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Village of Maryville, Illinois

Description Caucus Meeting
Date 3/24/2010 Location Council Chamber
Time Speaker Note
6:30:02 PM Limberg Called the Caucus meeting of Wednesday, March 24, 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 Schmidt, Bell, Kostyshock, Garcia and Short; Mayor Gulledge was absent. Also in attendance were Deputy Clerk Fenton, Attorney Wigginton, Public Works Director Presson, two reporters and one resident.
6:30:46 PM Limberg Called for approval of the March 10th meeting minutes. Motion to approve was made by Schmidt and seconded by Kostyshock. Voting on the motion: Schmidt - yes; Bell - yes; Kostyshock - yes; Garcia - yes; Short - yes. Motion carried.
6:31:25 PM Limberg Went to first item, Purchase of Annual Maintenance Contract from LexisNexis for Time Matters Software, and asked Short to discuss.
6:31:40 PM Short Explained Time Matters is the software utilized by Building and Zoning for tracking code violations and building permits and inspections. Explained the software was purchased by the Village when Jones was PSO. Stated it was originally purchased for five computers. Stated the proposal is for a maintenance agreement and upgrades for two computers for a price of $544.50. Explained this is an annual renewable contract. Stated the price reflects a 10% discount if purchased before the end of the month. Stated if the Trustees agree to the purchase, Fenton will contact LexisNexis tomorrow to lock in the price and the item will be on the Board meeting agenda April 7th for a vote. Explained Flaugher is on vacation and asked him to bring this to the Board for consideration. Explained the item is not in the Building and Zoning budget and he is over budget because of an unforeseen purchase of a computer. Stated there is money within the budget that Flaugher does not anticipate spending and will cover this purchase.
6:34:44 PM Schmidt Asked how old the software is. Fenton responded at least three years. Asked if we get updates. Fenton explained this is why they need the contract.
6:35:09 PM Fenton Explained originally there was a consultant that was going to help with customization of the software; however that arrangement fell through and she has no one to go to with problems or questions. Stated LexisNexis will not give assistance without a maintenance contract in place.
6:35:36 PM Bell Commented Computron uses this software and uses LexisNexis for their support and have been happy with them.
6:35:50 PM Short Commented LexisNexis is very reputable. Commented they are saving costs by cutting down from five licenses to two.
6:36:25 PM Fenton Explained at one time the thought was to integrate the software for use by more departments; however it has not evolved that way, so they decided to cut the users down to herself and Flaugher.
6:36:39 PM Garcia Clarified it is used. Fenton responded she uses it daily and is an effective program.
6:37:08 PM Limberg Clarified this is a yearly fee. He was told yes. Asked if they anticipate any increase from year to year. Short commented he would assume so. Limberg asked if they had an option for a longer term at reduced cost. Fenton stated she did not check; however since the item was left out of the budget, there are limited funds with which to purchase it this year.
6:38:14 PM Fenton Commented as long as this contract is purchased before April 30th there is no reinstatement fee; after April 30th a reinstatement fee of approximately $150 would be charged in addition to the contract cost.
6:39:18 PM Limberg Polled the Board. All were in favor. Discussion ensued as to what happened with the original consultant.
6:41:29 PM Limberg Went to next item, Changes to the Storm water Ordinance, and asked Presson to discuss.
6:41:35 PM Presson Stated these are the revisions due for the Madison County Storm water Ordinance the Village adopted several years ago. Commented they are very minor and are required to be compliant with NPDS.
6:42:18 PM Garcia Asked regarding Section 4.6, who polices it.
6:42:27 PM Presson Stated these are unincorporated areas enforced by Rick Macho at the County.
6:42:41 PM Limberg Stated the item will be placed on the Board meeting agenda.
6:42:56 PM Presson Stated the next item for discussion is the cost of the new GIS tiles. Stated County has the 2009 tiles available. Stated currently Jared is comparing tiles. Stated he will not have cost now, but if they were to purchase all the tiles it would be approximately $2,000. Commented they are not necessarily going to need to purchase them all but only the major changes in the Village. Stated the last time tiles were purchased was 2006. Commented there will be quite a few tiles to replace due to the amount of time that has gone by. Stated the cost per tile is $75 for an update. Stated 2009 will be an overlay of the current tiles.
6:45:26 PM Schmidt Asked if the cost will be divided.
6:45:30 PM Presson Stated Public Works pays for two-thirds between Water and Streets, and the last third is absorbed out of Administrative.
