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Village of Maryville, Illinois

Description Caucus Meeting
Date 5/12/2010 Location Council Chamber
Time Speaker Note
6:30:08 PM Gulledge Called the Caucus meeting of Wednesday, May 12, 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, Garcia and Short; Bell arrived late. Also in attendance were Attorney Fred Keck, Clerk Fenton, Glen Carbon Police Chief David Bradford, Public Works Director Presson, Police Chief Schardan, Building and Zoning Administrator/Fire Chief Flaugher, Police and Fire Board Members Gary Kukla and Wayne White, two (2) residents and one (1) reporter.
6:30:51 PM Gulledge Called for approval of the April 27th 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 Short and seconded by Kostyshock. Voting on the motion: Limberg - yes; Schmidt - yes; Kostyshock - yes; Garcia - yes; Short - yes. Motion carried.
6:31:21 PM Gulledge Went to first agenda item, Intergovernmental Agreement with the Village of Glen Carbon for Dispatch Services. Stated he received an e-mail from Mayor Rob Jackstadt stating the issue was discussed and unanimously approved by the Village of Glen Carbon Board. Stated Police Chief Bradford is here at the Mayor's request to give the Board an opportunity to ask any last minute questions.
6:32:38 PM David Bradford 149 N Main Street, Glen Carbon, Illinois.
6:32:46 PM Gulledge Opened the meeting to questions.
6:33:29 PM Kostyshock Asked how the dispatchers feel about taking on the extra duties and work load.
6:33:40 PM Bradford Stated he has not received any negativity or suggestions. Stated they did have a meeting with the Union representatives and their response was they are neutral.
6:34:01 PM Short Commented the agreement is generic. Asked whether he and Schardan have discussed the possibility of a joint user committee made up of people from each community to oversee the situation, propose recommendations for improvement, etc. to pinpoint how to operate more efficiently or provide better service to each community.
6:34:59 PM Bradford Responded it has not been formally discussed; however he sees no problem with the idea. Stated Glen Carbon currently has a Residents' Advisory Board. Stated Glen Carbon's attitude is to make this a win/win situation for both communities. Commented in a lot of regards they are all the same community. Stated they are very sensitive and responsive to citizens' needs and requests, and he knows that Maryville is the same way. Stated he does not see such an idea being an issue and would be welcome by both communities.
6:36:17 PM Schardan Responded he feels the same way. Stated he is completely comfortable working with Dave. Stated there have been a lot of discussions about this process going back five years ago and they have already gone through many issues.
6:36:48 PM Gulledge Commented the set up for dispatching in Glen Carbon is different than Maryville in that they have a Fire Protection District. Stated Chief Bradford takes care of the dispatch as a Police Department function, whereas in Maryville it is shared equally by Schardan and Flaugher. Stated the process will be a little different going forward, which is why all three names are mentioned in the agreement. Stated in his conversations with Bradford and Mayor Jackstadt, the feeling is all want this to work for both communities and be the best shared dispatching service possible. Commented whatever issues are run into along the way will be adapted.
6:38:05 PM Short Asked regarding technical support and system maintenance if Glen Carbon has maintenance contracts with vendors.
6:38:19 PM Bradford Responded yes. Stated the 9-1-1 equipment is under the auspices of the Madison County 9-1-1 Board; the CAD system software is supported by Madison County and New World Systems and hardware is maintained by Rejis.
6:38:48 PM Short Asked if the Fire and Police Departments will have access to the hardware to make sure upgrades are compatible with the system. Bradford responded they have already provided that access.
6:39:33 PM Garcia Commented the Board is hopeful that residents will not be able to tell there has been a change. Bradford responded that is the goal.
6:40:01 PM Kostyshock Clarified the agreement leaves the door open to provide the same services to another community. Asked if Maryville's contract would remain the same for the term of five years if another community came in. Bradford responded yes.
6:41:01 PM Bradford Commented he does not believe Glen Carbon is looking at this situation as they are in charge and Maryville is a subordinate; this is a co-collaboration and partnership. Stated Schardan will be a full participant in any decision making process as well as Chief Flaugher.
6:41:51 PM Schmidt Stated there was an issue with regards to the Fire Department. Stated Maryville's Fire Department is in the process of consolidating their frequency and going to Troy's. Stated when he and Trustee Bell visited the dispatch center, there was a discussion with the dispatcher that another phone line needed to be installed for the tone system.
