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Village of Maryville, Illinois

Description Caucus Meeting
Date 3/27/2013 Location Council Chamber
Time Speaker Note
6:30:14 PM Gulledge Called the Caucus Meeting to order Wednesday, March 27, 2013. Invited all in attendance to stand and join in the Pledge of Allegiance.
6:31:02 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.
6:31:07 PM Gulledge Called for the approval of the minutes of the March 13, 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 Short and seconded by Schmidt. Roll call vote on the motion: Vallino - yes, Schmidt - yes, Bell - yes, Kostyshock - yes, Garcia - yes, Short - yes. Motion carried.
6:31:29 PM Gulledge Agenda item 5: Park Committee Recommendation
6:31:36 PM Bell The Park Committee would like to make the recommendation to allow the fish attractors to be installed and mapped by the Shielded and Waters group. The attractors should be installed with a minimum of 3 feet of water coverage.
6:32:01 PM Vallino Explained that the Shielded and Water organization was a group of police officers who have decided to work with troubled teens to rehabilitate them by learning about fish and fishing. The organization approached Trustee Vallino with the idea of installing the attractors in the Drost lake for free. The attractors once covered with algae will not be seen from the surface of the lake and will function to attract larger fish to the area.
6:33:36 PM Schmidt What materials are the attractors made of and how will they look?
6:33:52 PM Vallino Most are made of a vinyl material and the design looks something like a Christmas tree. The attractors will be anchored in the bottom of the lake and not visible from the surface.
6:37:17 PM Gulledge Asked if all Trustees were in favor of Park Committee recommendation for allowing the Shielded and Water organization to place fish attractors in Drost Park Lake. All were in favor
6:38:04 PM Gulledge Agenda item 6: Juneau Engineering Agreement for Water Line Project West of Hwy. 159
6:38:21 PM Gulledge The Old Town area, which is West of Hwy 159, is in need of replacing the water lines in that service the area. The area streets have fallen into poor condition as a result of continued repair work being conducted on broken water lines. The Village would benefit by replacing the water lines rather than to continue to make repairs to the broken lines. In the long run would save the Village money. Juneau Engineering agreement is a standard agreement and will be reviewed by the Village Attorney before being brought to the Board for approval.
6:42:05 PM Presson Stated the area has 4 inch water lines that had been in place for over 40 years and that since they were installed the Village ordinance has changed.  All new water lines need to be 8 inches when installed or replaced. He felt the area would benefit from the larger pipe line.
6:48:57 PM Schmidt Asked if more Hydrants would be added to the area.
6:49:06 PM Presson Stated more hydrants would be installed but at this time the exact number was not known. He estimated about 6 would be added.
6:50:24 PM Gulledge Asked if the Trustees were all in favor of replacing the current water lines in the Old Town area west of Hwy 159.
6:50:57 PM Short How much of the work will the Village be doing?
6:51:16 PM Presson The entire project will be placed for bids from outside contractors. Once the bids are collected, the Village will review them and decide on how much work the Village will do.
6:52:33 PM Schmidt Asked if the project costs will come out of next year's budget? Presson stated it would.
6:52:56 PM Vallino Thanked Presson and his Public Work's crew for the job well done with the snow removal from last Sunday's snow storm.
6:54:53 PM Gulledge Agenda item 7: Request for Funding from Tourism Bureau of Illinois South
6:55:06 PM Gulledge Received a request for funding from the Tourism Bureau of Illinois South, he wanted to bring it to the attention of the Board. Funds collected will help to pay for advertising and marketing of the Village in the Tourism Bureau's publications.
6:56:22 PM Schmidt Asked if it the amount of funds they were requesting was stated?
6:56:43 PM Gulledge Stated he felt the Village could contribute any amount based on the way the request letter was written. He also stated the Village has not contributed any funds for the last several years. Asked if the Trustees would like to contribute? All Trustees were not in favor of contributing funds.
6:57:15 PM Gulledge Agenda item 8: Request from Maryville Homecoming Association Re: Noise Ordinance
6:57:28 PM Gulledge The Maryville Homecoming Association will be holding it's annual Homecoming event on July 12th and 13th (July 14th would be the rainout date) and would like to request a waiver of the Noise Ordinance by extending the hours on all days. July 12th: 3PM - Midnight, July 13th: 1:00 PM - Midnight, and July 14th: 12 PM - Midnight. Stated the ordinance allowed the Mayor to make this modification but he wanted to bring it to the attention of the Board.
