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Village of Maryville, Illinois

Description Caucus Meeting
Date 2/12/2014

Location: Council Chamber

Time Speaker Note
6:30:06 PM Gulledge Called the Caucus Meeting to order, Wednesday February 12, 2014. Invited all in attendance to stand and join in the Pledge of Allegiance.
6:30:48 PM Gulledge Asked for a roll call of those officers present. Answering the roll call were Trustees Vallino, Schmidt, Bell, Kostyshock, Garcia, and Short. Also in attendance were Deputy Clerk Lucas, Attorney Motil, Clerk/ Treasurer Henry, Public Works Director Presson, 1 reporter, and 1 guest.
6:30:51 PM Gulledge Called for the approval of the minutes of January 29, 2014 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.
6:31:22 PM Gulledge Agenda Item 5: Purchase of Liberty Meeting Recording Software
6:31:32 PM Henry Proposed to the Board purchasing new meeting recording software. Stated the current software was designed for court reporting and had been configured to work for the Village to record weekly Board and Caucus Meetings. The Current software, (FTR Reporter and FTR Log Notes), was failing and no longer compatible with current forms of Microsoft Windows. Using the FTR software to record minutes and then transposing them to a web version and then a Microsoft Word document was time consuming and could be made easier with new software. Henry recommended purchasing the Liberty Meeting Recording Software from BusComm. The total cost of the purchase would be $9,468.81 with a first year licensing/ maintenance fee of $852.12. Further discussion, questions and answers were had by Henry and the Board concerning the new software, current computer equipment, and any future equipment that may need to be purchased in addition to the new Liberty Meeting Recording Software.
6:50:24 PM Gulledge Asked for questions or comments regarding the purchase of the new Liberty Meeting Recording Software. There were none. All in favor of the purchase. Ok to place on the next Board agenda for approval.
6:51:40 PM Gulledge Agenda Item 6: Probationary Firefighters
6:51:49 PM Short Requested to have Nicholas Perry, Austin Maedge, Christopher Hartsoe, William Tracy, and Zack Napoli considered, at the February 19, 2014 Board Meeting, for membership to the Fire Department as probationary firefighters. Training will begin on February 19th with a completion date to be some time mid October 2014.
6:52:42 PM Gulledge Asked for questions or concerns regarding the request for Probationary Firefighters. There were none. Ok to place the request on the next Board Agenda for approval.
6:53:00 PM Gulledge Agenda Item 7: Pay App #2 from Tindall Construction for the Public Works/Fire Storage Building
6:53:09 PM Presson Tindall Construction has been working on the construction of the new storage building located at the Water Tower. Pay App #2 for the amount of $26,113.69 is due to be paid to Tindall Construction. Based on the work that has been completed, Presson recommends paying pay App #2.
6:53:49 PM Gulledge Asked for questions or comments regarding Pay App #2. There were none. Ok to place on the next Board Agenda for approval.
6:53:54 PM Gulledge Agenda Item 8: Change Order #2 from Korte & Luitjohan for West Old Town Water Line Project
6:54:03 PM Presson Change Order #2 from Korte & Luitjohan for West Old Town water lines project is a price reduction for materials not used but listed in the original contract. The contract deduction is $2016.00.
6:54:20 PM Gulledge Asked for questions or comments regarding the Change Order #2. There were none. Ok to place on the next Board Agenda for approval.
6:54:49 PM Gulledge Agenda Item 9: Pay App #4 from Korte & Luitjohan for West Old Water Line Project
6:54:59 PM Presson Korte & Luitjohan has continued to conduct work as scheduled for the West Old Town Water Line Project. Presson recommends paying the Pay App #4 in the amount of $8,803.83 for work completed.
6:55:41 PM Gulledge Asked for questions or comments concerning the Pay App #4 for Korte & Luitjohan. There were none. Ok to place on the next Board Agenda for approval.
6:55:47 PM Gulledge Agenda Item 10: 2014/2015 MFT Maintenance Program
6:55:57 PM Presson The MFT Maintenance Program is a resolution that is updated every year and agreed upon by the Village and the Illinois Department of Transportation. The resolution appropriates $230,000.00 to cover the 2014 MFT Maintenance Program. This year the only changes to be made will be an increase in funds for snow removal and street signs. Presson recommends approving the updated resolution for the MFT Maintenance Program.
6:56:32 PM Gulledge Asked for questions or comments concerning the MFT Maintenance Program recommendation. There were none. Ok to place on the next Board Agenda for approval.
6:56:54 PM Gulledge Agenda Item 11: Purchase of a hydraulic Thumb for the Case Backhoe
6:57:05 PM Presson Stated he would like to purchase a hydraulic thumb for the new Case Backhoe. The thumb will operate on the backside of the backhoe and will allow the operator to reach inside large holes. Price quotes were taken. Presson recommends purchasing the hydraulic thumb from Edwards Equipment - Case in Belleville, IL for $6200.00.
6:58:22 PM Gulledge Asked for questions or concerns regarding the purchase of a new hydraulic Thumb. There were none. OK to place on the next Board Agenda for approval.
6:58:30 PM Gulledge Agenda Item 12: Purchase of a Portable Radio System using IL. Public Risk Safety Grant Funds