6:42:38 PM Flaugher Stated there is no issue other than a programming issue. Stated Maryville has been licensed to a joint frequency with Troy to get the primary frequency off of Madison County. Explained at the same time of the switch and programming, they will reprogram all the equipment to the narrow banding which is required to be done by 2013 anyway. Stated he has been in contact with the individual from Wireless USA who will be taking care of the switchover of equipment and who maintains Glen Carbon's frequency. Stated he assured Flaugher there is the capacity and capability to accomplish the task. Commented there will be programming costs for which Maryville will be responsible.
6:43:17 PM Bell Arrived and was seated.
6:43:23 PM Flaugher Discussion continued.
6:44:45 PM Schmidt Asked if Maryville's ISO inspector will have to review Glen Carbon's dispatching center.
6:45:09 PM Flaugher Responded yes. Stated when Maryville has their ISO inspection, the Glen Carbon center will be graded.
6:45:49 PM Schmidt Commented Maryville has some radio issues, and Glen Carbon had some as well that they were working on with the Motorola Equipment and Starcom. Asked what has been done recently to improve reception between vehicles and dispatch.
6:46:11 PM Bradford Stated they are in the process now with new mobile repeaters being installed. Stated some test repeaters were installed for an eight month period to make sure it would solve the problem.
6:47:05 PM Wayne White Commented the test repeater worked well. Discussion ensued.
6:51:18 PM Schmidt Stated there has been discussion regarding how the non-emergency phones will be answered.
6:52:12 PM Bradford Responded it will be answered however Schardan dictates.
6:52:19 PM Gulledge Stated this issue was included in Schardan's report email, which states the line will be identifiable.
6:52:48 PM Schmidt Asked if records from past calls will have to be integrated into Glen Carbon's system. Commented his opinion Maryville will have to have someone write a program or enter the information. Asked if Bradford has any input.
6:53:36 PM Bradford Stated they have discussed conversion cost. Stated Glen Carbon will do whatever they can to integrate any information furnished. Stated as conversion is cost prohibitive, his suggestion would be for Maryville to make PIPS a stand-alone application that can be referenced through the dispatch module.
6:55:27 PM Bell Asked if it is standard procedure for the dispatcher to access two systems.
6:55:37 PM Bradford Stated they do not currently access PIPS unless they are requested to do so as that information is approximately twelve years old. Stated the CAD system gives a premise and personnel history, which is automatically done.
6:56:15 PM Schmidt Asked how long New World has been up. Responded one month. Schmidt asked if they are silent dispatching calls.
6:56:37 PM Bradford Responded all dispatch is audible. Stated they have silent dispatch capability, but it is not used. Schmidt asked if they have run into any bugs with New World. Bradford stated the first week they had an adjustment between the County and interfaces between the way County does things and the way Glen does things in terms of access codes. Stated most of the problems have been a learning curve and user error. Stated the transition went smoother than anticipated.
6:58:35 PM Bell Stated he has a concern with the unit location GPS and in-car technology that the Glen Carbon officers will have. Asked Schardan to share his cost analysis with the Board.
6:59:30 PM Gulledge Commented this is something that is separate and the Board will have to decide on. Bell stated it has a total bearing on his decision.
6:59:43 PM Schardan Stated eight licenses would be $25,000 and another $4,000 per year for maintenance. Stated all this will do is tell dispatch where the cars are.
6:59:57 PM Bell Stated he does not want the dispatcher to have to do their job differently for Maryville officers than Glen officers. Stated if the dispatcher assumes the Maryville officer has the information she is seeing and they do not, he considers that to be a big issue.
7:01:09 PM Schardan Stated they have gone all these years without that information. Stated right now the system will not have a whole lot of information in it. Stated Glen is currently dispatching just as Maryville is, over the radio waves. Stated they can push information to the squad car if the officer wants it. Stated he is unsure whether Glen Carbon has decided to do that on every call or just at the request of the officer.
7:01:45 PM White Responded nothing has changed in the way they receive information from dispatch. Explained how the process works, commenting he does not use the computer but relies on the dispatching done over the radio. Discussion ensued.
7:10:59 PM Bell Stated he would like to see the GPS locators in the cars, reiterating the cost of $25,000. Garcia commented it is also $4,000 per year to maintain.
7:11:17 PM Gulledge Clarified his understanding of Bell's issue that he wants the dispatcher to know where all the cars are. Asked Bradford if the dispatcher knows that information now. He was told no; the officer calls in to say where he is.
