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Village of Maryville, Illinois

Description Caucus Meeting
Date 3/26/2014

Location: Council Chamber

Time Speaker Note
6:30:06 PM Gulledge Called the Caucus Meeting to order, Wednesday March 26, 2014. Invited all in attendance to stand and join in the Pledge of Allegiance.
6:30:35 PM Gulledge Asked for a roll call of those officers present. Answering the roll call were Trustees Vallino, Schmidt, Bell, Kostyshock, Garcia, Short. Also in attendance were Deputy Clerk Lucas, Attorney Motil, Public Works Director Presson, Assistant Fire Chief Hartman, and one reporter.
6:30:45 PM Gulledge Called for the approval of the minutes of the March 12, 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.
6:31:19 PM Gulledge Agenda Item 5: Purchase of a New Server Computer for Radio Room @ Firehouse.
6:31:43 PM Hartman Requested to purchase a new server computer for the Radio Room at the Firehouse. The current computer is out of date and not meeting the file storage requirements. The purchase of a new low range server will increase speed and enlarge the amount of storage space for the data base, call volume, ticket history used for reports, and Firehouse inventory lists. Hartman recommends purchasing a CybertronPC Caliber Tower ($1099.99), a Asus 24" Widescreen Monitor ($189.99), wireless keyboard ($39.99), and a HP Laser Jet Pro wireless printer ($99.99), plus a 3 year warranty ($199.99). Total price quote of $1629.95.
6:34:41 PM Short Total cost $1629.25 does not include an estimated shipping and handling fee of $100.00. The new server will come with a 3 year warranty and Hartman will set up and install already owned software.
6:35:49 PM Schmidt Would like to have the new server purchased in the current fiscal year. Hartman will order as soon as possible once approved for purchase.
6:36:59 PM Garcia Questioned why a low range server was being purchased instead of a computer with a greater storage capacity for future use.
6:37:03 PM Hartman The decision to purchase a low range server will meet the current needs of the Fire Department. The new computer will not be used as a desktop computer but more for just file storage. The low range server will meet the current needs and if needed can be added onto. Files will be backed up on an off-site "Cloud" data base site. Storing the backup files in an off-site data base will also ensure their security incase of a fire.
6:38:38 PM Bell Asked if emails could be also saved to the new server to meet the required Federal Freedom of Information Act Laws? Stated the Village had recently purchased a server for all Village emails.
6:39:22 PM Hartman Stated the server is not used to store emails.
6:40:40 PM Motil The firehouse would fall under the Freedom of Information Act Laws and should be saved for future F.O.I.A. requests.
6:40:56 PM Hartman Stated he would like to look into including the Firehouse on the Village server for email storage.
6:41:17 PM Gulledge Asked for questions or concerns on the purchase of a new server computer for the Firehouse. There were none. Ok to place on the next Board Meeting agenda for approval.
6:41:27 PM Schmidt Congratulated Hartman on being named head of the new fire/ambulance district in Troy, IL.
6:41:55 PM Gulledge Agenda Item 6: Purchase of a Work Trailer for the Public Works Department.
6:42:12 PM Presson Stated he would like to purchase a new work trailer for the Maryville Water Department. The trailer will be used in a daily operations to haul everything from pipe to equipment. The trailer that the department currently has is not rated to haul all of the departments equipment and is being used by both the Streets Department and the Water Department which makes it difficult to use. Presson stated he had received several bids on a new trailer and recommends purchasing from Stephens Trailer Sales for the amount of $8508.00
6:43:29 PM Gulledge Asked for questions or concerns about the purchase of a new work trailer for the Water Department. There were none. Ok to place on the next Board Meeting agenda for approval.
6:44:07 PM Gulledge Agenda Item 7: Rear Door Replacement @ Water Plant.
6:44:13 PM Presson Requesting to purchase a set of doors for the rear of the Water Plant. This purchase will be the last set of doors to be replaced. Presson has received several bids and recommends purchasing the doors from Locks A 2 Z Inc., for the amount of $2738.80.
6:44:59 PM Gulledge Stated the doors had rusted and were in bad condition.  He felt the doors needed to be replaced.
6:45:24 PM Schmidt Asked if the bids included installation of the doors? Presson stated installation was included.
6:45:36 PM Gulledge Asked for questions or concerns about the purchase of new doors for the rear entrance of the Water Plant. There were none. Ok to place on the next Board Meeting agenda for approval.
6:45:42 PM Gulledge Agenda Item 8: Purchase of a replacement Dehumidifier for the Water Plant
6:45:44 PM Presson Would like to purchase a replacement dehumidifier for the Water Plant. The current unit was installed in 1997 and is not able to properly function. Presson has received several bids and recommends purchasing the new unit from Sidener Enviromental for the amount of $3250.00.
6:46:29 PM Bell Asked if the unit was a stand alone unit?
6:46:39 PM Presson Stated the dehumidifier was a stand alone unit about 4 feet by 3 feet.
6:47:13 PM Gulledge Asked for questions or concerns about the purchase of a new dehumidifier for the Water Plant. There were none. Ok to place on the next Board Meeting agenda for approval.
