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                  Village of Maryville, Illinois

Description



Caucus Meeting



Date



1/8/2014



Location: Council Chamber

Time



Speaker



Note



6:30:08 PM



Gulledge



Called the Caucus Meeting to order, Wednesday, January 8, 2014. Invited all in attendance to stand and join in the Pledge of Allegiance.



6:30:37 PM



Gulledge



Asked for a roll call of those officers present. Answering the roll call were Trustees Schmidt, Bell, Kostyshock, Garcia and Short. Trustee Vallino was absent from the roll call. Also in attendance were Deputy Clerk Lucas, Public Works Director Presson and 1 reporter.



6:31:03 PM



Gulledge



Called for the approval of the minutes of December 11, 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 Bell and seconded by Schmidt. Roll call vote on the motion: Schmidt - yes, Bell - yes, Kostyshock - yes, Garcia - yes, Short - yes. Motion carried.



6:31:26 PM



Gulledge



Agenda Item 5: Meter Reading Mobile Data Collection Unit



6:31:36 PM



Presson



The current meter reading system needs to be upgraded to a Mobile Data Collection Unit from Itron, MC3 SME Small Market Mobil Unit. The new device will be mounted in a vehicle and will allow the person taking the meter readings to increase the amount of reads taken in an hour, saving the Village time and freeing the employee up to be used on other Village projects. Presson recommends purchasing the new system from United Systems and hiring Gamber Johnson to install and set up the device. Total cost for the new mobile unit would be $16,000.



6:33:35 PM



Short



Asked how long the old meter reading unit had lasted and if the new mobile device would last as long.



6:33:47 PM



Presson



Stated the old unit has lasted about 6 years and he expects the new device to last about the same amount of time.



6:34:54 PM



Short



Asked how the unit would be repaired and by whom.



6:35:06 PM



Presson



United Systems is located in St Louis and they would be responsible for any repairs if needed.



6:36:35 PM



Gulledge



Asked the Board if all were in favor of purchasing the new Mobile Data collection Unit for Village meter reading. All were. OK to place on the next Board Meeting agenda for approval.



6:37:26 PM



Gulledge



Agenda Item 6: Bids for Replacement for Softener Media



6:37:41 PM



Presson



Bids were taken for the replacement of softener media. The old softener media was installed in 1997.  Based upon inspection of the old media, it is recommended that a replacement be purchased. The estimated cost of the project would be $85,000. Presson and Juneau Engineering recommends hiring Korte & Luitjohan Contractors, Inc. with the bided price of $59,960.00.



6:40:03 PM



Bell



Asked Presson to explain what the softener media was?



6:40:20 PM



Presson



The softener media is water filter system that all water runs through in the softening process.



6:40:34 PM



Schmidt



Will Korte & Luitjohan Contractors, Inc. remove all the old waste after installing the new media?



6:40:51 PM



Presson



Waste removal was included in the bid proposal.



6:41:00 PM



Bell



Will the new softener media last as long as the old media?



6:41:33 PM



Presson



The bid proposal clearly stated what the Village requirements were and he would expect the new media to last as long as the old softener media, about 10 to 12 years.



6:43:25 PM



Gulledge



Asked the Board if all were in favor of approving the softener media replacement. All were. Ok to place on the next Board Meeting agenda for approval.



6:43:38 PM



Gulledge



Thanked the Public Works Department for all the work they have been doing to remove the snow from the Village roads after the latest snow event. The Village was in great shape considering the amount of snow that has fallen. Stated the Village buildings have not had any storm related damage. Further discussion was had concerning weather and how the Village was affected.



6:47:39 PM



Gulledge



Agenda Item 7: Drost Park Khoury League Sponsorship Request.



6:47:49 PM



Schmidt



The Village has received a letter from the Drost Park Khoury League asking for sponsorship of a League team. The cost to sponsor a team would be $300 if paid before January 30, $350 after January 30th, and for an additional cost of $50, a League sponsor link can be added to their Website. Schmidt asked if other Village Departments such as the Fire Station had also received the same letter. Short stated, the Fire Station did receive the same letter every year and the request was an annual fundraiser for the league.



6:49:38 PM



Bell



The Village should not purchase the $50 website link because the Village webpage already offers a free link to the Drost Park Khoury League.



6:51:10 PM



Gulledge



The Village should sponsor a team because the Khoury League is located here in Maryville.



6:52:37 PM



Gulledge



Asked the Board if they were all in favor of sponsoring a Drost Park Khoury League team. All were in favor. Ok to place on the next Board Meeting agenda for approval.



6:53:49 PM



Gulledge



Agenda Item 8: Construction Engineering Agreement for Safe Routes Project.



6:53:57 PM



Gulledge



The Village Board has already discussed the Construction Engineering Agreement for the Safe Routes Project. IDOT has now finalized all the details and put together an agreement for the Village to sign. The contracted work will take place between the end of May 2014 and the first week in August 2014. Asked the Board if all were in favor of placing the Safe Routes Agreement on the next Board Meeting agenda for approval. All were in favor.



6:56:55 PM



Gulledge



Agenda Item 9: Calendar Updates - Discussed upcoming Village events for January and February. Village Hall will be closed for Martin Luther King Jr's Day on January 20th.



6:58:33 PM



Gulledge



Agenda Item 10: Public Input - There was none



6:58:41 PM



Gulledge



Agenda Item 11: To Do List



6:58:51 PM



Gulledge



Page 1



6:58:59 PM



Schmidt



Has the Village heard any updated information about the new message boards? Would like to have the message boards added to the To Do List. Gulledge stated he had not received any updated information.



6:59:32 PM



Bell



Asked if the Village staff photos were ready? Gulledge stated a few employees still needed to have photos taken and he was working on getting this done.



7:00:47 PM



Gulledge



Page 2



7:00:56 PM



Gulledge



Stated the date for the public hearing for the Boundary Agreement between the City of Troy and the Village would be on February 19th.



7:02:13 PM



Gulledge



Agenda Item 12: Trustee Comments



7:02:18 PM



Schmidt



The Village has received and reviewed the first Chamber of Commerce's post card to be mailed out early February. The Village has begun the processes to prepare the 2014 Budget.



7:04:46 PM



Bell



The Web page needs to be updated with the new police employee information.



7:05:57 PM



Kostyshock



Presented the Board with information for purchasing a lighted outdoor Christmas tree for the Plaza. The Board discussed the purchase. Kostyshock will present a price quote once the selected tree has come back in stock sometime in February.



7:09:02 PM



Garcia



None



7:09:03 PM



Short



None



7:09:07 PM



Gulledge



Agenda Item 13: Mayor comments - Nothing



7:09:16 PM



Gulledge



There being no further business to come before the Board, called for a motion to adjourn. Motion was made by Bell and seconded by Schmidt. Roll call on the motion: Schmidt - yes, Bell - yes, Kostyshock - yes, Garcia - yes, Short - yes. Motion carried.



7:09:35 PM



Gulledge



Meeting adjourned.



Respectfully submitted,

 

Christy Lucas, Village Deputy Clerk

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