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Village of Maryville, Illinois

Description Caucus Meeting
Date 7/8/2009 Location Council Chamber
Time Speaker Note
6:30:12 PM Gulledge Called the Caucus meeting of Wednesday, July 8, 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, Police Chief Schardan, Street Superintendent Jones, three (3) reporters and one (1) resident.
6:30:53 PM Gulledge Called for approval of the June 24th 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; Garcia - yes; Short - yes. Motion carried.
6:31:23 PM Gulledge Went to first agenda item and asked Schardan to discuss.
6:31:34 PM Schardan Stated his request to hire a replacement officer for Sergeant. Tom Lange. Explained the academy starts September 1st, and he would like to get someone by August 12th in order to have a couple of weeks in Maryville before starting the academy. Stated he is requesting authority to set up testing. Gulledge clarified this is not a new-hire, but a replacement.
6:32:19 PM Bell Asked about the current eligibility list.
6:32:22 PM Schardan Stated the first person on the list currently works as a security guard. Explained there is still one individual on the first list, who is already certified. Explained there is legislation currently on the Governor's desk they are waiting to hear about that would allow him to transfer his pension to a new department. Explained the pension issue is the reason he did not take a position back in May.
6:33:39 PM Gulledge Asked how retirement would impact Maryville regarding the individual on the other list.
6:33:49 PM Schardan Stated it puts him closer to retirement.
6:33:52 PM Gulledge Clarified it is a trade off for experience. Schardan concurred.
6:34:01 PM Short Asked how many years before the secondary candidate is eligible for retirement.
6:34:15 PM Schardan Answered he only needs eight more years to have twenty years in.
6:34:24 PM Gulledge Clarified Tom Lange's departure is due to disability.
6:34:29 PM Schmidt Commented there is a lot still "up in the air" regarding the budget. Commented he understands they are trying to beat a deadline for the academy; however they have gotten by this long without replacing the position, and he believes they can get by a little longer. Stated as Finance Chair, he is opposed to hiring someone at this time.
6:35:11 PM Schardan Stated they are actually two short, as there is another individual on disability they are unsure will be coming back. Stated they have been short since November of 2007 with Lange. Explained due to the timing of the academy, FTO Program, it is six to seven months before they are able to use the individual.
6:35:54 PM Schmidt Maintains his opinion he is not comfortable adding a person at this time.
6:36:04 PM Limberg Stated he has discussed the issue with Schardan. Commented this is not a new hire, but a replacement. Commented they are currently one sergeant short. Stated he is in favor of hiring.
6:36:35 PM Bell Commented he does not want to be short officers on the street. Commented he understands they need to save money where they can; however in his opinion this is not an option.
6:37:05 PM Short Asked how many officers they have currently.
6:37:11 PM Schardan Responded twelve; however one is off now and they are unsure whether he will return, so they are working with eleven, counting Schardan.
6:37:26 PM Short Clarified optimally they want three per twelve-hour shift.
6:37:36 PM Schardan Responded he would like to see that some day; however he understands it will not happen in the near future. Short asked what a typical shift is now. Schardan responded they currently have a lot of time with one man on the day shift and he or Kanzler backs him up.
6:37:52 PM Short Asked if Sergeant Howe is currently an administrative person.
6:37:57 PM Schardan Responded yes. Stated he works Saturdays and Sundays to cover supervision on the day shift. Explained currently one of the night shifts is working without a sergeant. Explained the plan was to replace Lange and promote a third sergeant. Short clarified Sergeant Howe works every weekend on the day shift. Schardan responded yes, and Monday, then works one day float. Stated he currently is flexible to the point that sometimes he works eight-hour days. Discussion ensued as to shifts and coverage. Explained the hiring of an extra officer will allow for three men on nights, and two on days.
6:39:57 PM Short Stated he is trying to get a feel for where they are most short handed now and how they are coping. Stated he agrees with Bell they don't want to be short on officers, but is sympathetic with budget concerns. Asked if they are incurring overtime to cover shifts and how the current situation is affecting the budget.
6:40:40 PM Schardan Explained it is not affecting the budget because they are working one man on day shifts most times.