6:47:33 PM Gulledge Agenda Item 9: Aerator Outside Pipe Replacement at the Water Plant
6:47:38 PM Presson Stated the pipe fitting for the Aerator is to large for the Water Department to replace on their own. The pipe is the original pipe put in place sometime around 1978. Several repairs have been done to fix small holes but at this time the pipe is beyond repair. Presson recommends purchasing the replacement pipe fitting. Several bids were taken and Presson recommends GRP for the amount of $9834.00.
6:48:54 PM Bell Asked how large of a piece of pipe needed to be replaced?
6:48:59 PM Presson The pipe is 6' long with a 90 degree bend with a small flange. Stated the bid price covers the cost of the pipe and installation. The pipe needs to be replaced because it will not pass the next inspection.
6:50:04 PM Schmidt Asked if the pipe would have to be special ordered?
6:50:15 PM Presson GRP will have to search for the correct pipe fitting and then have it shipped here.  GRP does not have the pipe fitting in stock.
6:50:35 PM Bell Would like to go ahead and order the pipe.
6:50:47 PM Gulledge Asked for questions or concerns about the purchase of the replacement section of pipe for the outside Aerator at the Water Plant. There were none. Ok to place on the next Board Meeting agenda for approval.
6:51:01 PM Gulledge Agenda Item 10: Purchase of an Asphalt Roller for Public Works.
6:51:08 PM Presson Stated the Village has switched from cold patch street repairs to hot patch repair because the asphalt will hold longer. The Village has been renting the asphalt roller for repairs and would now like to purchase their own. The purchase should save the Village money. Price quotes were taken and Presson recommends purchasing the asphalt roller from Erb Equipment Co. of Illinois for the amount of $34,250.00. The cost will be spilt between the Streets Department and the Water Department. Further discussion followed.
6:53:48 PM Gulledge Asked for questions or concerns about the purchase of a new asphalt roller. There were none. Ok to place on the next Board Meeting agenda for approval.
6:54:06 PM Gulledge Stated he would like to discuss repairs to the damaged Water Tower fence. During the last wind storm a section of the Water Tower fence had been blown over and needs to be repaired and re-enforced. The fence secures the Water Tower and any stored items or equipment inside of the fenced area. Stated he had received an several bids to make repairs to the damaged fence and recommends Belleville Fence for the amount of $ 5,737.00.
6:54:49 PM Presson The bid was for the broken/snapped fence pole replacements with additional strengthening poles. The new fence section will be designed to allow wind to blow through.
6:59:09 PM Gulledge Asked for questions or concerns about repairing the damaged section of fence at the Water Tower. There were none. Ok to place on the next Board Meeting agenda for approval.
6:59:09 PM Gulledge Agenda Item 11: Bids for Grass Planting in Fred Winters' Park
6:59:21 PM Presson Fred Winters' Park is ready for grass seed, fertilization, and straw. The cost to have the grass planted by an outside bidder is more than the Village wants to pay. After doing some research and checking on prices for the materials needed, Presson recommends the Public Work's Department to do the work. The Village will need to purchase the grass seed, fertilizer, and straw as well as rent the machine to spread the straw. Total cost of materials would be $4,000.00.
7:00:54 PM Gulledge Asked for questions or concerns for the price bids for grass planting Fred Winters' Park. Further discussion followed. Asked for other questions or concerns. There were none. Ok to place on the next Board Meeting agenda for approval.
7:02:24 PM Kostyshock Asked if all the trees had been planted at Fred Winters' Park? Presson stated they were all planted.
7:02:59 PM Bell Asked if the Meditation Garden at Fred Winters' Park needed to be complete before grant money could be requested?
7:03:35 PM Gulledge All the Grant funds for the Park have been used. Any future work will have to be paid for by the Village or by donated funds.
7:03:52 PM Schmidt Asked Presson about how much work it would take to repair the alley way by Sew Time?
7:04:20 PM Presson Repairing the alley way by Sew Time is on this years To Do List and will be complete.
7:04:32 PM Kostyshock Presson is saving the Village money by being proactive in keeping the Water Plant in great condition.
7:05:29 PM Gulledge Agenda Item 12: Park Committee Recommendation (YMCA Half Marathon; May 10, 2014)
7:05:36 PM Bell Recommends allowing the YMCA to have the half marathon on May 10th, 2014. Would like to place it on the next Board Meeting agenda for approval.
7:06:25 PM Gulledge Asked for questions or concerns about the YMCA Half Marathon on May 10, 2014. There were none. Ok to place on the next Board Meeting agenda for approval.
7:07:28 PM Gulledge Agenda Item 13: Purchase of Fish for Drost Lake From Madison County
7:07:53 PM Gulledge The Park Committee has limited funds and would like the Village to purchase fish for the Drost Lake from Madison County. Total cost is $400.00. Asked for questions or concerns about purchasing the fish for Drost Lake. There were none. Ok to place on the next Board Meeting agenda for approval.
7:09:05 PM Gulledge Agenda Item 14: Madison County Sustainability Program Environmental Grant Application
