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Village of Maryville, Illinois

Description Caucus Meeting
Date 2/10/2010 Location Council Chamber
Time Speaker Note
6:30:05 PM Gulledge Called the Caucus meeting of Wednesday, February 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 Schmidt, Bell, Kostyshock, Garcia and Short; Limberg was absent. Also in attendance were Deputy Clerk Fenton, Attorney Wigginton, Public Works Director Presson, Fire Chief/Building and Zoning Administrator Flaugher, Assistant Fire Chief Hartman, and one reporter.
6:30:58 PM Gulledge Called for approval of the January 27th 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: Schmidt - yes; Bell - yes; Kostyshock - yes; Garcia -yes; Short - yes. Motion carried.
6:31:29 PM Gulledge Went to first agenda item, Fire Department Issues.
6:31:42 PM Flaugher Stated Assistant Chief Hartman is in attendance to address questions regarding renewal of the Fire Department reporting software for EMS. Stated he is seeking Board approval for up to four (4) members of the Fire Department to attend the Annual Fire Department Instructor Conference in Indianapolis in April for a cost not to exceed $1,200, which is the same amount as last year.
6:32:44 PM Schmidt Asked who went last year. Flaugher responded himself, Hartman, Kemper and Canull. Schmidt asked who will be attending this year. Flaugher responded himself, Hartman, May and Heath, both of whom are Captains.
6:33:07 PM Gulledge Polled the Board; all were in favor. Stated the item will be placed on the Board meeting agenda.
6:33:16 PM Flaugher Discussed the issue of member recruitment. Stated he is interested in the Board's feedback regarding consideration of changing the residency requirements. Stated the current requirement is for residency in the Village or Fire Protection District. Stated they have been flexible on the issue and have brought one member in that lives within the boundary line agreement. Stated they are receiving applications from people within close proximity but not within the Fire Protection District. Stated these people are interested in fire service, but cannot volunteer because there is no volunteer department in the area in which they live. Asked if the Board would be willing to consider lightening the requirements for residency to pick up more people. Commented more and more departments are having to be more lenient to attract people.
6:36:05 PM Schmidt Asked whether this is a legal issue.
6:36:14 PM Wigginton Stated he would have to look at what kind of exposure there would be. Stated if they are within the corporate limits of another municipality it may be an issue. Asked what they have done to market and recruit members within the municipality and District.
6:36:43 PM Flaugher Stated it has been advertised on the marquee and in the Gazette, and canvassing has been done with flyers through the neighborhoods.
6:37:06 PM Bell Asked if Flaugher is suggesting a radius.
6:37:10 PM Flaugher Stated they mapped out three different radiuses: Three miles, four miles and five miles. Commented five miles is too far down by the high school; four is downtown Collinsville; three is the Beltline area. Stated he is not saying they need a radius; just suggesting if someone is within so much of a distance from the current boundary. Explained the Fire Protection District goes to West Country Lane. Stated there is an individual that lives in Collinwood just off of West Country Lane, and another that lives on the South Frontage Road, to which the District goes.
6:38:03 PM Bell Commented someone could get to the station quicker from Collinwood than from some of the back streets of Stonebridge.
6:38:14 PM Flaugher Concurred. Commented they know these individuals will not make the first truck; however the problem they are having is many times they don't get enough men to fill a second truck, especially during the day.
6:39:09 PM Gulledge Commented they will have to research the issue. Stated he is not against it. Stated he is unsure whether they have made a 100% effort within the community. Stated he will ask Attorney to look into the legality issues. Commented they will soon be losing a couple of men and it is becoming difficult to find volunteers.
6:42:58 PM Flaugher Commented the situation is not desperate, however the younger guys are testing and Maryville will end up losing them. Stated he is simply trying to prepare for this, especially for ambulance service. Commented both applicants to which he is referring have their EMT licenses. Commented some other volunteer departments in the area don't have a residency requirement. Bell asked the current number. Flaugher responded they are down to 26 or 27. Bell asked the minimum age. Flaugher responded 18. Stated he currently has eight applications, six of which are Maryville residents. Commented he is trying to prepare, as he is sure later this year they will start losing people and he does not want to be caught short-handed.
6:45:00 PM Gulledge Asked the Times Tribune to interview the Chief and Assistant Chief for an article specifically about the Maryville Department and that they are seeking volunteers.
6:45:31 PM Short Asked how expansion of the boundaries will affect EMS. Stated he is aware they have been working on reducing response time for EMS, especially at night.
6:46:09 PM Flaugher Explained Anderson has a tiered response. Stated he had proposed the system in the past. Explained the State licenses for ALS ambulance with the condition that two people are on the truck and one has to be a paramedic. Explained tiered response means the ambulance can respond with only one person on the truck and the second person can meet the truck at the scene.
