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Village of Maryville, Illinois

Description Caucus Meeting
Date 3/10/2010 Location Council Chamber
Time Speaker Note
6:30:03 PM Gulledge Called the Caucus meeting of Wednesday, March 10, 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 Deputy Clerk Fenton, Public Works Director Presson, Museum Committee Member Mike Mason, CARD Director Mark Badasch, three (3) residents and one (1) reporter.
6:30:44 PM Gulledge Called for approval of the February 24th 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 Short. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Kostyshock - yes; Garcia - yes; Short - yes. Motion carried.
6:31:18 PM Gulledge Went to first agenda item, and explained CARD Director Mark Badasch is here to discuss plans for Pleasant Ridge Park.
6:31:30 PM Mark Badasch Outlined plans for the park. Stated they have received an OSLAD grant of $400,000. Explained this will be a passive park, with play grounds, pavilions, bike trail access, and mowed areas for informal games such as pick-up baseball/softball. Stated Phase I involves the northern half of the park, and includes site grading, installation of the main park road, parking areas, the first two restrooms, which will use composting toilets with running water and solar powered lights, a pavilion, playground equipment, a walking/biking path, and increased plantings. Stated they have received verbal commitments for funding of a bridge to connect to the MCT bike trail. Stated the park is designed to eventually accommodate five pavilions, with one large pavilion on the south side of park able to accommodate 200 to 250 people. Stated the budget for the project is $1.5 million, of which $400,000 will come from the grant and CARD currently has $1.1 million from local funding through bonding.
6:43:19 PM Garcia Asked if the funding is just for Phase I. She was told yes.
6:43:34 PM Gulledge Asked what the estimate for the second Phase is.
6:43:41 PM Badasch Responded it depends on what is stacked into Phase II. Stated his thought is Phase II will mainly be comprised of access to the bike trail and maybe a second pavilion and will be $300-$400,000.
6:44:10 PM Gulledge Asked if there will be more than one restroom. Badasch responded there will be four all together.
6:44:36 PM Garcia Clarified the toilets in the restrooms will not flush.
6:44:48 PM Badasch Responded that is correct. Commented a park in St. Louis County has used these units for over twenty years. Stated he viewed the units five years ago and there is no odor. Stated he met with the maintenance people, who clean out the compost for use in trees and beds. Explained it captures rain water for hand washing and has ventilation fans and is all solar electricity. Commented they are very nice. Commented the units he viewed were sized for 14,000 uses per month, which is a huge number.
6:46:57 PM Kostyshock Asked whether there is a plan for more storage sheds on the property. Badasch responded no.
6:47:44 PM Garcia Asked who will maintain the park. Badasch responded CARD personnel.
6:48:14 PM Short Asked what is pictured behind the storage building on the diagram. Badasch responded storm water retention.
6:49:25 PM Garcia Asked when the project will be started.
6:49:27 PM Badasch Stated they had planned to put the project out for bid within two weeks; however they received the archaeological survey and they found some Native American arrowhead chippings which necessitates sending to DNR for sign-off. Commented this may hold them up a month or so; however the plan is for Phase I to be finished this summer.
6:50:19 PM Gulledge Thanked Badasch for his presentation.
6:50:22 PM Gulledge Went to next agenda item, Amendment to Personnel Policy. Referred to the handout. Stated the proposed change is for compliance with IMRF. There were no questions or comments. Went to the next agenda item, and asked Flaugher to discuss.
6:51:37 PM Flaugher Stated the first item is changes to the residency requirement for the Fire Department. Referred to the distributed memo. Commented due to concerns about response time, his recommendation is to change the requirement to one-half mile outside the Village boundary. Stated this will allow for more volunteers who are currently not able to serve on a volunteer department, yet the distance will not affect response time. Commented they are seriously looking at modifying the response system to a tiered-response.
6:54:51 PM Gulledge Asked for questions.
6:54:59 PM Schmidt Asked whether it would be simpler to change the verbiage to within one-half mile of the Fire Protection District.
6:55:13 PM Flaugher Responded no, as part of the boundary is not the Fire Protection District, but the Village boundary.
6:55:34 PM Schmidt Asked if clarification was received from Wigginton.
6:55:39 PM Flaugher Stated Wigginton sent a response that in his opinion there is no legal issue and it is simply an operations decision.
6:56:01 PM Gulledge Polled the Board. All were in favor.
6:56:21 PM Flaugher Commented he will have substantial new-member list to present for membership at the next Board meeting.
6:56:50 PM Gulledge Went to next item.
