and towards Don Osborn's houses right before the lift station road. Stated a portion of road slightly collapsed there, and when it was dug out they found a two-foot void underneath. Stated the void runs down the center of the road down to the dam.
6:33:10 PM Garcia Arrived and was seated.
6:33:15 PM Presson Stated he obtained bids to fill 150 yards, which would be hydraulically pumped in. Stated the low bid was from Elastizell at $82 per cubic yard.
6:33:57 PM Gulledge Clarified if it ends up being less than 150 yards, they will deduct $82 per cubic yard. Presson responded yes. Commented if it is more than 150 yards, they will add $82 per cubic yard. Presson responded yes.
6:34:24 PM Schmidt Asked what caused the void.
6:34:27 PM Presson Stated there are houses that had drain tiles located near the road. Stated these have since been corrected. Stated the area has had several large voids/sink holes over the last two years. Explained they were large, i.e., 14 to 15 feet in diameter, sinking 8 to 9 feet. Stated these have since been filled. Stated they have not found any major infiltration sources. Stated the storm sewers were cameraed and found to have no problems; there are no water leaks; there are no problems with the sewers.
6:35:18 PM Schmidt Asked if there is a possibility the dam is failing.
6:35:22 PM Presson Stated there will be another recommendation coming for the dam shortly. Stated he received it later this afternoon but has not had a chance to review it yet.
6:35:37 PM Schmidt Asked if the dam is failing, will this project work.
6:35:41 PM Presson Responded yes, it must be repaired as it is hundreds of feet before the dam.
6:35:50 PM Gulledge Commented they have no choice.
6:35:55 PM Short Asked what the second page of the bid is.
6:36:12 PM Presson Stated that is the cost to remove 2,400 square feet of pavement. Explained that is the actual sections of concrete on top of the dam that have failed. Stated Maryville will do this themselves.
6:36:25 PM Gulledge Stated they are not ready to do that yet. Explained they asked for a price just to get an idea of cost. Stated there are potential legal issues with the dam portion.
6:36:46 PM Short Asked approximately how long it will take to fix the problem.
6:36:58 PM Presson Stated a couple of days.
6:37:13 PM Gulledge Commented they have done all they can to get an accurate idea, but they won't know until it is actually pumped.
6:37:29 PM Schmidt Asked if there is any current construction going in on top of the bluffs, or any new permits not yet started.
6:37:58 PM Flaugher Responded there are a couple under construction but not much.
6:38:07 PM Gulledge Asked for other questions. There were none. Stated they will award the bid to Elastizell as an emergency situation and get started, and place the item on the Board meeting agenda for a vote.
6:38:26 PM Bell Asked whether the company does the same thing that Helitech does. He was told yes. Discussion ensued.
6:39:03 PM Schmidt Asked whether they have any recourse with the contractor.
6:39:07 PM Gulledge Responded no.
6:39:23 PM Schmidt Clarified his question is whether they have recourse to have them finish the road to connect to Route 157.
6:39:31 PM Gulledge Stated they cannot make them. Commented they are working on some other angles. Discussion ensued as to where the dam is.
6:40:46 PM Gulledge Went to next item, Fiscal Year End Review.
6:41:01 PM Henry Stated she is here to perform a cursory review. Started with Summary of Revenues. Explained this is budgeted income versus what actually came in. Commented the General Fund is $163,000 under budget. Stated the reason is they anticipated $650,000 of income for State income tax and only received $470,000. Explained they are supposed to get a monthly check from the state; however they only got 10 payments. Stated they are four to five months behind. Commented they did receive 99% of the property taxes levied, which is a good percentage. Commented the $1,200 shortage in the Library Building is due to an anticipated rent increase that did not happen. Commented the shortage of $53,000 in the Police Department is due to $22,000 short of anticipated court fines. Commented they also did not receive $27,000 of Federal DEA funds. Stated the Park line item is $308,000 short, due to the OSLAD grant funds, which were anticipated to come in last fiscal year; however the project was delayed. Commented that grant works differently, as they will not do any reimbursement until the project is completed. Stated the $462,000 shortage in Streets is due to inclusion of the County's participation in Phase II of the Lakeview Acres Road project; however Phase II was delayed because they were waiting for DCEO to reimburse for the grant money owed for Phase I. Stated they will be proceeding with Phase II this fiscal year. Stated the Water Works 2001 Bond Fund was $48,000 short; that fund is used strictly to make bond payments on the 2001A bonds and they were over funded to repay the owed amount, so they stopped the transfer from WSOM effective January. Stated they will see a corresponding surplus on expenses for WSOM because the money was not taken from the account. Stated the grand total is $870,000 under anticipated income. Stated if they take out the grant money originally included as well as the $48,000 for the bonds in anticipated revenues, they are really only approximately $40,000 short.