6:47:29 PM Schmidt Asked whether the ambulance has to stay at the station until a second responder calls in.
6:47:44 PM Flaugher Responded no, the truck would respond immediately.
6:48:19 PM Gulledge Commented he is in favor of tiered response and believes they should strongly consider it, especially for the night shift. Reiterated he will have attorney research the residency issue.
6:50:40 PM Flaugher Next, discussed the department's primary radio frequency, which is Madison County's. Explained eighteen departments currently utilize the frequency. Stated they have applied and were approved for a license to switch to a primary frequency, which they will share with Troy. Explained this makes sense due to the automatic mutual aid and MABIS agreement. Explained there will be little expense other than the cost of reprogramming radios, many of which can be done themselves. Stated he will let the Board know on the timeline. Stated they will still have the capability of communicating on County's frequency if they respond to other departments.
6:52:48 PM Hartman Explained upgrade to EMS reporting software. Stated there were questions regarding initiative cost. Stated he will explain why they have chosen to go to strictly Firehouse software based EMS reporting instead of Code Red software. Referred to distributed information. Stated NFIRS reporting is required by the department to justify calls. Explained the government looks at this report when making decisions on grant applications. Stated Code Red does not have the capability to record EMS calls. Stated NFIRS now requires EMS responses as part of the report. Explained since Code Red cannot generate this report, they have to create a separate report using Firehouse, which doubles their effort and is difficult due to limited staffing. Stated EMS runs account for approximately 85% of calls. Explained Code Red software has gone through some version upgrades. Explained they used the software successfully for a couple years; however over the years the level of support has reduced. Stated they have gone to a web based version, and in doing a survey of other departments they have found they are going to Firehouse software as well. Explained they currently use Firehouse software for other issues including inventory to record hydrants, staff members, time of service, etc. Stated now they want to now include EMS reporting. Stated the annual fee for Firehouse is $625. Stated the Code Red software agreement will be up in March at a cost of $3,425 per year. Stated the decision was made that it would be in the department's best interest to move to Firehouse. Stated they wanted to give time for customization and training. Stated the total bill was $5,290 which included a two-year support contract; additional license to accommodate another workstation; a support contract for the additional workstation; addition of two EMS modules, one for each ambulance. Stated the initial software cost is a one-time cost of $1,700 each and an annual support cost of $295 each. Explained the year to year cost will be $1,325 per year versus Code Red at $3,425 per year. Stated in the past the Homecoming Association has paid for the EMS reporting software; however they also pay for many other things, including Paramedic school. Stated the decision was made to ask the Village to pay for the software this time. Explained all funds generated by EMS goes into the General Fund, and asked the Board to take that into consideration.
7:01:12 PM Bell Asked if this is an upgrade to the current Firehouse for the current uses.
7:01:24 PM Hartman Responded yes. Stated with the annual support contract they received support and automatic upgrades.
7:01:35 PM Bell Asked if all the data will transfer. Hartman responded yes.
7:01:58 PM Short Asked what the current cost per year is for Firehouse. Hartman responded $625 for the stand-alone; next year's cost will go to $1,325 including EMS support and the extra workstation.
7:02:22 PM Gulledge Explained the bill was called into question because it had not been brought before the Board for approval before payment.
7:03:05 PM Short Asked if the amount is in the budget.
7:03:18 PM Flaugher Stated a portion is, as they had budgeted for renewal of Firehouse. Stated the issue with Code Red came up after the fact. Stated this amount is not budgeted in the software line item, so they will have to watch the budget for the rest of the year to balance the bottom line.
7:04:44 PM Gulledge Went to next item, Purchase of Radio Read Handheld Units.
7:05:10 PM Presson Stated these are the original two handheld units from 2004 and have started to develop issues. Stated replacement parts are unavailable, and the company no longer services the models. Explained since inception, the company has implemented two additional models. Referred to bids for the top of line model, which include software, start up, testing, and configuration from Itron. Stated he is recommending the purchase of two (2) handhelds from Itron for a cost of $10,760 which will come out of the Equipment budget line item. Discussion ensued as to new developments in equipment.
7:08:24 PM Gulledge Polled the Board. All were in favor. Went to next item, RJN Group yearly contract.
7:09:06 PM Presson Stated this is the yearly contract with for the MS4 Permit. Stated RJN currently handles all meetings, provides training, material, storm water phase II requirements, etc.
7:09:26 PM Gulledge Stated this is done through Madison County. Stated the cost is $1,650 annually. Stated if the bill is paid before February 26th they will save $300. Polled the Board. All were in favor.
7:10:20 PM Gulledge Went to next item, FOIA Ordinance and asked Attorney to discuss. Commented this is a state law and the Village is required to pass the Ordinance.
