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Village of Maryville, IL

Description

Caucus Meeting

Date

4/11/2012

Location

Council Chamber

Time

Speaker

Note

6:30:05 PM

Gulledge

Called the Caucus meeting of Wednesday, April 11, 2012 to order and invited those in attendance to join in the Pledge of Allegiance.

6:30:35 PM

Gulledge

Asked for the roll call of those officers present. Answering the roll were Trustees Vallino, Schmidt, Bell, Kostyshock, Garcia. Absent from roll call was Trustee Short. Also in attendance were Deputy Clerk Triplo, Attorney Motil, Police Chief Schardan, Public Works Director Presson, Building & Zoning Director/Fire Chief Flaugher, Deputy Police Chief, 1 reporter and 1 guest.

6:30:54 PM

Gulledge

Called for the approval of the minutes of the March 28, 2012 Caucus meeting. Asked if there were any questions, additions, or subtractions to the minutes as prepared by the Deputy Clerk. There were none. Motion to approve the minutes was made by Schmidt and seconded by Vallino. Roll call vote on the motion: Vallino - yes; Schmidt - yes; Bell - yes; Kostyshock - yes; Garcia - yes. Motion carried.

6:31:26 PM

Gulledge

Agenda item 5 - Pay Application #1 & Final from Byrne & Jones Construction for Meadows Court Overlay ($35,910.42).

6:31:36 PM

Presson

Project complete final pay application for $35,910.42. The amount is different from the contract due to a credit for asphalt that we did not use.

6:32:39 PM

Presson

Microsurfacing program will start on the 18th.

6:33:00 PM

Gulledge

Any other questions for Public Works?

6:33:17 PM

Schmidt

Over the weekend, signs down at Northwood subdivsion. Schmidt feels we should just keep the sign down for the time being.

6:33:35 PM

Bell

Asked Presson for his marked up workstation sheet. Presson said he turned it in to Jolene. Discussion in regards to Public Works computers, Bell will get information from Jolene.

6:34:42 PM

Flaugher

Agenda item 6 - Building & Zoning/Fire Chief Vehicle Replacement - Flaugher went over numerous quotes he's received. He's looking to the Board for direction as to the car type and when to make the purchase. Flaugher reminded the Board that he would be using this vehicle for both of his positions with the Village. An SUV would be better suited for his Fire Chief responsibilities and equipment.

6:39:06 PM

Gulledge

This vehicle will be bought and paid for with B&Z funds. Anything extra like lights or laptop installation will be taken out of the Fire Departments budget. The Mayor has no preference as to which vehicle, as long as the funding is taken out of each budget respectively.

6:43:18 PM

Schmidt

If we pay cash will we get a different price?

6:43:44 PM

Flaugher

All potential companies involved know that this will be a cash purchase.

6:44:39 PM

Gulledge

He doesn't know about the state bid details, but he believes we could beat these prices.

6:53:34 PM

Gulledge

Mayor asked Vallino his feelings since it's his department and budget.

6:54:19 PM

Vallino

He feels we should go with a used car and try to trade the Taurus.

6:55:19 PM

Schmidt

Believes we should purchase the used vehicle at Weber.

6:55:31 PM

Bell

Look at the Taurus at the state bid or look at the police interceptor package.

6:56:45 PM

Kostyshock

Thinks used vehicle is the best.

6:56:51 PM

Garcia

Agrees the used vehicle looks like the best option.

6:56:59 PM

Gulledge

Mayor suggested that Flaugher and Vallino look at the used vehicle and make a decision and we will try to get all Trustees the information and get it added to next board meeting agenda.

6:57:24 PM

Flaugher

Flaugher would like direction on how to make the next step considering these cars are currently sitting at the dealerships. Mayor said to check into it, and call him and Vallino to discuss. Once you have made a decision he will notify other Board members and place item on the agenda for next week.

6:59:21 PM

Flaugher

Agenda Item #7 - FDIC Conference in Indianapolis April 19th-21st, 4 attendees not to exceed $1200. Flaugher request to take up to four people to attend the FDIC Conference in Indianapolis. This is a conference that we normally attend with the exception of last year due to calendar schedules.