7:13:07 PM Bell Argued the system shows the location of every car.
7:13:31 PM Bradford Explained the system has the capability for automated vehicle locators, which Madison County currently has. Stated Glen Carbon is working toward that capability but does not currently have it.
7:14:19 PM Bell Asked if the small issues such as Nixle notification have been worked out.
7:14:49 PM Schardan Stated right now dispatch only does emergency notification. Stated the sergeants also have the authority to do them, and the issue will be worked out with Glen. Stated community events will be done by Maryville personnel.
7:15:31 PM Bell Asked if the issues with video cameras for the lobby have been worked out. Asked what kind of capacity does Glen have to add cameras to be monitored by dispatch. Bradford answered as many as they want. Asked if the cost has been worked out.
7:16:28 PM Schardan Responded as was stated in the initial meeting, $15,000 to $20,000.
7:17:08 PM Garcia Asked why it is important for dispatch to see where cars are on the system.
7:17:30 PM Bradford Stated the biggest factor is cutting down on response times as the dispatcher has the discretion to ignore the sector and send the closest car directly to a call. Commented in areas where the boundaries are contiguous, it may be that a Maryville car is closest and will agree to help. Discussion ensued.
7:24:16 PM Bradford Commented they are talking about technology; however they can't lose site of the fact that law enforcement is a "people" business. Stated as long as there are people, you have to have people to deal with them. Stated the key to any successful law enforcement operation is the link between communications and the officer in the street. Stated the bottom line is, whether its Glen Carbon, Maryville or State police, the key to success is not in the technology but in the people.
7:27:10 PM Short Commented Glen Carbon's ISO inspection went through as a single entity. Asked how the consolidation will affect Maryville's points.
7:27:35 PM Flaugher Stated it should not it affect at all. Stated Maryville will be graded on the Glen Carbon communications center. Stated 10% of the score is on communications. Commented it wouldn't matter if the primary was Madison County, Maryville would be graded on that center. Stated they look at the primary and back ups. Discussion ensued.
7:30:13 PM Short Asked who Glen Carbon's backup is. He was told Edwardsville. Asked Bradford how the officers feel about the consolidation, and what is the biggest criticism he hears.
7:30:41 PM Bradford Stated the biggest criticism is not a drawback as much as a failure to adequately educate people. Stated it comes from the Fire Protection District and is drawn out of misinformation. Stated his personal feeling is there is no drawback. Stated there will be some bumps, as they can't anticipate every procedural anomaly. Stated his opinion is the two departments work together with a great relationship. Wayne White also commented his opinions.
7:36:05 PM Gulledge Stated he appreciates Bradford coming in.
7:36:41 PM Bradford Commented his is proud of both communities. Commented he is proud of his department and staff. Stated he is a realist and knows they are not perfect. Commented they will make mistakes; however they will do everything in their power not to make the same mistake twice. Stated they will work together to find the answers.
7:37:39 PM Gulledge Asked Limberg as the Committee Chair if he is ready to put the issue on the Board meeting agenda. Limberg responded yes. Polled the Board. Discussion ensued regarding changes made to the contract that they have not had a chance to review as well as some Board members' unanswered questions. Discussion ensued.
7:42:00 PM Gulledge Stated they will put the item on the agenda and any questions should be put in writing and forward to him, Schardan or Flaugher for answers before the Board meeting. Went to next agenda item, Proposal to Clean the Water Storage Tank.
7:42:32 PM Presson Stated the proposal included in the packets is to clean the water tower which has mold and bacteria growing at the bottom of the base. Stated this is for power washing off and a bio-film rolled on to help prevent. Stated the paint is in good condition. Stated the price to have this done is $4,479 from Midwest Mobile Washers. Schmidt asked how much they will do. Presson responded the entire bowl section down to 20 feet of the stem.
7:43:53 PM Schmidt Asked the condition of the logo and how will the film affect it. Stated he is unsure. Schmidt asked the last time it was painted. Presson estimated eight years. Gulledge commented his opinion it is closer to twelve.
7:45:21 PM Gulledge Commented the bid is good until the end of the year. Commented they should consider waiting to do this until all the work is complete at the site.
7:45:35 PM Presson Stated they would wait until construction of the booster station is done.
7:45:40 PM Schmidt Asked if there is a better time of year to do this.
