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Village of Maryville, Illinois

Description Caucus Meeting
Date 3/13/2013

Location: Council Chamber

Time Speaker Note
6:30:19 PM Gulledge Called the Caucus Meeting to order Wednesday, March 13, 2013. Invited all in attendance to stand and join in the Pledge of Allegiance.
6:30:51 PM Gulledge Asked for a roll call of those officers present. Answering the roll were Trustees Vallino, Schmidt, Bell, Kostyshock, Garcia and Short. Also in attendance were Deputy Clerk Lucas, Attorney Motil, Public Works Director Presson, and 1 reporter.
6:30:53 PM Gulledge Called for the approval of the minutes of the February 27, 2013 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 Vallino and seconded by Schmidt. Roll call vote on the motion: Vallino - yes, Schmidt - yes, Bell - yes, Kostyshock - yes, Garcia - yes, Short - yes. Motion Carried.
6:31:42 PM Gulledge Agenda Item 5: Recommendation from the Community Improvement Board
6:31:59 PM Schmidt The Community Improvement Board met, discussed and would like to recommend to the board resurrecting a new lighted "Welcome to the Village of Maryville" sign in the area between the current sign and the new roundabout on Highway 162. The recommendation was made as an alternate location to the original site in which IDOT had rejected. Schmidt stated he had just been informed prior to the Caucus Meeting, that the Illinois Department of Transportations has approved the request by the Village for a placement of a welcome sign in the center area of the new roundabout. The recommendation by the Community Improvement Board will still be considered if for some reason IDOT were to change their mind.
6:33:26 PM Gulledge Stated he had received an email from an IDOT representative approving the request by the Village to place a welcome sign in the center area of the new roundabout on Highway 162. IDOT did state a requirement would be that the new sign have a break away base.
6:35:18 PM Gulledge Agenda item 6: Bid Opening Results for Low Service Pumps Upgrade
6:35:29 PM Presson The Village received 3 bids for the low service pumps upgrade. In addition to work covered in the proposed low service pumps upgrade, consolidation of the controls and programming of the variable speed pump drives will be necessary. The Village will need to provide an electrician with a work cost estimate of $18,000.00 Based on the results and information collected, Juneau Engineering Firm has recommended awarding the bid to Korte & Luitjohan Contractors, Inc., in the amount of $167,455.00. Juneau has also recommended accepting the proposal from R.E. Pedrotti Co., Inc. for the consolidation of the controls and programming of the variable speed pump drives for the amount of $96,377.00.
6:36:20 PM Short Asked if the bids included the cost  for the electrician?
6:36:50 PM Gulledge The total  to complete the project would include the $167,455.00 for the pump upgrade, the $96,377.00 for the work to consolidate the controls, plus the $18,000.00 for the electrician. A total estimated project cost of $281,832.00.
6:38:05 PM Presson The Low service pumps force the water through the filter system and then through the water softener system. Explained once the Village upgrades the low service pumps along with the controls, it would increase the amount of water delivered to the Village.
6:40:36 PM Gulledge The Village will be better equipped to supply water to surrounding areas if the need should arise.
6:41:02 PM Presson The current pumps are working at the maximum level. Both pumps are working together to deliver water to the Village. If one pump were to stop working there would not be enough water to meet the needs of all the Village residents. The upgraded pumps ensure the Village will always have enough water to deliver even if operating on one pump.
6:46:09 PM Gulledge Agenda item 7: Pay Estimate #4 from Thiems Construction for Lakeview Acres Road Project.
6:46:34 PM Kostyshock The amount due is $75,285.24. The weather conditions have caused the work to slow a bit.
6:46:41 PM Presson All work is ahead of schedule and the projected date of completion will be May 31, 2013.
6:47:08 PM Gulledge O.K. to go ahead and pay the payment estimate to Thiems Construction
6:47:57 PM Gulledge Agenda item 8: Amendment to Glen Carbon & Maryville Emergency Water Supply Agreement
6:48:27 PM Gulledge The Village has had an agreement with Glen Carbon between both water plants. The only current water hook up between Glen Carbon and Maryville is located in Nottingham Estates on Hwy 162. Glen Carbon is building a water storage tank close to the area North of Liberty Village and 162. The Village of Maryville has a 10" water line that runs through that area and Glen Carbon would like to hook up to our 10" line. They will be paying for the cost to put in the hook up valve. The valve will be reversible allowing them to get water from us or Maryville could get water from them if needed. The only concern Gulledge had would be if the valve would somehow be turned on and left on causing our systems to bleed dry of water. This concern will be addressed by installing a pressure valve on both sides. Presson stated a meter could be installed to monitor water use and would alert the Village when and how much water was being used. The hookup valve would only be used in case of emergency.