7:09:15 PM Gulledge Stated he has spoken to Madison County about applying for the Madison County Sustainability Program Environmental Grant and was informed the Village has a good chance of receiving grant funds. The Village will need to pass a resolution to request the funds. The grant funds will be used to replace the Village Hall outer doors on the front building. The doors have rotted and now have large holes. Bids will be taken to replace the doors.
7:11:22 PM Garcia Asked if the Village had considered different types of doors when replacing them?
7:11:37 PM Gulledge Stated the Village wanted to stay with the style and design of the building. Felt the Village needed to replace the doors with or with out being approved for the grant funds. Asked for questions or concerns about creating a resolution to allow him to apply for environmental Grant Funds from Madison County Sustainability Program. There were none. Ok to place on the next Board Meeting agenda for approval.
7:12:29 PM Gulledge Agenda Item 15: Land Acquisition Agreement (Meier Property) for Phase 1 of the E. Main Project
7:12:37 PM Gulledge An Ordinance must be created to enter into an agreement pertaining to the property owned and controlled by Louis E. Meier, Vivian G. Meier, Randal R. Meier, and Louis E. Meier Declaration of Trust. Located along East Main Street in Maryville. The agreement involves side walks and other items. The ordinance will be on next weeks Board Meeting agenda for the Boards consideration.
7:13:50 PM Gulledge Agenda Item 15: Calendar Updates - discussed upcoming events for April.
7:15:02 PM Gulledge Agenda Item 16: Public Input - There was none.
7:15:12 PM Gulledge Agenda Item 17: To Do List
7:15:25 PM Gulledge Asked for questions or concerns on page 1.
7:15:33 PM Short Asked Schmidt for an update on the 2014 Budget.
7:15:36 PM Schmidt Stated the Finance Committee met with all the department heads to discuss budget needs. Clerk Henry is currently working on putting all the figures together and should have a draft by the end of April.
7:16:59 PM Gulledge Asked for questions or concerns on page 2 of the To Do List.
7:17:05 PM Short Asked for an update on the issues with the Khoury League.
7:17:31 PM Bell Stated he and the Mayor had met with the representative for the League to discuss the issues. The only issue that seemed to be in disagreement was for the removal of trash out of the cans. The League will now remove the trash on Fridays and Saturdays after the games are over and the Village will remove trash during the work week.
7:20:10 PM Gulledge The two issues he felt needed to be addressed were the trash removal and parking. The parking issue will be addressed by both the League and the Village working together to come up with a better solution for the current problems.
7:24:05 PM Gulledge Asked for further questions or concerns on the To Do List. There were none.
7:24:11 PM Gulledge Agenda Item 19: Trustee Comments
7:24:18 PM Vallino Inquired about a property on Division Street. He felt they may be conducting an auto body repair business in the back of the property. Asked if it was zoned for business.
7:25:04 PM Gulledge Stated he had requested Building and Zoning Director Flaugher to address the issue.
7:25:36 PM Schmidt Dawn Mushill with the Maryville, Troy, St. Jacob Chamber of Commerce sent several emails asking if the Village would like her help in promoting upcoming Village events. The Village has already advertised for several event and he would like to see more events added to the list. Further discussion followed.
7:28:28 PM Bell The Village Work Day is May 10th from 8:00 AM to 12:00 PM.
7:29:41 PM Bell Asked for an update on the Village Marquee Sign.
7:30:00 PM Gulledge Stated he had received new information from another potential company. He would like Bell to review the material.
7:30:18 PM Bell Asked for an update on the phone system. Schmidt stated there was no update at this time.
7:30:36 PM Kostyshock Suggested the Trustees go and look at the Water Plant to see how well maintained it is.
7:31:16 PM Garcia On May 10, 2014, the 1st Baptist Church of Maryville will be having a Senior Prom for the special needs children in the area. Also stated, she would like to see the speed limit in Maryville raise up from 35 mph. She feels 35 is too slow. Further discussion followed concerning raising the speed limit.
7:36:32 PM Short Asked if there was more than one Village employee who could make changes to the Village Marquee Sign? Stated a change needed to be made to one of the messages. Gulledge stated he did not know.
7:37:57 PM Gulledge Agenda Item 20: Mayor Comments
7:38:04 PM Gulledge The Congressional Prayer Breakfast will be held on April 28, 2014. He will need to know who is planning on attending the event, so any left over tickets can be given to other interested Village employees.
7:38:04 PM Gulledge Stated he will be presenting a name to the Board for a new Park Committee member. Deb Bowns will be joining the committee.
7:40:00 PM Gulledge Listed the Village facilities and the number of Conceal/Carry Signs that were hung at each location.
7:42:28 PM Gulledge Stated he has asked Public Works Director Presson to get bids for removing the trees in front of the Police Department and the Village Hall building. The trees are dropping limbs and sugar gum balls on the ground and causing a walking hazard.
7:43:38 PM Gulledge There being no further business to come before the meeting. Called for a motion to adjourn. Motion 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.
7:43:58 PM Gulledge Meeting adjourned.
Respectfully submitted,

Christy Lucas, Village Deputy Clerk

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