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Village of Maryville, Illinois

Description Board Minutes
Date 4/7/2010 Location Council Chamber
Time Speaker Note
7:00:00 PM Gulledge Called the Board meeting of Wednesday, April 7, 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, Bell, Kostyshock, Garcia and Short. Also in attendance were Clerk Long, Attorney Wigginton, Public Works Director Presson, Building and Zoning Administrator/Fire Chief Flaugher and two reporters.
7:00:50 PM Gulledge Called for a motion to amend the agenda to add Plocher Change Order #5 in the amount of $2,239.91 to relocate existing power service under "New Business". Motion to amend was made by Kostyshock and seconded by Short. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Kostyshock - yes; Garcia - yes; Short - yes. Motion carried.
7:02:01 PM Gulledge Called for approval of the March 17th 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.
7:02:58 PM Gulledge Called for approval of the bills submitted for payment. Asked if there were any questions, additions or subtractions to the bills. There were none. Motion to pay was made by Kostyshock and seconded by Garcia. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Kostyshock - yes; Garcia - yes; Short - yes. Motion carried.
7:03:32 PM Gulledge Went to Communications. There were none. Went to Legal Matters. There were none. Went to Old Business.
7:03:57 PM Bell Made a motion to approve an increase to Park Pavilion Rental Rates to $20 for residents and $40 for non-residents for all pavilions except Pavilion #4; Pavilion #4 rates will be changed to $40 resident and $80 non-resident. Second to the motion was made by Kostyshock. Bell commented the Mayor received a letter that the current rates were in violation due to the rule that the difference between resident and non-resident rates cannot be more than double. With no further comments, Mayor asked for a roll call. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Kostyshock - yes; Garcia - yes; Short - yes. Motion carried.
7:06:26 PM Kostyshock Made a motion to authorize the attorney to make the approved changes to the Storm water Ordinances so as to be in compliance with Madison County Planning and Development. Second to the motion was made by Schmidt. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Kostyshock - yes; Garcia - yes; Short - yes. Motion carried.
7:07:26 PM Kostyshock Made a motion to purchase GIS tiles for a cost of $630. Second to the motion was made by Bell. Bell asked how many tiles were purchased. He was told 18. With no further questions or comments, Mayor asked for a roll call. Voting on the motion: Limberg - yes; Schmidt asked if the cost will be divided up among the departments. Presson responded it is divided between three departments. Schmidt voted yes; Bell - yes; Kostyshock - yes; Garcia - yes; Short - yes. Motion carried.
7:08:50 PM Kostyshock Made a motion to approve the request from the Master Gardeners for $480 for raised gardens and $300 for additional flowers and plants. Mayor commented the budget line items have sufficient funds to cover the costs. Second to the motion was made by Bell. Bell commented he contacted the Park Committee via e-mail and received responses that they are in favor of the purchase. Stated from now on the Master Gardeners need to come through the Park Committee. Kostyshock stated he plans to get his own budget for the Plaza. Bell responded this is for the Park. Gulledge asked that they get through this issue before further discussion. Asked for a roll call. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Kostyshock - yes; Garcia - yes; Short - yes. Motion carried.
7:10:53 PM Short Made a motion to purchase the updated version of the Time Matters software and enter into an annual maintenance agreement with Lexis Nexis in the amount of $544.50. Second to the motion was made by Kostyshock. Bell commented this is for two licenses, and installation will be delayed until it can be installed in Fenton's new office. Short asked if they will be able to accomplish the installation in-house. Bell responded he is unsure, as he has not dealt with this software before. Limberg - yes; Schmidt - yes; Bell - yes; Kostyshock - yes; Garcia - yes; Short - yes. Motion carried.
7:12:28 PM Gulledge Went to New Business/Trustees' Comments.
7:12:32 PM Schmidt Commented a budget meeting was held with Flaugher today. Stated they are 95% complete on the first draft. Gulledge commented they may have the information to the Trustees next week for discussion at the Caucus meeting.
7:13:06 PM Kostyshock Made a motion to approve Change Order #5 in the amount of $2,239.91 to Plocher Construction for electrical work. Second to the motion was made by Bell.
7:13:58 PM Presson Explained when they set the pole and ran the electric from the pole to the tower, they left a large loop buried in the ground. Stated the loop encompasses the area where the vault is going to be; therefore the loop must be dug up and removed.
7:14:20 PM Bell Commented his opinion this is their mistake and should not be paid for by the Village.