7:00:22 PM

Gulledge

This is something that is already included in the budget. After Board discussion all are in favor. Who will be attending - Flaugher - Assistant Chief Hartman, Captain Ramirez and Van Ryan.

7:00:46 PM

Gulledge

Agenda Item #8 - Proposed Changes to Residency Requirement for Volunteer Fire Department Members.

7:00:48 PM

Flaugher

Proposing to expand the mile radius from the station. We are in need of picking up some more manpower and hopeful that expanding the radius will bring in some more applicants. Our current radius is 3.21 miles from the station.

7:03:49 PM

Schmidt

Are our response times down? Flaugher said yes the times are down, because of everyone working part-time, which means they have other part-time jobs in other locations.

7:05:19 PM

Vallino

Questioning the mile radius, how this will help. Flaugher said that what we are looking for is more manpower, so there will be additional people on the site not the first to respond.

7:06:46 PM

Gulledge

He's not sure if 5 is right, but he's not afraid to expand the radius. Mayor agrees with Kevin it's hard to get volunteers, and it continues to get harder. What if we tried the 4 and see how it works.

7:14:47 PM

Gulledge

Asked the Board their thoughts on the issue. What would it cost to outfit a new employee - $1500/person in equipment. Discussed with the board members, majority voted to start at 4 miles.

7:23:20 PM

Flaugher

Agenda Item #9 - Pay App #4 from J. Wilkinson, Inc. ($26,231.38) for Firehouse Renovations - Firehouse is on track. The furniture has been received, and it's very nice, he hopes the Board would come by and see it. The firehouse station employees have been working very hard to run all the data/phone lines. We are almost done and he's very happy with the project. Flaugher's goal to be completed by the 20th or the 25th.

7:27:51 PM

Schardan

Agenda item #10 - Purchase of New Server & Network Access Upgrade for Police Department. Schardan wants permission to get process started with Computron. It will cost approximately $7489.00. Each employee will have a login and password.

7:30:47 PM

Gulledge

This will come out of next year?s budget and it is needed. Board agreed to add to next weeks meeting agenda.

7:31:45 PM

Schardan

Agenda Item #11 - Hiring of Replacement Police Officer - Schardan asking to move forward to doing some background checking on a potential candidate and a job offer. Hope to get him hired by May. We are currently one officer short.

7:34:33 PM

Schmidt

Who is working the hours that the new officer is covering. Schardan explained that they are currently just switching around, which really affects training schedule. Has the current candidate already been thru the academy? Schardan said yes, that's correct. No one else on the candidate list has been thru the academy. We've been short an officer for three years. Schmidt would feel more comfortable if we look at the budget first, because the budget hasn't been approved yet. He would like to have the figures together first.

7:36:20 PM

Bell

He's worried about the budget as well. But if we need a police officer and have a good candidate.

7:37:24 PM

Gulledge

Board agreed to hire the replacement officer. Go ahead an add to the agenda next week.

7:37:54 PM

Schardan

Agenda item #12 - Declaring Police Unit #150 as Surplus Property. This car isn't working properly and won't start.

7:38:40 PM

Gulledge

Board discussed and agreed and declared as surplus property. 

7:38:58 PM

Schardan

Wholesaler is willing to give us $2000 on this vehicle. We would like to get it declared as surplus, so we can sell it.

7:40:15 PM

Gulledge

Board is ok with this decision, add to next weeks agenda.

7:40:49 PM

Bell

Did you go thru your workstation list? Schardan says yes, and he gave written documentation to Bell.

7:43:29 PM

Gulledge

Agenda Item #13 -MCIB Recommendation for Landscaping at Maryville Welcome Sign. Schmidt looking for handout print outs, we will come back to this item.

7:44:51 PM

Gulledge

Agenda Item #14 - Proclamation for War of 1812 Remembrance Day - Mayor received an email to pass a proclamation for the War of 1812. Other mayors received the same email. Board is fine to pass this.