6:56:52 PM Flaugher Referred to copy of e-mail received by Mayor, which is a request from the Glen Carbon Fire Protection District, Carl Walton. Explained before Glen Carbon established their ambulance service, they utilized Maryville quite often for the south end of their district. Commented for the north end they were utilizing Edwardsville. Stated at the time there was negotiating regarding how to handle the issue. Stated Maryville felt with their call volume, they needed to establish an ambulance service, so the Board sent a letter laying out ground rules regarding calls for backup. Explained they had to go through several agencies before getting to Maryville. Stated since that time, the ambulance is running efficiently. Stated they are now asking to rescind the stipulations established in 2004 allowing Maryville to be the primary backup on the south end of their district and be secondary on the north end of the district after Edwardsville. Stated he recommends rescinding. Commented Maryville will utilize them as primary backup on the backup on north end of the district, while using Collinsville on the south end.
6:59:45 PM Gulledge Explained when this was done in 2004, Maryville was responding quite a bit. Stated the concern at the time by the Board was this was leaving Maryville vulnerable. Stated Glen Carbon has rectified the situation with their ambulance district. Stated he agrees the scenario has changed. Commented this situation goes along with mutual aid. Polled the Board. All were in favor.
7:02:25 PM Short Asked if they are any closer to working out MABIS agreements with Glen Carbon.
7:02:45 PM Flaugher Responded they thought they were; however they took a step backwards today, so not at this time.
7:03:38 PM Short Asked that the Chicken and Beer Dance be put on the Park marquee.
7:03:50 PM Gulledge Asked Presson to discuss next item.
7:03:53 PM Presson Stated due to recent changes in EPA rules and regulations, they are now required to test chlorine residual every two minutes. Commented prior to this change, they were doing it twice per day. Referred to bid showing the cost of the installation of the machine. Stated the regulation passed January 1st, and there is a six month deadline in which to begin the procedure. Stated the cost is $6,472.
7:04:36 PM Gulledge Commented this is another unfunded mandate received by the IEPA.
7:05:18 PM Short Commented the bid includes a three month supply of the reagents. Asked how expensive it will be due to the increased need.
7:05:30 PM Presson Stated it is $732 for a three month supply. Stated they will research to see if they can find it cheaper.
7:05:54 PM Bell Commented there is also a maintenance kit.
7:05:58 PM Presson Stated that shouldn't be an issue. Stated the kit covers things Maryville personnel can work on.
7:06:30 PM Gulledge Discussed change orders. Explained they were excluded in the original bid documents, and there is no charge attached. Stated because there is stimulus money involved, they have to make sure the agreements are in the bid documents.
7:07:42 PM Short Asked why the Plocher bid increased by $8,600. He was told it was from a prior change order.
7:08:26 PM Schmidt Reported the street light in front of his house is out.
7:08:43 PM Presson Stated the power company takes care of the repair; however he will call it in.
7:09:07 PM Gulledge Stated Mike Mason is here to discuss Museum purchase requests, although the item did not get on the agenda.
7:09:35 PM Mike Mason Collinsville, Illinois. Referred to the request for expenditure of budgeted funds.
7:10:36 PM Kostyshock Stated the committee has been working for several months and needs this equipment.
7:10:50 PM Gulledge Explained the equipment is to preserve old documents.
7:11:05 PM Mason Commented some of the requested equipment would not necessarily be proprietary to the committee but could be used by other areas of the Village. Outlined the list, including a matte cutter; museum quality matte board; a large format document scanner for scanning documents that fall outside the range of regular scanners; tables and chairs for use outside events held in the park, etc. Commented currently he uses his own camera which does not allow for others to learn the technique; therefore they are requesting purchase of a camera for use by others. Commented they have included renewal of museum organization memberships, printer cartridges, photographic and presentation paper, and technical for support for software.
7:16:42 PM Gulledge Asked for questions.
7:16:44 PM Kostyshock Commented Mike spent a lot of time obtaining competitive bids and finding the lowest price for all items.
7:17:29 PM Gulledge Other questions.
7:17:31 PM Schmidt Asked how they secure the door at the top of the stairs and who has the keys.
7:17:47 PM Mason Stated he and the Public Works Department have the only keys. Commented there have been no problems.
7:18:37 PM Short Clarified the equipment will be used for scanning, archiving, produce prints. He was told that is correct. Asked how the museum is accomplishing these tasks currently.
7:18:59 PM Mason Stated the museum has a printer; before they were using his. Explained this is additional equipment needed. Explained he is using a lot of his own equipment at the moment.
7:20:30 PM Short Asked how long a package of 25 matte boards will last.
7:20:38 PM Mason Responded it will last a while, as they are 32 X 40 sheets.
7:21:00 PM Short Asked about the scanner, as it is a significant cost. Asked how vital it is and how frequently it will be used.
7:21:11 PM Mason Stated there are a number of documents that need to be archived that are too large for the current scanner, including multiple scrapbooks currently maintained by the Village Administration.
7:22:37 PM Bell Asked what the optical zoom is on the Cannon Powershot camera. Clarified his question as to what is more important: The optical zoom, or a higher digital zoom.
