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Village of Maryville, Illinois

Description Caucus Meeting
Date 9/23/2009 Location Council Chamber
Time Speaker Note
6:30:59 PM Gulledge Called the Caucus meeting of Wednesday, September 23, 2009 to order and invited those in attendance to join in the Pledge of Allegiance. After the Pledge, he asked for a roll of those officers present. Answering the roll call were Trustees Limberg, Schmidt, Bell, Kostyshock, Garcia and Short. Also in attendance were Deputy Clerk Fenton, Attorney Wigginton, Street Superintendent Jones, Village Engineer Juneau, one reporter and one resident.
6:31:46 PM Gulledge Called for approval of the September 9th meeting minutes. Asked if there were any questions, additions or subtractions to the minutes as prepared by the Clerk. There were none. Motion to approve was made by Schmidt and seconded by Bell. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Kostyshock - yes; Garcia - yes; Short - yes. Motion carried.
6:32:18 PM Gulledge Went to first agenda item, OSLAD Grant and asked Engineer Charlie Juneau to discuss.
6:33:04 PM Wigginton Arrived and was seated.
6:33:28 PM Juneau Discussed the Park Improvement Project. Stated the Village was awarded the OSLAD grant April 25, 2008 in the amount of $327,200, with a 100% match from the Village and the expiration of the grant is December 31, 2010. Stated bids were received January 21, 2009. Commented it was an ambitious project including lighting of baseball fields, build bleachers, a bocce ball court, horseshoe pits, paving of walking paths, etc. Stated portions of the bids came in higher than anticipated, the project was cut back. Stated they have received approval from the IDNR Project Manager to cut back on the project to make it affordable. Stated the base bid from Keller Construction was $497,445. Comments were made that this bid was substantially lower than any other bidder. Stated after changes, the ultimate award amount was $647,719. Stated the Village was successful in obtaining a grant for Schiber Court which allowed for a downscale in that portion of the project to the original $20,000 in the grant. Stated this would leave the paving of the bike trails in the grant. Commented in order for approval from IDNR, the project had to be lighter on the infrastructure and heavier on the recreation improvements. Explained awarding the project to Keller in the amount of $647,719, with a change order deleting a portion of the north entrance in the amount of $58,748 results in the project cost of $588,971. Further explained engineering is $80,000 and audit of approximately $1,200 resulting in total project costs without contingencies of $670,000. Stated subtraction of the OSLAD grant of $327,200 leaves Village funding required of $342,971. Stated completion of the north entrance road would add a cost back in to the Village portion of $43,568. Stated a 5% contingency of $30,000 would leave the Village's cost of $416,539. Stated this amount less the amount paid to date for engineering and the $15,000 per year park grant funds over five years in the amount of $75,000, leaves a balance due from the Village of $271,592. Stated the engineer's recommendation is to award the bid to Keller Construction in the amount of $647,719, authorizing a change order decreasing the amount of work by $58,748 for a new contract price of $588,971.
6:43:46 PM Bell Commented the Village is responsible for the $271,000 plus $327,000 up front and reimbursed the $327,000 after the project is completely done. Commented on the work done with project additions, deletions and changes.
6:47:05 PM Gulledge Asked for questions or comments. Stated the project needs to get started. Stated if the Board is in favor, he will call a Special Board Meeting next week for a formal vote approving the bid award.
6:48:19 PM Bell Commented they waited so long to accept the bid, labor costs went up. Commented the contractor really worked with the Village to make the project do-able. Comments ensued regarding specifics of the project.
6:54:45 PM Gulledge Polled the Board: All were in favor of holding a Special meeting next Wednesday with this being the only item on the agenda.
6:55:34 PM Juneau Commented he spoke with the EPA today, and the water tower project is looking good to make the stimulus package.
6:55:58 PM Gulledge Went to next item, Donation of Employee Leave Time. Explained this employee has not been with the Village long enough to have attained paid leave and has a health issue. Explained the Village has a policy for employees to donate accumulated time to individuals with Board approval.
6:57:11 PM Wigginton Explained under HIPPA they cannot discuss the underlying medical condition causing the employee to request to receive leave hours donated by other employees. Stated under the Village policy, the Board must agree that the employee is eligible to receive this benefit. Commented they have done this on two other occasions.
6:58:20 PM Gulledge Polled the Board; all were in favor.
6:59:12 PM Gulledge Went to Calendar Updates. Events were discussed.
7:02:22 PM Gulledge Went to Public Input. There was none.
7:02:29 PM Gulledge Went to To Do List. Commented the roof repair to the Museum building is scheduled to start the week of October 1st. Bell asked whether the Drost Park drainage project by the gazebo should be finished before OSLAD improvements are started. Mayor indicated they will discuss it with the engineer.
7:03:58 PM Gulledge Went to Trustees' Comments.
7:04:02 PM Schmidt Commented the Rabies Clinic held last Saturday was successful. Asked what the work at Mother of Perpetual Help is for. He was told it is a drainage project, for which the plans were reviewed and approved by Public Works.
7:04:47 PM Bell Commented on the Movie in the Park event, which was not well attended due to the age of the movie, and stated votes are being taken for movies for next year.
7:07:00 PM Gulledge Went to Mayor's Comments. Stated members of the MCIB will be landscaping the Welcome Sign this Saturday at 10:00 a.m.
7:07:48 PM Gulledge With no further business to come before the meeting, asked for a motion to adjourn. Motion was made by Schmidt and seconded by Bell. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Kostyshock - yes; Garcia - yes; Short - yes. Motion carried.
7:08:06 PM   The meeting ended.

Respectfully submitted,

Thelma Long, Village Clerk

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The Village of Maryville