7:45:44 PM Presson Responded he would assume not in winter.
7:45:50 PM Bell Asked whether they should power wash it before building anything under it to avoid the bacteria from collecting on the structure. Discussion ensued.
7:47:03 PM Kostyshock Asked how long the project will take.
7:47:07 PM Presson Stated he did not ask, but can't imagine it will be more than 4 days.
7:47:13 PM Kostyshock Commented if there is a way they could do it now to avoid getting the new structure messy, he would be in favor.
7:47:23 PM Presson Stated Natgun has priority to that job site.
7:47:32 PM Gulledge Stated they can check. Stated first they need to decide if they will do it. Polled the Board. All were in favor.
7:48:11 PM Gulledge Asked Presson to find out about the concerns regarding when it will be done, if they will cover the new buildings, etc.
7:48:39 PM Gulledge Asked Presson to update the Board regarding the bid letting he attended and the water storage facility and water plant projects.
7:48:48 PM Presson Stated the bid letting was for microsurfacing of Vadalabene 94 feet into the entrance to the zero entrance at Route 162. Stated that will be accomplished the second week of June and is a State project. Discussion ensued. Next, stated not much is being done with the water storage facility, as they have moved all the efforts to the plant. Stated the softeners were installed today and will start building walls by the end of this week.
7:51:19 PM Kostyshock Asked if they have been sand blasting the pipes and repainting. Presson responded that is Maryville. Commented they have discussed renting the sandblaster for the training facility. Presson stated he has already booked it.
7:51:52 PM Short Asked if there was a water issue on Vadalabene today. Presson stated there was a leak by Cerettos.
7:52:07 PM Gulledge Referred to the memo sent in the packets regarding development bonds from Osborn Development.
7:52:39 PM Flaugher Explained per the ordinance Board approval is needed to release the 100% completion bond. Stated once it is released, they post the 25% maintenance bond, at which time the 3 year clock starts on the maintenance. Stated they have done all final walkthroughs and corrections have been made. Stated all three developments are ready to go into maintenance.
7:55:08 PM Schmidt Asked Flaugher to have the Osborns clean up the post-construction debris on Executive Drive.
7:56:28 PM Gulledge Stated release of the bonds will be on the Board meeting agenda. Went to next item, Joint Agreement for IDOT Route 162 Improvements. Stated the engineers have told him that because there is no Village money involved he could sign the agreement; however he wanted to bring it to the Board first. Explained they received a $95,000 grant from Shimkus, and the State will match it with $24,000 for the project report on the turn lane between Vadalabene and Lakeview Acres Road. All were in favor. Stated the item will be on the Board meeting agenda.
7:58:14 PM Gulledge Went to next item, Engineering Services Agreement for Bike Trail Enhancement. Stated this is a State agreement. Stated Maryville received $57,0000. Stated the amounts are set by the State of $12,998.77 for engineering services to design the enhancement. Stated they are looking at additional funding mechanisms; however they have to have this signed to go forward to make the entrance to the bike trail from Route 159 a reality. Stated the item will be on the Board meeting agenda. Went to next item, Purchase of Shirts to facilitate Photos for the Website.
7:59:58 PM Bell Stated they need new pictures uploaded to the website.
8:00:31 PM Gulledge Stated based on the research done for MCIB, they can purchase shirts for $20 or less each. All were in favor.
8:05:12 PM Bell Stated they will need someone to take the pictures.
8:05:26 PM Gulledge Stated they will find someone in-house.
8:06:54 PM Gulledge Went to Calendar Updates. Events were discussed.
8:08:38 PM Gulledge Went to Public Input. There was none.
8:08:43 PM Gulledge Went to To Do List.
8:09:12 PM Short Commented the trash bin display issue has stagnated. Stated the issue is the sidewalks are getting blocked. Stated there is presently an ordinance about blocking sidewalks. Stated they waited for the new trash days to go into effect and are now researching neighboring communities. Stated he has received some suggestions from Allied, such as a sticker on the can if it is left out. Stated they need to figure out how to word the sticker and how to enforce. Discussion ensued.
8:13:27 PM Gulledge Went to Trustees' Comments.
8:13:35 PM Schmidt Stated he is the new liaison for the Community Improvement Board but was unable to attend the meeting.
8:13:54 PM Kostyshock Stated he has an issue with the Memorial and Master Gardeners. Stated both projects need a budget for maintenance. Stated he cannot run to a committee every time money is needed for maintenance.