6:46:43 PM Schmidt Commented Building Permits exceeded anticipated revenues.
6:47:27 PM Bell Asked what the Public Service line item is.
6:47:30 PM Henry Explained that was the account for the prior Public Service Officer; however they left it intact as they still have property maintenance issues, fine money, etc.
6:47:54 PM Garcia Asked for an explanation of the library building.
6:48:00 PM Gulledge Stated that was his fault: He was supposed to tell the library committee of a raise in their rent by $100 a year; however he failed to do so. Stated they have corrected the issue for this budget year, as they are keeping the rent the same but the library will now be responsible for all the utilities.
6:48:57 PM Henry Discussed expenses. Stated the General Fund has a $46,000 overage due to the fact the 2009 bond financing was meant to refund the entire 2001B bonds; however they found out after the fact there was a portion that could not be refunded due to timing issues. Stated they were under budget on almost all General Fund categories. Stated the Parks is under by $609,000 due to OSLAD. Stated Street is under $113,000 in maintenance service partly because they were reimbursed $44,000 from the MFT Fund, and there were projects that were projected but did not end up needing to be done. Stated they saved $40,000 in engineering because the Phase II project was put on hold. Stated MFT is $156,000 under the majority of which is $107,000 of street maintenance projects that were planned but not done. Stated WSOM is almost $400,000 under due to projects on hold due to the water storage project. Stated they were $52,000 under budget in the meters line item because he did not purchase all the radio read meters he originally projected, which will be finished in the next fiscal year. Stated they also saved $48,000 on the 2001A Bonds by not finishing the twelve months of the transfer. Stated the corresponding over budget in the 2001A Bond Line Item for $72,500 because that checking account had such an overage they moved it to WSOM. Stated that checking account will not have any more funds transferred to it. Stated there are two payments due, and the bonds will be closed out. Stated she compared the wages and insurance benefits which averaged out to only spending 96% of the budget.
6:52:57 PM Schmidt Commented the favorable budget is due to the Department Heads and Board for keeping a tight eye on funds.
6:53:27 PM Henry Went to the analysis, which is a snapshot of the fiscal year. Explained it takes revenues compared to expenses. Commented in every category they ended in the black. Stated if they take out WSOM, which is an enterprise fund, the entire General Fund would have ended up with a positive $167,000 in revenue over expenses. Commented considering what is happening in other communities and the economy and not receiving all the State income tax they are entitled to, Maryville did quite well; however part of the reason is because they did not do some of the really large projects that were planned. Stated WSOM ended up in a $500,000 excess revenues over expenses, which is needed to cover previous years where they were short. Commented this is only a snapshot of this fiscal year. Agreed with Trustee Schmidt regarding the Department Heads remaining conscious of spending.
6:56:30 PM Gulledge Echoed the comments that this is a tribute to the Department Heads, Board and employees. Commented they will have to build up WSOM reserves. Commented the next year will be the toughest they have had to face. Stated they are working on next year's budget. Stated they have large projects coming up that were committed to a few years ago when the economy was good. Commented one of the reason they were not balanced was due to the State's lack of payment; he does not believe this issue will get better in the near future and expects it to get worse. Commented accordingly they will have to watch cash flow. Commented regarding LGDF with the State taking another 30% that they are saying they won't do it, but his belief is something will happen after the November election. Commented he would like to bring Henry in every quarter going forward for a budget review.
7:00:45 PM Henry Pointed out the budget for this fiscal year will likely be presented at the second Caucus in June for passage at the first Board meeting in July. Stated the auditors are in this week and will be here through the end of the week. Commented her opinion within five to six weeks they will have a final audit to present.
7:01:32 PM Gulledge Went to next item, Trash Bin Display.
7:01:48 PM Limberg Asked what area of town are the abusers.
7:01:56 PM Gulledge Stated it is not everywhere, but there are problems. Commented a lot of the issue is in the old part of town. Commented sometimes such items do not seem important; however it is important to some people, especially the people who take good care of their property.
