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Village of Maryville, Illinois

Description Caucus Meeting
Date 3/12/2014

Location: Council Chamber

Time Speaker Note
6:30:10 PM Gulledge Called the Caucus meeting to order, Wednesday March 12, 2014. Invited all in attendance to stand and join in the Pledge of Allegiance.
6:30:40 PM Gulledge Asked for a roll call of those officers present. Answering the roll call were Trustees Schmidt, Bell, Kostyshock, Garcia, Short. Trustee Vallino was absent from the roll call. Also in attendance were Deputy Clerk Lucas, Attorney Motil, Public Works Director Presson, Building & Zoning Director/ Fire Chief Flaugher and 1 reporter.
6:31:05 PM Gulledge Called for the approval of the minutes of the February 26, 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 Bell and seconded by Schmidt. Roll call vote on the motion: Schmidt - yes, Bell - yes, Kostyshock - yes, Garcia - yes, Short - yes. Motion Carried.
6:31:30 PM Gulledge Agenda Item 5: Water Service & Pre-Annexation Agt.: Berta, 98 Lou Rosa Drive, Collinsville
6:31:47 PM Gulledge The Water Service & Pre-Annexation Agreement for Berta, 98 Lou Rosa Drive, Collinsville is a standard agreement that will not violate the boundary agreement with the City of Collinsville. A public hearing is set for March 19, 2014 at 6:20 PM. Asked for questions or concerns. There were none. Ok to place on the next Board Meeting agenda for approval.
6:32:08 PM Gulledge Agenda Item 6: Draft ordinance for Driveway Regulations (Street Creep)
6:32:24 PM Gulledge Explained the issue of driveway street creep in the Village. Stated Juneau Associates and the Village Building & Zoning Director had worked together to revise the current driveway regulations ordinance. Asked for questions from the board regarding driveways and street creep. Asked Charlie Juneau to explain the new ordinance and to answer any questions the board may have.
6:34:43 PM Juneau Explained some of the issues of driveway street creep and outlined how future driveways and sidewalks should be designed to meet Village regulations. Further discussion on the topic of driveway street creep took place between Charlie Juneau and the Board.
6:43:57 PM Gulledge Asked for questions or concerns regarding the ordinance for driveway regulations. There were none. Ok to place on the next Board Meeting agenda for approval.
6:44:08 PM Gulledge Agenda Item 7: Sewer Extension to north area of Hwy. 159 & Route 162 Intersections
6:44:31 PM Gulledge Explained the Village would like to consider extending the sewer lines in the 159 & Route 162 Intersections (Walgreen's area). The extension would enable the Village to offer prospective commercial businesses property with sewer lines already in place. The properties would be more desirable for development with the sewer lines in place. The Village asked Juneau Associates to put together a plan for future sewer extensions. Asked Charlie Juneau to explain to the Board his proposed plan.
6:45:40 PM Juneau Presented the proposed sewer extension project to the Board. Explained the areas in which he felt would benefit from having sewers extended to them. Juneau felt the project should be broken down into 3 different sewer line extensions with line "A" being the first to be developed. Line "A" would include Walgreens, run north and then extend under Hwy 159. Further discussion took place between Juneau and the Board.
6:54:53 PM Gulledge Stated the estimated cost of $175,000.00 for the first line's development was reasonable and would be paid for with future development on the properties. The Village needs to find ways to bring commercial business into Maryville. Steps should be taken to make the properties more desirable to build on.
6:57:05 PM Short What would the $175,000 estimated price include?
6:57:23 PM Gulledge The $175,000.00 will include line "A" of the sewer extension. The other two lines would be added at a later time.