7:14:22 PM Presson Stated it was not located prior them doing this.
7:14:28 PM Bell Commented the change order is too vague.
7:14:39 PM Presson Explained the ten inch pipe coming from the tower would have to be lowered in order to meet the vault specs. Stated instead of doing that, they decided to move everything up and move the electric line out of the way.
7:15:00 PM Bell Stated the bid says 3-phase electrical is $1,400. Stated his disagreement that they are only paying for a little more pipe to get up to the panel for which they have already paid.
7:15:18 PM Presson Stated had it been as simple as digging up the line and moving it, they would have done so; however he informed them to make the change order because of the location of the electric line and ten-inch pipe from the tower. Stated there is no other location for the valve vault to go.
7:15:51 PM Short Commented on the overhead and profit line on the bid, agreeing with Bell that it looks as if this is their mistake. Asked whose fault it is that the line was not located.
7:16:27 PM Presson Stated the ultimate responsibility would fall back to himself.
7:16:37 PM Kostyshock Stated the engineering is involved as well, so Presson should not take all the blame.
7:16:44 PM Gulledge Commented he understands they are trying to figure out why they are paying for the change order; however he does not believe the blame lies with Presson.
7:17:07 PM Short Stated his questions should have been more specific: Was it Plocher that failed to locate this?
7:17:10 PM Presson Stated no, it falls down to the location of the electric line which was placed in 1979 and the ten-inch main.
7:17:25 PM Gulledge Stated if they decide to pay the bill, they will find out an answer to the questions. Stated it may be something that appeared that the Village was unaware was there.
7:18:20 PM Short Asked if 15% is a standard rate for overhead. He was told yes.
7:18:34 PM Gulledge Commented they don't have to pay this.
7:18:49 PM Presson Stated the 3-phase electric work is the relocation of the electric line itself outside of the vault.
7:19:00 PM Gulledge Stated the way he reads it "price is based on enough slack in existing phone line to re-route around the new vault; if not the phone line will have to be rerouted by the phone company".
7:19:27 PM Presson Stated they will take the phone line issue.
7:19:32 PM Gulledge Asked for other questions or comments. Garcia asked what happens if they don't pay it. Gulledge responded they won't move it and it may slow the progress of the project. Discussion ensued. Asked for a roll call. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Kostyshock - yes; Garcia - yes; Short - yes. Motion carried.
7:21:02 PM Kostyshock Commented on the outstanding job Presson is doing. Stated he appreciates all he does.
7:21:36 PM Short Commented he sees the good job Patrick and the Public Works employees do.
7:21:55 PM Gulledge Went to Calendar Updates. Events were discussed.
7:22:29 PM Presson Commented they have had several complaints, and he will need Bell's help to get the website changed. Stated during construction they are not allowing drop off of brush and limbs at the water tower. Explained it is a safety issue.
7:23:04 PM Gulledge Suggested they use barricades with a sign explaining no drop off due to construction. Discussion ensued as to what to put on the website.
7:25:55 PM Gulledge Went to Staff Reports.
7:26:05 PM Flaugher Gave March reports for Building and Zoning and Fire Department.
7:27:23 PM Gulledge Asked how fire calls compare to last year. Flaugher responded they are about the same.
7:27:31 PM Schmidt Asked if the frequency has been switched to match Troy's.
7:27:36 PM Flaugher Responded not yet, but it will be done within the next few weeks. Explained not only will they change frequency, they will also go to the narrow banding on the radio as required by year 2013. Explained narrow banding was put into place due to the amount of radio frequencies out there to make more room. Explained all service agencies are required to switch by 2013.
7:29:14 PM Gulledge Went to Business from the Floor. There was none. Went to Mayor's Comments. Gave Schardan's Police Department report for March. Gave Allied Waste totals for February. Stated an Open House will be held in honor of Clerk Long's retirement on April 30th from 2:00 p.m. to 6:00 p.m. Encouraged all to attend. Stated they will also recognize Thelma at the next Board meeting in two weeks.
7:31:25 PM Schmidt Asked Mayor to discuss the check he received.
7:31:38 PM Gulledge Stated they received one of the checks owed to the Village from the Lakeview Acres Road grant for approximately $1.02 million from the State. Stated they will be starting on the second phase of the Lakeview Acres Road project. Commented his appreciation to the elected officials including Jay Hoffman, and Bill Haine.
7:32:49 PM Gulledge With no further business to come before the meeting, asked for a motion to adjourn. 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.
7:33:08 PM   The meeting ended.

Respectfully submitted,

Thelma Long, Village Clerk

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