6:58:24 PM Schmidt Asked when in the past has the Village allowed the Noise Ordinance to be modified so that Sunday's hours could be extended until Midnight?
6:59:01 PM Gulledge Stated the Village has extended to Sunday hours in the past, for a Homecoming rainout, but the number of people attending the event until midnight was so low that noise was not an issue.
6:59:05 PM Gulledge Agenda item 9: Request for the Maryville Homecoming Association Re: Liquor and Certificate of Insurance
6:59:07 PM Gulledge The Maryville Homecoming Association is requesting a Temporary Liquor License and Certificate of Insurance for the weekend of July 12 - 14, Homecoming Weekend. As the Liquor Commissioner for the Village of Maryville, he will issue them a 2 day license with a 3rd  rain out day license. The Village insurance allows the Village to sponsor two alcohol related events per year. The only sponsored event is the Homecoming.
6:59:42 PM Schmidt Brought to the attention of the Board a conflict in requested times for both the Noise Ordinance and the Liquor License. The Mayor will respond to both requests stating the time will be from 1 PM - Midnight for all dates.
7:01:20 PM Gulledge Agenda item 10: Table for Chamber Auction
7:01:25 PM Gulledge The Annual Chamber Auction and Dinner will be held on April 26, 2013. The doors open at 5:00 PM and bidding starts at 5:30 PM. Dinner buffet will be from 6 PM - 8 PM. Tickets are $40 per person or table pricing is available. Stated in 2011 the Village paid $900 for 2 tables, and in 2012 paid $950 for 2 tables. He recommends purchasing 2 tables. Asked if all Trustees were in favor of purchasing 2 tables? All were in favor.
7:04:15 PM Gulledge Agenda item 11: Calendar Updates
7:04:23 PM Gulledge The Easter Egg Hunt is March 30 at 11am. In April the Community Improvement Board will meet on Monday the 1st, large item pick up is the last week of April, and the Comprehensive Planning Committee will meet April 23rd at 6:30 PM.
7:06:22 PM Gulledge Agenda item 12: Public Input - There was none
7:06:31 PM Gulledge Agenda item 13: To Do List
7:06:38 PM Short Date for the Comprehensive Planning Committee will need to be changed to  April 23rd.
7:06:52 PM Bell Asked for an update on the retaining wall.
7:07:29 PM Kostyshock The work progress has been slowed because of the recent snow storm.
7:07:39 PM Gulledge Agenda item 14: Trustee Comments
7:07:50 PM Vallino The Rabies Clinic has been set for May 11, from 9 AM -12 PM and will be located at the Community Center. All pricing will be the same as last year.
7:08:52 PM Schmidt All Trustees should have received the updated copy of the budget. Any questions should be addressed to himself, Jolene, or the Mayor. Budget workbooks for figuring any changes for next years budget have been issued to the Department Heads. All Department Heads wanting to see changes will need to meet with the Trustees to make the changes prior to April 15.
7:11:18 PM Bell Computron will be installing the new Exchange Server some time next week. After the server is installed all Trustees will need to use the Village email address for official business. All meeting packets will be sent only to the Village email address.
7:12:58 PM Kostyshock Stated crews are at the Roundabout at Lakeview Acres Road ready to pour concrete when the weather allows.
7:13:25 PM Garcia No comments
7:13:29 PM Short Commented he was happy with the progress of the Roundabout.
7:13:56 PM Gulledge Agenda item 15: Mayor Comments
7:14:03 PM Gulledge Oates Associates, Inc will offer program administration services for the Madison County MS4 Co-Permittee Group for the 2013 reporting year. Services consist of general program administration, assistance in preparation of the required Annual Reports in connection with the County's on-going MS4 permit program, and the Pesticide Application Point Source Discharge permit program. The Village is a member of the Madison County's Municipal Separate Storm Sewer System Co-Permittee Group and required to share take in the offered services by Oates Associates, Inc. The Madison County MS4 Program will cost $990 and the Pesticide Application Point Source Discharge Program will cost $990.  Asked the Trustees if all were in favor? All were. The National Day of Prayer Dinner will be on May 2, at 6:30 PM. Special Speaker Rick Jett will talk about his life experience and how prayer saved his life. The ticket cost is $5 per person.
7:17:11 PM Gulledge There being no further business to come before the meeting, called for a motion to adjourn. Motion to adjourn was made by Bell, and seconded by Schmidt. Roll call vote on the motion: Vallino - yes, Schmidt - yes, Bell - yes, Kostyshock - yes, Garcia - yes, Short - yes. Motion carried.
7:17:28 PM Gulledge Meeting Adjourned.
Respectfully submitted,

Christy Lucas, Village Deputy Clerk


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