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Village of Maryville, Illinois

Description Caucus Meeting
Date 7/22/2009 Location Council Chamber
Time Speaker Note
6:30:00 PM Gulledge Called the Caucus meeting of Wednesday, July 22, 2009 to order and invited those in attendance to join in the Pledge of Allegiance. After the Pledge, he asked for a roll call of those officers present. Answering the roll call were Trustees Limberg, Schmidt, Bell and Kostyshock; Garcia arrived late; Short was absent. Also in attendance were Deputy Clerk Fenton, Administrative Assistant Henry, Public Works Director Presson, Village Engineer Juneau, Building and Zoning Administrator/Fire Chief Flaugher, Police Chief Schardan, and three (3) reporters.
6:30:45 PM Gulledge Called for approval of the July 8th 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 Limberg. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Kostyshock - yes. Motion carried.
6:31:14 PM Gulledge Went to first agenda item, Sealed Bid Result for EDACS Radio Equipment. Stated they only received one bid.
6:31:38 PM Limberg Stated the bid was from ACT for $500 for all equipment as described.
6:31:51 PM Gulledge Asked Schardan to discuss. Asked if there was any reason to keep the equipment, as his understanding is it will not work with the current system.
6:32:09 PM Schardan Concurred.
6:32:19 PM Limberg Stated his recommendation to sell the equipment.
6:32:25 PM Gulledge Polled the Board; all were in favor.
6:32:35 PM Gulledge Went to next item, Permission to Hire Replacement Officer. Asked for any questions or comments. Stated the item is in the Police Department budget.
6:33:03 PM Schmidt Commented on his prior reservations regarding whether the replacement is needed. Stated in reviewing the budget and meeting with Schardan, he has come to the conclusion the budget will support a replacement, and the item is a safety issue for residents as well as officers. Stated he is currently in agreement with the issue.
6:33:48 PM Gulledge Polled the Board; all were in favor.
6:33:57 PM Kostyshock Asked which person they will be hiring, and how it will affect retirement.
6:34:06 PM Schardan Stated the Fire and Police Board makes the hiring decision. Explained regarding the individual that is already an officer, if the legislation is not passed he likely will not accept the position. Stated he sent a copy of the statute to the individual, who is reviewing it but has not yet responded to Schardan. Stated the number one position on the list is interested, but will need the academy training.
6:34:51 PM Gulledge Clarified all they are doing is authorizing the hire. The Board was in favor.
6:35:03 PM Gulledge Went to next item, purchase of new PC for Water Superintendent Matt Hoffman.
6:35:17 PM Presson Commented the computer hard drive is failing. Explained the issue happened to coincide with Computron's performed inventory of equipment, which found that this computer is the oldest in the system. Explained due to these factors, Computron put together a bid, which totals $1,199 for a workstation.
6:35:56 PM Bell Commented the bid does not include a monitor.
6:36:03 PM Presson Explained the monitor was previously upgraded and is not needed. Discussion was held as to what software will be needed. Bell concluded the approval should be for a cost not to exceed $1,450.
6:36:44 PM Gulledge Asked for any questions.
6:37:46 PM Bell Commented on the inventory process, explaining they had an inventory previously that was not kept up to date. Explained his goal is to replace one to two of the oldest PCs in the system per year.
6:38:30 PM Gulledge Asked for further questions.
6:38:33 PM Schmidt Commented as they do a lot of business with Computron, have they ever considered waiving the delivery and installation fees.
6:38:54 PM Bell Explained that is where Computron makes their money. Explained the delivery and installation are built in; they charge extra for any extra services needed at a rate that is lower than their normal rate.
6:40:09 PM Gulledge Polled the Board. All were in favor of purchase the PC for Hoffman.
6:40:24 PM Gulledge Went to next item, Museum Committee Request for Supplies.
6:40:31 PM Kostyshock Explained they are in need of several items and went to four or five different places for comparison prices. Stated the total request for supplies is $1,000.
6:41:20 PM Gulledge Asked for any questions.
6:41:22 PM Schmidt Asked how purchases are made; i.e., do they charge them personally and get reimbursed from the Village.
6:41:35 PM Kostyshock Stated purchase orders are obtained through Brussatti in order to avoid charges of sales tax.
6:41:52 PM Gulledge Asked for other questions. There were none. Polled the Board; all were in favor.
6:42:07 PM Gulledge Went to next item IML Conference Attendees. Explained his opinion the conference is worthwhile and attendees bring back many ideas to implement for the benefit of the Village. Explained his opinion they should limit the number of representatives in the interest of cost savings. Stated his recommendation would be no more than five (5) attendees.
6:44:36 PM Schmidt Agreed.
6:46:19 PM Bell Commented they limited the number last year. Asked whether the individuals were able to cover all the seminars of interest.
6:47:06 PM Schmidt Responded he believes so, as everyone picked up information to bring back to other department heads.
6:47:49 PM Gulledge Polled the Board; all were in favor. Explained the reason for the discussion is they need to reserve rooms before they are all gone.
6:49:33 PM Gulledge Went to next item, Budget.
6:49:53 PM Garcia Arrived and was seated.
6:50:12 PM Gulledge Commended staff and the Board for the work on the budget. Explained they are currently showing a figure of $130,934 in the black.
6:51:19 PM Schmidt Explained how the budget process works: Henry distributes worksheets showing initial figures for income and expenses, after which meetings with individual department heads are held to discuss specifics. Stated budgeted income for the General Fund is $2,433,450, with budgeted expenses of $136,434 for a net of almost $2.3 million. Commented he will not go over the budget line by line, but will take questions on specific line item as needed.