6:45:58 PM Limberg Asked for any questions. Presson stated he will have a price before the next meeting and asked that the item be on the agenda.
6:46:09 PM Presson Stated work started on the water plant Monday. Stated the aerations system is ripped out, the new grinder station installed, and a minor change order for less than $1,000 to relocate a phone line currently under a pad. Schmidt asked if the power issues were resolved. Presson stated regarding the construction power issue they were told if they want to upgrade the breakers it will be at their cost. Stated the phase issue is currently being discussed with Ameren and Plocher and is not resolved as yet. Schmidt asked if the lock on the gate has been changed. Presson stated the area is not accessible due to construction equipment, and the lock will not be changed until after construction is complete.
6:48:40 PM Bell Asked the status of the boat ramp.
6:48:43 PM Presson Stated the steps were poured last week, the steel framing was ordered and once it is received they can pour piers after which they will start with the ramp going up the side, the riprap section and the railing. Stated the approximate projection for completion is two weeks.
6:49:55 PM Limberg Went to next item, Park Pavilion Rental Changes.
6:50:12 PM Bell Stated the Mayor brought to the attention of the Park Committee at the last park meeting they are in violation of the Land and Water Conservation Fund guideline. Explained currently the Village charges $5 for pavilion rental by residents and $25 for non-residents. Stated the guidelines state they are not allowed to charge more than twice the amount of residents to non-residents. Stated the Park Committee recommendation is to change the rates to $20 for residents and $40 for non-residents. Commented these rates are still quite a bit lower than surrounding communities. Stated he would like the item on the Board meeting agenda.
6:51:30 PM Short Asked what other communities charge. Bell stated he does not know exactly but believes some charge $55 to $75 for non-residents.
6:52:21 PM Fenton Commented Firemen's Park Pavilion rental fees are more than the other pavilions.
6:52:40 PM Short Asked if a price adjustment should be made for Firemen's Park. Bell proceeded to check the website. Short asked if the change will go into effect immediately. Bell stated it would be effective immediately.
6:53:44 PM Bell It was determined the Firemen's Park fee would have to be changed as well. It was suggested the fee be changed to $40/$80. Bell stated he believes the Park Committee would be in favor of that fee structure.
6:55:01 PM Limberg Reiterated the fee would be $20/$40 for Pavilions 1 through 3, and $40/$80 for Firemen's Park. All were in favor. Bell asked Fenton to update the form for use on April 8th after Board approval.
6:58:38 PM Bell Asked if Kostyshock plans to bring up the Master Gardener request. He was told yes. Discussion ensued as to ideas for movies to be shown for the Movie in the Park events.
7:00:52 PM Limberg Went to Calendar Updates. Events were discussed.
7:04:24 PM Limberg Went to Public Input. There was none. Went to To Do List.
7:04:45 PM Schmidt Stated preliminary budget meetings were held Monday and they are half-way through department discussions.
7:05:58 PM Limberg Went to Trustee Comments.
7:06:06 PM Bell Commented the Board needs to be aware that the website will need to be revised in the near future and should be added to the budget. Stated he has spoken to some companies and has lots of ideas. Commented his opinion they can hold off for another year, but his opinion is they should try to get it in this year's budget. Stated they should plan for an approximate cost of $15,000 to $20,000 for a complete redesign.
7:07:46 PM Schmidt Asked if such an expense could fall under tourism so the cost can be taken from Hotel/Motel.
7:08:12 PM Wigginton Stated he never thought of this and will research. Commented the definition of tourism is very broad.
7:08:27 PM Bell Commented they are beginning to receive unfunded mandates because they have a website, for example display of the FOIA information. Commented there is a lot of new technology and would rather a company come in to redesign the system.
7:09:51 PM Kostyshock Stated he has been approached by the Master Gardeners regarding funding for raised gardens in the amount of $480 and flowers in the amount of $300. Commented they have been working out there for the last three weeks.
7:10:52 PM Limberg Asked from which account these funds are paid.
7:10:55 PM Bell Responded Parks. Stated it is in the budget. Commented the Park Committee has not discussed; however his opinion is there would be no problem.
7:11:54 PM Limberg Stated the item will be put on the Board meeting agenda.
7:12:53 PM Limberg Stated the Mayor did not have any comments.
7:13:11 PM Limberg 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: Schmidt - yes; Bell - yes; Kostyshock -yes; Garcia - yes; Short - yes. Motion carried.
7:13:36 PM   The meeting ended.

Respectfully submitted,

Thelma Long, Village Clerk

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The Village of Maryville