6:58:43 PM Gulledge Explained how the Illinois Public Risk Fund's Grant Program worked. Stated this year the Village had qualified for a $11,479.00 grant which includes a $2,147.00 Preferred Loss Ratio Grant. Grant funds can be used by the awarded department for safety equipment programs.
6:59:56 PM Presson Proposed purchasing a Portable Radio System for the cost of $12,243.75. The radios will allow communication within the Public Works Departments in all areas of the Village where other communication devices fail to work. The system comes with rechargeable battery backs that will last 4 hours, two charging dock stations, and 10 portable radios. The price quote includes delivery and setup of the system. Presson stated the additional $900.00 needed to make the purchase has already been allocated for a revision of the FFC license for compatibility. Presson recommends purchasing the portable radio system from DataTronics of Alton, IL. Further discussion was had concerning the purchase and need for the radio system.
7:04:30 PM Gulledge Asked for questions or concerns regarding the purchase of the portable radio system. There were none. Ok to place on the next Board Agenda for approval.
7:04:43 PM Gulledge Asked for other questions to be addressed by the Public Works Director Presson.
7:04:55 PM Short The IDOT/Maryville Scale located on I-55 - Asked if the water bills were just for water to the building and who owned the hydrant to the rear of the building? Presson stated Maryville only supplies the water to the building but the hydrant belongs to the City of Troy.
7:05:43 PM Bell Asked if the Public Works Departments have purchased the Bluetooth cell phone devices for use in the vehicles? Presson stated, Bluetooth devices had been purchased by the Village for himself, Joe Simpson, Water Superintendent, and Street Superintendent. Other workers had purchased their own devices and all other workers have been informed that no use of cell phones are allowed while operating a Village vehicle.
7:07:27 PM Gulledge Agenda Item 13: Extension of Boundary Line/Annexation Agreement with Troy - Stated the agreement had been previously discussed by the Board. A Public Hearing will be conducted in the Village Hall Chambers on February 19, 2014 at 6:15, to discuss the agreement. Asked for question or concerns. There were none. Ok to place the Agreement on the next Board Agenda for approval.
7:08:26 PM Gulledge Stated the Boundary Line/Annexation Agreement with Glen Carbon is also up for extension. Stated the agreement has not changed except for the way the ordinance is written. A Public Hearing will take place in the Village Hall Chambers on March 19, 2014 at 6:15 pm to discuss the agreement.
7:09:39 PM Gulledge Agenda Item 14: Calendar Updates - The Village Hall will be closed on February 17, 2014 to observe Presidents Day. Discussed upcoming Village events for the month of February and March.
7:12:07 PM Gulledge Agenda Item 15: Public Input. There was none.
7:12:23 PM Gulledge Agenda Item 16: To Do List
7:12:31 PM Gulledge Page one
7:12:40 PM Short Asked for an update on when Fred Winter's Park would open.
7:12:48 PM Gulledge Stated the discussion has been to set the date for after the Village Homecoming Weekend. Waiting until then will give the park a change to green up and develop. Will further discuss with the Park Committee.
7:13:50 PM Bell Asked for an update on the new phone system. Schmidt stated there was no update at this time.
7:14:35 PM Gulledge Page two
7:14:44 PM Bell Asked for an update on the new Message Boards. Gulledge stated there was no update at this time. Bell would like to have the Village comptroller look into further price quotes.
7:15:42 PM Schmidt Asked where the funds to pay for the Message Boards would come from. Gulledge feels that most of the money would come from the Administration budget line.
7:16:29 PM Gulledge Agenda Item 17: Trustee Comments
7:16:33 PM Vallino None
7:16:36 PM Schmidt None
7:16:38 PM Bell None
7:16:47 PM Kostyshock None
7:16:48 PM Garcia None
7:16:50 PM Short Would like to have the Fire Department Instructor Conference placed on the next Board Agenda for approval of funds for training and travel to the event. The Department has $1500.00 to spend on 5 approved attendees.
7:18:19 PM Gulledge Agenda Item 18: Mayor Comments
7:18:30 PM Gulledge The DEP Grant used to finish Drost Park has $3150.95 left to spend for other community improvements. Discussion was had to use the funds to purchase oak trees for Fred Winter's Park development. Stated another resolution will have to be passed to send with the grant application.
7:23:34 PM Gulledge February 27, 2014 the Mayor for the City of Troy will host a Southwestern Council of Mayor's Meeting with a guest speaker. The event will be held at the Troy Truck Center, from 6:00 PM to 8 PM. Any Trustee wanting to attend must let him know as soon as possible.
7:25:04 PM Gulledge The Maryville, Troy, St. Jacob Chamber of Commerce will hold a Business After Hours Meeting on February 13, 2014 at the Fountains Assisted Living in Troy from 5:00 PM to 6:00 PM. The co-host is A1 Wedding and Party.
7:25:39 PM Gulledge There being no further business to come before the Board, called for a motion to adjourn. Motion was made by Vallino and seconded by Bell. Roll call vote on the motion : Vallino - yes, Schmidt - yes, Bell - yes, Kostyshock - yes, Garcia - yes, Short - yes. Motion carried.
7:25:58 PM Gulledge Meeting adjourned.
Respectfully submitted,

Christy Lucas, Village Deputy Clerk

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