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Village of Maryville, Illinois

Description Caucus Meeting
Date 4/14/2010 Location Council Chamber
Time Speaker Note
6:30:44 PM Gulledge Called the Caucus meeting of Wednesday, April 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, Bell, Kostyshock, Garcia and Short. Also in attendance were Deputy Clerk Fenton, Attorney Wigginton, Public Works Director Presson, Building and Zoning Administrator/Fire Chief Flaugher, Police Chief Schardan and one (1) reporter.
6:31:31 PM Gulledge Called for approval of the March 24, 2010 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; Bell - yes; Kostyshock - yes; Garcia - yes; Short - yes. Motion carried.
6:32:03 PM Gulledge Went to first agenda item, Change Order #4 to Plocher for $1,600.
6:32:14 PM Presson Stated this change order will take effect at the water treatment plant specifically for the Plumbing Code. Explained four drains need to be vented on the roof. Explained the code has changed from when the original plans were prepared.
6:32:36 PM Gulledge Asked for questions or comments.
6:32:40 PM Short Asked if the code changed from the time they submitted the plans. Presson responded from the time they built building.
6:32:51 PM Gulledge Asked for further questions. Stated this is the fourth change order. All were in favor to place the item on the Board meeting agenda. Explained regarding relocating at the tank site at the tower, it is unknown when the excess line was put in years ago. Went to next agenda item, Pay Request #1 to Keller Construction for $70,650 for Drost Park improvements. Commented this amount is less the 10% retainage. Commented the handout tells all that was done. Asked for any questions.
6:34:30 PM Bell Commented this is just for lighting equipment.
6:34:47 PM Presson Commented all six bases have been installed as well as the control panel.
6:34:56 PM Kostyshock Asked whether there will be a light in deep center. Presson responded no.
6:35:09 PM Gulledge Commented Maryville must pay for costs up front and will be reimbursed for half. Stated the project must be completed by the end of December.
6:36:02 PM Limberg Asked what mobilization is.
6:36:09 PM Gulledge Responded it is for bringing in all the equipment and setting up for the job.
6:36:46 PM Gulledge Went to next item, Purchase of a Table at the Congressional Prayer Breakfast May 3rd. Stated the cost is $160 for a table of eight. Stated Aneius Williams will be the guest speaker. Stated as always they will give the Board the first opportunity and ask staff to fill in. All were in favor.
6:37:49 PM Gulledge Went to next item, Contract and Outsourcing of the Village's Mowing Service. Explained he asked staff several months ago to come up with ideas for reducing costs and Presson came up with outsourcing of the Village grass mowing.
6:38:36 PM Presson Stated they received four bids to cut 73 acres. Explained the big exclusion is the water treatment plant, which the operators cut and Fred Winters Park. Explained as the year progresses and maintenance issues come up such as foreclosures, these were not added as they are unaware of how many there will be. Stated the bids ranged from $42,000 to $81,900. Stated he added up the actual yearly costs including summer help, diesel fuel, maintenance service, maintenance supplies, miscellaneous expense, and time spent for the mechanic and full time employees, and broke down the equipment over a three-year period for a total of $79,369.36 per year. Stated the low bid received was from New Horizon Landscaping for $42,000. Stated he has been interviewed and provided insurance, bonding and references. Explained outsourcing would allow the full time, high-dollar employees to get back on the road where they belong for storm water projects, road repairs, ditching, etc. Stated he has estimated if they were to award the bid for $42,000 to cut the grass and maintain the current summer-help list hired last year of nine employees, the cost would be $71,900, for a savings to the Village of $10,000.
6:42:58 PM Bell Commented the savings is coming in the equipment and full time personnel.
6:43:11 PM Presson Responded as well as fuel, maintenance, supplies and miscellaneous. Stated $10,000 is the lowest estimate of savings. Commented he projected higher, but to prove the number he went with $10,000.
6:43:52 PM Kostyshock Commented that is based on the summer help staying the full three months, whereas some of them do not work the full three months due to vacations, etc.
6:44:01 PM Presson Stated they never have the full summer help staff at the Village at one time. Stated they are lucky to have four individuals per day, three days per week, due to scheduling issues.
6:44:14 PM Bell Asked what the project was for three months, five days per week. He was told approximately $30,000.
6:44:31 PM Gulledge Commented they see the need to keep the young people hired. Stated all nine from last year reapplied. Commented it has been a past practice to bump up returning employees salary; however they have considered discontinuing the practice and a raise was not figured into the estimates given. Commented his opinion the real merit to outsourcing is they can return the higher priced employees to the projects they need to work on. Commented this will keep them from falling so far behind.
6:45:47 PM Presson Commented they are still short two people in this department.
6:46:23 PM Schmidt Asked how receptive the summer hirees will be to the elimination of cutting grass.
6:46:40 PM Short Commented half of them only cut grass half the time they were here, as they were always used to assist the full time people. Asked whether they have had any workers compensation issues resulting from mowing.
6:47:09 PM Presson Responded not from mowing; however there has been due to poison ivy exposure.
6:47:19 PM Garcia Asked if they will outsource the mowing, can they reduce the amount of summer help.
6:47:28 PM Presson Reiterated the number sounds excessive, but they must remember they are never all working together. Referred to the hours listed for last year.
