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Village of Maryville, Illinois

Description Caucus Meeting
Date 5/22/2013

Location: Council Chamber

Time Speaker Note
6:30:20 PM Gulledge Called the Caucus Meeting to order Wednesday, May 22, 2013. Invited all in attendance to stand and join in the Pledge of Allegiance.
6:30:53 PM Gulledge Asked for a roll call of those officers present. Answering the roll were Trustees Vallino, Schmidt, Bell, Kostyshock. Trustees Garcia and Short were absent. Also in attendance were Deputy Clerk Lucas, Attorney Motil, Public Works Director Presson, one reporter, and one guest.
6:31:06 PM Gulledge Called for the approval of the minutes of the May 8, 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. Motion carried.
6:31:36 PM Gulledge Agenda item 7: Request for "Cheering Up A Sweat" 5K & 10K Run /Walk
6:32:25 PM Frisbee Eric Frisbee, 1009 Meadow Lake Dr. Maryville, IL 62062. Frisbee requested permission to hold the Collinsville "Cheering Up A Sweat" 5K & 10k Run/Walk in the Village of Maryville. Date: Saturday, June 29, 2013. Time: 7:30 A.M. to 11:00 A.M. Location: Firemen's Park (Hwy 159 & E. Perry Streets). Frisbee stated the running course will be the same as last year and will have guides standing along the route to help the runners. He has asked permission of the Catholic Church to use their parking lot for parking and is requesting all runners to help eliminate any past issues with parking by carpooling.  MCT Trails has given permission to use the bike trail as part of the running course. Insurance for the event is in place. This year the St. Louis Ram's Cheerleaders will be at the race for a meet and greet with race attendees.
6:34:02 PM Gulledge Stated the Park Committee has already given there OK to use Firemen's Park for the event.
6:34:47 PM Bell Asked if the new Roundabout would be open before the event and would it cause any problems with traffic flow during the event?
6:35:04 PM Gulledge Provided the weather stays dry, the Roundabout should be open before June 29th. He did not feel it would cause any issue with traffic flow during the race. Asked for questions. There were none. OK to place on the next agenda for approval.
6:36:03 PM Gulledge Agenda item 5: Water Service & Pre- Annexation Agreement - Bilbrey, 108 Hillside Ct. Collinsville.
6:36:15 PM Gulledge Standard water service & pre- annexation agreement. Did not see any issues with the property and allowing the agreement. Asked for questions. There were none. Asked if all Trustees were OK with placing the agreement on the next agenda. All were.
6:36:42 PM Gulledge Agenda item 6: Water Service & Pre- Annexation Agreement - Mundy, 3047 Keebler Rd., Collinsville.
6:36:49 PM Gulledge Standard agreement, but after reviewing the map of the property he was concerned and questioned whether or not a section of the property has a right-of-away or easement on it that belonged to the Village of Maryville, in which the property would have to be annexed in to the Village. He did not have an issue with allowing the water service &  pre-annexation agreement but he will request further examination of the property. Asked for questions. There were none.
6:38:46 PM Bell Agreed the Village should check for a right-of-always on the property.
6:39:34 PM Gulledge Agenda item 8: Amendment to Section 50.15 of the Code of Ordinances
6:39:46 PM Gulledge Attorney Motil, Public Works Director Presson, and himself have been work on amending the ordinance.
6:40:00 PM Motil The revised ordinance will remove any burden on the Village for having to have a hearing before turning off water service to a property that is in a delinquent status for non-payment of water bills. The Village on the average has about 50 properties that fail to pay their water bills on time and fall behind. Many of these clients, once informed that they are delinquent make arrangements  for payments. The Village has about 10 property owners that repeatedly fall behind or just do not bother to pay their past due bill. In order for the Village to shut off service a hearing must take place to approve each property for shut off. The new amended ordinance will eliminate the need for a hearing and give the Village the right to shut the water off immediately.
6:43:53 PM Gulledge The amendment will also help landlords or property owners who are not living in the area from incurring large water bills. Payment for water leaks are the responsibility of the property owner. Landlords/ property owners who do not live on the property may not be aware of any water leaks. The amendment will allow the Village to shut off water service to properties in which a water leak has been detected.
6:45:22 PM Motil Noted the Village is very willing to work with clients who want to make payments.
6:45:59 PM Schmidt Who has the final say when water gets shut off. Who currently approves the shut off?
6:46:34 PM Gulledge Stated the Public Works Director Presson puts together a list of properties that have past due status. He reviews the list and then makes his recommendations for shut off. The final approval is then made by the Mayor.
6:47:48 PM Vallino Asked if the Village has an updated list of delinquent property owners and is the list kept up to date on a monthly basis?
