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Village of Maryville, Illinois

Description Caucus Meeting
Date 2/25/2009 Location Council Chamber
Time Speaker Note
6:30:00 PM Gulledge Called the Caucus meeting of Wednesday, February 25, 2009 to order and invited those in attendance to join in the Pledge of Allegiance. After the Pledge, asked for a roll of those officers present. Answering the roll call were Trustees Limberg, Schmidt, Bell, Callahan, Kostyshock and Garcia. Also in attendance were Deputy Clerk Fenton, Attorney Wigginton, one (1) resident and two (2) reporters.
6:30:40 PM Gulledge Called for approval of the February 11 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 Kostyshock. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Callahan - yes; Kostyshock - yes; Garcia - yes. Motion carried.
6:31:10 PM Gulledge Went to first agenda item, Annual Buscom Maintenance Agreement.
6:31:18 PM Bell Explained this agreement covers audio and recording equipment. Stated the total cost for renewal is $3,209.85.
6:31:51 PM Gulledge Commented the contract runs from April 10, 2009 through April 9, 2010. Asked for any questions.
6:32:08 PM Bell Commented Buscom has been good to work with.
6:32:25 PM Gulledge Asked for any questions. There were none. Stated the item will be placed on the Board meeting agenda.
6:32:35 PM Schmidt Asked if the cost will be divided across all departments.
6:32:41 PM Gulledge Stated they will research what is normally done. Commented he believes it has always been charged to Admin.
6:32:48 PM Bell Commented Admin is the only department that uses it on a regular basis.
6:33:06 PM Gulledge Went to next item, Administrative Office Computer Purchase.
6:33:29 PM Bell Explained he is requesting two computers. First, is a request to replace Jolene Henry's computer, which is over 4.5 years old. Stated the plan is to purchase a computer without a monitor, and use the current PC to replace the surveillance camera PC, which is currently down. Stated the price is $1,804.99 for a new workstation with a DVD writer and a new version of Office 2000 Pro. Stated the labor cost of $297 is approximately 3 hours to move all data and install programs. Stated the additional $297 labor charge is 3 hours to clean her current machine and load it for the surveillance program. Questioned what department the surveillance portion will be charged to.
6:36:52 PM Gulledge Stated his opinion it should be Parks, as when the system was purchased it was charged to Parks.
6:36:57 PM Bell Agreed. Reiterated the cost will be $1,804.99 to Administration and $297 to Parks. Commented the $297 charges are estimates on labor.
6:37:28 PM Gulledge Asked for any questions.
6:37:49 PM Schmidt Commented there is currently $4,800 left in the Administration computer budget.
6:38:03 PM Bell Commented they will not spend that much.
6:38:09 PM Gulledge Asked for other questions. There were none. All were in favor. Stated the item will be placed on the Board meeting agenda. Went to next item.
6:38:19 PM Bell Stated he would like to consider the next item as an emergency purchase. Stated the laptop he is using to maintain the website and Village e-mail is down. Commented he has backups, so no data has been lost. Stated the computer is almost 8 years old. Stated he has obtained a quote for a Sony and an IBM Thinkpad. Stated the Sony cost would be approximately $2,239, of which the laptop is $1,299; a three or four year warranty for a cost of $200 or $300, respectively; two docking stations, one for the Hall and one for use at his home; a new version of Office 2007 Pro; an upgrade of Sharepoint which is the software for maintenance of the website. Commented he believes he can avoid the $297 labor charge for data swap, as he believes he can handle it on his own. Stated the IBM would be $2,315.94 plus an hour or two of Computron labor. Stated he would like to propose a purchase not to exceed $2,600, at his discretion.
6:42:15 PM Gulledge Asked for any questions.
6:42:17 PM Schmidt Asked why he cannot use the computer previously used by Limberg.
6:42:22 PM Bell Stated he investigated that option. Stated that computer is currently used for the Planning Commission and Zoning Board of Appeals. Stated it is almost 5 years old, and is at the end of its expected life. Stated he could try it, but does not want to invest time in something that might be gone in 6 months. Commented this is a small investment for the time spent on maintaining the website and other IT functions.