7:02:36 PM Short Commented the problem seems to be a few small pockets around town and is mostly recycling containers. Commented it looks junky and residents complain. Distributed a handout, which is a starting point or a draft of different thoughts and ideas he has read or heard about. Commented it basically states there is a 48 hour window for the container to be left out and brought back in. Commented within an amended ordinance, he would specifically like to see a notation that containers cannot be left at the curb for daily use. Commented a lot of Homeowners' Associations have covenants in place that containers must be kept in the garage; however he is unsure whether the Board can expect that of every resident because some places don't have garages or yards conducive to storage, etc. Commented keeping the containers up by the house is not necessarily a bad thing; the issue becomes when they are left at the curb for days. Commented penalties are built in to the ordinances.
7:06:21 PM Flaugher Commented they can penalize anywhere from $25 to $500 per day, if they choose.
7:06:35 PM Short Asked where it would fall within the ordinance. Commented there is an ordinance dealing with Storage Containers already.
7:06:55 PM Flaugher Commented it is actually two sections: 53.08, Containers, which is the section that states if they have over a one-cubic yard container they have to have an enclosure, which in his opinion applies mostly to commercial and multi-family. Stated the other section is 151.049, Land Use, which uses the term "establishment" which in his opinion pertains mostly to businesses. Stated his suggestion would be to add it to that section specifically for residential developments using the toters to specify they are strictly referring to toters and not dumpsters. Commented it cannot be strictly for single family residential, as they do have a few multi-family properties using toters.
7:08:34 PM Gulledge Commented one of the problems all communities have is enforcement. Stated he brought the issue to Short due to six to ten complaints he received. Stated one of the biggest complaints was about people that put them in the middle of the sidewalk.
7:09:19 PM Flaugher Stated there is already an ordinance regarding obstruction of the sidewalk which can be enforced currently.
7:09:28 PM Gulledge Commented they will need to decide who will enforce. Stated they will have to have help from the Police Department.
7:11:22 PM Bell Stated the complaints he has heard are that the cans are sitting in the front yard up against the house or in front of the garage. Commented the containers are so big many people don't have the room in their garage to store them. Commented there might be cases they will need to allow for. Discussion ensued.
7:12:25 PM Flaugher Commented getting containers off the curb is a huge step. Commented the other problem with enforcement is knowing what parts of town are on what schedule for a pickup day.
7:14:47 PM Gulledge Responded Allied has a route map. Stated he personally thinks that unless special arrangements have been made, whenever possible they should be behind the front of the house, similar to the ordinance for trailer storage. Discussion ensued.
7:17:24 PM Kostyshock Commented the condos and duplexes have no where to put them, and they stay along the street.
7:17:38 PM Flaugher Commented some of the landlords make arrangements with one of their tenants where they are responsible for bringing in the toter for which they get a discount on their rent. Commented they will likely have to make an exception on Perry due to the logistics of the building.
7:18:29 PM Bell Asked whether the toters could be stored within a dumpster enclosure.
7:18:51 PM Flaugher Commented the would have to be moved a long way.
7:18:59 PM Kostyshock Commented one reason they may see recycle containers out is they are not picked up when they are supposed to be. Discussion ensued.
7:20:27 PM Gulledge Stated they should give Short and Flaugher ideas in order to have the Attorney to start working on an ordinance.
7:20:36 PM Bell Stated he likes the set back idea on the side of house.
7:20:50 PM Short Commented they will need to add "if practical". Discussion ensued.
7:22:32 PM Wigginton Arrived and was seated.
7:23:27 PM Bell Commented they will also need to incorporate yard waste pickup in the ordinance.
7:23:59 PM Gulledge Passed out a diagram layout of the firehouse. Stated they asked for and received a grant of $50,000 for the Fire Department to build over-night sleeping facilities. Stated they have a short turn around period to turn in basic numbers of materials. Stated he and Flaugher met with Limberg and Bell separately. Stated they need to get this back in to DCEO by Friday. Stated the estimate is $71,000.