6:40:56 PM Schmidt Stated two to three years ago, they were up to speed with what Schardan wanted. Stated at that point they could afford it. Stated they are currently at a point where adding another officer may not be prudent for the budget. Stated revenues will be slightly less this year and will be worse next year and possibly through 2011. Commented the Village has gone through several emergencies during the timeframe that Lange has been gone, and the department has performed admirably. Maintained his opinion they can get by without adding personnel.
6:42:23 PM Short Commented he does not disagree; however he is close to the situation and would not want to be the one to say somebody got hurt because they are short-handed. Commented it is hard to put a price on the comfort level of the citizens.
6:43:21 PM Schmidt Agreed; however he does not think this is an emergency situation.
6:43:44 PM Garcia Commented she respects Schmidt's opinion; however she has also recently been a victim, so naturally she would like to see more police. Commented if another officer gets hurt in the near future, they will really be in a bind. Schmidt commented they could then hire a part-time officer from another agency.
6:44:09 PM Kostyshock Asked whether not hiring a new person would impair the safety of the citizens.
6:44:18 PM Schardan Responded the situation will stay the same as they have been doing; it will simply hurt the day shift. Stated they officers are losing training because they cannot afford for individuals to be gone without paying overtime. Stated the sergeants have been flexible in filling in spots to save overtime. Stated it has created a lot of one-man day shifts.
6:44:52 PM Kostyshock Commented a lot of cities are laying people off, and he does not know whether they have the money for a new person.
6:45:05 PM Schmidt Stated he is not in a position to comment on that.
6:45:12 PM Gulledge Stated they have meetings scheduled to review the budget with all department heads. Asked if they can wait on a decision for the first meeting in August.
6:45:37 PM Schardan Stated it puts them in a situation where they will be pressed to get the testing and background checks done. Stated the academy likes the preliminary information in two weeks ahead of time. Stated the academy starts September 1st.
6:46:05 PM Gulledge Asked if it is feasible to discuss the issue again at Caucus on July 22nd, at which time they will know whether the budget allows for this. Asked if he could wait until August 6th for a formal vote.
6:46:46 PM Schardan Stated the background checks and pre-employment testing takes the most time.
6:46:58 PM Gulledge Asked whether they could start the background checks. Schardan responded yes.
6:47:17 PM Short Asked, economically, what advantage is there to hiring the individual on the secondary list versus the other individual.
6:47:34 PM Schardan Responded his experience and ability to go to work right away. Short asked how that impacts the pension system.
6:47:47 PM Schardan Stated his understanding is he would be able to transfer and would have five years to make up the difference. Short commented waiting would give more time for the Governor to act on the legislation.
6:48:51 PM Gulledge Asked if this will serve as a compromise for right now. Schardan responded yes. Gulledge commented after the budget meetings they will be in better position to decide. All were in favor.
6:51:22 PM Gulledge Went to next item, permission to purchase a Police administrative vehicle, and asked Schardan to discuss.
6:51:37 PM Schardan Stated previously they had an opportunity to by a vehicle, but due to timing issues with going through the Board the car was gone by the time he went to check on it. Stated he is asking to have authority to place a down payment on a vehicle, should a good deal come through again. Explained the plan is to give the Tahoe to the sergeants, put the current sergeant vehicle back in the fleet for patrol use, and use the new vehicle as the Chief's administrative vehicle. Commented it would save at least $6,000 to $8,000. Stated the money to purchase the vehicle would come from the Supervision Fund. Explained $20 of all supervision fees collected on tickets comes back to the Village and can only be used to purchase or maintain vehicles. Stated he currently has $12,935 in that account. Explained they are averaging $448 per month income on the account. Stated his proposal is to use some of the funds for a down payment, take out a loan on the vehicle and use the funds in the restricted account to make the payments.
6:55:49 PM Gulledge Commented police cars with about 70,000 and above end up costing $400 to $600 per month in maintenance bills to keep them running. Stated he does not want to get in a position where two years from now they need to purchase three or four cars. Stated he can see advantages to both ways. Stated they need to get a car some way. Stated if they buy another patrol car, it will cost more. Stated Schardan is trying to save the General Fund. Stated regardless of what happens, they are likely looking at another patrol car out of the General Fund budget this year.