7:22:47 PM Mason Stated he prefers optical. Explained digital extrapolates and breaks apart. Stated this camera has a high optical zoom rate as well as a 12 mega pixel memory.
7:23:48 PM Gulledge Stated the total amount of request is $5,740.40. Polled the Board: Limberg, Schmidt, Bell and Kostyshock were in favor of placing the item on the Board meeting agenda.
7:24:33 PM Garcia Stated her opposition, as she does not think they should be spending this money right now.
7:24:41 PM Short Asked if the amount was to be cut, what are the priorities on the list.
7:24:57 PM Mason Stated they could eliminate the camera and tables. Comments were made that existing tables from the Village could be used.
7:26:23 PM Gulledge Commented they are not talking a formal vote but asking if the item should be put on the agenda. Short indicated he is in favor of discussing it at the Board meeting.
7:26:32 PM Gulledge Commented the Village's appreciation of all Mason does for the Museum Committee. Commented they are working on a small budget. Commented this request is within the budget approved at the beginning of the year. Stated they appreciate the work and volunteer hours of the committee.
7:27:21 PM Gulledge Went to Calendar Updates. Events were discussed. It was decided no Caucus is necessary on March 31st unless an issue comes up.
7:30:45 PM Gulledge Went to Public Input. There was none. Went to To Do List, page one.
7:31:23 PM Short Stated he spoke with Flaugher and they are looking at drafting an ordinance regarding storage of trash bins. Encouraged ideas and suggestions to be sent to him or Flaugher. Next, stated he met with Allied on Monday. Stated they are making some changes to the trash pickup, so any new ordinance regarding bins will not be instituted until after the pickup has been changed.
7:32:39 PM Bell Asked the status of the boat ramp.
7:32:43 PM Kostyshock Stated the item was discussed at the Public Works meeting. Stated it is slated to be started some time this month.
7:32:59 PM Gulledge Stated they are finishing moving the junk pile from the water tower so they can start on the water storage facility. Stated unless an emergency comes up, the boat ramp is the first priority.
7:34:11 PM Bell Asked the status of the OSLAD grant.
7:34:15 PM Gulledge Responded he talked to the project manager at Keller. Stated the lights have been delivered for the baseball field. Stated they will be starting on the project, weather permitting, in two weeks. Stated they will start in the park as soon as it is dry enough. Stated the project must be completed by the end of the year for the grant.
7:35:18 PM Gulledge Went to page 2. There were no comments. Went to page 3. There were no comments.
7:35:29 PM Gulledge Went to Trustees' Comments.
7:35:36 PM Schmidt Commented it is nice to see Tom Lange. Reminded all to set clocks Saturday night.
7:36:03 PM Kostyshock Commented regarding the boat ramp, it will probably be the end of the month. Stated they have found that seven trees need to come down in order to get the equipment through for the OSLAD grant.
7:36:30 PM Short Stated currently Allied Waste picks up trash every day of the week in Maryville. Stated the recycling program and automated pickup is going so well, they have found they can run their route in half a day, so they will reduce the number of days in they are in Maryville. Stated trash pickup will occur Monday, Tuesday and Wednesday of each week. Stated the change will only affect those customers currently scheduled for Thursday and Friday, and Allied will be sending letters to those customers. Stated they hope to have the letters out and the program started the week after Large Item Pickup. Explained there will be two weeks where they will pick up both on the new day and the old day to facilitate the transition. Stated recycling will stay on the current Friday schedule. Reiterated the ordinance for container storage will not be instituted until the new pickup program is set. Next, thanked Schmidt for scheduling the Rabies Clinic.
7:39:59 PM Bell Commented Allied is doing a great job, and the LOS number is going down. Discussion ensued.
7:42:06 PM Short Commented discussion has been held about putting a large recycling container by the Senior Center next to the dumpster for citizens to use if they have too much recycling to fit in their container, i.e., at Christmas or upon moving into a home where a large amount of boxes need to be disposed of. Discussion ensued.
7:46:22 PM Garcia Asked if bins were delivered and then taken back from the Osborn apartments. Stated she received a complaint. She was told the item will be researched.
7:47:52 PM Gulledge Went to Mayor's Comments. Referred to item in packet. Explained the Village belongs to SIMPAC, which is a regional planning commission. Stated they charge 8 cents per resident. Stated he made the correction to the population figure since the Special Census. Stated the one year membership of $582.40 is due. Stated this item will be on the Board meeting agenda. Next, referred to the copies distributed regarding the proposed LGDF 10% reduction. Explained this is the Village portion of State sales tax. Stated this will mean a loss of $23.10 per capita, or a$168,168 reduction in funding from the State. Stated the State is currently running four months behind on income tax, so Maryville is running $200,000 behind in payments. Stated he will be answering for the Village and talking to Representatives asking them not to support this reduction.
7:51:36 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.
7:51:56 PM   The meeting ended.

Respectfully submitted,

Thelma Long, Village Clerk

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