6:59:38 PM Juneau Breaking the project down into 3 sewer line extensions would make it easier to gain use of easements on the properties involved. Line "A" will only involve 2 easements. The Village should not have to pay for easement access.
7:02:09 PM Gulledge Asked for questions or concerns. There were none. Ask if the Board was ok with developing the project for future approval? All agreed. Thanked Juneau for addressing the Board.
7:02:41 PM Gulledge Agenda Item 8: Purchase of Replacement Workstation from Computron
7:03:14 PM Flaugher Stated the current Building and Zoning computer workstation is failing and needs to be replaced. He has spoken with Computron and received a price quote for an Intel Quad Core I7 workstation with a 23" LCD monitor and a set of speakers for $1558.98 with an estimated installation fee of $267.00.  Flaugher recommends purchasing the workstation.
7:06:52 PM Gulledge Asked for questions or concerns regarding the purchase of a new computer work station. There none. Ok to place on the next Board Meeting agenda for approval.
7:07:11 PM Gulledge Agenda Item 9: Part-Time EMS Personnel for the Fire Department.
7:07:21 PM Flaugher Asked the Board to allow him to hire 4 or 5 new part-time EMS employees. Adding 4 or 5 part-time employees will allow him to avoid scheduling issues. Further discussion followed.
7:13:46 PM Gulledge Asked for questions or concerns. There were none. Ok to place on the next Board Meeting agenda for approval.
7:15:00 PM Gulledge Agenda Item 10: Pay App #3 from Tindall Construction for Public Works/Fire Storage Building
7:15:09 PM Presson Pay App #3 is for payment for work done by Tindall Construction on the Public Works/Fire storage building located at the water tower. Work is on schedule. The Public Works Department has completed the portion of work not contracted by Tindall Construction and Tindall will resume their construction as soon as the weather allows. Pay App #3 is for $3610.70 Presson recommends payment.
7:16:00 PM Gulledge Asked for questions or concern regarding payment of Pay App #3 to Tindall construction for the amount of $3,610.70. There were none. Ok to place on the nest Board Meeting agenda for approval.
7:16:21 PM Gulledge Agenda Item 11: Pay App #5 from Korte & Luitjoan for West Old Town Water Line Project.
7:17:01 PM Gulledge Stated he had received Change Order #3 for Korte & Luitjohan for the amount of 19,010.53 making total Change Orders of $13,823.53 for the West Old Town Water Line Project. The Change Order will need to be approved at the next Board Meeting. Asked if it was OK to place on the next Board Meeting agenda for approval. All agreed.
7:17:28 PM Presson Explained Pay App #5 for the amount of $24709.47 for work being done on the West Old Town Water Line Project by Korte & Luitjohan. Work is near completion. Korte & Luitjohan will return once the weather improves to re-grade and fill in areas that have settled. Presson recommends paying the Pay App #5.
7:19:55 PM Gulledge Asked for questions or concerns regarding the Pay App #5. There were none. Ok to place on the next Board Meeting agenda for approval.
7:20:29 PM Gulledge Agenda Item 12: Purchase of Replacement workstation from Computron for Clint Jones.
7:22:55 PM Presson The workstation located in the Streets Department Office is not functioning correctly and needs to be replaced. A price quote for an Intel Quad Core I7 tower with 23" monitor was received from Computron for the amount of $1528.99 with an estimated installation fee of $267.00.  Presson recommends purchasing the replacement computer with 22" monitor.
7:22:55 PM Gulledge Asked for questions or concerns regarding the purchase of a new computer workstation for Clint Jones.  There were none.  Ok to place on the next Board Meeting agenda for approval.
7:22:59 PM Gulledge Agenda Item 13: Re-Coating of Damaged Softener Tanks
7:23:10 PM Presson Stated during the last inspection it was discovered the Brine Softener tanks have been damaged and will need to be repaired and re-coated. The softener system will not work correctly with out the tanks functioning Properly. A price quote was received from Korte & Luitjohan Construction for the amount of $28,880.00 to repair 2 tanks. Recommends the repairs being done as soon as possible and feels Korte & Luitjohan Construction will do a fine job making the needed repairs. Further discussion followed.