6:58:01 PM Bell Asked how many miles are on the squad car currently used by the sergeants. He was told a little over 50,000. Asked whether it makes sense to pay interest on an administrative car versus using the total fund and supplementing with funds from the General Fund to purchase a new vehicle.
6:59:05 PM Schardan Stated he is simply trying to stay out of General Fund while keeping the Supervision fund healthy to have money to fall back on in case they need to purchase another squad car.
6:59:16 PM Gulledge Stated his idea was to pay $10,000 down, leaving approximately $2,500 in the account so if they got into a pinch they could buy another car and it would take care of another payment if they had to.
7:00:03 PM Schardan Commented the total interest on the loan estimate was $1,700 over 5 years.
7:00:37 PM Schmidt Asked if there has been any discussion of putting the PSO vehicle back into service.
7:00:54 PM Gulledge Stated that truck will be put into the Public Works fleet.
7:01:43 PM Schardan Stated another idea was if they don't find a situation for an administrative car, if they get within $1,000 of a pursuit vehicle, they can just buy another squad car and he would keep the Tahoe. Stated he is only asking to be able to act on a deal should they find another good one.
7:02:15 PM Schmidt Commented they have acted on other emergencies in the past, and the Trustees are all readily available.
7:02:34 PM Gulledge Agreed; however when he asks for an emergency situation, he prefers it truly be an emergency. Commented purchasing a car is stretching whether it is an emergency simply because it is a good price.
7:04:01 PM Kostyshock Commented they have a fund to pay 80% of the cost. Commented repair bills on high mileage police cars are very high. Stated his opinion this is a win/win situation.
7:04:40 PM Limberg Commented he likes using the supervision fund. Stated that fund consistently gets $300 per month. Stated he would rather use the funds for buying new rather than maintenance. Asked the average mileage per year from patrol cars.
7:05:41 PM Schardan Responded if two men are driving, the average is close to 25,000 per year. Stated he is trying to keep the cars to one person in order to get the entire warranty period of them.
7:06:15 PM Limberg Stated he is in favor of purchasing an administrative car unless they can find a good deal on a squad car.
7:06:43 PM Schmidt Asked what kind of down payment they are talking about.
7:06:50 PM Gulledge Stated he does not want to go over $10,000 in order to keep $2,500 in the fund. Commented his opinion $1,500 in interest over five years is a huge amount.
7:08:22 PM Schardan Stated his opinion was to use as much of a down payment as it takes to keep the car payment at $300 per month. Commented his opinion it will not take $10,000 to do that, so there will be even more left over in that fund.
7:08:42 PM Schmidt Clarified they will then need to outfit the Tahoe.
7:08:46 PM Schardan Stated it will need a light bar on the inside and back two windows. Stated it will not be marked.
7:09:15 PM Schmidt Stated he is in favor.
7:09:19 PM Bell Stated he is in favor of whatever best deal can be made whether it be administrative or squad car.
7:09:30 PM Kostyshock State he is in favor.
7:09:32 PM Garcia Stated she is in favor.
7:09:52 PM Short Clarified they are looking for a mid-size, four door vehicle. He was told yes. Stated he is in favor.
7:10:40 PM Gulledge Clarified Schardan will look for at both angles, get the information to him, and he will inform the Trustees. Stated the item will be put on the agenda for next Wednesday. Schardan clarified all he is looking for is the authority to make a down payment if they find a good deal. All were in favor.
7:11:43 PM Gulledge Went to next item, Northwood Sewer Project Final Pay Request, and asked Kostyshock to discuss.
7:11:55 PM Kostyshock Stated the pay request is for $20,719.60. Commented they did a great job.
7:12:25 PM Gulledge Stated the vote will be to authorize the County to make the payment, as that is the grant that was received. All were in favor. Went to next item, Pay Request #2 from Baxmeyer.