6:43:52 PM Schmidt Asked if this will come from the Administration Computers line item in the budget.
6:43:59 PM Bell Responded yes.
6:44:42 PM Schmidt Commented his first thought was to use the computer previously allocated to Limberg; however he did not realize Flaugher was using it.
6:45:01 PM Bell Commented he does not want to mislead anyone: Flaugher could feasibly get away with not using that computer and borrowing the FTR laptop. Stated he is reluctant to allow that, as this computer and the back-up stored in Long's office are the only two that can be used to record meetings.
6:46:03 PM Gulledge Polled the Board. All were in favor. Stated the item will be placed on the Board meeting agenda. Went to next item, 2009 Recyclable Content Equipment Grant. Stated it is an 80/20 match grant. Stated the Park Committee reports they are caught up with placement of equipment. Stated 8 more trash containers are needed to finish the ball fields. Stated they need to choose items to get to $10,000. To that end, they are recommending the purchase of 6 picnic tables, 8 circular waste receptacles and 5 boardwalk benches. Stated the County will pay 8,000, and the Village will pay $2,014.66 out of the Park fund. Asked for any questions. There were none. All were in favor. Stated the item will be on the Board meeting agenda.
6:48:16 PM Gulledge Went to next item, Venue Recycling Equipment Grant. Stated this is a $5,000 grant with no match. Stated the MCIB has reviewed this issue as a potential new committee. Stated he and Presson met with Leah Detmer from Madison County Solid Waste, and they have extended the time frame for submission. Stated Presson will get pricing information, and the item is on the MCIB agenda for discussion on Monday evening. Stated the item will come back to the Board from the MCIB. Asked for any questions. There were none.
6:50:26 PM Gulledge Went to Calendar Updates. Commented on the MCIB meeting Monday, March 2, at 7:00 p.m.; the Museum meeting Tuesday at 7:00 p.m.; Economic Development Committee meeting; Library meeting on the 10th; Park meeting on the 16th; Planning Commission meeting on the 23rd.
6:51:24 PM Schmidt Commented large item trash pickup is scheduled for the week of March 30th, and asked Fenton to add it to the Calendar.
6:52:03 PM Gulledge Went to Public Input. There was none. Introduced John McNamara, who is running for Village Trustee.
6:52:38 PM Gulledge Went to To Do List, page 1. Bell asked if the mower has been ordered. Mayor responded the application has been submitted. Stated they do not meet until the third Wednesday of the month, so they will not know anything until next month. Went to page 2. There were no comments. Went to page 3. There were no comments.
6:53:58 PM Gulledge Went to Trustees' Comments.
6:54:06 PM Bell Commented the final Discovery Series was held Sunday, at which Gary Kukla presented a seminar on Identity Theft. Stated it was very informative.
6:54:48 PM Gulledge Commented Kukla did a great job.
6:55:05 PM Callahan Commented he wanted to go but was unable. Commented he expected a bigger turnout.
6:56:05 PM Bell Commented Sharon Petty does great job scheduling the series, and is taking input for ideas for next year. Commented they need to get the Art Contest on the calendar.
6:57:26 PM Kostyshock Commented the street sign installation is now complete in Old Town. Commented the new benches in the parks look nice.
6:57:53 PM Garcia Asked when the banners will go up.
6:58:04 PM Callahan Stated it should be soon. Stated 38 banners have been purchased, so they paid for themselves. Commented the committee did a great job.
6:58:38 PM Gulledge Went to Mayor's Comments. Stated Clerk Long asked that he inform she and the Comptroller will be at the Village Hall on Saturday, March 7th from 10:00 a.m. to 12:00 p.m. for a special voter registration. Stated the last day to register to be eligible to vote in this election is March 10th. Commented in addition to the Saturday date, registrars are available at the Village Hall Monday through Friday from 8:00 a.m. to 4:30 p.m.
7:00:12 PM Gulledge With no further business to come before the meeting, asked for a motion to adjourn. Motion was made by Bell and seconded by Kostyshock. Voting on the motion: Limberg - yes; Schmidt - yes; Bell - yes; Callahan - yes; Kostyshock - yes; Garcia - yes. Motion carried.
7:00:32 PM   The meeting ended.

Respectfully submitted,

Thelma Long, Village Clerk

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The Village of Maryville