7:27:16 PM Gulledge Asked for questions or concerns. There were none. Ok to place on the next Board Meeting agenda for approval.
7:27:30 PM Gulledge Agenda Item 14: Replacement of Strainer Assemblies for Softeners
7:28:09 PM Presson Stated to repair the softener tanks he will need to order 80 strainer assemblies. The strainer assemblies in the tanks have fallen apart. Korte & Luitjohann recommends purchasing 80 plastic assemblies. The strainers are part of the tank repair and need to be purchased as soon as possible so they will be on hand for Korte & Luitjohann to install. The total purchase is $6248.00.
7:28:54 PM Gulledge Asked for questions or concerns. There were none. Asked if all agreed to go ahead and purchase the 80 strainers now as an emergency purchase. All agreed. Ok to place on the next Board Meeting agenda for approval.
7:32:00 PM Gulledge Agenda Item 15: Extension of Boundary Line/Annexation Agreement with Glen Carbon
7:32:08 PM Gulledge Spoke with Jamie Bowden, Village of Glen Carbon's Administrator. Glen Carbon will adopt the extension of the Boundary/Annexation Agreement on March 25, 2014. The Village of Maryville will hold a Public Hearing on March 19, 2014 at 6:15 PM. Stated the agreement has not changed and the boundary line is still the same.
7:33:06 PM Short Asked how long the agreement will last?
7:33:21 PM Motil The agreement is for 20 years.
7:34:09 PM Gulledge Asked for questions or concerns. There were none. Ok to place on the next Board Meeting agenda for approval.
7:34:22 PM Gulledge Agenda Item16: Congressional Prayer Breakfast April 28, 2014
7:34:49 PM Gulledge Would like to purchase a table for the Congressional Prayer breakfast on April 28, 2014 at 7:15 AM at the Gateway Center. The guest speaker will be retired Indiana Pacer Center Steve Stipanovich. The Village has been purchasing a table for a number of years. A Table of 8 will cost $160.00. Asked if all were OK with purchasing a table at a total cost of $160.00. All OK.
7:36:22 PM Gulledge Agenda Item 17: Calendar Updates - Discussed upcoming events for the month of March and April.
7:38:25 PM Gulledge Agenda Item 18: Public Input - There was none
7:38:33 PM Gulledge Agenda Item 19: To Do List - Pages 1 & 2 - There were no comments.
7:38:50 PM Gulledge Agenda Item 20: Trustee Comments
7:38:59 PM Schmidt Early voting is happening now for Madison County. Poles will be open on March 18th.
7:39:25 PM Bell None
7:39:28 PM Kostyshock Roger Shoup was appointed as a member to the Library Committee. The Library would like to purchase a set of Dutch doors to hang internally to separate the office area from the the main public area. The total cost of the doors would be $837.00
7:42:03 PM Gulledge Asked the Board if they would like to purchase the new doors. The Board decided to let the Library pay for the doors and to have the Village install them.
7:43:56 PM Kostyshock Stated it was nice to see Drost Park filled with so many people during the two days of nice weather.
7:44:22 PM Garcia None
7:44:24 PM Short None
7:44:27 PM Gulledge Agenda Item 21: Mayor Comments
7:44:34 PM Gulledge Sew Time will have a Ribbon Cutting Ceremony on March 14, 2014 at 10 am. Schmidt asked if the Public Works Department could fix the pot holes in the alley way behind Sew Time before the ribbon cutting. The alley way would add extra parking. Gulledge will discuss the issue with Public Works Director Presson.
7:45:41 PM Gulledge There being no further business to come before the meeting. Called for a motion to adjourn. Motion was made by Schmidt and seconded by Bell. Roll call vote on the motion: Schmidt - yes, Bell - yes, Kostyshock - yes, Garcia - yes, Short - yes. Motion carried.
7:45:56 PM Gulledge Meeting adjourned.
Respectfully submitted,

Christy Lucas, Deputy Clerk

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