8:15:19 PM Gulledge Commented his understanding Kostyshock would like to see an amount of money allocated towards beautification for these areas within the Public Works budget. Clarified if they go over $500 he will need Board approval. Discussion ensued.
8:17:09 PM Bell Stated he agrees; however the problem is when the Master Gardeners wanted to come to Maryville they entered into an agreement that they would cover expenses and bring what they need through the Park Board. Stated he wants to make sure they are not circumventing the Park Board making changes to the parks without the recommendation of the Committee.
8:18:45 PM Gulledge Stated they know material changes to the park have to go through the Park Committee. Stated Kostyshock is speaking about maintenance of the grounds. Discussion ensued. Gulledge asked Kostyshock to suggest an amount. Kostyshock responded $7,000-$8,000 for the Memorial, Plaza and Master Gardeners.
8:20:58 PM Schmidt Asked what the procedure will be for purchases.
8:21:05 PM Kostyshock Responded they will get purchase order numbers from Brussatti.
8:21:09 PM Gulledge Commented if it is less than $500, Kostyshock has the authority to okay the purchase; if it is over $500 it must go before the Board. Discussion ensued. Gulledge stated they will take the recommendation into consideration in working up the budget.
8:24:43 PM Gulledge Stated he received pay request #2 from Keller Construction for Drost Park Improvements for electrical and pre-work in the amount of $58,574.70. Stated they are keeping the 10% retainage. Stated if they pay this, they will have paid $143,583 towards the OSLAD grant. Stated the item will be on the Board meeting agenda.
8:25:59 PM Gulledge Stated the Village Wide Garage Sale is set for Saturday, June 12 from 7:00 a.m. to 1:00 p.m., sponsored by the Community Improvement Board.
8:27:10 PM Gulledge Stated the household hazardous waste collection will be May 22nd at the Maryville Library off of Schiber Court from 8:00 a.m. to 3:00 p.m.
8:27:42 PM Gulledge Stated he received a note from John McNamara, Khoury League President, that the lights are operational and all are invited to attend the first official game under the lights Tuesday, May 18th at 8:05 p.m. Mayor encouraged all to attend.
8:28:54 PM Gulledge Stated Maryville is the host city for the Southwestern Illinois Council of Mayors meeting May 27th at the Villa Marie Winery. Stated reservations are $20. Encouraged as many to attend as can as he would like to see us well represented.
8:29:42 PM Gulledge Stated Maryville received a grant for the water line coming up the hill from Route 157 that will help water pressure issues as well as the ISO rating. Stated $50,000 came from Senator Bill Haines' sponsorship, and the other $50,000 from Jay Hoffmann. Stated they have finalized the last needed easement and are waiting for notice to proceed.
8:30:52 PM Gulledge Stated they found out Thursday the $85,000 grant for Fred Winters Park for pavilions and playground equipment came through. Stated they will be discussing recommendations for equipment at the Park Meeting Monday evening. Stated he sent letters to those in attendance at the original park idea meeting inviting them to attend.
8:32:32 PM Bell Stated Bob Kilzer requested they get some maps of the Park. Mayor stated he will get them.
8:33:23 PM Gulledge Explained this meeting is primarily to decide on a recommendation to spend the $85,000. Stated they have a two week window to turn it in to the State. Stated the meeting will not address how the park will be laid out, gating, parking, lighting, etc.
8:34:04 PM Bell Commented they are limited in what they can buy.
8:36:11 PM Gulledge Stated he has implemented a new policy regarding pavilion and Senior Center rental. Stated effective May 10th, reservations will be held for a 24 hour period; if payment is not received within 24 hours, the reservation is released and the rental becomes available to the public once again.
8:38:11 PM Gulledge Commented on the MCIB meeting. Stated there was a lot of committee discussion and they circulated the list for shirt purchase. Stated the biggest item discussed was the Garage Sale. Stated they elected officers: Scott Allen is Chair, Melissa Delassus is Vice Chair, Dione Rabida is Clerk, and Rachel O'Neill is Treasurer.
8:39:17 PM Gulledge Stated they have discovered a statute that says all officers of the committees will have to be administered an official oath to be kept in the Clerk's files. Stated Fenton will go to each committee's meeting to administer the oath as soon as she can.
8:40:46 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.
8:41:03 PM   The meeting ended.

Respectfully submitted,

Tracy Fenton, Village Clerk

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