6:53:46 PM Gulledge Commented they are two-thirds of the way through with the bond issue. Stated they will be closing on August 12th, at which agent fees will need to be paid and have not yet been incorporated into the budget. Approximated the expense at $50,000.
6:55:06 PM Schmidt Went to discussion of budget and asked for questions. Explained under the Museum line item, there are repairs that need to be made to the roof, so they allocated $10,000 as an estimated expense. Mayor stated they are waiting on a third bid.
6:56:37 PM Kostyshock Stated the building also needs tuck pointing work.
6:56:51 PM Gulledge Responded currently there is no money in the budget to get that done this year.
6:57:30 PM Schmidt Commented on the Public Service Officer line item. Stated there is no PSO at this time, so the budget has been drastically cut. Stated they allocated some funds for ordinance violations handled by Flaugher. Next, commented under Building and Zoning they need to keep in mind, the wage expense is for Flaugher and half of Fenton's.
6:58:55 PM Garcia Asked what the $6,760 figure was for banners. She was told that is what was received.
6:59:41 PM Garcia Clarified the Village pays utilities for the library. Mayor responded yes, and it is included in their rent.
7:00:28 PM Garcia Asked what Hotel Motel operating supplies are.
7:00:33 PM Schmidt Responded bulbs, sockets, extension cords, etc., for the holiday lights.
7:01:08 PM Schmidt Commented the wage figures are preliminary, as raises have not yet been decided.
7:01:40 PM Garcia Asked about the $2,000 figure for insurance deductible reimbursement under the Fire Department.
7:01:55 PM Henry Responded they took the assumption that not all three employees will meet their $1,000 deductible.
7:02:26 PM Kostyshock Asked if the Memorial Walk budget includes the Plaza as well.
7:02:42 PM Henry Responded no; the Plaza is on page 6 and included with the Village Hall Complex.
7:02:53 PM Garcia Asked if the $5,000 showing under vehicles for the Police Department is the down payment for the new squad car.
7:03:08 PM Henry Responded no; it is the budget to outfit the new car.
7:03:37 PM Garcia Asked what the figure is under medical services.
7:03:46 PM Henry Explained that is the expense for potential fire and police employees to be sent for physicals.
7:04:57 PM Garcia Clarified Flaugher thinks they will have $200,000 in ambulance fees.
7:05:07 PM Flaugher Responded this year's figure was $198,026.
7:05:21 PM Garcia Asked about the collection rate. Flaugher responded their collection rate is up in the 80's.
7:05:58 PM Schmidt Reminded the Board and Department Heads anything included in the budget for purchase still has to come before the Board on an individual basis for approval.
7:11:49 PM Bell Asked if Presson is comfortable with $500 for computers under Street Department.
7:11:59 PM Presson Responded yes, as they just replaced Jones' computer last year.
7:12:50 PM Schmidt Clarified they are going ahead with the new street sign style.
7:13:04 PM Presson Responded normal replacement has all been budgeted. Stated they have finished Bauer and then he needs to finish Remington, Remington Villas and Hickory Knolls which will get them done with that side of town.
7:15:16 PM Bell Asked what the $10,000 figure includes.
7:15:46 PM Presson Responded a computer for Hoffmann and facility improvement at the plant.
7:15:55 PM Bell Asked how old the SCADA equipment is.
7:15:59 PM Presson Stated it is due to be replaced but will not be this fiscal year. Stated recent upgraded will get them through until the treatment plant improvements are made.
7:16:30 PM Gulledge Commented the Waterworks, Water Softening and Special Service Area #3 are all levied items and the payments are fixed.
7:16:56 PM Henry Commented they are refunding the Water Softening bonds, and will remain an active account.
7:17:14 PM Gulledge Asked for questions on the overall budget. There were none.
7:19:46 PM Gulledge Went to Calendar Updates: No Planning Commission meeting this month; recommend they cancel the August 29th caucus meeting; all were in favor; three Movie in the Park events for August; Community Improvement Board meeting August 3rd; Museum meeting; Park meeting August 17th; Commented the previously held twice-per-month Public Works meeting has been reduced to once per month going forward, on the first Thursday of each month.
7:22:48 PM Gulledge Went to Public Input. There was none. Went to To Do List.
7:23:14 PM Schmidt Asked when they will receive the containers for the new recycling program.
7:23:20 PM Gulledge Stated they were supposed to be delivered July 18th, and will call to follow up.
7:23:39 PM Bell Stated he received an update on the bid from KDI Net for the e-mail notification system: The new requirements fall within the original estimate of $850. Stated the item will be put on a future Caucus Meeting agenda for discussion.
7:24:48 PM Gulledge Went to Trustees Comments.
7:24:58 PM Kostyshock Stated the Village has an ordinance that dumpsters must be enclosed. Stated one of the local apartments removed their dumpster and went to individual containers so as to avoid building an enclosure. Stated these individual containers are constantly overflowing. Gulledge suggested he talk to Flaugher regarding the issue.
7:25:35 PM Garcia Asked what street the apartments are on. She was told it is not a street, but an alley. Stated parking is an issue, and it needs to be made a one way as cars cannot get through. She was told it is private property, and the owners of the complex must address the issue.
7:26:48 PM Gulledge Went to Mayor's Comments. He had none. With no further business to come before the meeting, asked for a motion to adjourn. Motion was made by Bell and seconded by Limberg. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - - yes; Kostyshock - yes; Garcia - yes.
7:27:12 PM   The meeting ended.

Respectfully submitted,

Thelma Long, Village Clerk

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The Village of Maryville