6:48:05 PM Garcia Commented they need to be kept busy, as residents will complain when they see them standing around.
6:48:16 PM Presson Responded if anyone receives such comments, let him know and the issue will be addressed.
6:48:29 PM Gulledge Commented no one is perfect; however they have been really blessed with good kids. Commented he had zero complaints on anyone from last year. Commented the Master Gardeners have already requested the same individuals they had last year to help.
6:49:09 PM Bell Commented he is very much in favor of this idea. Commented sometimes the kids need supervision.
6:49:42 PM Presson Stated they will be even more so because now they will be with full time crews.
6:50:07 PM Limberg Confirmed the references for New Horizon were checked. He was told yes.
6:50:26 PM Gulledge Commented he called another municipality who said wish they could have him back as the lowest bidder.
6:50:50 PM Bell Asked if it will be re-bid each year. He was told yes.
6:51:00 PM Short Asked how the bidding process was done.
6:51:04 PM Presson Stated they took references and locally owned people and put the word out the Village was looking for bids. Stated he called Troy and Glen Carbon to obtain their bidding information and sent it out.
6:51:27 PM Gulledge Commented Wigginton will still need to review the contract and bonding.
6:51:46 PM Short Asked what the requirements are for bidding, as he wants to make sure it is not required to be a sealed bid or something they need to advertise.
6:52:02 PM Presson Commented they followed what most municipalities do.
6:52:04 PM Schmidt Commented this is for 26 cuts. Asked if trimming is included. Presson responded yes, as well as blowing. Schmidt asked how it would be billed.
6:52:28 PM Presson Stated it breaks down to approximately $1,615 per cut and will be billed weekly.
6:52:57 PM Short Asked when they will start.
6:53:00 PM Gulledge Responded the first week of May to the end of October.
6:53:12 PM Short Asked for long-term planning, are they still looking at 26 weeks for next year.
6:53:25 PM Presson Stated he cannot tell until they get through this year.
6:53:41 PM Garcia Commented her opinion the summer people need to be doing other things within the Village besides just park projects.
6:53:54 PM Kostyshock Commented they do, citing the example of setting up for homecoming.
6:54:17 PM Gulledge Commented the fact is a lot of the work is in the park. Stated they have also been used in the Administration building for mailings, cleaning the basement, etc.
6:54:57 PM Kostyshock Commented regarding the mowing contract, he would like a clause included that if the Village is not happy with the work the contract can be terminated at any time.
6:55:58 PM Short Asked if this affects the Union.
6:56:00 PM Presson Stated it has been addressed and the Union is okay with it.
6:56:07 PM Bell Asked if they have the manpower to keep the grass cut all at once.
6:56:21 PM Presson Stated at a minimum they will have at least one person in the Village every day throughout the week. Stated they also have the option to redirect the individual for special cuts.
6:57:10 PM Gulledge Polled the Board. All were in favor.
6:57:46 PM Gulledge Went to the issue of the summer help. Stated in the past they have given a 50 cent per year raise for returning individuals. Stated the decision is up to the Board; however a wage freeze was figured with the proposal.
6:58:04 PM Short Asked if there is a scheduled increase in the State minimum wage.
6:58:18 PM Gulledge Stated he talked to Glen Carbon, who pays $8 per hour.
6:59:12 PM Kostyshock Commented his opinion is to keep the wage the same to save money. Garcia agreed. All were in favor.
7:00:31 PM Bell Asked the progress on the boat ramp.
7:00:36 PM Kostyshock Stated they are waiting for the extension.
7:00:41 PM Presson Stated as soon as the material is in, it will be done.
7:00:55 PM Bell Asked whether Keller has done anything besides lights. He was told no.
7:02:05 PM Gulledge Went to Calendar Updates. Events were discussed.
7:05:13 PM Gulledge Went to Public Input. There was none. Went to To Do List.
7:07:32 PM Gulledge Went to Trustees' Comments.
7:07:35 PM Limberg Stated the Community Improvement Board held their meeting this month. Stated they are working on new ideas and plan to hold the Fall Fest again. Stated they are working on a Green program with businesses to save energy and the environment.
7:08:54 PM Garcia Commented they had an appreciation breakfast for the Outreach Center volunteers on Saturday, which went well.
7:09:11 PM Gulledge Went to Mayor's Comments. Stated he received a letter from the Recorder of Deeds office today informing him of a new monthly billing program. Stated they will add the item to the Board meeting to authorize the Mayor to sign the agreement.
7:11:00 PM Schmidt Asked the Board's opinion of the new format for the bill listing which breaks the bills down by vendor. Stated his preference is the old format because it shows which department each bill is attributed to. Discussion ensued. The consensus was rest of the Board prefers the new format, as it is easier to read. Gulledge commented maybe Henry attach a list of departments. Suggested Schmidt work with her on the issue.
7:14:16 PM Gulledge Commented next week is Clerk Longs' last official Board meeting. Stated they will be honoring her at this meeting. Encouraged all to attend. Stated in addition, April 30th from 2:00 p.m. to 6:00 p.m. an open house will be held in the Council Chamber in honor of Clerk Long.
7:15:22 PM Gulledge Asked for a motion to go into Closed Session under 5ILCS120/2(c)1 to discuss Personnel Matters and Collective Bargaining. 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.
9:40:07 PM Gulledge Asked 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; Garcia - yes; Short - yes. Motion carried.
9:40:28 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.
9:40:45 PM   The meeting ended.

Respectfully submitted,

Thelma Long, Village Clerk

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The Village of Maryville