6:48:08 PM Gulledge Stated the Water Department is able to track payments through the software program that is used to record incoming payments.
6:48:10 PM Vallino Asked if a set plan was followed when deciding what properties need to be shut off for lack of payment?
6:48:37 PM Gulledge Stated the Water Department did follow the same plan when notifying property owners that their water service would be shut off if the account was not brought up to a zero balance.
6:49:10 PM Motil The Water Department develops a list of delinquent properties and then sends out a notice to inform the owners the water service will be shut off if the past due amount is not paid in full by a certain date. Most property owners will either pay the amount they owe or make arrangements to make payments. After the date stated on the delinquent notice has passed the properties that have not paid or made arrangements to pay their bills are placed on a shut off list and reviewed for approval to have service turned off.
6:49:23 PM Gulledge Stated the amendment would help the Village. Asked for questions. There were none. Trustees were OK with placing the amending ordinance on the next agenda.
6:49:27 PM Gulledge Agenda item 9: Community Center Rental Fee For FASTT
6:49:36 PM Gulledge Stated in July of 2011 the Village started renting the Senior Center to FASTT for $1000/month. In 2012, the rent was raised $200.00, for a total amount of $1200.00/month. The average monthly telephone bill is around $35/month, with the average utility bills per month being around $200. Outside of a small yearly cost to replace or repair broken items or fixtures, FASTT has not caused the Village any large out of pocket costs. FASTT has been a very good group to have as a renter for the building. The only issue has occurred when other groups have wanted to rent the building on the weekends. FASTT requires the building to have special areas set up to help teach life skills to its students. Before the building can be rented out on the weekends the Public Works Department must clear the floor space and then go back in and reset up the equipment. Last week, FASTT contacted the Village for information on a possible rent increase. Gulledge asked the Trustee to discuss either to raise the rent or to leave the rent amount the same.
6:53:20 PM Bell Would like to see a temperature control thermostat installed in the building. Suggested instead of raising the rent, FASTT should be required to pay the utility bills for the building.
6:54:30 PM Vallino Agreed with Bell that the building was very hard to rent to other groups.
6:54:59 PM Bell Stated the building was almost impossible to rent on the weekends to other groups with FASTT occupying the building during the week, but the Village still advertises it as a place to rent.
6:55:26 PM Gulledge Stated the reason the Village voted to rent the building to FASTT back in 2011 was because the building had been sitting empty with very few people wanting to rent it. FASTT has earned the Village over $12,000.00 in profit in 2012.
6:55:43 PM Vallino The rent was set at a reasonable rate, but he agreed they should be required to pay for the utilities they used.
6:58:05 PM Kostyshock Would like to have a temperature control thermostat installed in the building.
6:59:32 PM Schmidt Would like to see the rent raised $100.00 per year. The extra amount per month would cover the out of pocket cost for wear and tear on the building. Stated the Village should stop advertising the building for rent to the public.
7:03:58 PM Gulledge Asked if the Trustees were OK with raising the monthly rent for the Senior Center by $100. All were OK with the increase.
7:04:02 PM Gulledge Agenda item 10: Proposal from Thiems Construction for Roundabout Sign
7:04:14 PM Gulledge Stated the Trustees had already reviewed and discussed the proposal from Thiems Construction for the Village of Maryville sign to be placed in the new Roundabout on Lakeview Acres Dr. and Hwy 162. He would like the OK from the Board to place the change order for the new break away sign on the June 5th agenda.
7:04:37 PM Bell Asked if the new sign would be a $7000.00 increase over the cost of the other Maryville sign?
7:04:52 PM Gulledge The State is requiring the Village to install a break away sign for safety issues and the cost will be $7000.00 more than the what the Village paid for  the other Maryville Sign because of its design.
7:05:20 PM Vallino Asked why the roundabout had not been finished yet?
7:05:28 PM Gulledge The weather has been to wet too complete the job. Thiems Construction has asked for a 3 week extension because of the bad weather. The project should be completed by the end of June but if the weather were to stay nice it could be complete as soon as mid June.
7:09:04 PM Gulledge Asked for any other questions from the Board. There were none. OK to put on the June 5 agenda.
7:09:59 PM Gulledge Agenda item 11: Calendar Updates - Board discussed upcoming events for the month of June. May 29, 2013 Caucus Meeting has been canceled.
7:17:41 PM Gulledge Agenda item: 12: Public Input - There was none
7:17:50 PM Gulledge Agenda item 13: To Do List
7:17:57 PM Gulledge Asked for changes or updates to page one.