7:10:40 PM Wigginton Stated the amended FOIA law took effect January 1st. Stated every public entity that is covered by the act is required to designate one or more persons to serve as an FOIA officer. Stated these individuals must be trained through this curriculum developed by the State within six (6) months, so they have to be in full compliance by June 1st. Stated the ordinance is based on a model put together by legal counsel at the Illinois Municipal League. Stated it sets up the procedure of establishing the Village Clerk as the FOIA Officer and the Deputy Clerk as the Deputy FOIA Officer, both of whom will be trained and certified. Stated all FOIA requests will come to the officer as the starting point. Explained there are a few points in the new law that are different. Stated there is a strong presumption that all records are public records, and the Village as the holder of records has to overcome that presumption. Stated the time period for response has been reduced from seven days to five days. Stated the failure to respond appropriately can lead to the Village paying the attorney fees and costs of the requesting party; under the prior law that was discretionary. Stated this ordinance will set up that process. Stated a Municipal Information Directory must be set up, which is Exhibit A, and lists all committees and individual members. An organizational chart was set up, and is Exhibit B. A Municipal Records Directory and Fees was set up, and is Exhibit C. Stated the fees are what the statute allows: The first 50 pages are free in regular black and white letter or legal size copies; anything after which is 15 cents per page; and other types of copies/formatting are at actual cost. Stated the public records must be cataloged and indexed, for which Henry has created a records catalog that outlines the categories of records kept by the Village. Stated a form currently used in the Police Department will be modified for universal use.
7:16:27 PM Bell Asked if an individual requests documents and then finds out the cost is prohibitive, are they locked into the purchase.
7:16:49 PM Wigginton Explained the way it is done now is the cost is calculated before compilation; upon receipt of payment, the Village makes the records available. Stated he must check if that practice can still be done. Explained the new law is very burdensome on municipalities. Commented there is an option for requesting additional time to comply; however there is a time limit. Stated if the Village does not respond by the extension date, the Village can be held liable.
7:19:09 PM Bell Commented this will necessitate all records be obtainable electronically.
7:19:21 PM Wigginton Commented it is to the Village's benefit that they keep minutes and ordinances up to date and electronically.
7:19:30 PM Gulledge Commented the problem will occur when someone requests an item that was passed before the Village started keeping electronic records.
7:19:52 PM Bell Commented he is thinking more of sub-committees such as Parks and MCIB.
7:19:59 PM Gulledge Stated they will have to make changes to procedures.
7:20:45 PM Bell Asked how the FOIA Officer is expected to produce a record that is not there.
7:20:46 PM Wigginton Responded they do not have to; however they must make a good-faith effort to locate the document.
7:21:28 PM Bell Commented not all committees keep electronic records.
7:21:42 PM Wigginton Responded they will have to make sure every committee takes minutes, and that they are kept at Village Hall. Commented under law, the Village Clerk is the custodian of all records.
7:22:30 PM Gulledge Commented Bell is right, and changes will have to be made. Stated this is the first step. Discussion ensued.
7:27:49 PM Gulledge Went to Calendar Updates. Events were discussed.
7:29:35 PM Gulledge Went to Public Input. There was none
7:29:40 PM Gulledge Went to To Do List. There were no comments.
7:30:08 PM Gulledge Went to Trustees' Comments.
7:30:13 PM Bell Stated the Water Clerk has requested an update of the Website with the new ACH information. Stated the application will be put under Forms and Applications and an advertisement of the multiple was to pay the water bill to be loaded under the Water Department page. Stated he will make the changes.
7:35:52 PM Gulledge Went to Mayors' Comments. Stated he received the Plocher pay application #1 in the amount of $50,400 after the 10% retainage for the water improvements. Reminded the Board the bill will be paid with stimulus money; the bill has been sent, but it must be approved at a Board meeting. Next, stated he met with Mark Badasch to review prints of the plans for Pleasant Ridge Park. Stated CARD has received an OSLAD grant in the amount of $400,000 for park improvements. Stated Jay Hoffmann was instrumental in obtaining the grant. Stated Phase 1 includes $1-$1.5 million of improvements. Stated Badasch has requested to address the Board next week to present the plan to the Board. Commented next week is a Board meeting, and asked if the Board would prefer he attend a Caucus meeting to facilitate discussion. The Board indicated they prefer Caucus. Mayor stated he will contact Badasch to see if he can make it; if he is unable, he will be on the agenda for next week's Board meeting.
7:41:49 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 Kostyshock. Voting on the motion: Schmidt - yes; Bell - yes; Kostyshock - yes; Garcia - yes; Short - yes. Motion carried.
7:42:19 PM   The meeting ended.

Respectfully submitted,

Thelma Long, Village Clerk

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