7:45:41 PM

Gulledge

Agenda Item #15 - Rent Increase for Library Building - The library does pay their own utilities, but we handle the building and maintenance. Library hasn't had an increase for 2 years. Mayor thinks it's fair to raise the rent by $100/mo. All board members agreed to the rent increase.

7:48:24 PM

Schmidt

Back to Agenda Item #13 - MCIB Recommendation for Landscaping at Maryville Welcome Sign. There has been some discussion about our nice sign welcoming all to Maryville. There was talk about adding another one across town.  But, since money is tight, maybe we could spruce up the one sign and add some landscaping that would be drought resistant and that will have low maintenance. See handout photo. Schmidt feels the back side of the sign is overkill, and maybe we could cut that out. Brewster bid is $4900, see attachment for breakdown of the plants, edging, etc. Schmidt showed to Presson and he said that the evergreens can not be taller than the monument, based on IDOT standards, so that part will have to be changed. Schmidt said this money would come out of the Administration fund.

7:55:10 PM

Kostyshock

Kostyshock thinks it's overkill, thinks someone would need to be in charge of maintaining the project or it's just going to be a waste. The committee needs to assign certain people to care and be responsible for maintenance.

7:56:38 PM

Gulledge

Landscaping is an investment. We need to make sure there is a plan for someone to take ownership either committee members or employees.

7:57:41 PM

Gulledge

Board agreed that the price was a little high, and let's just eliminate the back portion and get some more bids.

7:59:44 PM

Gulledge

Agenda Item #16 - Calendar Updates - Discussed upcoming events and committee meetings for April.

8:03:14 PM

Gulledge

Agenda Item #17 - Public Input - There was none.

8:03:26 PM

Gulledge

Agenda Item #18 - To Do List - No questions or comments.

8:03:46 PM

Gulledge

Agenda Item #19 - Trustee Comments - Schmidt asked Attorney Motil about the Demo Ordinance. Motil said it is on his list.

8:04:35 PM

Bell

What's wrong with the marquee? Mayor said it's broke and parts are ordered. He then discussed a bid for a  Microsoft Exchange Server to take over our email. This will be an in house server. We will have to put some backup policies and procedures in place. He will put in for $15,000 because they will need to add some additional licenses. The cost will be spread over all departments. Bell checked into outsourcing and the prices were very high with this many employees. This will not cover the Fire Department. Second item to purchase is a network switch with this year?s budget. For months now we have had loaner switches, 2 switches and the router. Bell would like to go ahead and purchase that now for $827. This could also be spread across departments, because everyone uses this. He would like to put that on the agenda for next week. Board is fine with that. Next item, he is updating the PC's excel sheet and he's double checking on all the machines for the Village. A tabled item from December was replacing these projectors, bid from December. He's hoping we can just install them ourselves. Bell would like to replace the projectors for $800/pc. total of $1600. Mayor asked the Board, Vallino is ok but thinks we should use next year budget - Schmidt, Kostyshock and Garcia agreed with that.

8:20:57 PM

Kostyshock

Grade school is having an upcoming field trip Friday the 27th to the museum. Ed went out Monday to the Village Garden, there were seven people out there. Ground looks great. Be sure to go take a look at it.

8:23:05 PM

Bell

Do you think we could advertise a smaller plot. Size of the plots are maybe too big.

8:25:55 PM

Vallino

Rabies clinic information to be added to next months water bills.

8:26:07 PM

Gulledge

Agenda Item #20 - Mayors Comments - Mayor spoke about the upcoming Chamber Auction, let me know if you want to RSVP, April 27th. Monday the 30th, Congressional Prayer Breakfast, please email me if you are interested in attending. Selling tickets at the Village for Thursday, May the 3rd, Mayor's Prayer Dinner. All money goes to the Maryville Outreach Center.

8:28:52 PM

Gulledge

Called for a motion to adjourn the meeting. Motion by Bell seconded by Schmidt. Roll call: Vallino - yes; Schmidt - yes; Bell - yes; Kostyshock - yes; Garcia - yes.

8:29:29 PM

Gulledge

Meeting adjourned.

Respectfully submitted,

Carrie Triplo, Deputy Clerk

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