7:12:56 PM Kostyshock Stated they have a pay request from Baxmeyer in the amount of $196,443.33 for the Lakeview Acres Road Project. Stated the project is moving along quickly, and they are now at the intersection of East Main and Lakeview Acres. Bell asked how long the intersection will be closed.
7:13:30 PM Gulledge Stated he has been told the road will be open as quickly as possible. All were in favor of the payment.
7:14:24 PM Gulledge Went to Calendar Updates: Homecoming; Master Gardeners Open House; Museum will be open during Homecoming.
7:16:19 PM Gulledge Went to Public Input. There was none. Went to To Do List.
7:16:51 PM Bell Stated KDI Net is working on the estimate for the email notification, and should have it for the next Caucus. Stated they discussed an alternate service; however it is not what the Village is looking for.
7:18:54 PM Gulledge Stated the bond issue will be on the agenda for next week's Board meeting. Stated they are meeting with all department heads on Monday regarding the budget. Went to Page 2; no comments. Went to Page 3; no comments. Went to Trustees' Comments.
7:19:35 PM Limberg Stated the Community Improvement Board met Monday night and held discussion on the Village Wide Garage Sale and how to improve it for next year. Stated they discussed the possibility of changing the date. Stated overall consensus was the event went well. Stated comments were made that the central location was confusing and congested, so they may try to utilize the Village property next year. Mayor stated Dawn Mushill indicated Maryville had a much better response than Troy has had since the inception of Troy's program five years ago. Next, discussed the Community Clean Up Day. Stated participation was down, mostly due to the heat, so they came to an agreement to hold cleanup days in the spring and/or fall. Next, discussed the award for Yard of the Month which went to Don and Patti Rebstock, 1804 Lakeview Acres Drive off of East Main. Stated the Business Landscaping of the Year award went to Anderson Hospital. Next, discussed the fall fest to be held October 10th, for which more information will be coming. Next, discussed a planned Community Health Day to be held August 29th at the Senior Center, at which Fred Bird will be in attendance from 12:00 p.m. to 1:00 p.m.
7:25:55 PM Schmidt Offered his thanks to Nancy and Roger Shoup for landscaping help. Next, offered his thanks to Tracy Fenton for making sure the electronic sign board is fixed.
7:27:10 PM Bell Asked whether the Welcome to Maryville sign is supposed to be lit.
7:27:20 PM Gulledge Stated this issue came up at the Community Improvement Board meeting. Stated they did not want to light it until the letters were fixed; now that they are fixed, Public Works has been too busy to get it done. Stated he hopes to have it done in the next week or two. Commented the plan is also to landscape the area.
7:27:54 PM Kostyshock Complimented Jones for taking over getting ready for Homecoming in Presson's absence. Complimented the summer help, stating he has received good comments from the Master Gardeners. Commented on the volunteer work done by Roger and Nancy Shoup. Stated he is in the process of getting the brickwork finished on the Memorial.
7:29:44 PM Garcia Complimented Clint Jones. Commented Nancy and Roger Shoup's yard is beautiful and should be nominated for Yard of the Month. Discussion was held as to the nominating and judging process.
7:31:32 PM Gulledge Went to Mayor's Comments. Complimented Public Works. Commented he received a voicemail from a resident commending the young men performing limb pickup. Echoed comments regarding the volunteers that maintain the landscaping around town.
7:34:26 PM Gulledge Asked for a motion to go into Closed Session under 5ILCS120/2(c)(5) to discuss the Sale or Lease of Real Property held by the Village of Maryville. Motion was made by Bell and seconded by Schmidt. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Kostyshock - yes; Garcia - yes; Short - yes. Motion carried.
7:48:40 PM Gulledge Asked for a motion to come out of Closed Session. Motion was made by Bell and seconded by Schmidt. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Kostyshock - yes; Garcia - yes; Short - yes. Motion carried.
7:48:54 PM Gulledge With no further business to come before the Board, asked for a motion to adjourn. Motion was made by Bell and seconded by Schmidt. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Kostyshock - yes; Garcia - yes; Short - yes. Motion carried.
7:49:36 PM   The meeting ended.

Respectfully submitted,

Thelma Long, Village Clerk

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