6:51:11 PM Schmidt The agreement should state who would be paying for the installation and equipment.
6:52:27 PM Gulledge All agreements at this time are in rough draft form and will be changed according to what both Villages agree upon.
6:53:19 PM Motil Construction will happen relatively soon.
6:53:43 PM Schmidt Questioned who would own the equipment that was installed.
6:53:59 PM Presson Stated anything attached to the Village of Maryville's water line, if located on property owned by the Village, belongs to the Village.
6:54:23 PM Short Questioned who would be responsible for any repairs if the valve were to fail?
6:54:37 PM Presson The Village of Maryville would be responsible for repairs up to the "T" where the valve would tie into, after that Glen Carbon would make the repairs.
6:58:59 PM Gulledge Asked if anyone had any further questions for Presson
6:59:19 PM Bell When will the Village gardens be tilled?
6:59:29 PM Presson The work is scheduled for next week.
6:59:37 PM Gulledge Agenda item 9: Calendar Updates
6:59:49 PM Bell Asked how the Village Art Show had turned out?
6:59:58 PM Kostyshock The show had a very good turn out with about 200 entries.
7:00:14 PM Gulledge Parks & Rec Meeting on March 18th, The Planning Commission Meeting one March 25th has been canceled, Comprehensive Plan Committee Meeting on March 26th at 6:30, the Village Easter Egg Hunt is on March 30th. The Village wide yard sale will be on April 27th, and large item pick up will be the week of April 29th. Short stated the Chicken & Beer Dance on March 9th had a very good turn out. The Fire Department was able to make a profit.
7:04:51 PM Gulledge Agenda item 10: Public Input - There was none.
7:04:56 PM Gulledge Agenda item 11: To Do List
7:05:06 PM Vallino Asked for an update on the work for the restroom at Fred Winters Park.
7:05:22 PM Gulledge The building is in place and ready for use once Ameren turns on the power. Stated he has received several positive comments.
7:06:18 PM Gulledge Agenda item 12: Trustees Comments
7:06:24 PM Vallino Asked Bell is there were future plans to place restrooms at Drost Park? Bell was unaware of any plans but it could be discussed by the Park Committee at a later date. Asked Bell if the Park Committee had discussed placing fish attractors in the lake at Drost Park. Bell stated it had not been discussed but would like for Vallino to attend a meeting to offer information and to answer any question the committee may have.
7:09:00 PM Schmidt Asked for an update on the ambulance service for Troy.
7:09:22 PM Gulledge Explained the ambulance service for Troy was unexpectedly discontinued as of last Friday, leaving the Village of Troy with out ambulance coverage. Currently, the Village of Maryville has a truck on stand by to add assistance to Troy, at their firehouse, until they can reestablish a service. Troy should have new service by April 1st.
7:12:06 PM Short The Village of Maryville Fire Department is working under the MABAS Plan as if it were a station move up. The plan is set up so when Troy asked for a station move up we would be the station to assist and moved up. The Village has move an ambulance up to Troy's station until they can establish a new service. Other surrounding areas are aware of what is going on and will also be the back up for Troy when needed on a fire call.
7:12:46 PM Schmidt The MABAS Plan should not cause more costs to the Village of Maryville.
7:13:01 PM Gulledge The Plan does not cause more costs but through discussion with Troy officials and our officials, any bills we submit to them, will be paid by Troy.
7:13:32 PM Bell Is the Village of Maryville covering their fire house 24 hours a day with full time paid employees?
7:13:54 PM Short Only the part time workers will be working at the Troy fire house.
7:14:19 PM Bell No other comments.
7:14:24 PM Kostyshock The utility bills are to high for all of the Village buildings and something should be changed to cut the power cost and keep them down.
7:15:17 PM Garcia Asked if the new electric discount rates had started? Gulledge was uncertain but felt the discount should start showing up on the next bill.
7:15:51 PM Short No comments.
7:15:56 PM Gulledge Agenda item 13: Mayors Comments - There were none
7:16:16 PM Gulledge There being no further business to come before the meeting, called for a motion to adjourn. Motion to adjourn was made by Schmidt and seconded by Bell. Roll call vote on the motion: Vallino - yes, Schmidt - yes, Bell - yes, Kostyshock - yes, Garcia - yes, Short - yes. Motion carried.
7:16:36 PM Gulledge Meeting adjourned.
Respectfully submitted, 

Christy Lucas, Village Deputy Clerk


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