7:18:04 PM Bell Wanted to add replacing the Village phone system on the To Do List. Stated he had looked in to several new phone systems and feels if the Village were to replace the current Charter service with a new service it would save the Village about $800.00 a year.
7:19:32 PM Vallino Stated he and Schmidt would meet with the different departments to discuss what functions the new phone system would need to have and then they would put our requirements together and send it out for public bids.
7:20:44 PM Bell The Village will need to make sure that only quality company's bids are considered. excepting low bids on some projects is OK but when installing something as important as a new phone system a company who is known for quality should be considered first. He recommended Cisco as a company to consider.
7:20:56 PM Schmidt Had some concern with only using wireless phone lines for all the functions the Village will require lines for. Some functions will require a land line.
7:21:23 PM Vallino The main issue is to figure out what the Village will need before for picking a company.
7:21:48 PM Vallino Asked if there were items on the To Do List that could be removed. Asked if the Community Center building repair was done and if so could that be removed off the list?
7:22:26 PM Gulledge Not all repairs had been completed and there were still items to be done.
7:22:41 PM Vallino Fire Department driveway & parking lot, was the project complete? Gulledge stated yes it was just about done. Asked for an update on the Fred Winters Park.
7:23:12 PM Presson The Village is about 60% done with the park and waiting for the weather to clear up to finish any concrete work.
7:23:49 PM Vallino At pavilions 6 & 7, asked if the electric and water had been run to the pavilions and if the hooks had been hung to hang electrical wires?
7:24:05 PM Presson The water has not been run as of yet and will not be hard to do. The electric is on hold until the Park Committee can tell him the money has been budgeted for the project. Bell stated he would have to look into the issue. Gulledge stated he would show Presson where to install the hooks in the pavilions for running wires up and off the ground.
7:28:38 PM Gulledge Asked for changes or updates on page 2 of the To Do List.
7:28:46 PM Vallino Asked if a due date had been set for the Loop Water System - St. John Neumann to Pleasant Ridge? Gulledge stated it had not been set yet.
7:29:22 PM Bell Wanted to know the status of when the money would come in for the Safe Routes to School project.
7:29:25 PM Gulledge The Village had been approved for money for the project but it was not expected to come in until the fall after school was back in session. The Village would have to decided to either start the project then or to wait until school was out of session the following summer.
7:31:15 PM Vallino Wanted to know if any new improvements were planned for the Fairland Cemetery. Stated he had been approached by several people about possible improvements to the entrance to the Cemetery.
7:31:29 PM Kostyshock Stated a new flag pole will be installed with rock around the base of the pole. At this time no improvements were planned for the entrance but it would be considered in the future.
7:32:56 PM Gulledge The Village will have to decide if they want to spend the money to make improvements.
7:32:56 PM Gulledge Agenda item 14: Trustees Comments
7:32:56 PM Vallino None
7:33:40 PM Schmidt Asked if a cross walk will be painted from the Methodist Church across W. Main St. to the parking lot and when would the flags be placed at the cemetery for Memorial Day?
7:34:02 PM Presson The cross walk is on his list to have the summer help complete over the summer. 
7:34:32 PM Gulledge Flags for veterans graves will be placed out on Sunday evening at 6pm. Anyone wanting to help should arrive at that time.
7:35:47 PM Bell The Park Committee has made a recommendation to approve 3 park benches in honor of Mike Semanisin to be placed at Firemen's Park. The cost for the benches will come from budgeted funds and the remaining cost will be paid for by Joe Semanisin's family.
7:38:21 PM Gulledge Asked if Board was OK with the recommendation. All were in favor. Ok to put on the next board meeting agenda.
7:39:14 PM Kostyshock The summer help employees will start this week and next week. the Maryville School Students took a tour of Maryville and visited several Village Departments. He wanted to thank all the departments for helping with the tours. Public Works Director Presson, Joe Semanisin, and he met to discuss the changes for the Hwy 159 Memorial. All agreed they would like to see it look more open and do so by taking down a few of the trees. In addition, concrete decorative rocks would be added. Asked if it would be possible to have more picnic tables placed at Firemen's Park during Homecoming Weekend? Bell stated all available tables were already being placed in the park for the event. Gulledge felt the issue was not in the number of the tables but rather with people who arrive early and stay seated for the entire evening.
7:46:02 PM Gulledge Agenda item 15: Mayors Comments - There were none.
7:47:17 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. Motion carried.
7:47:33 PM Gulledge Meeting adjourned
Respectfully submitted, 

Christy Lucas, Village Deputy Clerk

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