7:25:55 PM Flaugher Commented this is just a conceptual plan. Stated if they go forward with the project, they will need to get plans drawn up and go out for bid off them. Stated they needed a preliminary estimate because the grant requires a break down of materials. Stated the original concept won't work with the financial situation, so they came up with the best idea. Stated this plan goes out to the north through the existing shower room to add a 20' by 24' foot addition. Stated this would consist of two 10' x 10' sleeping quarters and a 20' X 14' day room. Stated the estimated cost is $71-$72,000. Commented there is a lot of work they could do themselves to alleviate some costs.
7:28:54 PM Gulledge Commented they have to have this in to DCEO by Friday or risk losing the grant. Commented even if they can't figure out 24 hour staffing, the Fire Department has outgrown its building size. Commented the grant funds have to be used for the Fire House. Discussion ensued as to ideas for the design.
7:32:40 PM Gulledge Commented this is just to get in line for the grant. Stated they are only letting the Board know this is how they think they best should spend the $50,000 plus, and they will figure out the rest of it when the time comes.
7:34:07 PM Gulledge Commented they have a real need with EMS, and this is the first step in working towards the goal of more EMS personnel.
7:35:52 PM Gulledge Went to next item and asked Clerk to discuss.
7:36:14 PM Fenton Explained the membership to International Institute of Municipal Clerks is required for attendance at the Municipal Clerks Institute. Stated the dues for this membership is $125. Next, stated she would like authorization to attend the Institute, which is a week long program in Springfield, Illinois. Stated it was highly recommended by a neighboring municipality's Clerk that this Institute is very informative. Stated one of the biggest reasons she'd like to attend is the focus on the new Freedom of Information Act requirements. Commented she needs all the education she can get, and feels this program will offer it.
7:37:52 PM Schmidt Commented in that Fenton is new to the position, the idea is this program would be more beneficial than the IML Conference in September.
7:38:03 PM Wigginton Commented his opinion this would be a great program for Fenton to attend, as he knows other Clerks that go annually and it is very informative.
7:38:14 PM Fenton Commented this program is offered every year. Explained after attendance at three a Clerk gains a Certification status, after which one can go on to the Academy and get a Masters classification.
7:38:47 PM Gulledge Asked for any questions or comments. Commented he is in favor.
7:38:52 PM Fenton Stated she has applied for a scholarship to cover the $500 entrance fee. Stated she will not hear about any awards until June or July.
7:39:12 PM Gulledge Commented besides the fee and hotel expenses, she will need a meal and gas allowance.
7:39:55 PM Short Asked if the hotel where she will stay is where the class is held. He was told yes.
7:40:20 PM Gulledge Commented his opinion they can have her bring back receipts rather than give her a dollar amount for meals and he trusts her to be reasonable. Asked the Board's opinion. All were in favor.
7:40:59 PM Gulledge Went to Calendar Updates. Events were discussed.
7:43:10 PM Gulledge Went to Public Input. There was none.
7:43:21 PM Gulledge Went to To Do List.
7:45:54 PM Gulledge Went to Trustees' Comments.
7:45:59 PM Limberg Reiterated Kostyshock's comments of last week that the Master Gardeners do a great job.
7:46:27 PM Bell Commented he received an email from a neighbor complaining about property taxes and asking what benefit he gets from the taxes that go to CARD. Discussion ensued regarding taxes, property values and assessments.
7:54:05 PM Kostyshock Commented the Master Gardeners will hold an Open House June 24th from 6:00 p.m. to 7:30 pm. Next, stated the Sliva farm is up for sale and wondered if there are any grants they could apply for that might allow them to purchase some of the property. Discussion ensued.
7:56:46 PM Gulledge Commented the Village is actually looking at ten acres and is in the process of getting some information.
7:57:21 PM Bell Asked for an update on the donated park.
7:57:27 PM Gulledge Stated he will have more to report next week.
7:57:35 PM Short Commented the Hazardous Waste Collection was busy and went well.
7:58:01 PM Gulledge Went to Mayor's Comments. Reminded the Board Maryville will host the Southwestern Illinois Council of Mayors meeting tomorrow evening at Villa Marie Winery. Stated Louis Caciba from IMRF will be the speaker.
7:59:14 PM Gulledge Asked for a motion to go into Closed Session to discuss personnel matters under 5ILCS120/2(c)(1), Appointment, Employment, Compensation, Discipline, Performance, or Dismissal of one or more Employees. 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.
8:43:15 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.
8:43:29 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.
8:43:46 PM   The meeting ended

Respectfully submitted,

Tracy Fenton, Village Clerk

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The Village of Maryville